Showing posts with label Governance. Show all posts
Showing posts with label Governance. Show all posts

Tuesday 8 May 2018

The 2018-2019 Victorian Budget: Does your project involve Information Sharing?



The Victorian Budget 2018-19 included allocation of funds to a wide range of areas where government needs to balance privacy concerns with the benefits of sharing information.  Common areas where this arise are in family violence and in the health, disability, justice and education sectors.

A key announcement in the Budget was the allocation of $13.4 million (and $30 million over the forward estimates) to support a new whole of Government initiative known as the 'Child Information Sharing Reforms'.  This initiative is underpinned by the Children Legislation Amendment (Information Sharing) Act 2018 which came into force on 10 April 2018.  The reforms seek to protect vulnerable children by simplifying and improving information sharing arrangements between specified government agencies and service providers.

Knowing when and how to lawfully disclose information in different contexts is vital.  However, an overly legalistic or unbalanced approach can lead to an unwillingness to share information, which may result in negative outcomes for Victorians, particularly for vulnerable families experiencing family violence who rely on a number of integrated support services, built on effective information sharing. 

A key objective of the Child Information Sharing Reforms is to promote child wellbeing and safety by enabling information sharing.  Budget funding will target training for workers to understand when it is appropriate to share information, to improve early risk identification and intervention and increase collaboration for the wellbeing and safety of children. 

VGSO has extensive experience in advising on information sharing in a wide range of different contexts.  Please call one of our experts in this area if you require assistance in understanding how to discharge your obligations when sharing information: 


Assistant Victorian Government Solicitor 
9947 1404

Managing Principal Solicitor 
9947 1403

Wednesday 29 June 2016

Shifting expectations - implications for the EPA and government agencies

The Government recently released the Ministerial Advisory Committee's Final Report of the Independent Inquiry into the Environment Protection Authority (EPA).

The inquiry says its 48 recommendations are aimed at making the 'EPA of the future the strong protector of public health and the environment that Victorians expect - and need - it to be.'  The far reaching recommendations would modernise EPA's governing legislation and clarify its objective to protect human health and the environment.  The recommendations seek to clarify the EPA's role and strengthen the EPA's scientific base, functions and tools, as well as its governance structure and funding.

The impact of the report stretches beyond the EPA. The EPA's functions are shared with other agencies within the broader environment protection regime.  The recommendations are aimed at improving coordination mechanisms across this regime, clarifying EPA's role in emergency management, and better managing environmental risks in the land use planning system.

There are issues and themes of relevance for all public authorities contained in the report.  This is particularly so in relation to what the community expects from government services, the importance of government agencies sharing data and mechanisms for whole-of-government approaches to strategy, planning, problem solving and the delivery of services.  

EPA's role


The Report recommends several changes to the way the EPA interacts with other departments and agencies, including:

  • Land use planning: The EPA should take on a more strategic role.  This would be achieved via statutory triggers requesting EPA advice and early involvement, for example in planning scheme amendment and rezoning processes.
  • Emergency management: EPA's role should focus on providing expert advice to control agencies and aiding with prevention.
  • Mining: EPA's role in mining regulation should be strengthened, akin to the role of WorkSafe.


Whole-of-government approach


The report recommends the introduction of a high level Environment Protection (Integration and Coordination) Act to improve coordination across government.  It suggests that effective institutional arrangements will require clearly defined objectives, appropriately allocated roles and responsibilities, and effective mechanisms to promote coordination.

Environmental protection is not the responsibility of just one agency.  The report identifies several situations in which the whole-of-government approach is necessary, including:

  • development of policy around climate change, which will significantly impact the EPA, as well as other agencies involved in emergency management;
  • development of policy around environmental justice and the relevant health and wellbeing concerns, through the Department of Environment, Land, Water and Planning; and
  • a closer working relationship with the Department of Health and Human Services and the Chief Health Officer in relation to protecting human health.

This strategic and coordinated approach to problem solving and the delivery of government services was identified as something the community expected of the EPA, and of government generally.

Data sharing


Data sharing is an important issue closely tied to the need for a coordinated whole-of-government approach to environment protection more broadly.  An evidence base for decision making requires consistent and robust data, as well as having all parties 'at the table'.  There are data sharing initiatives already underway. However, the report recommends that the EPA and other agencies work toward improved systems for State-wide environmental monitoring, a spatial data system and reporting of health, environmental and liveability outcomes.

The Report recommends that the EPA develop a digital data, technology and analytics strategy to guide decision making.  Such improvements could aid data sharing across government as well as with stakeholders.  

Community expectations


It is clear that the changing landscape of stakeholder and community expectations of government have had a significant impact on the report.  The report envisages that the changing context of Victoria's environment, population and economy will lead to changes in stakeholder and community expectations of their environment, their local areas and the delivery of government services in the future.

The Government's response to the report is expected later in 2016.  For the Government's initial response please see here.  There may be significant changes underway for the EPA and the broader environment protection regime.  In the meantime, the report is a useful resource for all government agencies.

For further information on the outcomes of the Independent Inquiry into the EPA and its implications, please contact:

Natasha Maugueret
Managing Principal Solicitor
8684 0402
natasha.maugueret@vgso.vic.gov.au

Mark Egan
Acting Managing Principal Solicitor
8684 0489
mark.egan@vgso.vic.gov.au

Annette Jones
Principal Solicitor
03 8684 0431
annette.jones@vgso.vic.gov.au

Tuesday 4 August 2015

Regulators and decision-makers, it's a dog's life


The recent High Court decision in Isbester v Knox City Council [2015] HCA 20 reinforces to regulators that their staff cannot act as jury, judge and executioner, and they must apply the principles of natural justice to each decision, acting without any perception of bias.
On 10 June 2015, the High Court in essence held that the same staff within a regulator cannot be involved in the prosecution of a criminal charge then sit on a review panel for a related matter, even if not acting as the final decision-maker, due to the perception of bias.
Facts of case
Ms Hughes was a Council employee who, as an authorised officer, charged Ms Isbester with an offence under s 29 of the Domestic Animals Act 1994 (Vic) relating to an attack by her dog.
Later, Ms Hughes sat as a member of a three-person panel which deliberated and recommended to the chairperson of that panel, who was the ultimate decision maker, that he make an order to destroy the dog under s 84P(e) of the same Act.
The High Court considered the question of whether there was a possibility that Ms Hughes could have prejudged the decision to destroy the dog after her involvement in the prosecution of the charges against Ms Isbester, and whether that could give rise to an apprehension of a conflict of interest.
Principles of bias
The well-known principle governing cases of possible bias was said in Ebner[1] to require two steps:
1.         An interest which might lead a decision-maker to decide a case other than on its legal and factual merits.
2.           A logical connection between that interest and the feared deviation from the course of deciding the case on its merits.
Ms Isbester had alleged that:
(a)          Ms Hughes had such an 'interest' as a person bringing charges, whether as a prosecutor or other accuser, in the outcome of the hearing of those charges; and
(b)          This interest would conflict with the objectivity required of Ms Hughes as a member of another decision‑making body deciding the consequential matter of whether to destroy the dog.
Joint judgment
In their joint judgment, the Honourable Justices Kiefel, Bell, Keane and Nettle held at [42] that:
It is not realistic to view Ms Hughes' interest in the matter as coming to an end when the proceedings in the Magistrates' Court were completed.  A line cannot be drawn at that point of her involvement so as to quarantine the Magistrates' Court proceedings from her actions as a member of the Panel.  It is reasonably to be expected that her involvement in the prosecution of the charges created an interest in the final outcome of the matter.
Of course, the "final outcome of the matter" was the decision of whether to destroy the dog.
Their Honours held at [43] that:
Having participated in obtaining the conviction for the offence under s 29(4), [Ms Hughes] organised the Panel hearing and drafted the letter advising [Ms Isbester] of it.  She supplied the Panel with evidence, including further evidence she had obtained as relevant to the future housing of the dog.  If Ms Hughes could not actually be described as a prosecutor with respect to the decision under s 84P(e), she was certainly the moving force.
A fair-minded observer might reasonably apprehend that Ms Hughes might not have brought an impartial mind to the decision under s 84P(e).
Their Honours confirmed that this was the case even though the primary judge had found that Ms Hughes had acted nothing other than diligently, and in accordance with her duties, or that she was in fact wholly impartial.  They said that "natural justice required, however, that she not participate in the decision and because that occurred, the decision must be quashed."
So, the decision to destroy the dog was set aside.  As they say, every dog has it's day...
Victorian Government clients seeking advice on investigations and the prosecution of criminal charges, can contact:
Principal Solicitor
8684 0423

Managing Principal Solicitor
8684 0414




[1] Ebner v Official Trustee in Bankruptcy; Clenae Pty Ltd v Australia and New Zealand Banking Group Ltd (2000) 205 CLR 337

Friday 24 April 2015

To retain or not to retain, that is the question: PROV's new record keeping policy


 Interest in records management tends to be events driven.  Last year the release of the Privacy and Data Protection Act 2014 (PDP Act) heightened awareness of data security issues for government entities.  Then in the lead up to the 2014 State election, minds were turned to which documents should be retained, or not retained, as the case may be.  

But best-practice records management presents constant challenges in respect of both form and content of records.  Records now come in diverse forms - not only traditional paper documents and record-keeping or business systems, but also email and social media accounts and network drives, for example.  But their significance is premised on their nature and content, which in some cases can be difficult to assess. 

Additional guidance is now to hand.

New policy released

In February this year, Public Record Office Victoria (PROV) released an over-arching policy on record-keeping for the Victorian Government, pursuant to its responsibility for collecting and preserving records from all Victorian government and local governing bodies whose records are public records under the Public Records Act 1973 (PR Act).    

PROV's new 'Record Keeping Policy: Appraisal Statement for Public Records required as State Archives' (Appraisal Statement) sets out the key appraisal considerations for specifying and identifying those Victorian records that are of permanent value to the Government and people of Victoria.  

What is 'appraisal'?

Appraisal is the process by which those records that are required for preservation as State Archives are identified by Government agencies.  In PROV's words:
appraisal is a planned and documented process based on research and analysis to provide transparent, reasoned and consistent reasons for the retention or non-retention of records. It is a reasonably complex, judicious and somewhat subjective process that involves the evaluation of the continuing value of records for the government and community against the cost of retaining and keeping the records accessible in perpetuity.
PROV has divided the characteristics of records of enduring value into the following six categories:
  1. The authority, establishment and structure of government;
  2.  Primary functions and programs of government;
  3. Enduring rights and entitlements (of individuals and groups);
  4. Significant impact on individuals;
  5. Environmental management and change; and
  6. Significant contribution to community memory.
Some of these activities and associated records are relatively self-evident.  For example, in respect of the second category, PROV lists the State budget papers as an example of 'Records that illustrate the government's role in the management of the Victorian economy'. 
However other categories, notably the fourth, are potentially more problematic.  Here PROV's guidance is particularly useful in circumstances where appraisal decisions may affect the 'most vulnerable members of Victorian society'.  Records listed as potentially falling into category four include:
  • Collections and analyses of data compiled for planning and decision making;
  • Representations and appeals against the decisions/actions of government or legislature; and
  • Petitions documenting significant community opposition to government actions or policies.

Records not of permanent value

But what about those records appraised as not being of permanent value? All public records must continue to be retained for as long as they're needed to meet Government's administrative needs and legislative requirements, and to support accountability and community expectations. Section 19 of the PR Act has the effect that it is unlawful to dispose of or destroy a public record other than in accordance with a Standard made under s 12.  Minimum periods are set out in the Standards, or Retention and Disposal Authorities, issued by PROV for use by Government agencies.

Retention periods and personal information

Since opinions may differ as to how an individual record should be categorised in light of the Standards, these minimum periods are not without controversy, particularly in light of the requirements of Information Privacy Principle (IPP) 4.2 of the PDP Act (and its predecessor in the Information Privacy Act 2000).  IPP 4.2 requires destruction or permanent de-identification of personal information 'if it is no longer needed for any purpose'. 

The PR Act prevails over IPP 4.2 as a result of s 6 of the PDP Act (and previously s 6 of the IP Act).  Decisions of the Victorian Civil and Administrative Tribunal have accepted that personal information retained pursuant to a requirement of the PR Act is still relevantly 'needed' for a purpose (Caripis v Victoria Police(Health and Privacy) [2012] VCAT 1472; Zeqajv Victoria Police (Human Rights) [2013] VCAT 2105). 

Agencies should therefore be aware that retention of personal information beyond the retention period specified in a relevant Standard increases their risk if a complaint is made under IPP 4.2.  Moreover, when protective data security standards are released this year under the PDP Act, agencies may need to reevaluate the cost of managing any records that they are not required to retain.

If you are in the Victorian Government and would like assistance in respect of your agency's records management or privacy obligations, contact:

Managing Principal Solicitor
9947 1403

Senior Solicitor
8684 0483