From the Executive Director

Public records and FOI

The Office of the Victorian Information Commissioner (OVIC) and Public Record Office Victoria (PROV) have released a joint statement highlighting the strong connection between good records management and the public’s right to access government information.

Government agencies make decisions that affect people’s lives, so it’s important that individuals can access information about how and why those decisions were made.  This transparency promotes accountability and trust in government.  However, for people to access information effectively through processes like Freedom of Information (FOI), agencies must first create, manage, and store accurate records.  Without proper records, information can’t be found or released when requested.

OVIC and PROV urge all Victorian public sector agencies to strengthen their recordkeeping practices.  This includes developing clear policies, ensuring staff understand their responsibilities, and keeping records for the required minimum time under PROV’s Retention and Disposal Authorities.  Agencies should also make sure staff conducting FOI searches can access all relevant systems and are aware of any records already transferred to PROV.

The statement notes that Victorian agencies now receive more FOI requests than any other jurisdiction in Australia, making it difficult to meet legal timeframes.  Better records management can help reduce this workload and improve response times.

A 2024 Monash University report on the culture of FOI in Australia also found that poor recordkeeping slows down FOI processing.  It recommended closer collaboration between FOI oversight bodies and public record offices like OVIC and PROV and called for stronger funding and resources to support transparency.

OVIC and PROV plan to continue working together to provide guidance and education to agencies.  By improving recordkeeping practices, agencies can make FOI processes faster, more efficient, and more transparent for the public.

Feel free to contact us if you need advice on the interaction between public records and FOI laws: https://foisolutions.com.au/contact/ 

Mick Batskos

Executive Director