FOI request
1. Templates and standard wording for privacy complaint close letters Any documents that contain templates or standard wording used to generate OAIC correspondence that closes or otherwise finalises a privacy complaint, including template letters, model letters, clause libraries/paragraph banks, standard
text, and approved inserts.
This item is limited to correspondence that:
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closes a complaint at the intake/triage/preliminary assessment stage on the basis that the OAIC will not open or proceed to an investigation
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declines to investigate, defers, or discontinues an investigation under s 41 of the Privacy Act.
2. Operational guidance and decision support materials
2(a) Complaint assessment, triage and s 41 decision-making Any documents used by OAIC staff to:
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assess privacy complaints for investigation (including triage, intake, prioritisation, allocation, and preliminary assessment)
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make decisions to decline, defer, discontinue, or not investigate (or not investigate further) under s 41 of the Privacy Act, including guidance on applying individual grounds under s 41(1).
This includes any policies, procedures, work instructions, desk guides, decision trees, checklists, training materials, internal guidance, and standard text used for these purposes, and specifically includes documents describing procedural fairness steps for s 41 decisions, including when a notice of
intention to consider declining (ITD) is required versus not required (including any "immediate decline" pathway), any guidance on issuing close letters without first issuing an ITD, and any requirements to record/document reasons where an ITD is not issued.
2(b) APP 12 access complaints – interpretation of "personal information"
Any documents used by OAIC staff to determine whether information is "personal information" for the purposes of APP 12 access complaints, including any internal guidance on applying the “about an individual” and “reasonably identifiable” concepts, and the treatment of inferred or derived information.
3. Quality control, review, and correction processes Any documents describing current quality assurance, peer review, supervisor clearance, mandatory checks, or accuracy verification steps that apply to the issue of privacy complaint close letters or other correspondence that finalises a complaint (including
any sampling or audit programs), including:
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whether any review or check is required before a close letter is sent (and by whom)
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what the review or check covers (including factual accuracy, dates/chronology, the APPs raised, scope statements, legislative references, and reasoning).
Scope
I am aware of FOI release FOIREQ24/00182. To avoid duplication, I only seek documents that are currently in use (or otherwise current as at the date of processing). This request is intended to capture (i) material not covered by FOIREQ24/00182, and (ii) any updated or superseding versions of relevant
materials that may have been released previously.
I am seeking approved and finalised documents only. I do not seek draft documents, working papers, or documents that have not yet been approved for operational use.
If any documents within scope of this request were previously released under FOIREQ24/00182 and remain current, please identify them in the schedule of documents and indicate that access is available via the earlier release rather than providing them again.
