OFFICIAL
OFFICIAL
Dear Ms Smith,
 
I refer to your below request of 23 March 2021, under the Freedom of
Information Act 1982 (the FOI Act) for the following documents:
 
‘ … copies of the maintenance records for 79 Narden St, Crace ACT 2911
over the course of the last 3 years.’
 
Although you have not stated you are seeking the information under the FOI
Act, we accept your request as a valid FOI request given that it has been
generated through the Right to Know website.
 
In relation to the scope of your request, it is somewhat broad in its
current form, and would include all documents held by DHA related to
maintenance of the property, such as the following:
 

* Invoices, reports, assessments, work orders and other documents
related to maintenance provided to DHA by third parties
* All correspondence with the tenant, lessor, contractors and any other
potential third parties logged in our Client Management system
regarding maintenance
* All of the above documents for all types of maintenance, which may
include for example, but is not limited to:

* Cleaning
* Gardens
* Repairs
* Safety checks

 
To assist you obtain the documents you are seeking, it would be helpful if
you could narrow the scope of your request by providing further
information about what you are seeking, or excluding certain information.
You may also wish to revise your request to a summary list of maintenance
items if you are unsure of what particular items you might be interested
in.
 
Narrowing the scope of your request is likely to reduce any applicable
charges, minimise the personal and/or business information of other people
captured within the documents, and minimise the volume of documents
required to be processed and therefore the processing time.
 
In addition to the above, we wish to clarify that we have understood the
period of time meant by ‘the last three years’ to be 25 March 2018 to 24
March 2021. If this is incorrect, we would be grateful if you could please
advise the dates or specific time period you wish to apply to your
request.
 
In summary, if you are interested in narrowing the scope of your request,
can you please reply by COB Monday 29 March 2021 to confirm:

* whether there may be a more specific set of documents you are seeking
* whether you wish to exclude the personal and business information of
third parties and/or DHA staff personal information
* whether you agree with the interpreted time period 25 March 2018 to 24
March 2021

 
Alternatively, if you wish to discuss your request, we will be happy to
contact you. Please provide your phone number to [1][DHA request email] and
advise us of a preferred time to call.
 
If we do not hear from you, we will continue to process your request in
its current form.
 
Kind Regards,
 
Privacy and Compliance Team
Governance | Defence Housing Australia
26 Brisbane Ave Barton ACT 2600
[2][DHA request email]  | [3]www.dha.gov.au 
 

show quoted sections

OFFICIAL
Dear Ms Smith,
 
DHA Ref:  FOI2021-18
 
I acknowledge receipt of your below request made under the Freedom of
Information Act 1982 (the FOI Act) seeking access to the following
documents:
 
… copies of the maintenance records for 79 Narden St, Crace ACT 2911 over
the course of the last 3 years [25 March 2018 to 24 March 2021].
 
Your request was received on 23 March 2021 and is currently being
processed in accordance with the FOI Act. In accordance with the FOI Act,
DHA has 30 days after the day the request was received to undertake
searches for documents and notify you of our decision on your request,
being on or before 22 March 2021.
 
In the event that the document/s contain the personal or business
information related to third parties, DHA may be required to consult with
the third parties prior to releasing documents to you. If this occurs, the
timeframe for response will be extended by an additional 30 days. We will
inform you if this is the case.
 
Please note that any requests not relating to your personal information
may incur charges as provided for under the FOI Act. We will notify you of
the details and due dates of any applicable charges, along with how you
may apply for a reduction or waiver. 
 
The names and contact details of DHA staff will be considered within the
scope of your request. Excluding DHA staff names and contact details may
allow us to process your request in a more timely manner. If you are not
interested in receiving these details, we would be grateful if you could
respond within three business days to advise that you exclude staff names
and contact details from your request.
 
Should you have any further queries, please email [1][DHA request email]
 
Kind Regards,
 
Privacy & Compliance Team
Governance | Defence Housing Australia
26 Brisbane Ave Barton ACT 2600
[2][DHA request email] | [3]www.dha.gov.au
 
 

show quoted sections

OFFICIAL

Dear Ms Smith,

I refer to your request made under the Freedom of Information Act 1982
(the FOI Act) to DHA on 23 March 2021 seeking access to the following
documents:

… copies of the maintenance records for 79 Narden St, Crace ACT 2911 over
the course of the last 3 years [25 March 2018 to 24 March 2021].

Extension of statutory deadline under section 15(6) of the FOI Act for the
processing of your request

The documents you have requested contain the personal and/or business
information of third parties. Under section 15(6) of the FOI Act, the
timeframe for processing your request  has been extended by an additional
30 days to allow DHA to consult with the third parties. Consequently, the
new date by which I am required to inform you of a decision on your
request will be 22 May 2021, noting that I am also issuing a preliminary
charges notice to you which will result in a pause on processing time
until I receive your response.

Charges Notice – action required

Please refer to the attached correspondence in relation to charges
applicable to your FOI request.

Should you have any further queries, please email [1][DHA request email]

Kind Regards,

Privacy & Compliance | Defence Housing Australia

[2][DHA request email] | [3]www.dha.gov.au

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References

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