We will advise you within five working days of receiving your application if it is valid under the GIPA Act. If it is not valid, we will tell you why and help you to make it valid.
If it is not clear what information you are seeking access to we will contact you to clarify the scope of your application.
We will then process your application by searching for the information or let you know if it is more appropriate for your application to be dealt with by another agency.
For the purposes of formal information access applications made under the GIPA Act, a draft is defined as a version of a record, that is not the final version of the record, that provides evidence of the process involved in the development of a policy, procedure, decision or action.
Our electronic document management system records a different version of a document each time it is saved, including auto saves. This results in large numbers of versions of each document. For the purposes of formal information access applications made under the GIPA Act these are not drafts.
If you seek access to drafts of records your application will be interpreted according to the above definition of a draft document. If you seek access to all versions of a record you must specify this in your application.
In processing your application, we may have to consult other people, businesses or government agencies on the release of information that relates to them. A decision is then made:
- to provide access
- that the information is not held
- that the information is already available to you
- to refuse to provide access because there is an overriding public interest against disclosure
- to refuse to deal with your application
- to refuse to confirm or deny that the information is held, because there is an overriding public interest against disclosure confirming or denying that fact.
We will provide you with reasons for making any of the above decisions.
If we decide to defer access, we will give you reasons for deferral and when you will be given access.