Department of Finance
Personal Information Digest - Classes of personal records
To be read in conjunction with the Department of Finance Privacy PolicyNo 1| March 2014
Contents
Contents
1.PERSONNEL AND STAFF MANAGEMENT
1.1Personnel records
1.2Personal Security Files
1.3Personnel Security Vetting Clearance and Incident Recording Database
1.4Personnel Access Pass
2.BENEFICIARY, PARLIAMENTARY AND MEMBER OF PARLIAMENT RECORDS
2.1PARLIAMENTARY WORKFLOW SYSTEM
2.2PARLIAMENTARY BENEFICIARY FILE RECORDS
2.3PARLIAMENTARY CONTRIBUTOR FILE RECORDS
2.4MEMBERS OF PARLIAMENT - ENTITLEMENTS AND FACILITIES
2.5FORMER FEDERAL JUDGES BENEFICIARY FILE RECORDS
2.6FORMER GOVERNOR-GENERAL BENEFICIARY FILE RECORDS
2.7BENEFICIARY FILE RECORDS FOR THE DEATH AND DISABILITY ARRANGEMENTS FOR JUDGES OF THE FEDERAL CIRCUIT COURT OF AUSTRALIA
3.LEGAL AND FINANCIAL
3.1FREEDOM OF INFORMATION (FOI) REQUESTS
3.2REQUESTS FOR ACCESS TO DOCUMENTS
3.3GENERAL LEGAL ADVICE
3.4CONTRACT REGISTRATION SYSTEM (no longer operating)
3.5DEBTORS, CREDITORS AND CREDIT CARD HOLDERS
3.6Departmental Bank Account Signatory Information
4.CLAIMS/APPLICATIONS
4.1ACT OF GRACE PAYMENTS/WAIVERS OF DEBT
4.2CLAIMS FOR COMPENSATION FOR DETRIMENT CAUSED BY DEFECTIVE ADMINISTRATION
4.3CLAIMS FOR COMPENSATION UNDER THE LANDS ACQUISITION ACT 1989
4.4CLAIMS AGAINST THE COMMONWEALTH
4.5APPLICATIONS FOR AUSTRALIAN GOVERNMENT PUBLIC SHARE OFFERS
4.6INDIVIDUALS HAVING 3rd PARTY CLAIMS AGAINST A MEMBER OF THE COMCOVER FUND
5.SUPERANNUATION
5.1SUPERANNUATION RECORDS
5.2SUPERANNUATION ARRANGEMENTS - SPECIAL OR MODIFIED
5.3SUPERANNUATION – CALCULATION OF THE COSTS OF THE PSS, CSS, PCSS, JUDGES’ PENSIONS SCHEME, GOVERNORS-GENERAL PENSION SCHEME AND THE DEATH AND DISABILITY ARRANGEMENTS FOR JUDGES OF THE FEDERAL CIRCUIT COURT OF AUSTRALIA
6.MEMBERSHIPS
6.1APPOINTMENTS TO PORTFOLIO AUTHORITIES AND COMMITTEES
6.2CFO, CEO AND CHAIR DETAILS OF FMA/CAC BODIES
6.3CFO AND PRIME PROCUREMENT CONTACT DETAILS OF ALL FMA/CAC BODIES SUBJECT TO THE COMMONWEALTH PROCUREMENT GUIDELINES
6.4PROCUREMENT DISCUSSION FORUM MEMBERSHIP LIST
6.5APPOINTMENT OF SUPERANNUATION AND FUTURE FUND BOARDS’ MEMBERS
6.6APPOINTMENTS TO BOARDS AND GOVERNING BODIES OF GOVERNMENT BUSINESS ENTERPRISES AND RELATED ENTITIES
6.7COMCOVER ADVISORY COUNCIL
6.8DIRECTORS AND OFFICERS OF COMCOVER MEMBERS
7.INVESTIGATIONS
7.1INVESTIGATIONS
8.DATABASE LISTS
8.1ENDORSED SUPPLIER ARRANGEMENT (ESA) DATABASE (no longer operating)
8.2CUSTODIAN OF EXPROPRIATED PROPERTY
8.3COMCAR DATABASE
8.4STAFF DIRECTORY
8.5EVENTS BOOKING SYSTEM
8.6PANEL OF LEARNING AND DEVELOPMENT SERVICE PROVIDERS
8.7CONTACTS DATABASE (No longer operating)
8.8GOVERNMENT ONLINE SOLUTIONS MAPPING DATABASE CONTRIBUTORS AND USERS (no longer operating)
8.9AUSTRALIAN GOVERNMENT TELECOMMUNICATIONS ARRANGEMENT (AGTA) – SERVICE PROVIDER INFORMATION
8.10SEMINARS MAILING LIST
8.11EMAIL DISCUSSION LISTS (no longer operating)
8.12FINANCE WEBSITE FEEDBACK EMAIL
8.13M&PS INTRANET WEBSITE EMAIL
8.14MINISTERS’ MEDIA RELEASE SUBSCRIPTION SERVICE
8.15GOVERNMENT MEDIA RELEASE SERVICE SUBSCRIPTIONS
8.16WHOLE OF GOVERNMENT WEBSITE EMAIL ‘CONTACT US’ FACILITY
8.17BUSINESS CONTINUITY PLANS AND STAFF NEXT OF KIN LIST
8.18ASSURANCE REVIEWR SERVICES DATABASE
8.19COMMUNICATIONS MULTI USE LIST
8.20AUSTENDER
8.21AGIMO GOVERNANCE COMMITTEE AND CHIEF INFORMATION OFFICER CONTACT LISTS
8.22Govdex USER ACCOUNTS
8.23GovSpace
8.24ONLINE BOOKING SYSTEM (OBS)
8.25GOVERNMENT NETWORK SERVICE (GNS) CENTRAL DATABASE
8.26ICON MAILING LIST
8.27CONSULTANCY AND CONTRACT DETAILS
8.28DATA.GOV.AU WEBSITE EMAIL ‘CONTACT US’ FACILITY
8.29DATA.GOV.AU USER ACCOUNTS
8.30DIRECTORY.GOV.AU WEBSITE EMAIL ‘CONTACT US’ FACILITY
8.31DIRECTORY USER ACCOUNTS
8.32AUSGOVBOARDS USER ACCOUNTS
8.33AUSGOVBOARDS SUBSCRIPTION TO VACANCIES ACCOUNTS
8.34BOARDLINKS SUBSCRIPTION TO NEWSLETTER ACCOUNTS
8.35BUDGET CONTACT LIST
The Department of Finance (Finance) holds 70 classes of personal information, including 1 class of personnel records. The nature of these records is described in this document.
This document is intended to be read in conjunction with the Department of Finance Privacy Policy.
1.PERSONNEL AND STAFF MANAGEMENT
The purpose of these records is to maintain employment history and payroll and administrative information relating to all ongoing, contract and non-ongoing employees of Finance, as well as current and former Members of Parliament (Staff) Act 1984 (MOP(S) Act employees.
1.1Personnel records
1.1.1Personnel and payroll
The records may include any one or more of the following:
1. records relating to attendance;
2. leave applications and approvals;
3. medical records;
4. payroll and pay related records, including banking details;
5. tax file number declaration forms;
6. declarations of pecuniary interests;
7. personal history files;
8. performance appraisals;
9. records relating to personal development and training;
10. trade, skill and aptitude test records;
11. completed questionnaires and personnel survey forms;
12. records relating to removals;
13. travel documentation;
14. copies of driver’s licence;
15. records relating to personal welfare matters; and
16. contracts and conditions of employment.
1.1.2Recruitment
The records may include any one or more of the following:
1. recruitment records and files;
2. records relating to relocation of employees and removals of personal effects; and
3. records relating to character checks and security clearances.
1.1.3Other
The records may include any one or more of the following:
1. records of accidents and injuries;
2. compensation case files;
3. rehabilitation case files;
4. records relating to counselling and discipline matters, including disciplinary, investigation and action files, legal action files, records of criminal convictions, and any other employees and establishment records as appropriate;
5. complaints and grievances; and
6. recommendations for honours and awards.
Content of personnel records may include: name, address, date of birth, occupation, AGS number, gender, qualifications, equal employment opportunity group designation, next of kin, details of pay and allowances, leave details, work reports, security clearance details and employment history.
Sensitive contents of personnel records may include: physical and mental health, disabilities, racial or ethnic origin, disciplinary investigation and action, criminal convictions, adverse performance and security assessments, tax file numbers, relationship details and personal financial information.
Personal information on personnel records relates to current and former Finance employees including contract and non-ongoing employees, as well as employees on overseas postings and their recognised dependants.
Finance employees that have access to personnel records include executive and senior management personnel, supervisors and members of selection committees (if appropriate), the individual to whom the record relates and, as is appropriate, personnel employees, security officers and case managers.
Personnel records are kept according to the applicable provisions of the General Disposal Authority for employees and establishment records issued by the National Archives of Australia.
Information held in personnel records may be disclosed, as appropriate, to Comcare, Commonwealth Medical Officers, the Attorney-General’s Department, the Australian Public Service Commission, Comsuper and other superannuation administrators, the Australian Security Intelligence Organisation (ASIO), the Australian Taxation Office, and the receiving agency following movement or re-engagement of an employee.
Records relating to all current and former employees of Finance are stored on Departmental files, microfiche and electronic media.
1.1.4Governance and Resource Management Group
Short term Placements
The purpose of these records is to administer short term placements within Finance, of officials from other national governments.
The content of short term placement personnel records may include: name, address, date of birth, occupation, gender, next of kin, religion, marital and family status, qualifications and employment history.
Personnel within Finance’s Asia-Pacific Partnership Branch are the only persons who have access to this information and this is on a need-to-know basis.
The short term placement personnel records are held in accordance with legislative requirements.
The records relate to approximately 15 individuals and are stored on Departmental files and electronic media.
Short term deployments and visits to other countries
The purpose of these records is to administer short term deployments of, or visits by, Finance officials to countries in the Asia-Pacific region where Finance is supporting the government’s Overseas Development Aid agenda.
Content of short term deployment, or visiting, personnel records may include: name, address, date of birth, occupation, gender, next of kin, religion, marital and family status, qualifications and employment history.
Personnel within Finance’s Asia-Pacific Partnership Branch, People Branch and Security are the only persons who have access to this information and this is accessed on a need-to-know basis.
The short term placement personnel records are held in accordance with legislative requirements.
Long term deployments to other countries
The purpose of these records is to administer long term deployments of Finance officials to countries in the Asia-Pacific region where Finance is supporting the government’s Overseas Development Aid agenda.
Content of long term deployment personnel records may include: name, address, date of birth, occupation, gender, next of kin, religion, marital and family status, qualifications and employment history. Where family members accompany deployees on their posting, or need to have visits arranged, similar details may be held for those family members.
Personnel within Finance’s Asia-Pacific Partnership Branch, People Branch and Security are the only persons who have access to this information and this is accessed on a need-to-know basis.
The long term placement personnel records are held in accordance with legislative requirements.
Applications to the Australian Government ICT Entry Level Programs
The Australian Government ICT Entry Level Programs (Apprenticeship, Cadetship and Graduate) retain limited personal information on applicants for a 12 month period. Members of the ICT Skills team are the only staff who have access to the information listed below. If an applicant is unsuccessful, information is destroyed once the delegate report is signed. For successful applicants, files are raised that contain personal details (name, phone number, address, resume and qualification results) and are kept for the time the applicant is on the program (between 18 months and three years). Once the participant completes the program, the files are closed and sent for archiving.
ICT Program Personnel file
The records may include any one or more of the following:
1. records relating to attendance;
2. leave applications and approvals;
3. medical records;
4. personal history files;
5. records relating to personal development and training – including academic results;
6. trade, skill and aptitude test records;
7. completed questionnaires and personnel survey forms;
8. travel documentation;
9. copies of driver’s licence and passport;
10. records relating to personal welfare matters; and
11. contracts and conditions of employment.
1.2Personal Security Files
The purpose of these files is to administer and record the security clearances of Finance employees and contractors, and of MOP(S) Act employees of Ministers and Parliamentary Secretaries.
Content may include: full birth certificate, marriage certificate, decree nisi/decree absolute, deed poll, academic qualifications, employment history, citizenship, immigration status, overseas travel records, passport(s), discharge certificate, address check, bankruptcy check, police check, ASIO assessment, referee contacts, record of interview, foreign contact, security record and financial check.
In relation to Finance employees and contractors, Finance’s security personnel and Records Management Staff are the only persons who have access to this information and this is on a need-to-know basis.
In relation to MOP(S) Act employees of Ministers and Parliamentary Secretaries authorised staff in the Ministerial and Parliamentary Services Division are the only persons who have access to this information and access is on a need-to-know basis.
Personal security files are kept until requested by AGSVA or for five years after separation from the Australian Public Service, or six years after the date of the last security clearance check on file.
The number of records that Finance currently holds for both its current and former employees and Contractors exceeds 8000 and the Members of Parliament (Staff) Act 1984 (MOP(S) Act) employee records relate to approximately 2,600 individuals. The records are stored on hard copy file.
1.3Personnel Security Vetting Clearance and Incident Recording Database
Finance has Departmental Personnel Security Vetting Databases.
The purpose of these databases is to hold records of security clearances granted by Finance prior to 1 October 2010, information regarding the coordination of security clearances by AGSVA and a register of security incidents in the Department.
Content may include: name, date of birth, home address and level of security clearance.
Finance’s security personnel are the only persons who have access to this information and this is on a need-to-know basis.
The vetting database records are kept for 10 years.
The records exceed 8000 and are stored on encrypted electronic media.
Details of the security vetting and clearance process of MOP(S) Act employees are maintained within the chris21 human resource management information system.
Access to the security information of MOP(S) Act employees is restricted to authorised staff in the Ministerial and Parliamentary Services Division.
Content may include: name, date of birth, home address and security clearance information including submission dates, grant dates and vettee ID.
1.4Personnel Access Pass
The purpose of these records is to maintain a database which is used to administer and record employees and contractor access to and from buildings occupied by Finance.
Content may include: clearance level, company name (if other than Finance) and a photograph of the individual.
Finance’s security personnel are the only persons who have access to this information and this is on a need-to-know basis.
The access pass database records are kept for 7 years after the pass expires.
The records relate to approximately 5,100 individuals and are stored on electronic media.
Classes of personal records | 1
2.BENEFICIARY, PARLIAMENTARY AND MEMBER OF PARLIAMENT RECORDS
2.1PARLIAMENTARY WORKFLOW SYSTEM
The purpose of these records is to maintain a database which tracks ministerial correspondence and enables reports against a number of parameters. It records the receipt and processing of all correspondence addressed to the Minister for Finance and Deregulation, the Special Minister of State and the Minister Assisting the Finance Minister on Deregulation and Public Sector Superannuation.
Content may include: the name and address of the correspondent, the subject, the date of the correspondence and the processing steps. The original record and the responses are stored electronically as well as in the action area of the Department or Portfolio Agency.
Sensitive material may include: political beliefs and financial information (including debts) and, to a lesser extent, disabilities, religious beliefs and relationship details.
Officers of Finance’s Communications and Coordination Branch, as well as a range of employees in line areas, have access to all or some of this information on a need-to-know basis.
Correspondence on issues not falling within the Ministers’ responsibilities is transferred to the appropriate Department. Name/subject/date details are recorded and copies of transferred correspondence may be stored electronically in Finance.
2.2PARLIAMENTARY BENEFICIARY FILE RECORDS
The personal information on these records relates to beneficiaries of the Parliamentary Contributory Superannuation Scheme.
The purpose of these records is to ascertain entitlement to benefits for, or in respect of, former members of Parliament under the Parliamentary Contributory Superannuation Act 1948 which was closed to new members in 2004.
Content may include: name, address, date of birth, marriage certificate or other relationship information, gender, certificate of health, parliamentary service, bank account details, payroll records and group certificates/payment summaries.
Sensitive content may include: tax file numbers, financial information (including debts and benefit entitlements under the scheme), medical assessments, relationship details and group certificates/payment summaries.
Access to this personal information is limited to selected employees in Finance’s Superannuation Branch who have responsibility for the function. Information may also be disclosed to senior management on a need-to-know basis.
The records are kept permanently for certain matters that could be of historical importance. Other records are retained in accordance with Departmental and National Archives of Australia requirements. A computer database which was established in July 1999 contains information on all cases handled since this date.
Some of this information may be disclosed to members of the Parliamentary Retiring Allowances Trust and/or relevant Ministers within the Finance and Deregulation portfolio where the information is required to undertake their responsibilities. Also, some limited information may be disclosed, from time to time, on a need-to-know basis, the Australian Taxation Office, persons or organisations nominated by the pensioner concerned (such as their accountant, lawyer or guardian) or to the Family Court of Australia.
2.3PARLIAMENTARY CONTRIBUTOR FILE RECORDS
The personal information on these records relates to members of the Parliamentary Contributory Superannuation Scheme.
The purpose of these records is to ascertain potential or actual entitlement to benefits for members of Parliament under the Parliamentary Contributory Superannuation Act 1948, which was closed to new members in 2004.
Content may include: name, address, date of birth, parliamentary service, marriage certificate or other relationship information and gender.
Sensitive content may include: certificate of health, tax file numbers, financial information and relationship details.
Access to this personal information is limited to selected employees in Finance’s Superannuation Branch who have responsibility for the function. Information may also be disclosed to senior management on a need-to-know basis.
The records are kept permanently for certain cases that could be of historical importance. Other records are retained in accordance with Departmental and National Archives of Australia requirements. A computer database which was established in July 1999 contains information on all cases handled since this date.
Some of this information may be disclosed to members of the Parliamentary Retiring Allowances Trust and/or relevant Ministers within the Finance and Deregulation portfolio where the information is required to undertake their responsibilities. Also, some limited information may be disclosed, from time to time, on a need-to-know basis, the Australian Taxation Office, persons or organisations nominated by the pensioner concerned (such as their accountant, lawyer or guardian) or to the Family Court of Australia.
2.4MEMBERS OF PARLIAMENT - ENTITLEMENTS AND FACILITIES
The purpose of these records is to enable the payment of salaries to Ministers under the Ministers of State Act 1952 up until November 2011 when the function was transferred to the Department of the Senate and the Department of the House of Representatives. The records also enable the provision of entitlements and facilities to current and former members of Parliament, including their employees and eligible dependants. Personnel and salary records are also held for the payment of staff employed under the MOP(S) Act.