The GIPA Act creates new rights to information that are designed to meet community expectations of a more open and transparent government. It requires government agencies to routinely and proactively release information through mandatory publication and authorised release of 'open access' information.
The Act has established four ways for the public to access government information:
Staff who decide to release information informally, and who believe in good faith that the decision is permitted or required by the GIPA Act are not exposed to any personal liability, or to any action in defamation or breach of confidence that may result from disclosure.
If a Council officer knowingly conceals or destroys information for the purpose of preventing disclosure is guilty of an offence (fine = $11,000).
CLICK THROUGH FOR EACH BRANCH
Thankyou Rhonda and Good Afternoon. This presentation is split roughly into three parts, covering: The Problems The Team Faced: When asked to implement GIPAA. The Approach The Team Took: A high level view of how the team implemented it. Demonstration: A quick overview of the site and how to use it effectively.
Before I begin, may I’ve a brief show of hands; has anyone visited the new Access to Information site?
I invite you to have a look. It doesn’t need an account, is available 24/7 and is free of charge.
Two key features surrounding our existing EDMS are:
Redact: Removal of private information Classification: The assigned index and classification determine a document’s published state
Once set, we have our defined group of living documents that we’re required to make available to the public.
Next we’ve build a process to Identify, Extract the Publish these files in an automated fashion.
We can specify the publish interval, the acceptable window and switch settings as ECM and business needs evolve.
The end product is a ‘set and forget’ model where employees are comfortable knowing that if they’ve followed their ECM registration procedure correctly, the rest is all taken care of with no additional effort required.
As this is built in house, we are not bound by a vendor for support and enhancement requests.
The final step is up to the community.
Search: Google Function specific to the published files. Links: An area for new and existing content, specific to the Act. Tree: To structure content in the preferred way, as per the Focus Group / Community Consultation Web Site review in 2008.
We’ll see this come to light in our demonstration.
CLICK THROUGH EACH BRANCH
In conclusion the team have reached Compliance through dealing with the 4 keys areas
Talk Through Each
---ONLY IF NEEDED Disability Action Plan: (From last month’s SMG meeting) Provide information in plain English, including policies and strategies Utilise the Australian Print standards Provide information on our website that meets WC3 standards Identify budgets for alternate formats and translators.
PDF rendering and Formats Of We’re monitoring it’s effectiveness and are in a position to work with the vendor.
CLICK THROUGH EACH
The site has been live for a number of weeks, here is a brief snapshot:
Documents do not include existing identified content exposed through links. Visitors: 260 in Total, 108 returning. The average time spent on the home page only. The distinct number of queries is rising steadily and as time goes on, we can quantify searches more effectively. Browsers and Operating Systems can help when we develop further electronic strategies and support modules.
CLICK THROUGH EACH
Source Code optimisation: Already reduced file processing time from 22 seconds to 4 seconds since go live.
1Access to Information – Implementation Approach - 19th Oct 2010
Paul Chambers & Daren Hevers
Information Management & Technology
Gosford City Council
Access to Information
2Access to Information – Implementation Approach - 19th Oct 2010
Government Information (Public Access) Act 2009(“GIPA”)
Today – What We’ll Cover
3Access to Information – Implementation Approach - 19th Oct 2010
By the end of this presentation we will:
Obtain a general understanding of GIPA
See the Issues Encountered and our Approach
Demonstrate the Gosford City Council GIPA site.
… get a sneak peek at the new release!
4Access to Information – Implementation Approach - 19th Oct 2010
• Commenced 1st July 2010
• Replaced the Freedom of Information Act 1989 and
Section 12 of the Local Government Act
• The object of the Act is to open government information
to the public
5Access to Information – Implementation Approach - 19th Oct 2010
Background information (continued)
Certain information must be published on website and available free of
charge, such as contract registers, policies, management plans.
Take the initiative to release as much information as possible.
To release information without the need for a formal application, unless
there are good reasons to require one.
In limited circumstances, access to information will require formal
access applications, however this is to be a last resort.
6Access to Information – Implementation Approach - 19th Oct 2010
Time to Implement
Ease of Use
July 1st , 2010
What did Council need to overcome in order to succeed?
7Access to Information – Implementation Approach - 19th Oct 2010
Process – Document Control
Leverage existing successful Electronic Document model
8Access to Information – Implementation Approach - 19th Oct 2010
Process – Extract / Publish
Timely, efficiently and correctly
9Access to Information – Implementation Approach - 19th Oct 2010
Process – Search Page
Customer focused ease of use
10Access to Information – Implementation Approach - 19th Oct 2010
What has Council done to address the issues?
• Right to Information
• Aggregate Reports Only
• Audit Trails In Place
• RedAction Methods
• ECM Centralised Storage
• Facilitation of Existing Web
• Secure Publishing Rights
• Method to ‘Unpublish’
• Internal Engagement
• One Stop Shop
• Supported PDF Rendering
• Automated Publication Method
• Meet the Requirements of Disability Action
• Aligned to Community Consultation
• Meta Data Searching
11Access to Information – Implementation Approach - 19th Oct 2010
The Web Site
12Access to Information – Implementation Approach - 19th Oct 2010
The First 3 Months*
A brief post implementation review
* Figures as of Friday, 15th Oct
Number of Documents: 3500
Unique Visitors: 427
Avg Time on Site: 1:43
Distinct Queries: 5,583
80% 15% 3% 2%
95% 3% 1% 1%
13Access to Information – Implementation Approach - 19th Oct 2010
Conformance is an ongoing commitment, how can we improve?
• Business take-up / Implementation on a wider scale
• Staff mindset to proactively identify suitable content
• Consolidation of existing screen design
• Additional views such as Most Recently Published
• Use of Maps
• Enhanced Help content
• DA Tracking
• Mobile Devices
• Search Provider Review
14Access to Information – Implementation Approach - 19th Oct 2010
The Web Site V2 – Sneak Peek
15Access to Information – Implementation Approach - 19th Oct 2010
Gosford Council’s GIPA Site
Lucene Search Engine
Image Manipulation / script-fu