LEX 73574
Decision and Statement of reasons issued under the Freedom of
Information Act 1982
Decision and reason for decision of Gabby (Position Number 62397889),
Information Access Officer, Information Access Unit,
Client and Information Access Branch, Department of Veterans' Affairs
Applicant:
Mr Glenn Hamiltonshire
Decision date:
17 February 2025
FOI reference number:
LEX 73574
Sent by email:
xxxxxxxxxxxxxxxxxxxxxxxxxx@xxxxxxxxxxx.xxx.xx
Dear Mr Hamiltonshire,
Freedom of Information Request: LEX 73574 Decision
1. The Department of Veterans' Affairs (
Department) has undertaken a reasonable search of its
records and has identified two (2) documents relevant to your request.
2. I have made a decision to grant full access to one document (1) and part access to one (1)
document.
3. The documents that I have chosen to grant access in part is set out in
Schedule 1, together
with applicable exemption provisions. Where I have decided to grant access in part, I have
provided access to an edited copy of the document, modified by deletions in accordance with
section 22(2) of the
Freedom of Information Act 1982 (Cth) (
FOI Act).
Authority to make decision
1
4. I, Gabby (Position Number 62397889), Information Access Officer, Information Access Unit,
Client and Information Access Branch, am an officer authorised by the Secretary of the
Department to make decisions about access to documents in the possession of the
Department in accordance with section 23(1) of the FOI Act.
Summary 5. On 18 December 2024, you made a request for access to documents in the possession of the
Department. Your request sought access to:
'
. .I request access to the Style Guides/Brand Guides/Writing Guides currently used for
the Department of Veterans' Affairs. .’
6. On 23 December 2024, the Department acknowledged your request via email.
7. As an extension of time was applied to process your request in accordance with section 15AA
of the FOI Act, a decision on your request is due by 17 February 2025.
8. I have decided not to impose a charge in relation to this request, in n accordance with
Regulation 8 of the
Freedom of Information (Charges) Regulations 2019.
Material taken into account
9. In accordance with section 26(1)(a) of the FOI Act, my findings on any material question of
fact, the material on which those findings were based and the reasons for my decision to
grant partial access to the document fol ows.
10. I have taken the following material into account in making my decision:
• the terms of your request on 18 December 2024;
• the types of information and documents that are in the Department's possession;
• the content of the document that fal within the scope of your request;
• Sections 3, 11 and 11A of the FOI Act which give the Australian community a legally
enforceable right to obtain access to information held by the Government of the
Commonwealth. I also considered the following provisions of the FOI Act relevant to my
decision:
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- Section 11B Public interest exemption - factors
- Section 15
Request for Access
- Section 22 Access to edited copies with exempt or irrelevant material deleted
- Section 47F Public interest conditional exemptions-personal privacy
• the Guidelines issued by the Australian Information Commissioner under section 93A of
the FOI Act (
FOI Guidelines);
11. A full extract of all FOI Act provisions used to make my decision are provided in
Schedule 2.
Reasons for decision
12. I have decided to
grant access in part to one (1) document and grant ful access to one (1)
document, within the scope of your request, subject to the fol owing exemptions in
accordance with the FOI Act:
Public interest conditional exemptions--personal privacy (section 47F)
13. Section 47F of the FOI Act provides that a document is conditionally exempt if its disclosure
would involve the unreasonable disclosure of personal information about any person
(including a deceased person).
14. Section 4 of the FOI Act provides that personal information has the same meaning as in the
Privacy Act 1988 (Privacy Act). Personal information is defined in section 6 of the Privacy Act
as:
information or an opinion about an identified individual, or an individual who is reasonably
identifiable:
(a)
whether the information or opinion is true or not;
(b)
whether the information or opinion is recorded in a material form or not.
15. The elements of 'personal information' are:
(a)
it relates only to a natural person (not, for example, a company);
(b)
it says something about the individual;
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(c)
it may be in the form of an opinion, it may be true or untrue, and it may form
part of a database;
(d)
the individual's identity is known or is reasonably ascertainable using the
information in the document.
16. If information is personal information, it will be conditionally exempt if disclosure would be
'unreasonable'. In considering whether disclosure would be unreasonable, section 47F(2) of
the FOI Act requires me to take into account:
(a)
the extent to which the information is wel known;
(b)
whether the person to whom the information relates is known to be (or to have
been) associated with the matters dealt with in the document;
(c)
the availability of the information from publicly accessible sources; and
(d)
any other matter I consider relevant.
17. The document outlined in
Schedule 1 contain the names of staff of the Department.
18. The Department has policies and procedures to support staff within its operating environment
and to meet its obligations as an employer to provide a safe working environment. Some
policies restrict the amount of identifying information generally provided by individual staff
members to clients. As outlined above, staff are generally required to identify themselves in
correspondence with clients by a given name and position number. This reduces the likelihood
that individuals are reasonably identifiable in a different context. For example, it reduces the
likelihood that a private social media profile can be linked with an individual who is a staff
member of the Department.
19. I consider that disclosure of personal information of individual staff members in the document
would be unreasonable because it would be inconsistent with Departmental policies and
procedures designed to support a safe and efficient working environment. Additional y, it
would be unreasonable because it would be contrary to the expectations of those individual
staff members, who may rely on those Departmental policies and procedures for assurance of
their personal privacy.
20. Documents on your file also contain personal information of third parties. This includes
names. I consider that it is likely that this personal information was included in these
documents on the understanding that the documents were intended for a limited
4
audience. I also note that personal signatures are sensitive personal information which
can be used for proof of identity purposes. I therefore consider that the release of this
material under the FOI Act, being outside of its original y intended audience, would be
unreasonable.
21. Accordingly, I have decided that the parts of documents which are listed as exempt in
accordance with this provision in
Schedule 1, meet the criteria for conditional exemption.
Where a document is assessed as conditionally exempt, access must be given subject to the
public interest test in accordance with section 11A(5).
Application of the public interest test – section 47F
22. Section 11A(5) of the FOI Act provides that an agency must give the person access to the
document if it is conditionally exempt at a particular time unless (in the circumstances) access
to the document would, on balance, be contrary to the public interest.
23. In order to assess whether release of the exempt material would be contrary to the public
interest, I considered the fol owing factor which favours disclosure:
(a)
disclosure would promote the objects of the FOI Act; and
(b) disclosure would inform debate on a matter of public importance
24. I also considered the fol owing factors which do not favour disclosure:
(a)
disclosure could reasonably be expected to prejudice the management function of an
agency;
(b)
disclosure could be expected to adversely affect the management of staff of the
Department, resulting in a likely reduction in the capability of the Department to
efficiently carry out of its functions;
(c)
disclosure could be expected to adversely affect the delivery of services by the
Department in accordance with its functions; and
(d)
Disclosure could reasonably be expected to prejudice the protection of an
individual’s right to privacy, both in relation to the third-party individuals and staff of
the Department and other commonwealth agencies.
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25. I have placed greater weight on these factors. I consider that disruption of established
channels for communication and delivery of services would be likely to follow disclosure of
contact information about individual staff members. I consider that impairment of the
Department’s ability to efficiently deliver services to veterans and their families could
reasonably be expected as a result. Further, I consider that there is little public interest in the
disclosure of information identifying individuals who are, or have been, staff members in roles
more junior than the Senior Executive Service. Disclosure of that information could reasonably
be expected to result in interference with the privacy of those individuals by enabling them to
be identified in their private lives and associated with actions for which the Department is
responsible.
26. Further, I consider that there is little public interest in the disclosure of the personal
information of third-parties. Disclosure of that information could reasonably be expected to
result in interference with the privacy of those individuals by enabling them to be identified in
their private lives and associated with actions for which the Department is responsible.
27. On balance, I consider the public interest factors against disclosure to be more persuasive
than the public interest factors favouring disclosure. I am satisfied that the public interest is to
withhold the exempt material.
28. I am satisfied that no irrelevant factor has been considered, as set out in section 11B(4) of the
FOI Act.
29. On balance, I consider the public interest factors against disclosure to be more persuasive
than the public interest factors favouring disclosure. I am satisfied that the public interest is to
withhold the exempt material.
Delete exempt or irrelevant material from documents and provide access to edited copies
(section 22)
30. The Department may refuse access to a document on the grounds that it is exempt. If so, the
Department must consider whether it would be reasonably practicable to prepare an edited
copy of the document for release, that is, a copy with relevant deletions made under
section 22 of the FOI Act. The Department is under the same obligation to consider preparing
an edited copy of a document by removing information that would reasonably be regarded as
irrelevant to the request.
31. As explained above, some of the documents subject to your request contain exempt
information.
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32. On this basis, I have prepared the documents for release by removing the exempt material in
accordance with section 22 of the FOI Act. The material that has been edited for release is
marked within the document as well as at
Schedule 1.
Access to documents
33. The documents released to you in accordance with the FOI Act are enclosed.
Information Publication Scheme
34. The Information Publication Scheme requires the Department to publish information released
in response to individual requests made under the FOI Act, except in specified circumstances.
35. I am of the view that details of your request should be made available on the Department's
FOI Disclosure Log. As such, details of your request will be published on the Department's FOI
Disclosure Log which can be accessed at
http://www.dva.gov.au/about-dva/freedom-
information/foi-disclosure-log. Please note that the Department does not publish details of
FOI applicants, it only publishes details of the FOI request and the documents released in
response to the request.
Your rights of review
36. If you are dissatisfied with my decision, you may apply for internal review or request the
Office of the Australian Information Commissioner (
OAIC) review my decision. We encourage
you to seek internal review as a first step to resolve any concerns you may have.
Internal review
37. Under section 54 of the FOI Act, you may apply in writing to the Department for an Internal
Review of my decision. The Internal Review application must be made within 30 days of the
date of this letter. Where possible please attach reasons why you believe review of the
decision is necessary. The internal review will be carried out by another officer within 30 days.
38. You can make your application for Internal Review in one of the fol owing ways:
Post:
Information Access Unit,
Department of Veterans' Affairs
GPO Box 9998, Brisbane QLD 4001
Email:
xxxxxxxxxxx.xxxxxx@xxx.xxx.xx
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OAIC review
39. Under section 54L of the FOI Act, you may apply to the OAIC to review my decision. An
application for review by OAIC must be made in writing within 60 days of the date of this
letter, and be lodged in one of the fol owing ways:
Online:
www.oaic.gov.au
Post:
Director of FOI Dispute Resolution
Office of the Australian Information Commissioner
GPO Box 5218, Sydney NSW 2001
Facsimile:
(02) 9284 9666
Phone:
1300 363 992
Email:
xxxxx@xxxx.xxx.xx
40. More information about your review rights under the FOI Act is available in Fact Sheet 12
published by the OAIC:
https://www.oaic.gov.au/freedom-of-information/reviews-and-
complaints/information-commissioner-review/
Contact us
41. If you wish to discuss this decision, please do not hesitate to contact the Information Access
Unit using the following details:
Online:
https://www.dva.gov.au/about-us/overview/reporting/freedom-
information/access-information
Post:
Information Access Unit
Department of Veterans' Affairs
GPO Box 9998, Brisbane QLD 4001
Phone:
1800 838 372
Email:
xxxxxxxxxxx.xxxxxx@xxx.xxx.xx
Yours sincerely,
Gabby (Position Number 62397889)
Information Access Officer
Information Access Unit
Client and Information Access Branch
Department of Veterans' Affairs
17 February 2025
8
LEX 73574
Schedule 1
Schedule of documents
Applicant:
Mr Glenn Hamiltonshire
Decision date:
17 February 2025
FOI reference number:
LEX 73574
Document Date of
Document description
Page
Decision Exemption
reference document
number
provision
1
03-02-2025 DVA Style Guide
1-40
Part
s 47F
Access
2
13-02-2025 Style Manual
1-6
Full Access
N/A
9
LEX 73574
Schedule 2
Schedule of relevant provisions in the FOI Act
3
Objects-general
(1)
The objects of this Act are to give the Australian community access to information held by
the Government of the Commonwealth or the Government of Norfolk Island, by:
(a)
requiring agencies to publish the information; and
(b)
providing for a right of access to documents.
(2)
The Parliament intends, by these objects, to promote Australia's representative democracy
by contributing towards the fol owing:
(a)
increasing public participation in Government processes, with a view to promoting
better informed decision-making;
(b)
increasing scrutiny, discussion, comment and review of the Government's
activities.
(3)
The Parliament also intends, by these objects, to increase recognition that information held
by the Government is to be managed for public purposes, and is a national resource.
(4)
The Parliament also intends that functions and powers given by this Act are to be
performed and exercised, as far as possible, to facilitate and promote public access to
information, promptly and at the lowest reasonable cost.
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Right of access
(1)
Subject to this Act, every person has a legally enforceable right to obtain access in
accordance with this Act to:
(a)
a document of an agency, other than an exempt document; or
(b)
an official document of a Minister, other than an exempt document.
(2)
Subject to this Act, a person's right of access is not affected by:
(a)
any reasons the person gives for seeking access; or
(b)
the agency's or Minister's belief as to what are his or her reasons for seeking
access.
11A Access to documents on request
Scope
(1)
This section applies if:
(a)
a request is made by a person, in accordance with subsection 15(2), to an agency or
Minister for access to:
(i)
a document of the agency; or
(ii)
an official document of the Minister; and
(b)
any charge that, under the regulations, is required to be paid before access is given
has been paid.
(2)
This section applies subject to this Act.
Note:
Other provisions of this Act are relevant to decisions about access to documents, for example the fol owing:
(a)
section 12 (documents otherwise available);
(b)
section 13 (documents in national institutions);
(c)
section 15A (personnel records);
(d)
section 22 (access to edited copies with exempt or irrelevant matter deleted).
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Mandatory access-general rule
(3)
The agency or Minister must give the person access to the document in accordance with
this Act, subject to this section.
Exemptions and conditional exemptions
(4)
The agency or Minister is not required by this Act to give the person access to the
document at a particular time if, at that time, the document is an exempt document.
Note:
Access may be given to an exempt document apart from under this Act, whether or not in response to a request
(see section 3A (objects-information or documents otherwise accessible)).
(5)
The agency or Minister must give the person access to the document if it is conditionally
exempt at a particular time unless (in the circumstances) access to the document at that
time would, on balance, be contrary to the public interest.
Note 1: Division 3 of Part IV provides for when a document is conditional y exempt.
Note 2: A conditional y exempt document is an exempt document if access to the document would, on balance, be
contrary to the public interest (see section 31B (exempt documents for the purposes of Part IV)).
Note 3: Section 11B deals with when it is contrary to the public interest to give a person access to the document.
(6)
Despite subsection (5), the agency or Minister is not required to give access to the
document at a particular time if, at that time, the document is both:
(a)
a conditional y exempt document; and
(b)
an exempt document:
(i)
under Division 2 of Part IV (exemptions); or
(ii)
within the meaning of paragraph (b) or (c) of the definition of exempt
document in subsection 4(1).
11B Public interest exemptions - factors
Scope
(1)
This section applies for the purposes of working out whether access to a conditional y
exempt document would, on balance, be contrary to the public interest under
subsection 11A(5).
(2)
This section does not limit subsection 11A(5).
Factors favouring access
(3)
Factors favouring access to the document in the public interest include whether access to
the document would do any of the fol owing:
(a)
promote the objects of this Act (including al the matters set out in sections 3 and
3A);
(b)
Inform debate on a matter of public importance;
(c) promote effective oversight of public expenditure;
(d)
allow a person to access his or her own personal information.
Irrelevant factors
(4)
The following factors must not be taken into account in deciding whether access to the
document would, on balance, be contrary to the public interest:
(a)
access to the document could result in embarrassment to the Commonwealth
Government, or cause a loss of confidence in the Commonwealth Government;
(b)
access to the document could result in any person misinterpreting or
misunderstanding the document;
(c)
the author of the document was (or is) of high seniority in the agency to which the
request for access to the document was made;
(d)
access to the document could result in confusion or unnecessary debate.
Guidelines
11
(5)
In working out whether access to the document would, on balance, be contrary to the
public interest, an agency or Minister must have regard to any guidelines issued by the
Information Commissioner for the purposes of this subsection under section 93A.
15
Requests for access (as related to the requirements for requests)
Persons may request access
(1) Subject to section 15A, a person who wishes to obtain access to a document of an agency
or an official document of a Minister may request access to the document.
Requirements for request
(2)
The request must:
(a)
be in writing; and
(aa) state that the request is an application for the purposes of this Act; and
(b)
provide such information concerning the document as is reasonably necessary to
enable a responsible officer of the agency, or the Minister, to identify it; and
(c)
give details of how notices under this Act may be sent to the applicant (for
example, by providing an electronic address to which notices may be sent by
electronic communication).
(2A) The request must be sent to the agency or Minister. The request may be sent in any of the
following ways:
(a)
delivery to an officer of the agency, or a member of the staff of the Minister, at the
address of any central or regional office of the agency or Minister specified in a
current telephone directory;
(b)
postage by pre-paid post to an address mentioned in paragraph (a);
(c)
sending by electronic communication to an electronic address specified by the
agency or Minister.
22
Access to edited copies with exempt or irrelevant matter deleted
Scope
(1)
This section applies if:
(a)
an agency or Minister decides:
(i)
to refuse to give access to an exempt document; or
(ii)
that to give access to a document would disclose information that would
reasonably be regarded as irrelevant to the request for access; and
(b)
it is possible for the agency or Minister to prepare a copy (an edited copy) of the
document, modified by deletions, ensuring that:
(i)
access to the edited copy would be required to be given under section 11A
(access to documents on request); and
(ii)
the edited copy would not disclose any information that would reasonably
be regarded as irrelevant to the request; and
(c)
it is reasonably practicable for the agency or Minister to prepare the edited copy,
having regard to:
(i)
the nature and extent of the modification; and
(ii)
the resources available to modify the document; and
(d)
it is not apparent (from the request or from consultation with the applicant) that
the applicant would decline access to the edited copy.
Access to edited copy
(2)
The agency or Minister must:
(a)
prepare the edited copy as mentioned in paragraph (1)(b); and
(b)
give the applicant access to the edited copy.
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Notice to applicant
(3)
The agency or Minister must give the applicant notice in writing:
(a)
that the edited copy has been prepared; and
(b)
of the grounds for the deletions; and
(c)
if any matter deleted is exempt matter-that the matter deleted is exempt matter
because of a specified provision of this Act.
(4)
Section 26 (reasons for decision) does not apply to the decision to refuse access to the
whole document unless the applicant requests the agency or Minister to give the applicant
a notice in writing in accordance with that section.
23
Decisions to be made by authorised persons
(1)
Subject to subsection (2), a decision in respect of a request made to an agency may be
made, on behalf of the agency, by the responsible Minister or the principal officer of the
agency or, subject to the regulations, by an officer of the agency acting within the scope of
authority exercisable by him or her in accordance with arrangements approved by the
responsible Minister or the principal officer of the agency.
(2)
A decision in respect of a request made to a court, or made to a tribunal, authority or body
that is specified in Schedule 1, may be made on behalf of that court, tribunal, authority or
body by the principal officer of that court, tribunal, authority or body or, subject to the
regulations, by an officer of that court, tribunal, authority or body acting within the scope
of authority exercisable by him or her in accordance with arrangements approved by the
principal officer of that court, tribunal, authority or body.
26
Reasons and other particulars of decisions to be given
(1)
Where, in relation to a request, a decision is made relating to a refusal to grant access to a
document in accordance with the request or deferring provision of access to a document,
the decision-maker shall cause the applicant to be given notice in writing of the decision,
and the notice shal :
(a)
state the findings on any material questions of fact, referring to the material on
which those findings were based, and state the reasons for the decision; and
(aa)
in the case of a decision to refuse to give access to a conditionally exempt
document-include in those reasons the public interest factors taken into account in
making the decision; and
Note:
Access must general y be given to a conditional y exempt document unless it would be contrary to the public
interest (see section 11A).
(b)
where the decision relates to a document of an agency, state the name and
designation of the person giving the decision; and
(c)
give to the applicant appropriate information concerning:
(i)
his or her rights with respect to review of the decision;
(ii)
his or her rights to make a complaint to the Information Commissioner in
relation to the decision; and
(iii)
the procedure for the exercise of the rights referred to in subparagraphs (i)
and (ii); including (where applicable) particulars of the manner in which an
application for internal review (Part VI) and IC review (Part VII) may be
made.
(1A)
Section 13 of the Administrative Decisions (Judicial Review) Act 1977 does not apply to a
decision referred to in subsection (1).
(2)
A notice under this section is not required to contain any matter that is of such a nature
that its inclusion in a document of an agency would cause that document to be an exempt
document.
(see section 11A).
47F
Public interest conditional exemptions-personal privacy
General rule
13
(1)
A document is conditional y exempt if its disclosure under this Act would involve the
unreasonable disclosure of personal information about any person (including a deceased
person).
(2)
In determining whether the disclosure of the document would involve the unreasonable
disclosure of personal information, an agency or Minister must have regard to the following
matters:
(a)
the extent to which the information is well known;
(b)
whether the person to whom the information relates is known to be (or to have
been) associated with the matters dealt with in the document;
(c)
the availability of the information from publicly accessible sources;
(d)
any other matters that the agency or Minister considers relevant.
(3)
Subject to subsection (5), subsection (1) does not have effect in relation to a request by a
person for access to a document by reason only of the inclusion in the document of matter
relating to that person.
Access given to qualified person instead
(4)
Subsection (5) applies if:
(a)
a request is made to an agency or Minister for access to a document of the agency,
or an official document of the Minister, that contains information concerning the
applicant, being information that was provided by a qualified person acting in his or
her capacity as a qualified person; and
(b)
it appears to the principal officer of the agency or to the Minister (as the case may
be) that the disclosure of the information to the applicant might be detrimental to
the applicant's physical or mental health, or well-being.
(5)
The principal officer or Minister may, if access to the document would otherwise be given
to the applicant, direct that access to the document, so far as it contains that information,
is not to be given to the applicant but is to be given instead to a qualified person who:
(a)
carries on the same occupation, of a kind mentioned in the definition of qualified
person in subsection (7), as the first-mentioned qualified person; and
(b)
is to be nominated by the applicant.
(6)
The powers and functions of the principal officer of an agency under this section may be
exercised by an officer of the agency acting within his or her scope of authority in
accordance with arrangements referred to in section 23.
(7)
In this section:
qualified person means a person who carries on, and is entitled to carry on, an occupation
that involves the provision of care for the physical or mental health of people or for their
well-being, and, without limiting the generality of the foregoing, includes any of the
following:
(a)
a medical practitioner;
(b)
a psychiatrist;
(c)
a psychologist;
(d)
a counsellor;
(e)
a social worker.
Note: Access must general y be given to a conditional y exempt document unless it would be contrary to the public
interest (see section 11A).
14
Document Outline
