Having access to government information allows members of the community to scrutinise, discuss and contribute to government decision making. It enhances the accountability of government.
Queensland legislation, policies and standards create a framework for managing and giving access to government information. These include the Right to Information Act 2009 (RTI Act), Information Privacy Act 2009, Public Sector Act 2022, and Public Records Act 2023.
All public sector employees play a role in meeting their agency’s information management and access obligations.
It is crucial that everyone understands the basics of administrative access, the RTI process, and what their role is when an RTI application arrives in their agency.
Know your agency’s approach to information access
The RTI Act promotes the administrative release of information wherever possible, with formal RTI applications as a last resort.
Know how your agency releases information. Who is authorised to release information informally? Do people have to make an RTI application? What are you authorised to release?
Read your agency’s publication scheme and disclosure log.
Make sure you know:
- what kind of information your agency holds
- how to navigate your agency's website
- what to tell people who want to make an RTI application.
If you have the authority to release information:
- understand what can and cannot be released, for example, it would breach privacy or its protected by an Act
- release what you can as informally as you can
- follow your agency's policies and procedures.
Know the application process
People can make an RTI application for documents in the possession or control of an agency or Minister. They do not need to explain why they want the information.
A document is anything with information on it: electronic files, Post-It notes, video and audio recordings, work diaries, text messages and emails.
You need to know what part of your agency is responsible for access applications made under the RTI Act.
The RTI Act has strict time limits. They start when the application arrives in the agency, not in the RTI unit. RTI applications must be sent to the RTI Unit as soon as possible.
If someone asks how to make a formal access application, you can direct them to:
- the approved application form at www.rti.qld.gov.au
- your agency’s RTI web page
- your agency’s RTI Unit
- the OIC website.
Know your recordkeeping obligations
Obligations under the RTI Act intersect with the Public Records Act 2023 (Qld). It requires you to keep up-to-date and accurate records.
This also allows information applied for under the RTI Act to be easily identified and located.
Know your role in the RTI process
Your agency's RTI unit may ask you to send them documents that have been applied for. You must send them complete copies of all relevant documents. This includes work-related documents kept in personal filing systems, on personal electronic devices, or in private email accounts.
They must be sent to the decision maker as quickly as possible so they can meet their strict timeframes.
Documents are not automatically released. The RTI decision maker will consider every document and apply the provisions of the RTI Act.
If you have concerns about the documents or information being released, share them with the decision maker.