Information Publication Scheme Agency Plan

Table of contents

  1. Responsibility & version information
  2. Introduction
  3. Purpose
  4. Objectives
  5. Establishing and administering AIFS IPS contribution
  6. IPS Information Architecture and Information required to be published under the IPS
  7. Optional information to be published under the IPS
  8. Accessibility under the IPS
  9. IPS compliance review
  10. Annexure A
    Access charges for documents not available on the website
  11. Annexure B
    Indicative timetable – WCAG 2.0 conformance

Responsibility & version information

The Records Advisor is responsible for maintaining this document

Date Version Summary Author Approval Date Next Review
18 April 2011 V01 Initial creation of plan Nicky Berg April 2011 April 2012
27 April 2012 V02 Annual review of plan and web content Peter Drummond May 2012 April 2013
10 Oct 2013 V03 Annual review of plan and web content Peter Drummond October 2013 October 2014

Introduction

The Australian Institute of Family Studies (AIFS or the Institute) is an agency subject to the Freedom of Information Act 1982 (FOI Act) and is required to comply with the Information Publication Scheme (IPS) requirements. This agency plan describes how AIFS proposes to do this, as required by s 8(1) of the FOI Act.

Purpose

The purpose of this agency plan is to:

  • assist the Institute in planning and developing its contribution to the IPS
  • outline what information the agency proposes to publish (referred to as the IPS information holdings), how and to whom the information will be published and how AIFS will otherwise comply with the IPS requirements (s 8(1)).

Note: in this plan, information to be published by AIFS under the IPS is referred to as the IPS information holdings, or as the IPS documents when referring to individual documents.

Objectives

The key objectives in this Agency Plan are to outline appropriate mechanisms and procedures to:

  • manage the IPS information holdings
  • proactively identify and publish all information required to be published (s 8(2))
  • proactively identify and publish any optional information to be published (s 8(4))
  • review and ensure on a regular basis that information published under the IPS is accurate, up to date and complete (s 8B)
  • ensure that information published under the IPS is easily discoverable, understandable, machine-readable, re-useable and transformable
  • ensure conformance with the Web Content Accessibility Guidelines (Version 2) (WCAG 2.0)
  • measure the success of the Institute’s IPS contribution by reference to community feedback and compliance review processes
  • adopt best practice initiatives in implementing and administering AIFS contribution to the IPS.

Establishing and administering AIFS IPS contribution

The Executive Manager Research Business Development & Accountability is the senior officer responsible for leading the Institute compliance. The Records Advisor, Publishing Manager and Library & Web manager constitute the Steering Committee.

The Institute is developing a comprehensive information management framework which will apply to information published under the IPS. This framework will initially comprise records management plans and policies, which are currently under development. AIFS also intends to develop plans and procedures to address other information asset issues, including intellectual property and copyright.

AIFS will finalise its records management plans and policies as follows:

  • Records management plan has been developed and implementation in progress.
  • The AIFS Records Authority has agreed and signed off by NAA.
  • The key AIFS Records management policies have been completed and the remaining are to be finalised by end 2013.

The Library & Web team will lead better practice initiatives to ensure the Institute contribution to the IPS. These include:

  • making IPS documents as easily discoverable, understandable and accessible as possible
  • giving members of the public facilities to contact the FOI contact officer via AIFS website with comments on the IPS information holdings, particularly where documents are found not to be discoverable, understandable or accessible.

The Library & Web and Publishing teams will also arrange for IPS documents, which are not available on AIFS website, to be made available upon request.

The Institute may charge a person for accessing any IPS document which it is impracticable to publish online:

  • at the lowest reasonable cost
  • to reimburse specific reproduction costs or other specific incidental costs (s 8D(4)).

The Institute’s publications webpages will indicate availability of IPS documents and include any that are impracticable to publish online. Possible reasons for impracticability may include ‘out of print’ and ‘only available in hardcopy. The website will direct a person seeking access to any of these documents to the Library & Web team to arrange access.

To ensure that the IPS information holdings (and individual IPS documents) are easily discoverable, understandable and accessible, the Institute will:

  • publish an IPS icon on the homepage of its website, which will link to the IPS section of the website
  • design and publish an IPS entry point on its website

Note that the Institute has for many years provided the following:

  • wherever possible, provided online content in an accessible format that can be searched, copied and transformed
  • published a sitemap for its website, to help individuals identify the location of information published under sections 8(2) and 8(4)
  • provided a search function for its website
  • provided an alert service to notify subscribers of new publications under the IPS or other developments in relation to AIFS’ contribution to the IPS

Where the Institute has deposited or published IPS documents under a scheme such as the Commonwealth Library Deposit, Australian Data Archive or www.data.gov.au, information about the deposits (including links where available), will be published on AIFS website.

IPS Information Architecture and Information required to be published under the IPS

AIFS will publish documents required to be published under the IPS (s 8(2)) in the IPS section of the website at www.aifs.gov.au/common/ips

AIFS will publish these documents in accordance with the timeframe set out in Annexure B.

AIFS will publish these documents under the following headings:

Agency plan

Who we are

About AIFS

  • This will include senior and research staff listing, the Enterprise Agreement and information about statutory appointments.
  • For statutory appointees, AIFS will publish the name of the person appointed, the length or term of appointment, the position to which the person is appointed (and particulars of the position) and the provision of the Act under which the person is appointed.

What we do

  • This will outline the functions and decision-making powers of Director.
    AIFS will also publish policies and guidelines relating to these functions and powers.

Our reports and responses to Parliament

  • This will include the full text of AIFS recent annual reports (from 2008–2009) tabled in Parliament.
  • Recent submissions by the Institute to government inquiries.
  • AIFS budget and supplementary budget statements are incorporated into those of our portfolio Department (currently Department of Families, Housing, Community Services and Indigenous Affairs (FaHCSIA))

Requested information

  • This will include information in documents to which AIFS routinely gives access in response to FOI requests.
  • AIFS will clearly identify these documents in its disclosure log, published under s 11C of the FOI Act – which requires agencies to publish information contained in documents to which the agency has provided access under the FOI Act.

Contact us

  • This will include the name, telephone number and an email address for a contact officer, who can be contacted about access to AIFS information or documents under the FOI Act. AIFS will establish generic telephone numbers and email addresses for this purpose that will not change with staff movements.

Optional information to be published under the IPS

AIFS will publish on the IPS section of its website other information that it holds (in addition to the information published under s 8(2)), taking into account the objects of the FOI Act (s 8(4)).

AIFS will publish these documents in accordance with the timeframe set out in Attachment B.

Optional information will be published under the following headings:

Our priorities

  • This will include research and strategic plans.

Our finances

  • This will include financial information relating to salary scales, procurement procedures, tendering and contracts.

Our lists

  • This will include agency contracts, grants and appointments, and links to data sets.

Our submissions

  • This will include submissions made by the Institute to Parliamentary committees, the Productivity Commissioner, the Australian Law Reform Commission and other agencies.

Our policies

  • This will include AIFS email and internet usage, workplace harassment, maternity leave and workplace diversity policies.

In addition, in the IPS section AIFS will publish a link to other publications not covered by these headings, including Family Matters, research series papers, fact sheets, staff papers and presentations.

Accessibility under the IPS

All online information required to be published under the IPS (s 8(2)) conforms with the Web Content Accessibility Guidelines (Version 2) (WCAG 2.0) on commencement of the IPS (1 May 2011).

AIFS will ensure that optional information published on its website conforms with WCAG 2.0 in accordance with the time frames in Annexure B.

AIFS dedicated IPS section of its website will state that where a document is not yet available in an accessible format, it will be made available in an accessible format on request, by contacting the Library and Web Manager (whose contact details will be provided). This may be subject to a small number of exceptions identified in Annexure B.

From commencement of the IPS, AIFS will publish any new IPS documents as soon as they are available for publication and ensure that all information newly published on AIFS website conforms with Web Content Accessibility Guidelines (Version 2) (WCAG 2.0).

IPS compliance review

AIFS will review and revise this agency plan at least annually, which will coincide with AIFS’ strategic planning process.

AIFS will review the operation of its IPS from time to time and at least every five years, in accordance with the guidelines issued by the Information Commissioner about IPS compliance review (better practice guidance material to assist agencies to comply with the IPS – to be published in the Information Commissioner’s regulatory capacity).

Annexure A

Access charges for documents not available on the website

No. Document title Date Format Charges
1. AIFS annual reports

1980-81, 1981-82, 1982-83, 1983-84, 1984-85, 1985-86, 1986-87, 1987-88, 1988-89, 1989-90, 1990-91, 1991-92, 1992-93, 1993-94, 1994-95, 1995-96, 1996-97, 1997-98, 1998-99, 1999-2000, 2000-01, 2001-02, 2002-03, 2003-04, 2004-05, 2005-06, 2006-07, 2007-08, 2008-09

Photocopy

Copy (other than photocopy)

Copy of the document in the form of a computer tape or a computer disk

Copy of the document to be sent to the applicant by post or delivered to the applicant

Not Applicable
2. Family Matters No. 26, 1990; No. 25, 1989; No. 24, 1989; No. 23, 1989; No. 22, 1988; No. 21, 1988; No. 20, 1988; No. 19, 1987

Photocopy

Copy (other than photocopy)

Copy of the document in the form of a computer tape or a computer disk

Copy of the document to be sent to the applicant by post or delivered to the applicant

Newsletter (Australian Institute of Family Studies) No. 18, 1987; No. 17, 1987; No. 16, 1986
Newsletter (Institute of Family Studies) No. 15, 1986; No. 14, 1985; No. 13, 1985; No. 12, 1985; No. 11, 1984; No. 10, 1984; No. 9, 1984; No. 8, 1983; No. 7, 1983; No. 6, 1983; No. 5, 1982; No. 4, 1982; No. 3, 1981; No. 2, 1981; No. 1, 1980;
3.

http://www.aifs.gov.au/institute/pubs/index.html

While most of the works have been published by AIFS, some have been commissioned and/or published by others.

Many of the titles marked 'Out of Print' are available in libraries.

Where this is not the case, they can be borrowed from the AIFS Library or via interlibrary loan

 

Annexure B

Indicative timetable – WCAG 2.0 conformance

AIFS will ensure, to the extent possible, that all documents available on its website prior to 1 April 2011 will conform with WCAG 2.0 in accordance with the following timetable (subject to exceptions described below):

No. Document category Format Indicative WCAG 2.0 conformance date
1.

All documents required to be published under s 8(2)

PDF and HTML

1 May 2011

2.

Optional information published under s 8(4)

PDF and HTML

1 September 2011

The majority of documents listed on the IPS section of AIFS website will be available in an accessible format to meet accessibility requirements. Please note: a number of exceptions may apply to:

  • PDFs made of images of scanned documents
  • Documents that are out of date, but that are provided for historical reference (these will be supplied in the formats in which they are currently available)
  • Charts, tables and forms (these can be supplied in accessible formats on request).

Where possible, documents covered by these exceptions will be published in two alternative formats.

AIFS will ensure that all new documents to be published in the IPS section after 1 May 2011 conform with WCAG 2.0.

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