Today you will hear about Victorian privacy
This session will better equip you to
•Privacy legislation & the definition of
• data security procedures for
responsibly handling production data;
• where to go for privacy and records
management related help.
What is information privacy?
Some control over who knows what about us.
• the public interest in the free flow of information
(to enable necessary government operations and
• the public interest in respecting privacy and
protecting personal information of individuals.
Information Privacy Act State government agencies,
(Vic) 2000 local councils, Ministers &
Health Records Act (Vic) Health information in
2001 Victorian public and private
sectors, hospitals, doctors &
Privacy – Key definitions
Personal information Recorded information about a living
identifiable or easily identifiable
Health information Information able to be linked to a living
or deceased person about a person’s
physical, mental or psychological
Sensitive information Includes information about a person’s
race or ethnicity and criminal record.
Is a photo personal information? Are details of a person’s position and
salary recorded on their personnel file?
How does privacy relate to information security?
Information Security is a component of privacy :
• A secure approach facilitates access to, accuracy of and
confidentiality of personal & health information so that the
right people have the right information
Information Security is one of the 10 Information
Privacy Principles (IPPs) IPP4 –:
• An organisation must take reasonable steps to:
• (4.1) protect the personal information it holds from misuse
and loss and from unauthorised access, modification or
• (4.2) destroy or permanently de-identify personal information
if it is no longer needed for any purpose.
Meaning of ‘reasonable steps’
The meaning of ‘reasonable
steps’ is context dependent:
•if the risk of a privacy breach is of sufficient
•the means of providing better protection are
known and feasible; but
the organisation does not act on this
reasonable steps have not been taken.
What might constitute reasonable
steps in systems?
• Typical reasonable steps for systems:
– effective access control based on a manageable number of
– meaningful audit trails to the level of detail deemed
necessary e.g. Single person look-up events, change of location events, remote
access events & large access events
– all users to be suitably trained to ensure that authorised
parties are fully aware of their privacy responsibilities;
– data encryption as appropriate;
– well managed and monitored data connections (e.g. with
other DoJ, contractors or VicPol);
– informed, involved contract management of service
providers (s17 IPA re outsourcing)
– Reporting incidents of privacy breaches.
Reasonable steps for ICMS systems
You must You must not
• Follow ICMS procedure • Leave production data
• Anonymise or de-identify
data early & wherever
in an unsecured
• Secure production data by • Email production data
lock and key
• Dispose of hard and soft • Keep copies of
copy information securely production data longer
• Expect to be able to justify
your use of data
• De-identifying data is considered a leading practice, and is also legislated in regulations
such as the Information Privacy Act.
• There are several options for de-identifying data, both operational and automated.
– Data deletion
– Data Mixing
– Data replacement
– Data Substitution
– Interjecting Unrelated Text
– Modifying Numerical Data
– Using an Isolated Testing Environment
• Whatever de-identification method you use, you need to make sure the de-identification
results are appropriate for the context of the application being tested, and must make
sense to the person reviewing the test results.
Remaining key privacy considerations
• Collection (IPPs 8, 1, and 10)
Collect only what you need. Do it lawfully, fairly, directly and not
unreasonably intrusively. Tell people you are doing it and why. Be
extra careful with sensitive information.
• Use and Disclosure (IPPs 2 and 9)
Use and disclose personal information for the reason you collected
it. Other public interest reasons e.g. law enforcement, personal
safety permit use and disclosure. Properly obtained consent allows
any use or disclosure. If a person’s personal information travels
interstate or overseas it must be protected by Victoria’s standards.
Remaining Key privacy considerations
Access & Correction (IPP6 & FOI Act)
People have a right to access & correct personal information.
Assume people will see what you write.
If involved in discovering documents respond promptly.
Management (IPPs 3, 4, 5 & 7)
Keep personal information accurate & secure.
Follow Departmental policies.
Where to go for help?
Privacy, Freedom of Information & Records Management
are on J-NET>Our Business>Knowledge Management
Each of the Dept’s business units has a Privacy Coordinator
• Court Services - Susan Brent 9603 9456
• ICMS – Jim Paterson 9093 8430
Brent Carey, Senior Privacy Adviser can be contacted on 8684 0071 or
by e-mail firstname.lastname@example.org
EDRMS (records) helpdesk 8684 0555; the FOI unit 8684 0063
Privacy Victoria 8619 8719 www.privacy.vic.gov.au