Proactive disclosure is not just a compliance requirement; it is a strategic opportunity to enhance transparency, efficiency, and public trust. Strong leadership is the cornerstone of its success, as leaders must set a clear vision, foster a culture of openness, and ensure the necessary resources and frameworks are in place. By adopting proactive disclosure strategies, leaders and their agencies can reduce resource demands, streamline internal processes, and improve public access to services. In an era of increasing demand for transparency and accountability, proactive disclosure is essential for modern, efficient, and citizen-focused governance.
So, what is proactive disclosure?
Proactive disclosure occurs when an agency releases information without being asked, for example by publishing datasets on its website. When commonly requested information is made publicly available, citizens and stakeholders can access it directly without submitting formal requests. This reduces the administrative burden on agency staff, allowing them to focus on other priorities.
Publication schemes and disclosure logs are forms of proactive disclosure mandated by the Right to Information Act 2009 (Qld) (RTI Act), but agencies should also consider proactively disclosing additional information.
Proactive disclosure of information makes information available to the community more quickly and at lower cost, reduces the time and resources agencies spend processing individual information requests, and demonstrates a commitment to openness, accountability and transparency. This, in turn, helps build trust.
The Information Commissioner’s review, ‘Let’s get digital: A review of online proactive disclosure practices by government agencies’, examined how 20 government agencies use their websites, social media and digital tools to publish government-held information and promote openness. The review highlighted the critical role of online platforms in achieving the objectives of the Right to Information Act 2009 (Qld). It made 5 recommendations and identified gaps that require a concerted effort across the Queensland public sector, including by public sector and agency leaders. Leaders are crucial in ensuring their agency adopts a culture of openness and transparency by creating an authorising environment for the proactive and administrative release of government‑held information supported by well-designed online tools and practices.
The importance of strong leadership
Leaders set the culture and vision required for proactive disclosure to thrive. When Leaders communicate a clear vision consistently across all levels of the agency, they ensure that staff understand the importance of proactive disclosure and their role in achieving it. Additionally, by modelling transparency in their own actions and decision-making, leaders foster a culture of openness. Without leadership buy-in, staff may see proactive disclosure as a burden, undermining its purpose and success.
Leaders play a critical role in driving organisational proactive disclosure. This includes creating structured frameworks, including policies, guidelines, and processes to identify, review, and publish information. Leaders must ensure these frameworks align with legislative requirements, such as the RTI Act. Moreover, proactive disclosure should be integrated into broader organisational strategies, aligning with goals like improving service delivery, enhancing stakeholder engagement, or supporting evidence-based policymaking. By embedding proactive disclosure into strategic planning, leaders ensure it becomes a fundamental part of the agency’s operations.
Another key responsibility of leaders is allocating resources and building capacity to support proactive disclosure. This involves investing in technology, training, and human resources to ensure agencies have the tools and expertise needed to manage and publish information effectively. By prioritising funding for user-friendly websites, secure data management systems, and staff training programs Leaders build capacity in information governance and digital communication. This includes addressing risks associated with proactive disclosure, such as protecting sensitive information and complying with privacy laws, by implementing robust review processes and secure technology platforms.
Change is often challenging, particularly in large agencies with established practices. Leaders can play a pivotal role in helping agencies address these challenges by clearly communicating the benefits of proactive disclosure and addressing staff concerns. This may involve engaging with staff to understand their perspectives, providing training and support, and recognising efforts to embrace transparency.
Proactive disclosure is a practical way for agencies to deliver better services, reduce administrative effort and strengthen public trust. But it does not happen by chance. It requires leaders to set the tone, back transparency in practice and make proactive release part of business as usual. When leadership commits, proactive disclosure shifts from obligation to opportunity.