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FOI| Information Publication Scheme

IPSlogo

Introduction

The Royal Australian Mint is subject to the Freedom of Information Act 1982
(FOI Act). As stated in s 8(1) of the FOI Act, this agency plan describes how the Mint complies with the Information Publication Scheme (IPS) established by the FOI Act. In this plan, information published by the Mint under the IPS is referred to as the IPS information holdings (or as the IPS documents when referring to individual documents).

The agency plan describes how the Mint proposes to implement and administer the IPS in respect of its own information holdings by addressing:

  • administering the Mint's contribution to the IPS
  • information architecture
  • information required to be published
  • optional information to be published
  • accessibility of information published
  • compliance review best practice initiatives including endorsing community engagement.

    • Purpose

    The purpose of this agency plan is to:

  • assist the Mint in planning and developing its contribution to the IPS
  • manage the information holdings relevant to the IPS
  • show how the Mint complies with the IPS requirements (s 8(1)).

    • Objectives

    The Mint's objectives are to outline appropriate policies and procedures to:

  • manage the IPS information holdings positively identify and publish all information required to be published (s 8(2))
  • positively identify and publish any optional information to be published
    (s 8(4))
  • review and ensure on a regular basis that information under the IPS is accurate, up-to-date and complete (s 8B)
  • guarantee the information that has been published under the IPS is easily discoverable, understandable, machine-readable and transformable ensure the format conforms where possible to WCAG 2.0 and provide other access arrangements
  • measure the success of the Mint's IPS contribution by reference to community feedback and compliance review processes
  • adopt best practice initiatives in implementing and administering the Mint's contribution to the IPS.

    • Administering the Royal Australian Mint's IPS contribution

    The Mint Executive is responsible for managing the IPS under the FOI Act 1982. The FOI Officer will maintain registers of IPS requirements and optional information and liaise with authors to ensure that it is up-to-date, accurate and complete.

    As new processes are developed for managing information and internet material, the FOI Officer will work with the relevant areas to incorporate the IPS management into the management frameworks and will update this plan accordingly.

    The FOI Officer will prepare a guidance note to explain the Mint's responsibilities for contributing to the IPS. This guide will:

  • help staff identify on an ongoing basis any required or optional information to be published under the IPS
  • identify any IPS document that are not accurate, up-to-date or complete
  • ensure that IPS document which are not accurate, up-to-date or complete are revised in a well-timed manner.

    • The public may contact the Mint's FOI Officer with comments on the IPS information holdings, particularly where the documents are found to not be discoverable, understandable or machine-readable.

    IPS information architecture

    The Mint's IPS information holdings are published on the Mint's website under the following headings:

    • Agency Plan (ss 8(2)(a))

    • Who we are (ss 8(2)(b) and (ss 8(2)(d))

      • Organisation Chart
      Service Charter

    • What we do (ss 8(2)(c) and (ss 8(2)(j))

      • The functions and the decision making powers of the Chief Executive Officer (CEO) as outlined in the current Annual Report.

      The Mint will publish policies and guidelines relating to these functions and powers.

    • Our reports and responses to Parliament (ss 8 (2)(e) and 8 (2)(h))

      • This will include a full document of the Mint's recent annual reports (2008-09 and 2009-2010) tabled in Parliament.

    • Routinely requested information and disclosure log (ss 8(2)(g) and 11C)

      • Includes documents to which the Mint routinely gives access in response to FOI requests.

      The Mint will evidently identify these documents in its disclosure log, published under s 11C of the FOI Act, which requires agencies to publish information contained in documents to which the agency has provided access under the FOI Act.

      To date there have been no recent FOI requests.

    • Contact us (s 8(2)(i))

      • Includes a telephone number and email address for a contact officer who can be contacted about access to the Mint's information or documents under the FOI Act. The Mint will list the switchboard telephone number and public email address for this purpose that will not change with staff engagements.
      A revised list of FOI Officers will be given to the switchboard operator upon changes.

    To ensure that the IPS information holdings (and individual IPS documents) are easily discoverable, understandable and machine-readable, the Mint will:

    • publish an IPS entry point on its website
    • wherever possible, provide online content in a format that can be searched, copied and transformed
    • publish a sitemap for its website, to help individuals identify the location of information published under ss 8(2) and 8(4)
    • provide a search function for its website
    • establish links to this Agency Plan and to the site map at www.directory.gov.au
    • seek and respond to community feedback whether the IPS information holdings (and individual IPS documents) are easily discoverable, understandable and machine-readable.

    Accessibility under the IPS

    Approach to accessibility by commencement of the IPS

    The Mint will ensure that all online information that is necessary to publish under the IPS (s 8(2)) complies with the WCAG 2.0 on the commencement of the IPS.

    The Mint with ensure that optional information published on its website confirms with WCAG 2.0 in accordance with the timeframes.

    The dedicated IPS section of the Mint's website will state that where a document is not yet available in an accessible format, it will be made available in accessible format on request by contacting the FOI Officer.

    Approach to accessibility after commencement of the IPS

    The Mint will initiate a procedure for reviewing all documents which may become relevant for disclosure under the IPS and ensuring they are accessible under the scheme.

    Compliance review

    The Mint will review the operation of its IPS, including revision of the agency plan, from time to time and at least every five years, in accordance with the guidelines issued by the Information Commissioner about IPS compliance review (better practice guidance material to assist agencies to comply with the IPS - to be published in the Information Commissioner's regulatory capacity).

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