Personal Information Digest 2013

November 2013

The Department of Foreign Affairs and Trade (DFAT), including the Australian Safeguards and Non-Proliferation Office (ASNO), holds 78 classes of personal information, including two classes of Personnel Records.

Access by individuals to their own personal information – unless otherwise stated, individuals may obtain information regarding access to their personal information by contacting the Freedom of Information Section: telephone 02 6261 3056 or email foi@dfat.gov.au

Location of information – unless otherwise stated, the records are held at the Department of Foreign Affairs and Trade, RG Casey Building, John McEwen Crescent, BARTON ACT 0221

Personnel and staff management

1. Personnel records

See Appendix 1: Personnel Records.

2. Records of consultants and contract staff

Consultants’ Curricula Vitae provided by individuals seeking work with DFAT

These records provide details of bidders who have submitted a response to a DFAT tender where personal information is requested.

Content may include such personal information as:  name, company name, position, phone number and email address.

The following staff have access to this personal information:  the DFAT Contact Officer nominated in tender documentation. 

The records are kept for seven years after termination of appointment.

Contracting Performance Information – DFAT

The purpose of these records is to maintain performance assessment information provided to contractors, both firms and individuals, who implement DFAT activities.

The information may be used by the nominated DFAT Contract Manager or replacement, to evaluate the previous performance of a contractor during the life of an existing agreement, and prior to any contract extensions.

The information may be disclosed to DFAT employees directly responsible for the agreement.

The records kept are copies of performance assessments provided to contractors by DFAT and any responses received from contractors to such assessments.

The records are stored on paper media.  Records would normally be retained for a period of two years after the agreement is superseded. 

Contractors referee reports/references - DFAT

The purpose of these records is to assess the Contractor’s previous experience in providing goods or services similar to those required by DFAT.

The information may be used by the nominated Tender Evaluation Board, to evaluate the previous performance of a contractor as part of a DFAT tender evaluation process.

The information may be disclosed only to the Tender Evaluation Board and nominated support staff.

The records kept are copies of referee reports or references provided by Contractors to DFAT and any assessment of these reports by the Tender Evaluation Board.

The records are kept for seven years after submission of tender responses.

Legal and financial

3. Finance records

The collection, use and disclosure of these records is in compliance with the Financial Management and Accountability (FMA) Act 1997, FMA Regulationsand Finance Minister’s Orders pertaining to the recording of payments of supplier accounts, moneys advanced to officers in Australia and overseas, payments to Australians in temporary difficulties overseas, the accounting for and handling of private citizen money transfers through a Special Account to Australians overseas, the repayment of advances, and the recovery of monies owed to the Department.

Content may include: name, address and bank account and credit card details.

Sensitive content may include: financial information including the level of debt to the Department, outstanding advances, salary information of Australian-based and locally engaged staff.

The personal information on these records relates to Australian citizens, creditors and debtors, employees and contract staff.

The following agency staff have access to this personal information: Finance, Accounting, Internal Audit, Payroll Processing, Passports and Consular staff.

The records are kept in accordance with the Archives Act 1983.

Individuals can obtain information regarding access to their personal information by contacting the Director, Financial Policy and Treasury Section, Ph: (02) 6261 3472.

4. Legal files

These records are maintained for litigation, legal advice, international legal process, Freedom of Information, Ombudsman and Privacy Act 1988 purposes.

Content may include: name, address, date of birth, occupation, gender, marital status and name and status of partners or relatives.

Sensitive content may include: reports of disciplinary matters, security clearance reviews, physical or mental health, disabilities, racial or ethnic origin, citizenship information, financial information, including debts, relationship details and any other type of information dependent on the individual circumstances.

The personal information on these records relates to litigants, staff of the Department, consular clients and passport applicants.

The following agency staff have access to this personal information: Senior Legal Adviser and Assistant Secretaries, officers of the Domestic and International Legal Branches, administrative staff of regional offices, officers of Staffing Branch (on request).  Geographic desks have access to some legal files.

The records are kept in accordance with the Archives Act 1983.

Some of this information is disclosed to: the Australian Government Solicitor, other external legal advisers representing the Department, the law courts and other Government agencies.

The records relate to an unknown number of individuals and are kept on paper files and in some cases in electronic form.

5. Freedom of information requests – case files and database

The purpose of these records is to maintain a record of requests for access to documents under the Freedom of Information Act 1982.

Content may include: name, address, date of birth, gender, occupation, marital status and names and status of partners or relatives.

Sensitive content may include: physical or mental health, disabilities, racial or ethnic origin, citizenship information, criminal convictions, criminal intelligence, religious beliefs, political beliefs, financial information, including debts, and relationship details.

The personal information on these records relates to the general public and departmental employees.

The following agency staff have access to this personal information: staff of the Freedom of Information Section, Domestic Legal Branch.

The records are kept in accordance with the Archives Act 1983.

Some of this information is disclosed to: other Commonwealth agencies concerned with the particular FOI application.

The records relate to an unknown number of individuals and are stored on computer and paper media.

6. Human rights cases records

These records are produced in response to monitoring of individual human rights cases, representations on such cases and providing information to  Parliament, the Minister and concerned members of the public of the progress made.

Content may include: name, gender, occupation, names and status of partners or relatives and reason for concern.

Sensitive content may include: physical or mental health, disabilities, racial or ethnic origin, criminal convictions, religious affiliations, political affiliations and relationship details.

The personal information on these records relates to alleged and actual victims of human rights abuse.

The following agency staff have access to this personal information: First Assistant Secretary, International Organisations and Legal Division, Assistant Secretary, International Organisations Branch, staff in the Human Rights and Indigenous Issues Section, staff of the relevant geographic desk and staff at posts who deal with particular human rights cases.

The records are kept in accordance with the Archives Act 1983.

Some of this information is disclosed to: host government departments and organisations making representations on behalf of individuals.

Individuals can obtain information about how to access their personal information by contacting the Director, Human Rights and Indigenous Issues Section Ph: (02) 6261 2068.

The records relate to an unknown number of individuals and are stored on computer and paper.

Location: Canberra and regional offices and overseas posts.

7. Extradition, mutual legal assistance and prisoner transfer

These records include the receipt or transmission of requests for extradition or mutual legal assistance in criminal and civil matters, as well as policy files for extradition and mutual assistance treaties, or for when a particular extradition case has important policy implications.

Sensitive content may include: criminal allegations, criminal convictions and criminal intelligence.

The personal information on these records relates to requests for extradition or mutual legal assistance in Australia or overseas in relation to criminal and civil proceedings, or prisoner transfers between Australia and other countries.

The following agency staff have access to this personal information: Senior Legal Adviser, and Assistant Secretaries and officers of the Domestic and International Legal Branches.  This information is collected by the Department for disclosure to the Commonwealth Attorney General’s Department, prosecutors and others involved in the criminal proceedings concerned who have lawful reasons to see the information.  The information may also be passed to DFAT geographic branch staff on a “need to know” basis.

The records are kept in accordance with the Archives Act 1983.

The records relate to an unknown number of individuals and are stored on computer and paper media.

8. Records of individuals designated for the purposes of United Nations Security Council (UNSC) and Australian autonomous sanctions

The purpose of these records is to enable the Minister for Foreign Affairs to publish identifying details of individuals and entities against whom the UNSC has imposed financial sanctions, or to further compliance with UNSC requirements to freeze the assets of terrorists and terrorist organisations.  Other records in this category are used by the Minister when making decisions on whether to impose financial sanctions against individuals and entities autonomously of the United Nations.

Content may include: name, address, date of birth, national ID or passport number, job description, relationship with other persons identified, as well as various aliases.

The personal information on these records relates to individuals against whom Australia has imposed financial sanctions under the UN sanctions regime and to individuals against whom Australia has autonomously imposed financial sanctions, or individuals investigated in relation to the possible imposition of sanctions.

The following agency staff have access to this information: staff in the Sanctions and Transnational Crime Section, Senior Legal Adviser, Assistant Secretaries of the Domestic and International Legal Branches, and (in the case of autonomous sanctions) staff in the relevant geographic area of the Department.

The records are kept in accordance with the Archives Act 1983.

The records are stored on computer and paper media.

The personal information may be disclosed to the Minister for Foreign Affairs, and relevant personal information is published in the Commonwealth Gazette as required by section 15 of the Charter of the United Nations Act 1945, and, where required, on the Federal Register of Legislative Instruments and on the internet as required by Regulation 40 of the Charter of the United Nations (Dealings with Assets) Regulations 2008 and Regulation 22 of the Autonomous Sanctions Regulations 2011.

Individuals can obtain information on how to access their personal information in this class of records by contacting the Director, Sanctions and Transnational Crime Section, on Ph: (02) 6261 2922.

The records relate to approximately 1300 individuals.

9. Records of applicants for permits under Australian United Nations (UN) sanction enforcement laws and Australian (autonomous) sanction laws

The purpose of these records is to administer the issue of permits to individuals and companies under Australian UN Sanction Enforcement Laws and Australian Sanction Laws.

Content may include: name, position in company/business, contact information, work address.

The personal information on these records relates to individuals who are applying for an authorisation under a UN Sanction Enforcement Law or an Australian Sanction Law.

The following agency staff have access to this information: staff in the Sanctions and Transnational Crime Section.

The records are kept in accordance with the Archives Act 1983.

The records are stored on computer and paper media.

The personal information is disclosed to other agencies involved in the administration of UN sanction enforcement laws or Australian sanction laws, including the Australian Customs Service, the Department of Defence, Austrac and the Australian Federal Police.

Individuals can obtain information regarding access to personal information in this class of records by contacting the Director, Sanctions and Transnational Crime Section, on Ph: (02) 6261 2922.

The records relate to an unknown number of individuals.

10. Records of allegations of the commission of Australian extraterritorial offences referred to the Australian Federal Police

These records contain the personal information of individuals who are allegedly involved in criminal conduct.  The purpose of these records is to enable DFAT to disclose to the Australian Federal Police alleged criminal conduct, including conduct committed overseas, of individuals subject to Australian criminal jurisdiction that comes to the attention of the Department of Foreign Affairs and Trade.

Content may include: name, alleged criminal conduct and charges, other relevant personal information, name and contact details of the informant if not anonymous.

The personal information on these records relates to individuals who have been accused of criminal wrongdoing falling within Australia’s extraterritorial jurisdiction and individuals who have made the allegation.

The following agency staff have access to this information: staff in the Sanctions and Transnational Crime Section.

The records are kept in accordance with the Archives Act 1983.

The records are stored on computer and paper media.

The personal information is usually disclosed to the AFP.

Individuals can obtain information on how to access their personal information in this class of records by contacting the Director, Sanctions and Transnational Crime Section, on Ph: (02) 6261 2922.

The records relate to an unknown number of individuals.

Passports, consular and immigration

11. Passport records

Passports staff record all details of issue, loss and illegal use of passports in compliance with Part 2, Division 1 and Division 2 of the Australian Passports Act 2005.

Content may include: name (including name change details), gender, date and place of birth, photograph, mother's name at birth, address, phone/fax numbers, email address, emergency contact details, former travel document numbers, intended date of travel, and, if under 18, parents’ and/or guardians' names, details of court orders, marriage and divorce details, guarantor’s name, gender, date of birth, passport number and electoral roll and professional details.

Sensitive content may include: debts to the Commonwealth - in accordance with section 16 of the Australian Passports Act 2005; information relating to law enforcement and security – in accordance with section 12-14 of the Australian Passports Act 2005.

The personal information on these records relates to persons who have applied for an Australian travel document.

The following agency staff have access to this personal information: staff of the Australian Passport Office, Consular Public Diplomacy and Parliamentary Affairs Division, Information Management Division, delegated staff at overseas posts, staff of the Australian Passport Information Service and staff of the Consular, Passports and Protocol Law Section.

The records are scanned into a database for permanent retention and the paper forms are destroyed after 90 days.  The records are kept in accordance with the Archives Act 1983.

Some of this information is disclosed to: border management agencies, the Australian Electoral Commission, registrars of births deaths and marriages, road traffic authorities, law enforcement agencies and Australian courts of law.  De-personalised digital facial images have been disclosed to organisations conducting research for the Australian Passport Office, including the University of New South Wales and the Defence Science and Technology Organisation.

A sub-set of the passport information is routinely disclosed to the Department of Immigration and Citizenship (DIAC) and to the Australian Electoral Commission.  Information may also be provided on a case by case basis on request to law enforcement agencies.  Lost and stolen passport information is passed to Interpol.  Border officials of New Zealand, the United States of America and the Philippines are able to verify Australian travel documents through bilateral arrangements under the APEC Regional Movement Alert System.

Individuals can obtain information regarding access to their personal information by contacting the Central and Regional Passport Offices or toll free Ph: 131232.  Passport holders may also check their passport details on the passports website at www.passports.gov.au

The records relate to 16.6 million individuals and are stored on computer and paper media.

Location: Central and regional Passport Offices, overseas posts and Government Archives.

12. Sensitive immigration case data

The purpose of these records is to assist in the assessment of whether there are any foreign policy issues in relation to:

Content may include: name, date of birth, nationality.

Sensitive content may include: political affiliations, religious affiliations, sexual orientation, race or ethnic origin, criminal convictions and assessment of the visa application by the relevant area within the Department of Immigration and Border Protection.

The personal information on these records relates to persons mentioned above.

The following agency staff have access to this information: First Assistant Secretary International Organisations and Legal Division, Assistant Secretary International Organisations Branch, officers in the People Smuggling, Refugees and Immigration Section, officers in the Human Rights and Indigenous Issues Section, officers in the Sanctions and Transnational Crime Section, officers in the Domestic Legal Branch and relevant geographic desk areas within DFAT.

The records are kept in accordance with the Archives Act 1983.

The information is not generally disclosed to other agencies and individuals.

The records relate to an unknown number of individuals and are stored on paper media.

13. Consular files

The purpose of these records is to provide consular assistance to Australians in accordance with the following: Vienna Convention on Consular Relations; Australian Passports Act; Registration of Deaths Abroad Act; Consular Fees Act and a broad range of Commonwealth, State, Territory and foreign legislation concerning document authentication.

Content may include: name, address, date of birth, gender, place of birth, passport number, next of kin, profession and contact details.

Sensitive content may include: physical or mental health, disabilities, racial or ethnic origin, criminal convictions, sexual orientation, religious beliefs, political beliefs, financial information, including debts, and relationship details.

The personal information on these records relates to Australian citizens and some residents who seek or may require consular assistance.

The following agency staff have access to this personal information: all staff on a "need to know" basis.

The records are kept in accordance with the Archives Act 1983.

This information is not generally disclosed to other agencies and individuals. When disclosures are made, they occur in accordance with the disclosure provisions of the Privacy Act 1988 and Public Interest Determination No. 7 (PID 7) of 21 October 1997; or in accordance with the Privacy Consent form filled in by the individual.

The records relate to an unknown number of individuals and are stored on computer and paper media.

Location: Canberra and regional offices, overseas posts, and Government Archives.

14. Honorary Consuls

The purpose of these records is to assess and maintain records of nominations for Honorary Consuls who represent Australia in locations where the Department does not have consular representation from Australia.

Content may include: name, company name, position, phone number, email address.

Sensitive information may include: employment history, political and business connections, and relationship details.

The personal information on these records relates to individuals who are nominated for, or are currently, Honorary Consuls.

The following agency staff have access to this information: consular staff in Canberra and at overseas posts.

The records are kept in accordance with the Archives Act 1983.

Some of this information is disclosed to the Attorney-General’s Department and the Australian Federal Police for the purposes of security checks.  It is not generally disclosed to other agencies and individuals. When disclosures are made, they occur in accordance with the disclosure provisions of the Privacy Act 1988 including Public Interest Determination No. 7 (PID 7) of 21 October 1997; or in accordance with the Privacy Consent form filled in by the individual.

The records relate to an unknown number of individuals and are stored on computer and paper media.

Individuals can obtain information regarding access to their personal information by contacting Assistant Secretary, Consular Policy Branch on Ph: (02) 6261 2898.

Location:  Department of Foreign Affairs and Trade, R G Casey Building, John McEwen Crescent, Barton, ACT 0221, overseas posts and Government Archives.

15. PIC 4003 and Migration Regulations section 2.43 visa clearance data

The purpose of these records is to assess visa applications which may trigger action by the Minister for Foreign Affairs under the Public Interest Criteria 4003 (PIC 4003) of the Migration Regulations 1994.  PIC 4003 provides a power for the Minister for Foreign Affairs to bar the grant of certain categories of visa in three circumstances:

  1. where the presence in Australia of a non-Australian national is, or would be contrary to, Australia’s foreign policy interests; and
  2. where the presence in Australia of a non-Australian national may be directly or indirectly associated with the proliferation of weapons of mass destruction (WMD).
  3. Either:
    1. Is not declared under paragraph 6(1)(b) or (2)(b) of the Autonomous Sanctions Regulations 2011 for the purpose of preventing the person from travelling to, entering or remaining in Australia; or
    2. If the applicant is declared – is a person for whom the Foreign Minister has waived the operation of the declaration in accordance with regulation 19 of the Autonomous Sanctions Regulations 2011.

Section 2.43 of the Migration Regulations allows for the Minister to seek cancellation of a visa that has already been issued, on the same grounds as in PIC 4003.

Content may include: name, date and place of birth, nationality.

Sensitive information may include: professional and academic background, political affiliations, religious affiliations, criminal convictions, assessment of the visa application by the relevant desk within DFAT.

The following agency staff have access to this personal information: First Assistant Secretary, International Organisations and Legal Division, Assistant Secretary, International Organisations Branch, officers in the People Smuggling, Refugees and Immigration Section; Assistant Secretary, International Legal Branch; officers in Sanctions and Transnational Crime Section; First Assistant Secretary, International Security Division; Assistant Secretary, Arms Control and Counter-Proliferation Branch; officers in the Counter-Proliferation Section and relevant geographic desk areas within DFAT.

The records are kept in accordance with the Archives Act 1983.

Individual recommendations on visa applications are disclosed to the Department of Immigration and Border Protection, the Department of Defence and the Attorney-General’s Department on a “need to know” basis.

The records relate to an unknown number of individuals and are stored on computer and paper media.

Ministerial and diplomatic

16. Protocol

Foreign Missions

The purpose of these records is to assist in the administration of the Vienna Conventions on Diplomatic and Consular Relations as interpreted in the Diplomatic Privileges and Immunities Act, Consular Privileges and Immunities Act, Overseas Missions (Privileges and Immunities) Act and International Organisations (Privileges and Immunities) Act which affect the rights, privileges and immunities of staff attached to diplomatic missions, consular posts and offices of international organisations and designated overseas missions in Australia.

Content may include: name, address, date and place of birth, nationality, citizenship and passport or visa details, position, status, gender, family composition, and motor vehicle details. In addition, records may be held relating to individual privileges and immunities issues.

The personal information on these records relates to foreign staff of diplomatic missions, foreign staff of consular posts, staff of offices of international organisations, foreign staff of designated overseas missions, foreign domestic servants of staff of diplomatic missions and consular posts, locally engaged staff and honorary consular officers and certain dependants of the abovementioned persons.

Sensitive content may include: allegations or reports of criminal or other activities and requests for waiver of immunity.

The following agency staff have access to this personal information: some staff of Protocol Branch and State Offices and where appropriate, staff in the Domestic Legal Branch.

The records in relation to arrivals, departures, accreditation and official duties are kept permanently.  The records are kept in accordance with the Archives Act 1983.

Some of this information is disclosed to: the Department of Immigration and Border Protection, Attorney-General's Department, Department of Prime Minister and Cabinet, Australian Customs Service, Australian Quarantine Inspection Service, Australian Taxation Office, Australian Protective Security Coordination Centre, Australian Federal Police, the Australian Protective Service, relevant state and territory Government departments and the Diplomatic Contact Group.  The names and designations of some home-based staff of diplomatic missions and consular posts are published in the Diplomatic and Consular lists.  These lists also appear on the Department's web site. 

The records relate to an unrecorded number of individuals and are stored on computer (the Protocol Database) and paper media.

Honours and Awards

Records are maintained on data relevant to nominations of Australian citizens for honours and awards on whom the Department has provided comment.

Content may include: name, title, position and employer details, services or actions forming the basis of the nomination and referee reports.

The following agency staff have access to this personal information: members of the Honours and Awards Committee and the Senior Executive.  Some of this information may also be disclosed to the Department of Prime Minister and Cabinet and Government House.

The records are kept in accordance with the Archives Act 1983.

Individuals can obtain information regarding access to their personal information by contacting the Chief of Protocol, Ph: (02) 6261 3242.

Location: Protocol Branch, State Offices, and Australian Archives.

17. Official visits

Records are maintained of correspondence on official visitors to and from Australia, and organise visits to and from Australia. This class of records includes information about officials and other individuals who participate in the Department’s Special Visits Program (SVP).

Content may include: name, address, date and place of birth, occupation, gender, marital status, name and status of partners or relatives, passport details, personal requirements, full biography and any details required to facilitate organisation of visits.

Sensitive content may include: physical or mental health, disabilities, racial or ethnic origin, political affiliations, religious beliefs and relationship details.

The personal information on these records relates to Australian citizens and foreign nationals.

The following agency staff have access to this personal information: all staff (as required).

The records are kept for 10 years or permanently for Heads of State and VIPs.  The records are kept in accordance with the Archives Act 1983.

Some of this information is disclosed to: the Department of Prime Minister and Cabinet and other government departments as required for the organisation of an official visit.

The records relate to an unknown number of individuals and are stored on computer and paper media.

Location: Overseas posts, Canberra and regional offices.

18. Ministerial overseas visits

Records cover organisational details of official overseas visits by portfolio Ministers and Parliamentary Secretaries, including accompanying personal staff and departmental staff.

Content may include: passport details, personal requirements, details of spouse and family travelling with the Minister or Parliamentary Secretary, and other information required to facilitate organisation of the visit.

Sensitive content may include: health and relationship details.

The personal information on these records relates to: portfolio Ministers and Parliamentary Secretaries, including accompanying personal staff and departmental staff.

The following agency staff have access to this information: staff of Ministerial and Executive Liaison Section, Assistant Secretary, Executive, Planning and Evaluation Branch and visit coordinators at posts.

The records are kept in accordance with the Archives Act 1983.

The records are kept in the Executive, Planning and Evaluation Branch and are stored on computer and paper media.

The personal information contained in these records may be disclosed to: relevant overseas posts to facilitate organisation of visits, relevant government agencies (such as DOFA).

Individuals can obtain information regarding access to personal information in this class of records by contacting the Director of the Ministerial and Executive Liaison Section, Ph: (02) 6261 3105.

The records relate to an unknown number of individuals including current and previous portfolio Ministers and Parliamentary Secretaries and their staff and departmental staff  who have accompanied portfolio Ministers and Parliamentary Secretaries on official overseas travel.

19. Ministerial correspondence

Records comprise Ministerial correspondence from private citizens, Ministers, Parliamentarians, Government Departments and private organisations.

Content may include: name, address, phone number, date of birth and gender.

Sensitive content may include: racial or ethnic origin, criminal convictions, religious beliefs and political beliefs.  This information is contained in correspondence registered in the department’s Parliamentary Correspondence Management System.

The personal information on these records relates to the general public, Ministers, Parliamentarians, Government departments and private organisations.

The following agency staff have access to this personal information: Departmental officers and Ministerial staff as required.

The records are kept in accordance with the Archives Act 1983.

Some of this information is disclosed to: Ministers and other relevant government agencies.

The records relate to an unknown number of individuals, government and private bodies, and are stored on computer and paper media.

20. Parliamentary Liaison Section - parliamentary files

Records cover dealings between DFAT and Federal Parliamentarians, covering such areas as departmental assistance for parliamentary travel and requests for departmental briefing.

Content may include: name, address, date of birth, occupation, marital status, gender, curriculum vitae, private telephone number as well as details of official and private travel.

The personal information on these files relates to Senators and Members of Parliament.

The following agency staff have access to this personal information: staff in the Parliamentary and Media Branch.

The records are kept in accordance with the Archives Act 1983.

Some of this information is disclosed to departmental staff working at overseas posts involved in organising travel and program arrangements.

General databases

21. Contacts and events database

The purpose of this database is to record details of contacts to facilitate Departmental outreach programs.

Contents may include: name, address, company position, phone and fax numbers, email address and business interests.

The database covers individuals, parliamentarians, companies and organisations which have had contact with the Department on matters relating to government policy.

The records are kept on computer and are available to departmental policy officers.

Individuals can obtain information regarding the database by contacting the Information Management and Training Unit, Ph: (02) 6261 2283.

22. Register of media contacts

The purpose of these records is to enable Media Liaison and Public Affairs officers in Canberra and overseas to remain in contact and share portfolio-related information with Australian journalists based in Australia and overseas.  DFAT retains two contact lists: a directory of domestic Australian journalists and some foreign correspondents based here, and Australian foreign correspondents based overseas.

Content may include: name, company, title, address, phone, fax, mobile and email contacts.
The personal information on these records relates to journalists who have had contact with the Department on media matters.  The following agency staff have access to this information: departmental staff.  The information may be shared with staff from other government agencies upon request.

The records are updated continuously.

This information is disclosed to: Commonwealth and State Government officers involved in media liaison.

The records are kept in accordance with the Archives Act 1983.

The records relate to approximately 500 journalists in total, and are stored on computer and paper media.

Individuals can obtain information regarding access to their personal information by contacting the Parliamentary and Media Branch, Ph: (02) 6261 2922.

Foreign Affairs: applications and grants programs

23. Cultural relations discretionary grants program

The purpose of these records was to enable the Public Diplomacy and Information Branch to decide on the efficient allocation of grant funds.

These records are no longer in use as the Australia International Cultural Council (AICC) grants program replaced the Cultural Relations Grant Program from FY 2008/09

Content may include: name, address, occupation, relevant qualifications, funding sources, description of project and referees.

Sensitive content may include: financial information.

The personal information on these records relates to grant applicants.

The following agency staff had access to this personal information: then staff of the Cultural Diplomacy Section, Assistant Secretary, Public Diplomacy and Information Branch in Canberra, staff in the Evaluation and Audit Section of Executive, Planning and Evaluation Branch, and staff in the International Organisations and Legal Division.

The records are kept in accordance with the Archives Act 1983.

Some of this information is disclosed to: relevant staff at Australian diplomatic missions overseas, and may be discussed with referees.

Individuals can obtain information regarding access to their personal information by contacting the Director, Cultural Diplomacy Section, Ph: (02) 6261 3994.

The records are stored on paper media.

24. Australia-China Council grant applications

The purpose of these records is to enable the Australia-China Council to decide on and implement the efficient allocation of its grant funds.

Content may include: name, address, occupation, relevant qualifications, funding sources, description of project, referees and company ABNs.

Sensitive content may include: Bank account details and other financial information.

The personal information on these records relates to grant applicants.

The following agency personnel have access to this personal information: staff of the Australia-China Council Secretariat, Finance Management Branch, Assistant Secretary, East Asia Branch, staff in the Evaluation and Audit Section of Executive, Planning and Evaluation Branch, and staff in the International Organisations and Legal Division.

The records are kept in accordance with the Archives Act 1983.

Some of this information is disclosed to: members of the Australia-China Council and referees in some cases.

Individuals can obtain information regarding access to their personal information by contacting the Director/Manager, Australia-China Council Secretariat, Ph: (02) 6261 3818.

The records are stored on paper media and electronically.

25. Australia-Korea Foundation grant applications

The purpose of these records is to enable the Australia-Korea Foundation to decide on and administer the efficient allocation of its grant funds.

Content may include: name, address, occupation, relevant qualifications, funding sources, description of project, referees, company ABNs and bank account details.

Sensitive content may include: financial information and bank account details.

The personal information on these records relates to grant applicants.

The following agency staff have access to this personal information: staff of the Australia-Korea Foundation Secretariat in Canberra and Seoul, Ambassador and Minister Australian Embassy Seoul, Assistant Secretary, North East Asia Branch, Foundation Board members, staff in the Evaluation and Audit Section of Executive, Planning and Evaluation Branch, and staff in the International Organisations and Legal Division.

The records are kept in accordance with the Archives Act 1983 for successful applicants or are destroyed after the selection process for unsuccessful applicants.

Some of this information is disclosed to: members of the Australia-Korea Foundation Board and appropriate external referees in some cases.

Individuals can obtain information regarding access to their personal information by contacting the Manager, Australia-Korea Foundation Secretariat, Ph: (02) 6261 3869.

The records are stored on computer, and in some cases on paper media.

26. Australia-India Council - grants and program selection – applications and enquiries

The purpose of these records is to enable decisions on the allocation of grant funds and to maintain a record of all applications considered by the Council.

Content may include: name, address, date of birth, occupation, gender, bank account information, company ABNs, curriculum vitae, description of project and referee reports.

The personal information on these records relates to applicants for grant funds.

The following agency staff have access to this personal information: staff in the Australia-India Council Secretariat, staff in the South Asia Branch, First Assistant Secretary, South and West Asia Middle East Division, staff in the Evaluation and Audit Section of Executive, Planning and Evaluation Branch, and staff in the Financial Services and Performance Branch, and staff in the International Organisations and Legal Division, as required.

The records are kept in accordance with the Archives Act 1983.

Some of this information is disclosed to bodies participating in the delivery of Council programs.

Individuals can obtain information regarding access to their personal information by contacting the Manager, Australia‑India Council Secretariat, Ph: (02) 6261 2939.

Records are stored on computer and paper media.

27. Australia-Indonesia Institute - grants and program selection - applications and enquiries

The purpose of these records is to enable decisions on the allocation of grant and project funds and the selection of participants in Institute exchange and scholarship programs, and to maintain a record of all applications considered by the Institute.

Content may include: name, address, date of birth, occupation, gender, bank account information, curriculum vitae and referee reports.

The personal information on these records relates to applicants for grant funds or selection for exchange and fellowship programs.

The following agency staff have access to this personal information: staff of the Australia-Indonesia Institute Secretariat and officers of the South-East Asia Division and staff in the Evaluation and Audit Section of Executive, Planning and Evaluation Branch, as required.

The records are kept in accordance with the Archives Act 1983.

Some of this information is disclosed to bodies participating in the delivery of Institute programs.

Individuals can obtain information regarding access to their personal information by contacting the Director, Australia‑Indonesia Institute Secretariat, Ph: (02) 6261 3821; email: ausindonesia.institute@dfat.gov.au

Records are stored on computer and paper media.

28. Australia-Japan Foundation enquiries, expressions of interest processes and past grants applications

The purpose of these records is/was to respond to enquiries, enable decisions on the allocation or to assess potential partnership/project deliverers.

Content may include: name, address, date of birth, occupation, gender, marital status, names and status of partners or relatives and referees' and other reports.

The personal information on these records relates to applicants, inquirers and responses to calls for expressions of interest in management of projects.

The following agency staff have access to this personal information: Director/Manager and Project Officer in Canberra, Manager and Project Officer in Tokyo, Foundation Board members, Assistant Secretary of the North East Asia Branch, and staff in the Evaluation and Audit Section of Executive, Planning and Evaluation Branch.

The records are kept in accordance with the Archives Act 1983 for successful applicants or are destroyed after the selection process for unsuccessful applicants.

Some of this information is disclosed to bodies participating as Foundation project partners.

Individuals can obtain information regarding access to their personal information by contacting the Director/Manager in Canberra, Ph: (02) 6261 3898; or the Manager in Japan (Tokyo) Ph: (00 11 813) 5232 4063.

The records are stored on computer and paper media.

29. Australia-Malaysia Institute - grants and program selection - applications and enquiries

The purpose of these records is to enable decisions on the allocation of grant and project funds and the selection of participants in Institute exchange and scholarship programs, and to maintain a record of all applications considered by the Institute.

Content may include: name, address, date of birth, occupation, gender, bank account information, curriculum vitae and referee reports.

The personal information on these records relates to applicants for grant funds or selection for exchange and fellowship programs.

The following agency staff have access to this personal information: staff of the Australia-Malaysia Institute secretariat and officers of the South-East Asia Division (SED), and staff in the Evaluation and Audit Section of Executive, Planning and Evaluation Branch, as required.

The records are kept in accordance with the Archives Act 1983.

Some of this information is disclosed to bodies participating in the delivery of Institute programs.

Individuals can obtain information regarding access to their personal information by contacting the Director, Australia‑Indonesia Institute Secretariat, Ph: (02) 6261 1333, email: ausmalaysia.institute@dfat.gov.au

Records are stored on computer and paper media.

30. Australia-Thailand Institute - grants and program selection - applications and enquiries

The purpose of these records is to enable decisions on the allocation of grant and project funds and the selection of participants in Institute exchange and scholarship programs, and to maintain a record of all applications considered by the Institute.

Content may include: name, address, date of birth, occupation, gender, bank account information, curriculum vitae and referee reports.

The personal information on these records relates to applicants for grant funds or selection for exchange and fellowship programs.

The following agency staff have access to this personal information: staff of the Australia-Thaliand Institute secretariat and officers of the South-East Asia Division (SED), and staff in the Evaluation and Audit Section of Executive, Planning and Evaluation Branch, as required.

The records are kept in accordance with the Archives Act 1983.

Some of this information is disclosed to bodies participating in the delivery of Institute programs.

Individuals can obtain information regarding access to their personal information by contacting the Director, Australia‑Indonesia Institute Secretariat, Ph: (02) 6261 3202, email: austhailand.institute@dfat.gov.au

Records are stored on computer and paper media.

31. Council on Australia-Latin America Relations (COALAR) grant and program applications and enquiries

The purpose of these records is to enable decisions on the allocation of funding.

Content may include: name, address, occupation, relevant qualifications, funding sources, description of project, referees and company ABNs.
Sensitive content may include: bank account details and other financial information.

The personal information on these records relates to grant applicants.

The following agency personnel have access to this personal information: staff of the Canada and Latin America Section, Finance Management Branch, staff in the Evaluation and Audit Section of Executive, Planning and Evaluation Branch, and staff in the International Organisations and Legal Division.

The records are kept in accordance with the Archives Act 1983.

Some of this information is disclosed to: members of COALAR.

Individuals can obtain information regarding access to their personal information by contacting the Manager, COALAR Secretariat, Ph: (02) 6261 3334.

The records are stored on stored on computer and paper media.

32. Council for Australian-Arab Relations (CAAR) grant and program applications and enquiries

The purpose of these records is to enable decisions on the allocation of funding.

Content may include: name, address, date of birth, occupation, gender, bank account information, company ABNs curriculum vitae, description of project and referee reports.

The personal information on these records relates to applicants for funding from the Council.

The following agency staff have access to this personal information: staff in the Council for Australian-Arab Relations Secretariat, staff in the Middle East Branch, First Assistant Secretary, South and West Asia Middle East Division, staff in the Evaluation and Audit Section of Executive, Planning and Evaluation Branch, staff in the Financial Services and Performance Branch, and staff in the International Organisations and Legal Division, as required.

The records are kept in accordance with the Archives Act 1983.

The records are stored on computer and paper media.

Some of this information is disclosed to Council members and participating bodies.

Individuals can obtain information regarding access to their personal information by contact the Manager, CAAR Secretariat in Australia on: Ph: (02) 6261 1657.

33. Australian National Commission for UNESCO grants program

The purpose of these records is to enable the Australian National Commission to decide on the allocation of its grants funds.

Content may include:  name, address, occupation, funding sources, description of project, referees and contact details.

The personal information on these records relates to applicants for grant funds.

The following agency staff have access to this personal information:  Assistant Secretary, International Organisations Branch; Director, UN and Commonwealth Section, Secretary-General, UNESCO Secretariat, UN and Commonwealth Section, staff in the Evaluation and Audit Section of Executive, Planning and Evaluation Branch, and staff in the International Organisations and Legal Division.

The records are kept in accordance with the Archives Act 1983.

Some of the information is disclosed to Commission members and participating bodies.

Individuals can obtain information regarding access to their personal information by contacting the Secretary-General in the UNESCO Secretariat, Ph: (02) 62612037.

The records are stored on computer and paper. 

34. Australia International Cultural Council (AICC) grants program

The purpose of these records is to enable decisions on the allocation of grant funds and to maintain a record of all applications considered by the Council.

Content may include: name, address, date of birth, occupation, gender, bank account information, curriculum vitae and referee reports.

The personal information on these records relates to applicants for grant funds.

The following agency staff have access to this personal information: staff of the Australia International Cultural Council, and staff of the Cultural Diplomacy Section.

The records are kept in accordance with the Archives Act 1983.

Some of this information is disclosed to bodies participating in the delivery of Council programs.

Individuals can obtain information regarding access to their personal information by contacting the Director, Cultural Diplomacy Section, Ph: (02) 6261 3994.

Records are stored on computer and paper media.

Foreign Affairs: Nominations

35. Nominations for International Media Visitors (IMV) scheme

The purpose of these records is to maintain up to date curriculum vitae of persons selected to participate in the IMV program.

Content may include: name, date of birth, gender, age, occupation, employment history, contact details, special requirements and information on previous visits to Australia.

The personal information on these records relates to personalities from overseas media.

The following agency staff have access to this personal information:  Director and support staff of the Department of Foreign Affairs and Trade’s Advocacy Strategies, Media and Events Section in Canberra, and relevant Australian diplomatic missions overseas.

The records are kept in accordance with the Archives Act 1983.

This information is not usually disclosed to other persons or organisations.

The records are stored on computer and paper media.

36. Nominations for International Cultural Visits (ICV) Scheme

The purpose of these records is to maintain up-to-date curriculum vitae of persons selected to participate in the ICV Scheme.

Content may include: name, date of birth, gender, private address, telephone number and email details, occupation, employment history and academic and professional qualifications.

The personal information on these records relates to personalities from overseas cultural media, academia and arts communities.

The following agency staff have access to this personal information: the head of Public Diplomacy and Information Branch, the Director and staff of the Cultural Diplomacy Section in Canberra and relevant Australian diplomatic missions overseas.

The records are kept in accordance with the Archives Act 1983.

This information is not usually disclosed to other persons or organisations.

The records are stored on computer and paper media.

Location: Department of Foreign Affairs and Trade, R G Casey Building, John McEwen Crescent, Barton, ACT 0221 and various overseas posts.

Foreign Affairs: membership lists, mailing lists and contacts databases

37. Australia-China Council - membership

The purpose of these records is to enable the appointment of members to the Australia-China Council and to make financial payments to those persons appointed to the Council.

Content may include: name, address, date of birth, occupation, relevant qualifications, EEO information, referees, curriculum vitae, bank account and tax file information.

Sensitive content may include: Bank account details and other financial information.

The personal information on these records relates to prospective, actual and former Council members.

The following agency personnel have access to this personal information: staff of the Australia-China Council Secretariat, Remuneration and Post Management Branch and Assistant Secretary, East Asia Branch.

The records are kept in accordance with the Archives Act 1983.

Some of this information is disclosed to: the Minister for Foreign Affairs and Trade, the Prime Minister, members of the Australia-China Council and referees in some cases.

Individuals can obtain information regarding access to their personal information by contacting the Manager, Australia-China Council Secretariat, Ph: (02) 6261 3818.

The records are stored on paper media and electronically.

38. Australia-India Council – board membership

The purpose of these records is to record details of board members and potential members. 

Content may include: name, address, date of birth, occupation, gender, marital status, curriculum vitae, bank account details and referee reports.

The personal information on these records relates to board members and potential members.

The following agency staff have access to this personal information: staff of the Australia-India Council Secretariat and staff in the South Asia Branch, First Assistant Secretary South and West Asia Middle East Division, staff in the Financial Services and Performance Branch and Staffing Branch.

The records are kept in accordance with the Archives Act 1983.

Some of this information is disclosed to the Federal Executive Council during the appointment process.  It is not otherwise usually disclosed to other persons or organisations.

Individuals can obtain information regarding access to their personal information by contacting the Manager, Australia-India Council Secretariat in Australia, Ph: (02) 6261 2939.

The records are stored on computer and paper media.

39. Australia-Korea Foundation - board membership

The purpose of these records is to record details of Foundation Board Members and potential members to enable efficient administration of the Board.

Content may include: name, address, date of birth, occupation, gender, marital status, curriculum vitae, bank account numbers and tax file numbers.

The personal information on these records relates to former, current and prospective Foundation Board members.

The following agency staff have access to this personal information: staff of the Australia-Korea Foundation Secretariat in Canberra and Seoul, and Assistant Secretary, North East Asia Branch.  Foundation Board members are only provided with the name, address and contact details of each other.

The records are kept in accordance with the Archives Act 1983.

This information is not usually disclosed to other persons or organisations, except to the Minister for Foreign Affairs and the Prime Minister.

Individuals can obtain information regarding access to their personal information by contacting the Director/Manager, Australia-Korea Foundation Secretariat, Ph: (02) 6261 2353.

The records are stored on paper media and electronically.

40. Australia-Indonesia Institute – board membership

The purpose of these records is to record details of board members and potential members. 

Content may include: name, address, date of birth, occupation, gender, marital status, curriculum vitae, and bank account details.

The personal information on these records relates to board members and potential members.

The following agency staff have access to this personal information: staff of the Australia-Indonesia Institute secretariat and officers of the South-East Asia Division, as required.

The records are kept in accordance with the Archives Act 1983.

Some of this information is disclosed to the Federal Executive Council during the appointment process.  It is not otherwise usually disclosed to other persons or organisations.

Individuals can obtain information regarding access to their personal information by contacting the Director of the Australia-Indonesia Institute Secretariat in Australia, Ph: (02) 6261 3827.

The records are stored on computer and paper media.

41. Australia-Malaysia Institute

The purpose of these records is to record details of Executive Committee members and potential members.

Contents may include: name, address, date of birth, occupation, gender, marital status, curriculum vitae, referee reports and bank account details.

The personal information on these records relates to Executive Committee members and potential members.

The following agency staff have access to this personal information: staff of the Australia-Malaysia Institute secretariat and officers of the South-East Asia Division, as required.

The records are kept in accordance with the Archives Act 1983.

This information is not usually disclosed to other persons or organisations. 

Individuals can obtain information regarding access to their personal information by contacting the Director of the Australia-Malaysia Institute Secretariat, Ph: (02) 6261 3827.

The records are kept on computer and paper media.

42. Australia-Thailand Institute

The purpose of these records is to record details of Executive Committee members and potential members.

Contents may include: name, address, date of birth, occupation, gender, marital status, curriculum vitae, referee reports and bank account details.

The personal information on these records relates to Executive Committee members and potential members.

The following agency staff have access to this personal information: staff of the Australia-Thailand Institute secretariat and officers of the South-East Asia Division, as required.

The records are kept in accordance with the Archives Act 1983.

This information is not usually disclosed to other persons or organisations. 

Individuals can obtain information regarding access to their personal information by contacting the Director of the Australia-Thailand Institute Secretariat in Australia, Ph: (02) 6261 3827.

The records are kept on computer and paper media.

43. Australia-Japan Foundation board and secretariat

The purpose of these records is to record details of Board members and potential members and Secretariat staff to enable administration.

Content may include: name, address, date of birth, occupation, gender, marital status, names and status of partners or relatives, curriculum vitae, account numbers, and tax file details.

The personal information on these records relates to board members and secretariat staff.

The following agency staff have access to this personal information: the Director/Manager and Project Officer in Canberra, Foundation Board members and Assistant Secretary of the North East Asia Branch.

The records are kept in accordance with the Archives Act 1983.

This information is not usually disclosed to other persons or organisations.

Individuals can obtain information regarding access to their personal information by contacting the Director/Manager in Canberra, Ph: (02) 6261 3898.

The records are stored on computer and paper media.

44. Council on Australia-Latin America Relations (COALAR) - membership

The purpose of these records is to record details of COALAR members and potential members to enable efficient administration.

Content may include: name, address, date of birth, occupation, gender, marital status, curriculum vitae and bank account details.

The personal information on these records relates to Council members.

The following agency staff have access to this personal information: staff of the Canada and Latin America Section and Finance Management Branch.

The records are kept in accordance with the Archives Act 1983.

The records are stored on paper media and electronically.

Most of this information is not usually disclosed to other persons or organisations.  The names and concise curriculum vitae of COALAR Members are occasionally disclosed to other persons or organisations.  Confidential information, such as bank account details and home addresses, are not released to other persons or organisations.  Council members are listed on the COALAR website at www.dfat.gov.au and in COALAR publications.

Individuals can obtain information regarding access to their personal information by contacting the Manager, COALAR Secretariat, Ph:  (02) 6261 3334.

45. Council for Australian-Arab Relations (CAAR)

The purpose of these records is to record details of Council members and potential members.

Content may include: name, address, date of birth, occupation, marital status, gender, curriculum vitae, private phone number and email address, bank account details and tax file numbers.

The personal information on these records relates to Council members.

The following agency staff have access to this personal information: staff in the Council for Australian-Arab Relations Secretariat, staff in the Middle East Branch, First Assistant Secretary, South and West Asia Middle East Division, staff of Financial Services and Performance Branch and Staffing Branch.

The records are kept in accordance with the Archives Act 1983.

The records are stored on paper and computer.

Most of this information is not usually disclosed to other persons or organisations. The names and concise curriculum vitae of CAAR Members are occasionally disclosed to other persons or organisations. Confidential information, such as bank account details and home addresses, are not released to other persons or organisations. Council Members are listed on the CAAR website at www.dfat.gov.au and in CAAR publications.

Individuals can obtain information regarding access to their personal information by contacting the Manager, CAAR Secretariat in Australia on Ph: (02) 6261 1657.

46. National Consultative Committee on International Security Issues (NCCISI)

The purpose of these records is to record details of the National Consultative Committee on International Security Issues membership for administrative purposes related to the work of the Committee.

Content includes: name, address, phone and facsimile numbers, occupation and email addresses where applicable.

The committee has 22 members.

The records are kept permanently on computer and paper media and are available to DFAT staff working with the Committee.

This information is not usually disclosed to other persons or organisations.

47. National Consultative Group on Biosecurity Issues (NCGBI)

The purpose of these records is to keep details of the National Consultative Group on Biosecurity Issues for administrative purposes related to the work of the Group.

Content includes: name, address, occupation, phone number, facsimile number and email address.

These records relate to approximately 16 individuals.

The records are kept permanently on computer and paper media and are available to DFAT staff working with the Group.

The information is not usually disclosed to other persons or organisations.

48. Australian National Commission for UNESCO - membership

The purpose of these records is to record details of Commission members and potential members.

Content may include:  name, address, date of birth, occupation, gender, marital status, curriculum vitae and contact details.

The personal information on these records relates to Commission members.

The following agency staff have access to this personal information:  Assistant Secretary, International Organisations Branch; Director, UN and Commonwealth Section; Secretary-General, UNESCO Secretariat, UN and Commonwealth Section.

The records are kept in accordance with the Archives Act 1983.

This information is not usually disclosed to other persons or organisations.

Individuals can obtain information regarding access to their personal information by contacting the Secretary-General in the UNESCO Secretariat, Ph: (02) 62612037.

The records are stored on computer and paper media.

49. Historical Publications Editorial Advisory Board – Membership

The purpose of these records is to record details of Board members and previous and potential members.

Content may include: name, address, date of birth, occupation, gender, marital status, curriculum vitae, bank account details and referee reports.

The personal information on these records relates to Board members and potential members.

The following agency staff have access to this personal information: staff of the Public Diplomacy and Information Branch.

The records are kept in accordance with the Archives Act 1983.

This information is not usually disclosed to other persons or organisations.

Individuals can obtain information regarding access to their personal information by contacting the Director of the Historical Publications and Information Section, Ph: (02) 6261 1422.

The records are stored on computer and paper media.

50. Australia-New Zealand Leadership Forum – Attendees

The purpose of these records is to record details of steering group members, attendees and potential attendees of the Australia-New Zealand Leadership Forum to facilitate Forum meeting arrangements. 

Content may include: name, occupation, addresses, telephone numbers, and short biographies. 

The personal information on these records relates to Australia-New Zealand Leadership Forum steering group members and people invited, or who may be invited, to attend the annual Forums. 

The following agency staff have access to this information: the Director and staff of the New Zealand Section, the Assistant Secretary of the Pacific Regional and New Zealand Branch and staff at the Australian High Commission, Wellington.

The records are kept in accordance with the Archives Act 1983.

The personal information contained in these records may be disclosed to staff at the New Zealand High Commission in Canberra, the New Zealand Ministry of Foreign Affairs and Trade and to other organisations where necessary for Forum logistics purposes.

Individuals can obtain information regarding access to personal information in this class of records by contacting the Director of the New Zealand Section, Department of Foreign Affairs and Trade, Ph: (02) 6261 3769. 

The records relate to approximately 200 individuals and are stored on computer and paper media.

51. Australia International Cultural Council

The purpose of these records is to record details of Council members and previous and potential members to enable administration and provision of information on appointment rates of EEO categories to government monitoring bodies.

Content may include: name, address, date of birth, occupation, marital status, gender, curriculum vitae, private phone number and email address.

The personal information on these records relates to Council members.

The following agency staff have access to this personal information: the head of the Public Diplomacy and Information Branch and the Director and staff of the Cultural Diplomacy Section.

The records are kept in accordance with the Archives Act 1983.

Private phone numbers may be disclosed to travel agents. Other personal information is not disclosed to any other persons or organisations.

Individuals can obtain information regarding access to their personal information by contacting the Director, Cultural Diplomacy Section, Ph: (02) 6261 3994.

The records are stored on paper media.

52. Australia Group Information System Users Database (AGIS)

The purpose of these records is to maintain a central record of users permitted access to the classified Australia Group Information System (AGIS) for the purposes of user-verification and communicating with Australia Group participants.

Content generally includes: name, title, position and Agency or Department details, email address, country.

The personal information on these records relates to current AGIS users or nominated users awaiting access to AGIS.

Agency staff in the Arms Control and Counter-Proliferation Branch have access to this information.

The records are retained for the duration of the person’s access to AGIS.

Some of this information is disclosed to the Los Alamos National Laboratory in the United States, other AGIS users and relevant officials of Australia Group participant countries.

Individuals can obtain information regarding access to their personal information by contacting the Australia Group Secretariat, Ph: (02) 6261 1257.

The records relate to around 350 Australian and Australia Group participant country officials and are kept on electronic media.

53. United Nations Security Council Task Force (UNSC) Records

The purpose of these records is to hold information on individuals who may have been involved with Australia’s Security Council candidacy for the term 2013-14.

Content may include names and positions of the aforementioned individuals, and information on their work history and travel.

The following staff have access to this information: officers in the International Organisations and Legal Division.

The records are kept electronically.

The records are kept in accordance with the Archives Act 1983.

This information is not normally disclosed to other persons or organisations.

54. Subscription to consolidated list of persons and entities subject to United Nations Security Council financial sanctions

The purpose of these records is to establish a register of individuals and businesses interesting in receiving notices of updates to the Consolidated List of United Nations Security Council Financial Sanctions.

Content may include: name, email address, summary of business activities and assets.

The personal information on these records relates to individuals who have subscribed to the mailing list.

The following agency staff have access to this information: staff in the Sanctions and Transnational Crime Section.

The records are kept in accordance with the Archives Act 1983.

The personal information is not generally disclosed to persons outside DFAT.

Individuals can obtain information regarding access to personal information in this class of records by contacting the Director, Sanctions and Transnational Crime Section, Ph: (02) 6261 2922.

The records relate to an unknown number of individuals.

Foreign Affairs: registers of experts and eminent persons

55. United Nations Roster of Eminent and Qualified Experts

The purpose of these records is to provide the United Nations Secretary-General with a Roster of Eminent and Qualified Experts, nominated by the Australian Government, so that the Secretary-General can identify potential candidates for positions in the field or at the headquarters of the various United Nations agencies.

Content may include: name, gender, date and place of birth, marital status, names of family, nationality, address, telephone and facsimile numbers, email address, occupation, academic and employment qualifications, publications produced and languages spoken.

Sensitive content may include: racial or ethnic origin and relationship details.

The personal information on these records relates to Australian citizens and residents nominated for the United Nations Roster of Eminent and Qualified Experts.

The following agency staff have access to this personal information:  First Assistant Secretary, International Organisations and Legal Division, Assistant Secretary, International Organisations Branch, staff in the United Nations and Commonwealth Section, staff of the Australian Missions to the United Nations in Geneva and New York and staff of the United Nations.

The records are kept in accordance with the Archives Act 1983.

The information is not generally disclosed to other agencies and individuals.

Individuals can obtain information regarding access to their personal information by contacting the Director, UN & Commonwealth Section, Ph: (02) 6261 2977.

The records relate to approximately 30 individuals and are stored on computer and paper media.

Location:  International Organisations Branch, Department of Foreign Affairs and Trade, R G Casey Building, John McEwen Crescent, Barton, ACT 0221, and Australian Mission to the UN in New York.

56. ASEAN Regional Forum Register of Experts and Eminent Persons

The purpose of these records is to maintain a register of individuals able to provide expertise on aspects of Asia-Pacific security for the benefit of the ASEAN Regional Forum (ARF) membership.  Each ARF member may nominate up to five experts and eminent persons for the Register.  Australia has submitted the names of five experts to the ARF Secretariat, which is responsible for maintaining the Register.

Content may include: name, address, private and business contact numbers, citizenship, occupation, educational qualifications, employment history, and area of expertise.

Staff of the ASEAN and ARF Section, ASEAN and Regional Issues Branch, South-East Asia Division have access to the records.

The records are kept in accordance with the Archives Act 1983.

This information is also published by the ARF Chair and circulated to ARF member countries.

Individuals can obtain information regarding access to their personal information by contacting the Director, ASEAN and ARF Section, ASEAN and Regional Affairs Branch, Ph: (02) 6261 3667. 

The records relate to five individuals and are stored on computer and paper media.

Trade: APEC Bids

57. Consultants’ curricula vitae as contained in bids – Asia-Pacific Economic Cooperation (APEC)

The purpose of these records is provide information about consultants as part of bids and service providers for DFAT contracts associated with APEC capacity-building projects, the APEC Business Advisory Council (ABAC) Secretariat, and the Australian Pacific Economic Cooperation Committee (AUSPECC) Secretariat (2006–2008).

The information is used to evaluate bids.

The content of the information is in consultants’ curricula vitae and tender documents.

Employees from relevant desk areas of APEC Branch, Domestic Legal Branch and the Procurement and Contracts Governance Section have access as required to the curricula vitae.

The information (all tender documents, including CVs, submitted as part of the tender process) is kept indefinitely.

The information is not generally disclosed to other persons or organisations.

Individuals can obtain information regarding access to their personal information by contacting the Assistant Secretary, APEC Branch, Ph: (02) 6261 3535.

Trade: nominations

58. Nomination of Chair of the Australian Committee of the Pacific Economic Cooperation Council (AUSPECC)

The purpose of these records is to assist the Minister for Trade on appointment of candidates to the Chair of AUSPECC.

Content may include: name, address, email address, date of birth, occupation, marital status, citizenship and curriculum vitae.

The personal information on these records relates to candidates for appointment.

The following agency staff have access to this personal information: all officers of APEC Branch.

The records are kept permanently.

Some of this information is disclosed to the Minister for Foreign Affairs and the Minister for Trade.

Individuals can obtain information regarding access to their personal information by contacting the Assistant Secretary, APEC Branch, Ph: (02) 6261 3535.

The records relate to a number of individuals and are stored on computer and paper media.

59. Asia Pacific Economic Cooperation (APEC) Business Advisory Council – Nominees

The purpose of these records is to assist the Prime Minister on appointments of members to the APEC Business Advisory Council.

Content may include: name, address, date of birth, occupation, marital status, citizenship and curriculum vitae.

The personal information on these records relates to candidates for appointment.

The following agency staff have access to this personal information: all officers of APEC Branch.

The records are kept in accordance with the Archives Act 1983.

This information is disclosed to the Department of Prime Minister and Cabinet, and the Prime Minister’s Office.

Individuals can obtain information regarding access to their personal information by contacting the Assistant Secretary, APEC Branch, Ph: (02) 6261 3535.

The records relate to a number of individuals and are stored on paper and electronic media.

60. Asia-Pacific Economic Cooperation (APEC) 2007 Business Consultation Group - Nominees

The purpose of these now historical records was to assist the Minister for Foreign Affairs, the Minister for Trade and the Department of the Prime Minister and Cabinet on the appointment of persons to the APEC 2007 Business Consultation Group.

Content may include: name, address, email address, date of birth, occupation, marital status, citizenship and curriculum vitae.

The personal information on these records relates to candidates for appointment.

The following agency staff have access to this personal information: all officers of APEC Branch.

The records are kept in accordance with the Archives Act 1983.

Some of this information was disclosed to the Minister for Foreign Affairs, the Minister for Trade and the Department of the Prime Minister and Cabinet.

Individuals can obtain information regarding access to their personal information by contacting the Assistant Secretary, APEC Branch, Ph: (02) 6261 3535.

The records relate to a number of individuals and are stored on paper and electronic media.

61. Australian Representative to the ASEAN Free Trade Agreement (AFTA) – Closer Economic Relations (CER) Business Council

The purpose of these records is to assist the Minister for Trade on appointment of candidates to the Chair of AFTA.

Content may include: name, address, date of birth, occupation, marital status, citizenship and curriculum vitae.

The personal information on these records relates to candidates for appointment.

The following agency staff have access to this personal information: officers of ASEAN, Regional Issues and East Timor Section.

The records are kept in accordance with the Archives Act 1983.

This information is disclosed to the Office of the Minister for Trade.

Individuals can obtain information regarding access to their personal information by contacting the Assistant Secretary, Market Development, Business Liaison and Regional Trade Policy Branch, Ph: (02) 6261 2733.

The records relate to a number of individuals and are stored on paper and electronic media.

62. Nominees for the Export Finance and Insurance Corporation (EFIC) Board

The purpose of these records is to provide information to the Minister for Trade associated with appointing candidates to the EFIC Board.

Content may include: name, address, date of birth, occupation, marital status, citizenship, curriculum vitae, and financial information.

The personal information on these records relates to candidates for appointment.

The following agency staff have access to this personal information: all officers of the Trade Finance Section and the Assistant Secretary, Market Development, Business Liaison and Regional Trade Policy Branch.

The records are kept in accordance with the Archives Act 1983.

This information is disclosed to the Office of the Minister for Trade.

Individuals can obtain information regarding access to their personal information by contacting the Assistant Secretary, Market Development, Business Liaison and Regional Trade Policy Branch, Ph: (02) 6261 2733.

The records relate to a number of individuals and are stored on paper media.

63. Nominees for the Governing Board of the Economic Research Institute for ASEAN and East Asia (ERIA)

The purpose of these records is to assist the Minister for Trade on the appointment of an Australian representative to the Governing Board of the Economic Research Institute for ASEAN and East Asia (ERIA).

Content may include: name, address, date of birth, occupation, citizenship and curriculum vitae.

The personal information on these records relates to candidates for appointment.

The following agency staff have access to this information: officers of ASEAN and Regional Issues Branch.

The records are kept in accordance with the Archives Act 1983.

The records relate to a small number of individuals and are stored on computer and paper media.

Some of the information contained in these records may be disclosed to ERIA.

Individuals can obtain information regarding access to personal information in this class of records by contacting the Assistant Secretary, ASEAN and Regional Issues Branch, Ph:(02) 6261 1428.

Location: Department of Foreign Affairs and Trade, R G Casey Building, John McEwen Crescent, Barton, ACT 0221

Trade: membership lists, mailing lists and contacts databases

64. Register of business contacts

These records are maintained to enable State and Territory Offices to develop closer links with the Australian business community by implementing the Department's Business Relations Program in the States, including organising information seminars and programs of appointments for HOMs and senior DFAT officials.  This information is also at times drawn on by DFAT Canberra.

Content may include: name, company position, address, phone and fax numbers, business interests and curriculum vitae (if available).

The personal information on these records relates to individuals and companies or organisations which have had contact with the Department on matters relating to Australia's trade and investment. 

The following agency staff have access to this information: Departmental staff.

The records are continuously updated.

This information is disclosed to: Commonwealth and State Government officers involved in trade and investment issues.

Individuals can obtain information regarding access to their personal information by contacting DFAT State Offices.

The records relate to an unknown number of individuals and companies or organisations, and are stored on computer and paper media.

Location: Department of Foreign Affairs and Trade State Offices.

65. Free Trade Agreements – contact lists, registered subscribers and submissions

Contact Lists

These records contain contact details of member organisations and key contacts to enable efficient administration and outreach on FTA related matters.

Content may include: name, address, title, gender, contact telephone number and email address.

The following agency staff have access to this personal information: the Senior Executive and staff of the Free Trade Agreement Division, staff of the Office of Trade Negotiations, and geographic areas relevant to specific Free Trade negotiations or Agreements.

The records are stored electronically, updated regularly, and can be printed.

Individuals can obtain information regarding access to their personal information by contacting the Free Trade Agreement Division or the Office of Trade Negotiations, Ph: (02) 6261 1111.

Registered Subscribers

The purpose of these records is to establish a voluntary register of individuals or businesses interested in receiving electronic newsletters or emails providing updates on free trade agreements Subscribers are invited to register for the updates using their email addresses.  Registration is free of charge and is voluntary.

Content may include: name, address, title, gender, contact telephone number, email address.

The following agency staff have access to this personal information: the Senior Executive and staff of the Free Trade Agreement Division, staff of the Office of Trade Negotiations, and geographic areas relevant to specific Free Trade negotiations or Agreements.

The records relate to a number of individuals and/or business organisations and are stored on electronic media or hard copy form on file.

Individuals and businesses can subscribe, or unsubscribe, by sending an email request to a mailbox that has been established to handle queries regarding each of the FTA negotiations.

Individuals can obtain information regarding access to their personal information by contacting the Free Trade Agreement Division or the Office of Trade Negotiations, Ph: (02) 6261 1111.

Persons making submissions in relation to on-going FTA negotiations

The purpose of these records is to record the views of stakeholders in relation to ongoing negotiations or FTAs under consideration.

Content may include: name, address, title, gender, contact telephone number, email address.

The following agency staff have access to this personal information: the Senior Executive and staff of the Free Trade Agreement Division, staff of the Office of Trade Negotiations, and geographic areas relevant to specific Free Trade negotiations or Agreements.

The information is disclosed to the Ministers for Foreign Affairs and Trade and their advisers.  Information in list form, which may include contact details, is made available to Departmental officers and other relevant Commonwealth agencies.

In the case of persons who have provided submissions to the Department in relation to FTA negotiations, their names and the submission they provided may be made public if they agree to this.  Special safeguards apply to access to submissions by other Commonwealth agencies.

The records relate to a number of individuals and/or business organisations and are stored on electronic media or hard copy form on file.

Individuals can obtain information regarding access to their personal information by contacting the Free Trade Agreement Division or the Office of Trade Negotiations, Ph: (02) 6261 1111.

66. WTO Advisory Group (WTOAG) files and lists

The purpose of these records is to record details of members to enable efficient administration.

Contents may include: name, company position, address, business and mobile telephone and fax numbers.

The personal information on these records relates to individuals who were members of and participated in WTO Advisory Group meetings.  The WTOAG is not currently active.

The following agency staff have access to this information: staff of the Office of Trade Negotiations.

The list is no longer maintained but records are kept indefinitely.

A list of current members and their positions appears on the Departmental website.

Individuals can obtain information regarding access to their personal information by contacting the Director, Trade Policy Section, Ph: (02) 6261 2724.

The records relate to a number of individuals and are stored on paper and electronic media.

67. WTO negotiations, notifications and disputes: Industry/NGO and other government agency mailing lists - various

The purpose of these mailing lists is to record details of contacts to enable efficient administration and facilitate outreach programs for WTO negotiations both of a general nature, and also those related to negotiations in particular sectors, including members of the Cairns Group of agricultural exporting countries.  Industry/NGO mailing lists are also maintained with relation to Australia’s WTO reporting requirements and WTO disputes where Australia is a participant or interested party.

Contents may include: name, address, work and mobile telephone and fax numbers, email address.

The personal information on these records relates to individuals and organisations, including officers from other Commonwealth agencies and State and Territory Governments, who express interest in receiving WTO trade-related information and or/participate in public consultations.

The following agency staff have access to this personal information: staff of the Office of Trade Negotiations.

The records are updated regularly and kept indefinitely.

The information is not usually disclosed to other persons or organisations.

Individuals can obtain information regarding access to their personal information by contacting the Director, Trade Policy Section, Ph: (02) 6261 2724.

68. Office of Trade Negotiations: Industry/NGO and other government agency mailing lists - various

These contact lists enable efficient administration and facilitate outreach programs and public consultations.

Contents may include: name, position, address, work and mobile telephone and fax numbers, email address.

The personal information on these records relates to: individuals and organisations, including officers from other Commonwealth agencies and State and Territory Governments, that express interest in receiving trade-related information and/or participate in public consultations, including on the Trade in Services Agreement (TiSA), the Trans-Pacific Partnership (TPP) Agreement negotiations, agriculture issues or individuals or agencies that have responsibilities in relation to international trade disputes involving Australia.

The following agency staff have access to this personal information: staff of the Office of Trade Negotiations.

The records are continually updated and kept permanently.

The information is not usually disclosed to other persons or organisations.

Individuals can obtain information regarding access to their personal information by contacting the Director, Trade Policy Section, Ph: (02) 6261 2724.

69. Trade Policy Section – Monthly Doha Round Bulletin – mailing list of email subscribers

These contact lists enable information on key WTO-related Doha Round activities in Geneva to be provided to subscribers.  The service is not currently active.

Contents comprise email addresses.

The personal information on these records relates to individuals and organisations that express interest in receiving trade related information.

The following staff have access to this personal information: staff of the Office of Trade Negotiations.

The records are no longer updated but are kept permanently.

The information is not usually disclosed to other persons or organisations.

Individuals can obtain information regarding access to their personal information by contacting the Director, Trade Policy Section, Ph: (02) 6261 2724.

70. Trade Policy Section – Trade Policy Course – mailing lists of applicants and participants

These contact lists enable efficient administration and organisation of the Trade Policy Course by the Trade Policy Section.

Contents may include: name, address, work and mobile telephone numbers, fax numbers, email addresses.

The personal information on these records relates to individuals and organisations that express interest in the Trade Policy Course.

The following agency staff have access to this personal information: staff of the Trade Policy Section, Office of Trade Negotiations.

The records are continually updated and kept permanently.

The information is not usually disclosed to other persons or organisations.

Individuals can obtain information regarding access to their personal information by contacting the Director, Trade Policy Section, Ph: (02) 6261 2724.

71. Intellectual Property stakeholders mailing lists

The purpose of these mailing lists is to enable officers of the International Intellectual Property Section (IPS) of DFAT to record contact details for a wide range of stakeholders who have expressed an interest in trade-related aspects of intellectual property (IP).

The lists include names and business/industry details of IP stakeholders including employees of federal, state and territory governments, universities, large corporations, SMEs, industry bodies, professional practices and NGOs.

Content of the database may include names, position titles, phone numbers and email addresses.

The following agency staff have access to this personal information: Staff of the Office of Trade Negotiations.  Information is not disclosed to other persons or organisations.

Details are stored electronically, updated regularly and maintained indefinitely.

Individuals can obtain information regarding access to their personal information by contacting staff of the Intellectual Property Section, Ph: (02) 6261 2347 or via a dedicated email address, ip@dfat.gov.au.

72. World Wine Trade Group (WWTG) – membership files and mailing lists

These contact lists record details of WWTG participants, organisations and countries they represent to enable efficient administration.

Content may include: name, position, address and private and business telephone numbers.

The personal information on these records relates to individuals and organisations who participate in WWTG meetings.

The following agency staff have access to this information: staff of the Agriculture and Food Branch, Office of Trade Negotiations.

The records are updated regularly and will be retained in accordance with DFAT’s obligations under the Archives Act 1983 and any other relevant legal obligations.

This information is disclosed to WWTG members.

Individuals can obtain information regarding access to their personal information by contacting the Director, Food Trade and Quarantine Section, Ph: (02) 6261 9451.

The records relate to a number of individuals and organisations and are stored on computer and paper media.

73. WTO Disputes – files and mailing lists

The purpose of these databases is to enable consultation with industry on specific WTO disputes.

Contents may include: name, address, work and mobile telephone and fax numbers, email address.

The personal information on these records relates to individuals and organisations that express interest in being part of the consultation process on specific WTO disputes.

The following agency staff have access to this personal information: staff of the WTO Trade Law Branch in the Office of Trade Negotiations.

The records are continually updated and kept permanently.

The information is not usually disclosed to other persons or organisations.

Individuals can obtain information regarding access to their personal information by contacting the WTO Trade Law Branch in the Office of Trade Negotiations, Ph: (02) 6261 2228 or by email to wto.disputes@dfat.gov.au.

Australian Safeguards and Non-Proliferation Office (ASNO)

74. ASNO – contacts database

The purpose of this database is to enable ASNO to maintain close links with individuals, businesses and organisations that have official dealings with ASNO, or a professional interest in ASNO. 

The database includes the names, addresses and position details for about 1,200 individuals covering international and domestic business, universities, government organisations, international organisations and other individuals. 

Names and addresses on the database are added or deleted as required. 

The following DFAT officers have access to this personal information: Director General, Assistant Secretary, and ASNO desk officers.

The records are in accordance with the Archives Act 1983.

Individuals can obtain information regarding access to their personal information by contacting the Assistant Secretary (ASNO), Ph: (02) 6261 1917. 

75. ASNO – permit holders and applicants for permits

The purpose of these records is to keep a record of permits issued under the Nuclear Non-Proliferation (Safeguards) Act 1987.

Content may include: name, address, occupation and reasons for permit application.

The personal information on these records relates to individuals operating as sole traders and those designated by Permit holders to fulfil permit conditions.

The following agency staff have access to this personal information: all staff of the Australian Safeguards and Non-Proliferation Office.

The records are in accordance with the Archives Act 1983.

Some of this information is disclosed to: the Commonwealth of Australia Gazette - published notifications of grants and variations or revocations of permits.

Individuals can obtain information regarding access to their personal information by contacting the Director-General of Safeguards, Ph: (02) 6261 1911.

The records relate to about 600 individuals and are stored on computer and paper media.

76. ASNO – designation of safeguards inspectors

The purpose of these records is to keep a permanent record of designated inspectors as required by the Nuclear Non-Proliferation (Safeguards) Act 1987.

Content may include: name, address, date of birth, occupation and employment history.

The personal information on these records relates to officers and International Atomic Energy Agency inspectors.

The following agency staff have access to this personal information: all staff of the Australian Safeguards & Non-Proliferation Office.

The records are in accordance with the Archives Act 1983.

Individuals can obtain information regarding access to their personal information by contacting the Director-General of Safeguards, Ph: (02) 6261 1911.

The records relate to about 500 individuals and are stored on paper media.

77. ASNO Chemical Weapons Convention Implementation Section (CWS) – permit holders and notifications

The purpose of these records is to keep a record of permits issued and notifications made under the Chemical Weapons (Prohibition) Act 1994 and the Customs Act 1901, prohibited imports Regulation 5J.

Content of permits under the Chemical Weapons (Prohibition) Act 1994 may include: name, address, occupation and reasons of permit holder and/or notifier.

The personal information on these records relates to individuals representing facilities possessing permits or making notifications under the Chemical Weapons (Prohibition) Act.

The following agency staff have access to this personal information: all ASNO staff.

The records are in accordance with the Archives Act 1983.

The information is not normally disclosed to other agencies.

Individuals can obtain information regarding access to their personal records by contacting the Head of the CWS, Ph (02) 6261 1914.

The records relate to 190 individuals and are stored on paper media and part records held on computer media.

78. ASNO – Chemical Weapons Convention Implementation Section (CWS) – designation of inspectors

The purpose of these records is to keep a record of designated inspectors as required by the Chemical Weapons (Prohibition) Act 1994.

The personal information on these records relates to officers and inspectors from the Organisation for the Prohibition of Chemical Weapons.

The following agency staff have access to this personal information: all ASNO staff.

The records are in accordance with the Archives Act 1983.

Some of this information is disclosed to: the Arms Control and Disarmament Branch of the Department.

Individuals can obtain information regarding access to their personal records by contacting the Head of the CWS, Ph (02) 6261 1914.

The records relate to approximately 60 individuals and are stored on paper media.

Appendix 1

Personnel records

The purpose of these records is to maintain employment history and payroll and administrative information relating to all permanent, contract and temporary staff members and employees of an agency.

Personnel and payroll

The records may include any one or more of the following:

Recruitment

The records may include any one or more of the following:

The records may include any one or more of the following:

Contents of personnel records may include: name, address, date of birth, occupation, AGS number, gender, qualifications, equal employment opportunity group designation, next of kin, details of pay and allowances, leave details, work reports, security clearance details and employment history.

Sensitive contents of personnel records may include: health, disabilities, racial or ethnic origin, disciplinary investigation and action, criminal convictions, adverse performance and security assessments, TFNs, relationship details, family composition and personal financial information.

Personal information on personnel records relates to current and former staff members and employees including contract and temporary staff.

The following agency staff have access to personnel records: executive and senior personnel management staff, supervisors and members of selection committees (if appropriate), the individual to whom the record relates and, as is appropriate, personnel staff, security officers and case managers.

Personnel records are kept according to the applicable provisions of the Administrative Functions Disposal Authority for staff and establishment records issued by Australian Archives.

Information held in personnel records may be disclosed, as appropriate, to: Comcare, independent Health Assessors/Health Professionals contracted by the Department of Foreign Affairs and Trade, Fair Work Australia, Human Rights and Equal Opportunity Commission, Merit Protection Commission, Attorney-General's Department, Department of Finance and Deregulation, Commonwealth Superannuation Administration (ComSuper), Australian Security Intelligence Organisation, and the receiving agency following a transfer.

Individuals can obtain information regarding access to their personal information by contacting the personnel branches of the Department of Foreign Affairs and Trade.

Records relate to all current and former employees of an agency and are stored on paper, microfiche and electronic media.