Department of Innovation, Industry, Science and … of Innovation, Industry, Science and Research...

Department of Innovation, Industry, Science and Research

TABLE OF CONTENTS CORPORATE DIVISION 1 Personnel records 1 Government Boards Reporting System and appointments information 1 Ministerial correspondence 1 Financial management information system creditor/debtor records 2 Freedom of Information request files 2 Complaints and Investigation files 3 Business continuity contact list 3 Key stakeholder contact list 3 MANUFACTURING DIVISION 4 Automotive industry contact list 4 Built environment industry contact list 4 Aerospace, marine and defence industry contact database 5 Information Technology Industry Innovation Council contact list 5 ICT industry stakeholder contacts mailing list 5 Space Licensing and Safety Office (SLASO) activity management system database 6 Space Policy Unit Contact Lists 6 Print industries contact lists 7 Book Industry Strategy Team contact list 7 Steel Industry Innovation Council and Working Group contact list 8 Pulp and Paper Industry Strategy Group and Pulp and Paper Industry Innovation Council contact lists 8 Furnishing industry contacts database 8 Future Manufacturing Industry Innovation Council 9 Manufacturing Industries stakeholder List 9 Science industry 10 Supplier Advocate program 10 Textile, Clothing and Footwear Industry Innovation Council contact list 10 AUSTRALIAN BUILDING CODES BOARD 11 Australian Building Codes Board (ABCB) National Construction Code (NCC) subscriber list 11 AUSINDUSTRY 12 AusFocus (e-newsletter) stakeholder list 12 ACT and region office mailing list 12 NSW state office stakeholder and client database 12 Queensland state office mailing list 13 South Australian/Northern Territory state office registry: organisation databases and mailing lists 13 Tasmanian state office distribution and mailing lists 13 Victorian state office client and stakeholder database 14 Western Australia state office mailing lists 14 Innovation Contact Centres – contact database 15 AusIndustry regional offices mailing list 15 Beaconsfield Community Fund 16 Clothing and Household Textile (Building Innovative Capability) Scheme 2010 register 16 Clothing and Household Textile (Building Innovative Capability) Scheme 2010 mailing list 17 Corporate Wear Register 17 Corporate Wear Program 18 Ethanol Distribution Program (EDP) database 18 Ethanol Production Grants (EPG) electronic spreadsheet 18 Green Building Fund 18 Insulation Industry Assistance Package (IIAP) Integrated Grants System (IGS) 19 North East Tasmania Innovation & Investment Fund 19 North West & Northern Tasmania Innovation & Investment Fund 20 Small Business Support Line contact database 20


Structural Adjustment Funds database 21 Re-tooling for Climate Change Program 21 Scottsdale Industry & Community Development Fund 22 Textiles, Clothing and Footwear Strategic Investment Program (TCF SIP) register 22 Textile, Clothing and Footwear Strategic Investment Program (TCF SIP) mailing list 22 Textiles, Clothing and Footwear Strategic Investment Program Scheme (TCF post-2005 SIP Scheme) register 23 Textiles, Clothing and Footwear Strategic Investment Program Scheme (TCF post-2005 SIP Scheme) mailing list 23 Textiles, Clothing & Footwear Expanded Overseas Assembly Provisions Scheme (TCF EOAP) register 24 Textiles, Clothing & Footwear Expanded Overseas Assembly Provisions Scheme (TCF EOAP) mailing list 24 Textiles, Clothing & Footwear Product Diversification Scheme (PDS) mailing list 24 Textile, Clothing and Footwear Small Business Program interim grants system database 25 Textile, Clothing and Footwear Small Business Program marketing contacts database 25 Textile, Clothing and Footwear Strategic Capability Program (TCF SCP) mailing list 26 Automotive Competitiveness and Investment Scheme (ACIS) – electronic information system 26 Automotive Transformation Scheme (ATS) – electronic information system 27 Registered shipbuilders database 27 Printing Industry Competitiveness Scheme (PICS) database 28 Tradex database 28 Policy By-law programs 29 List of Pooled Development Fund registration board members 29 Public list of Pooled Development Funds 30 Pooled Development Funds – annual return data 30 Venture Capital Limited Partnerships and Early Stage Venture Capital Limited Partnerships – registration details 30 Innovation Access Program database 31 Innovation Investment Fund (IIF) – fund manager expression of interest database 31 Industry Innovation Programs Management Information System (IIPMIS) 31 Tax and Research & Development Information System (TaRDIS) 34 Commercialising Emerging Technologies (COMET) Integrated Program Management System (IPMS) 34 Strategic Grants Management System (SGMS) 35 Innovation Australia members database (formerly IR&D board and PDFR board member database) 35 Innovation Australia - register of private interests (formerly IR&D board and PDFR board) 35 IR&P (Innovation Investment Fund, Renewable Energy Equity Fund and Pre-seed Fund program) database 36 Port Kembla Industry Facilitation Fund 36 Regulation Reduction Incentive Fund: local government contact list 37 Regulation Reduction Incentive Fund: competitive grants 37 Small Business Incubator program database 38 Small Business Enterprise Culture program (SBECP) database 39 Small Business Bushfire Relief grant program (SBBRP) database 39 Small Business Answers program (SBAP) and home-base business seminar program database 39 Building Entrepreneurship in Small Business program database 40 Tourism and Small Business Grants System (T&SBGS) 40 National Tourism Development Program: database 41 Regional Tourism Program: mailing list 41 Regional Tourism Program: 1998 – 2002 database 41 Regional Tourism Program: 2003 database 42 Small Business and Tourism System (SBTS): Australian Tourism Development Program (including the former Small Business Complaints Clearing House Database 42 Regional Tourism Program and the Regional Online Tourism Program and the Business Ready Program for Indigenous Tourism 42 Tourism programs mailing list 43 Australian Tourism Development Program: small business and tourism system 43 Regional Online Tourism Program: database 44 Regional Online Tourism Program: mailing list 44 Ansett Holiday Package Relief Scheme database 44 Holiday Incentive Program database 45 NATIONAL MEASUREMENT INSTITUTE 45 Chemical Reference Materials Client database 45 Clients and SMW quotes 46 Dioxin Analysis Unit Client Contact list 46


Laboratory Information Management System (LIMS) - customer (debtor) records 46 National Measurement Institute - training courses databases 47 National Measurement Institute - calibration database and records 47 National Trade Measurement Servicing Licence Register 48 National Trade Measurement Public Weighbridge Licence Register 48 NMI Time and Frequency Network Time Protocol (NTP) Client Register 49 Pattern approval database and records 49 Proficiency Information Management System 49 Utility Metering Stakeholder Contact Database 50 Legal metrology authorities contact list 50 Reference materials contact database 51 EBUSINESS DIVISION 51 Email inquiries sent to business.gov.au website 51 Business.gov.au updates automated email distribution list 51 Records of responses to requests for tenders and expressions of interest related to proposed online services projects 52 Australian Business Number (ABN) look up register of web services and super fund look up download services 52 Business consultation website 53 Website email subscription list 53 INNOVATION DIVISION 53 Members of the Australia Biotechnology Advisory Committee (ABAC) contact list 53 Biopages Australia 2007 database 54 Bioregs Online contact list 54 National Enabling Technologies Strategy (NETS) stakeholder consultation list 55 National Enabling Technologies Strategy (NETS) contact list 55 National Enabling Technologies Strategy Stakeholder Advisory Council (NETS SAC) contact list 55 National Enabling Technologies Strategy (NETS) Expert Forum contact list 56 Members of the Commonwealth State and Territory Advisory Council on Innovation (CSTACI) contact list 56 Members of the Coordination Committee on Innovation (CCI) contact list 56 Members of the Public Sector Innovation Network contact list 57 Review of the National Innovation System (NISR) – public contact and submission database 57 Review of the National Innovation System (NISR) – confidential submission database 57 Pharmaceutical Industry Investment Program (PIIP) database 58 Pharmaceuticals mailing list database 58 Pharmaceuticals, Health Industries and Enabling Technologies branch contact list 58 The Clinical Trials Action Group contact list 59 Venture Capital Industry Review - consultation mailing list 59 Commercialisation Australia Pilot Programs 59 Commercialisation Australia Volunteer Business Mentor Database 60 Commercialisation Australia Stakeholder Contact Lists 60 Commercialisation Australia Case Manager Disclosure of Private Interest Declarations 60 INDUSTRY AND SMALL BUSINESS POLICY DIVISION 61 Industry briefs mailing list 61 Economics inbox 61 RESEARCH DIVISION 62 Cooperative Research Centres (CRC) program database, holders of public office claims and CRC program Subscribers 62 General Sir John Monash Foundation recommended candidates for scholarship awards 62 Higher Education Research Reference Group membership 62 Learned Academies Review Reference Group membership 62 SCIENCE AND INFRASTRUCTURE DIVISION 63 The Anglo-Australian Telescope Board (AATB) 63 Australian Astronomical Observatory Advisory Committee (AAOAC) 64 Australia Telescope National Facility Steering Committee (ATSC) 64 The Australian Scheme for Higher Education Repositories (ASHER) and the Implementation Assistance Program 65 International Science Linkages (ISL) program 65 Australia India Strategic Research Fund (AISRF) 66 National Collaborative Research Infrastructure Strategy (NCRIS) 66 The Super Science Initiative 66 The Education Investment Fund – Rounds 1, 2 and 3, and Sustainability Round 67 The Cairns Institute – Tropical Innovation Hub project 67 National Research Infrastructure Council (NRIC) members 67 The Publicly Funded Research Agencies (PFRA) Boards and Councils 68


2011 Strategic Roadmap for Australian Research Infrastructure stakeholder contact list 68 2011 Strategic Roadmap for Australian Research Infrastructure Expert Working Group members 69 QUESTACON 69 The National Science and Technology Centre volunteers program 69 The National Science and Technology Centre: members mailing list 69 The National Science and Technology Centre’s group booking list 70 The National Science and Technology Centre - visitor programs records 70 The National Science and Technology Centre – customer service records 70 The National Science and Technology Centre – tender and contract records 71 Appointments to National Science and Technology Centre advisory council 71 The National Science and Technology Centre – office services 72 The National Science and Technology Centre – security records 73 The National Science and Technology Centre - fleet management records 73 ENTERPRISE CONNECT DIVISION 73 Enterprise Connect: Secure Portal 73 Enterprise Connect Grants 74 Enterprise Connect: Client Relationship Management 74 AUSTRALIAN NUCLEAR SCIENCE AND TECHNOLOGY ORGANISATION (ANSTO) 74 Personnel records 74 Visitors records and casual contractor records 75 Office of executive director and board correspondence 75 Finance records 75 Ministerial correspondence 76 Representations to the agency 76 Legal files 76 Freedom of information requests 76 Overseas visitors and guest worker files 77 ANSTO awards 78 Records of official visitors 78 Communications unit mailing lists 78 Fleet management records 79 Records of response to requests for tenders and expressions of interest 79 AUSTRALIAN INSTITUTE OF MARINE SCIENCE (AIMS) 79 Personnel records 79 Incident Register 80 Council determinations 80 AIMS employment register 80 Mailing lists for AIMS publications 80 Freedom of information request files 81 Visitors and unpaid (voluntary) workers files 81 Finance records 82 Contract register (includes consultants) 82 AUSTRALIAN INSTITUTE OF ABORIGINAL AND TORRES STRAIT ISLANDER STUDIES (AIATSIS) 83 Personnel files 83 Financial operation records 83 Membership register 83 Family history 83 Depositors and research clients 84 Grants 84 APPENDIX 1 85


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DEPARTMENT OF INNOVATION, INDUSTRY, SCIENCE AND RESEARCH ('Innovation') Address: GPO Box 9839

Canberra ACT 2601 CORPORATE DIVISION PERSONNEL RECORDS See Appendix 1 for a generic description of Personnel Records. GOVERNMENT BOARDS REPORTING SYSTEM (formerly APPOINT DATABASE) AND APPOINTMENTS INFORMATION The electronic Government Boards Reporting System (GBRS) is a record of the membership of portfolio boards and advisory committees held for the purpose of reporting membership statistics, as required by the Office for Women in the Department of Families, Housing, Community Services and Indigenous Affairs. Content may include: name, address, telephone contact, organisation membership, qualifications, and equal opportunity data. The following staff have access to the information: GBRS Contact Officer and limited Ministerial Liaison and Coordination Office staff. Secretariat staff for the respective committees/bodies keep separate files of this information. The records are kept permanently. Around 1,400 names are on the database. The information is not disclosed to other persons or organisations. Individuals can access their personal information by contacting the GBRS Officer, Ministerial Liaison Office, GPO Box 9839, Canberra ACT 2601 Location: Corporate Division, Industry House, 10 Binara St, Canberra ACT 2601 MINISTERIAL CORRESPONDENCE The purpose of these records is to maintain a record of correspondence received by the Ministers and answered or initiated by them, their staff or staff of the Department. Content may include: name, address, telephone contact, organisation membership, qualifications, remuneration and equal opportunity data. Sensitive content may include: physical or mental health, disabilities, sexual lifestyle, racial or ethnic origin, criminal convictions, criminal intelligence, religious affiliations, financial information (including debts) and relationship details. The personal information on these records relates to any individual who chooses to write to the Ministers or to whom the Ministers choose to write, or where a letter to another Minister has been referred to the portfolio for response. Other information relates to appointments to Boards and Committees. The following agency staff have access to this personal information: Ministerial and Departmental staff working on the issue which is the subject of the ministerial correspondence and staff working in the Ministerial Liaison and Coordination Office where the records are usually maintained. The electronic records are kept permanently. Some of this information is disclosed to other Australian Government agencies on request for matters pertaining to correspondence. Briefings for Ministers in respect of meetings with correspondents are prepared on the basis of information provided by the person with whom the Minister is meeting and published information gathered by Departmental staff preparing the brief.


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Individuals can obtain information regarding access to their personal information by contacting the Manager, Ministerial Liaison Office, GPO Box 9839, Canberra ACT 2601. Location: Corporate Division, Industry House, 10 Binara St, Canberra ACT 2601 FINANCIAL MANAGEMENT INFORMATION SYSTEM CREDITOR/DEBTOR RECORDS The purpose of these records is to record details of creditors enabling the Department to facilitate payment for goods and services received. Content includes name, address, and Australian Business Number. Sensitive information includes bank name and bank account numbers and contact details. The information relates to persons or organisations past and present that have had business dealings with the Department. The following staff have access to this personal information: all employees involved in the creation of these records in the Finance System and the transaction processing and payment of accounts. The records are kept in accordance with the Australian National Audit Office and the Australian Taxation compliance requirements of 7 and 5 years respectively. This information is not disclosed to other persons or organisations. The records relate to approximately 36,000 persons and organisations and are kept on electronic media. Individuals can obtain information regarding access to their personal information by contacting the Chief Financial Officer, GPO Box 9839, Canberra ACT 2601. Location: Finance Division, Industry House, 10 Binara St, Canberra ACT 2601 FREEDOM OF INFORMATION REQUEST FILES The purpose of these records is to document the receipt and processing of requests pursuant to the Freedom of Information Act 1982. Content may include: name, address, telephone and fax number, e-mail address, occupation, gender, financial details and details relating to the particular request. The personal information on these records relates to FOI applicants, complainants, witnesses, respondents and people to whom the information request relates. The following agency staff have access to this personal information: FOI Officer, relevant records management staff and FOI Act delegates. The records are disposed of in accordance with the provisions of the Archives Act. Some of this information may be disclosed to: Australian Government Solicitor, Administrative Appeals Tribunal and the Commonwealth Ombudsman. Individuals can obtain access to their personal information by contacting the Freedom of Information Coordinator: (02) 62137742. The records relate to an unspecified number of individuals and are stored on paper and electronic files. Location: Corporate Division, Industry House, 10 Binara St, Canberra ACT 2601


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COMPLAINTS AND INVESTIGATION FILES The purpose of these records is to record details of complaints, relevant investigations and agency action. The content may include: name, address, private telephone number, date of birth, occupation, company details, gender, marital status, names and status of partners or relatives, criminal convictions, criminal intelligence, bank account information and any other type of information dependent on the individual case. The personal information in these records relates to complainants, respondents and witnesses. The following staff have access to this personal information: Chief Internal Auditor and Fraud Control and Fraud Investigation staff. The records are kept in accordance with the requirements of the Archive Act 1983. The information could be released pursuant to privacy principle 11 (1) (e) in that the release is for the purposes of Commonwealth law enforcement. Individuals can obtain information regarding access to their personal information by contacting the Privacy Officer on phone (02) 62137742 or by writing to the Privacy Officer, Department of Innovation, Industry, Science and Research GPO box 9839, Canberra ACT 2601. The records relating to individuals and are kept on electronic media and in hard copy files. Location: Corporate Division, Industry House, 10 Binara St, Canberra ACT 2601 BUSINESS CONTINUITY CONTACT LIST The purpose of these records is to provide a list of personnel that can be contacted during a business interruption. Content includes: name, address, telephone contact. The personal information on these records relates to the contact details of staff required during a business interruption incident. Access to information is restricted to Business Continuity personnel. The personal information contained in these records is not disclosed to other persons within or outside the Department. The records are held electronically and on hard copy and are updated continuously. The records have approximately100 entries. Individuals can obtain information regarding access to their personal information by contacting the Manager, Risk, Insurance, and Business Continuity, GPO Box 9839, Canberra ACT 2601. Location: Corporate Division, Industry House, 10 Binara St, Canberra ACT 2601 KEY STAKEHOLDER CONTACT LISTS The purpose of these records is to enable notification relating to a business interruption being experienced by the Department. Content may include: individual/contact officer name, position, organisation/company, address, telephone number, facsimile number, email address and web address. There are no sensitive details kept. The personal information on these records relates to name, address, position and contact numbers. Access to information is restricted to Business Continuity personnel. The personal information contained in these records is not disclosed to other persons within or outside the Department. The records are kept electronically and on hard copy and are updated continuously.


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The records have approximately 336 entries. Individuals can obtain information regarding access to their personal information by contacting the Manager, Risk, Insurance and Business Continuity, GPO Box 9839, Canberra ACT 2601. Location: Corporate Division, Industry House, 10 Binara St, Canberra ACT 2601 MANUFACTURING DIVISION AUTOMOTIVE INDUSTRY CONTACT LIST The purpose of these records is to enable distribution of documents, and communication and consultation relating to matters being addressed by the Department that relate to the Australian automotive sector. Content may include: individual/contact officer name, position, organisation/company, address, telephone number, facsimile number, email address and web address. There are no sensitive details kept. The personal information on these records relates to name, address, position and contact numbers. Access to information is restricted to officers in the Automotive Branch. The personal information contained in these records is not disclosed to other persons within or outside the Department. The records are kept on computer and on hard copy and are updated continuously. The records have approximately 320 entries. Individuals can obtain information regarding access to their personal information in this class of records by contacting the Automotive Policy and Automotive Research and Trade Sections on phone 02 6213 7785. Other persons seeking information from the data base may request it from the Automotive Policy and Automotive Research and Trade Sections in which case the request will be considered and a decision whether to provide access made in accordance with relevant legislation (e.g. Privacy Act, FOI Act) and the Department’s Service Charter. Location: Manufacturing Division, Industry House, 10 Binara St,, Canberra ACT 2601 BUILT ENVIRONMENT INDUSTRY CONTACT LIST The purpose of these records is to enable distribution of documents, and communication and consultation relating to matters being addressed by the Department that relate to a possible built environment industry innovation council. The records are held electronically and on hard copy and are updated continuously. Content from the list includes individual name, position, organisation/company, postal address, telephone number, facsimile number, e-mail address and web address. There are currently around 70 entries in the mailing list. There are no sensitive details kept. The personal information on these records relates to name, address, position and contact numbers. Access to information is restricted to the officers in the Manufacturing Innovation Branch. The personal information contained in these records is not disclosed to other persons within or outside the Department. Persons may access their personal information by contacting the Advanced Manufacturing, Action Agendas and Building Branch on phone 02 6213 7224. Location: Manufacturing Division, Industry House, 10 Binara St, Canberra ACT 2600


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AEROSPACE, MARINE AND DEFENCE INDUSTRY CONTACT DATABASE The purpose of these records is to enable communication and consultation with persons and organisations in the aerospace, marine and defence industries. Content may include: name, position, company, business address, email address, phone numbers and industry sector. No sensitive material is kept on the database. The personal information on these records relates to company official names and contact details. The following agency staff have access to this information: officers in the Aerospace and Marine Industries Section. The records are kept on an ongoing basis. The records are kept on computer and are held permanently and updated regularly. The personal information contained in these records may be disclosed to: other areas of the Department, according to need, and would not normally be disclosed to other persons or organisations. The records relate to approximately 1500 individuals and companies and are kept electronically. Individuals can obtain information regarding access to personal information in this class of records by contacting the Manager, Aerospace and Marine Industries Section and the JSF and Defence Section on 02 6213 6292. Location: Manufacturing Division, Industry House, 10 Binara St, Canberra ACT 2601 INFORMATION TECHNOLOGY INDUSTRY INNOVATION COUNCIL CONTACT LIST Nature of records kept: contact details for each member: name, position/title, address (postal and email) for delivery of papers and other important documents and name and contact details of support staff. Purpose of record keeping: to contact Council members and/or support staff when required regarding upcoming meetings, issues for discussion between meetings and other key matters. There are 24 Council members. Persons entitled to have access: access to information is restricted to officers in the ICT Industry Development Section for the purposes of contacting the member listed. The personal information contained in these records may be disclosed to: other areas of the Department according to need or other Council members, and would not be disclosed to other persons or organisations. How is information kept: records are kept electronically on a secure departmental shared drive. Period of record keeping: for the duration of their membership on the Council. How to access information: members can obtain information regarding access to their personal information and other members’ personal information by contacting the Information Technology Council Secretariat (02) 6276 1708 or [email protected]. Non council members are to contact members’ organisations. ICT INDUSTRY STAKEHOLDER CONTACTS MAILING LIST Purpose of record keeping: to facilitate industry contact. Nature of records kept: content may include: details of industry associations, ICT company names, street and postal addresses, key contact names and contact details, email and fax details. Persons to have access: access to information is restricted to officers in the ICT Industry Development Section for the purposes of contacting the person listed. How is information kept: records are kept electronically on a secure departmental shared drive. The personal information contained in these records may be disclosed to: other areas of the Department according to need, and would not be disclosed to other persons or organisations.

mailto:[email protected]


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Period of retention: records are retained and updated on an ongoing basis as required. How to access information: individuals can obtain information regarding access to personal information in this class of records by contacting the Manager, ICT Industry Development Section on 02 6276 1708. Location: Manufacturing Division, Industry House, 10 Binara St, Canberra ACT 2601 SPACE LICENSING AND SAFETY OFFICE (SLASO) ACTIVITY MANAGEMENT SYSTEM DATABASE The purpose of these records is to track the Office’s interactions with space launch proponents, prospective or otherwise, and assists the Office in administering its responsibilities under the Space Activities Act 1998. Content includes individuals in academic institutions, public agencies and companies. Sensitive content may include records of conversations or correspondence of a commercially sensitive nature. The personal information on these records relates to name, position, address, telephone, facsimile and email. The following agency staff have access to this information: staff of SLASO and the Space Policy Unit. The records are kept electronically and access is restricted to SLASO and Space Policy Unit staff. The personal information contained in these records may be disclosed to SLASO and Space Policy Unit officials, the General Manager, Manufacturing Innovation Branch, and the Head of Manufacturing Division. The records relate to approximately 80 individuals and are kept permanently. Individuals can obtain information regarding access to personal information in this class of records by contacting the General Manager, Manufacturing Innovation Branch on facsimile: 02 6213 7205. Location: Manufacturing Division, 20 Allara St, Canberra ACT 2601 SPACE POLICY UNIT CONTACT LISTS The purpose of these records is to enable effective management of the Australian Space Research Program (ASRP) and the Space Industry Innovation Council as well as communication and consultation with persons and organisations in the space industry and research communities. For the ASRP the records cover contacts from the four projects approved funding under the Program. For the contacts databases, the records cover members of the Space Industry Innovation Council, domestic and international government agencies, academic institutions, research bodies and companies. Content may include: details of organisation name, street and postal addresses, key contact names and contact details. The personal information on the records relates to organisation names and contact details. Access to information is restricted to officers in the Space Policy Unit for the purposes of contacting the person listed. The records are kept electronically on a secure departmental shared drive. Paper records are held on Departmental Files classified at Commercial in Confidence and held in secure cabinets as specified in the Department’s Information Management Policy - Physical Storage of DIISR Records Policy. The ASRP records are kept on an ongoing basis until the conclusion of the program. The records kept in the contacts databases are updated on an ongoing basis. The personal information contained in the records may be disclosed to: other areas of the Department according to need, and would not be disclosed to other persons or organisations. Individuals can obtain information regarding access to personal information in this class of records by contacting the Manager, Space Policy Unit on 02 6213 7669. Location: Manufacturing Division, 20 Allara St, Canberra ACT 2601


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PRINT INDUSTRIES CONTACT LISTS The purpose of these database records is to facilitate industry contact. The records cover the members of the Printing Industry Working Group and other printing industry companies/representatives. Content may include: individual/contact officers from the printing industry and include name, address, telephone number, facsimile number, and e-mail address. There are no sensitive details kept. The personal information on these records relates to printing industry representatives provided by the industry associations and individuals. Access to information is restricted to officers in the Printing Industry Working Group Section. The records are kept on computer and paper (mainly business cards). They are held while the relationship with the Department remains current and are updated continuously. The personal information may be disclosed to other areas of the Department, according to need, and would not normally be disclosed to other persons or organisations. Individuals can obtain information regarding access to their own personal information by contacting the Printing Industry Working Group Section on phone 02 6213 6513. Other persons seeking information from the data bases may request it from the Printing Industry Working Group Section, in which case the request will be considered and a decision made in accordance with relevant legislation (e.g. Privacy Act, FOI Act) and the Department’s Service Charter. Location: Manufacturing Division, Industry House, 10 Binara St, Canberra ACT 2601 BOOK INDUSTRY STRATEGY TEAM CONTACT LISTS The purpose of these database records is to: facilitate industry contact. The records cover the members of the Book Industry Strategy Group and other book industry companies/representatives. Contact is made with members and/or support staff when required regarding upcoming meetings, issues for discussion between meetings and other key matters. There are 15 BISG members, including the Chair and Deputy Chair. Content may include: contact details for each member, contact officers from the book industry and include name, position/title, address, (postal and email) telephone number, facsimile number, and contact details of support staff. There are no sensitive details kept. The personal information on these records relates to book industry representatives provided by the industry associations and individuals. Access to information is restricted to officers in the Book Industry Strategy Team. The records are kept electronically on a secure departmental shared drive and paper (mainly business cards). They are held while the relationship with the Department remains current and are updated continuously. The personal information may be disclosed to other areas of the Department, according to need, and would not normally be disclosed to other persons or organisations. Individuals can obtain information regarding access to their own personal information by contacting the Book Industry Strategy Team on phone 02 6213 7046. Other persons seeking information from the databases may request it from the Book Industry Strategy Team, in which case the request will be considered and a decision made in accordance with relevant legislation (e.g. Privacy Act, FOI Act) and the Department’s Service Charter. Nature of records kept: contact details for each member: name, position/title, address (postal and email) for delivery of papers and other important documents and name and contact details of support staff. Location: Manufacturing Division, 20 Allara St, Canberra ACT 2601


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STEEL INDUSTRY INNOVATION COUNCIL AND WORKING GROUP CONTACT LISTS The purpose of these records is to enable effective management of the Steel Industry Innovation Council and Working Group as well as communication and consultation with persons and organisations in the steel industry, government and related bodies. For the contacts databases, the records cover members of the Steel Industry Innovation Council, its Working Group, industry bodies and individuals, domestic government agencies, academic institutions, research bodies and companies. Content may include: details of organisation name, street and postal addresses, key contact names and contact details. The personal information on the records relates to organisation names and contact details. Access to information is restricted to officers in the Steel Strategy Group for the purposes of contacting the person listed. The records are kept electronically on a secure departmental shared drive. Paper records are held on Departmental Files classified at Commercial in Confidence and held in secure cabinets as specified in the Department’s Information Management Policy - Physical Storage of DIISR Records Policy. Business cards are also held in hard copy. The records kept in the contacts databases are updated on an ongoing basis. The personal information contained in the records may be disclosed to: other areas of the Department according to need, and would not be disclosed to other persons or organisations. Individuals can obtain information regarding access to personal information in this class of records by contacting the Manager, Steel Strategy Group on 02 6213 7186. Location: Manufacturing Division, 20 Allara St, Canberra ACT 2601 PULP AND PAPER INDUSTRY STRATEGY GROUP AND PULP AND PAPER INDUSTRY INNOVATION COUNCIL CONTACT LISTS The purpose of these database records is to assist in developing consultations with the pulp and paper industries and to satisfy GovBoard reporting requirements. The records cover companies, industry associations, and other parties such as union representatives, and several researchers and industry experts. Content may include details of company name, street and postal addresses, key contact names and some company overview. These details are obtained from sources such as the entity’s web site or direct contact with the entity. There are no sensitive details kept. The personal information on these records relates to company official names and contact details. Access to information is restricted to officers in the Pulp and Paper Industry Strategy Unit. The records are kept on computer and paper (mainly business cards). They are held while the relationship with the Department remains current and are updated continuously. The personal information may be disclosed to other areas of the Department, according to need, and would not normally be disclosed to other persons or organisations. Individuals can obtain information regarding access to their own personal information by contacting the Pulp and Paper Industry Strategy Unit on phone 02 6213 1508. Other persons seeking information from the data bases may request it from the Pulp and Paper Industry Strategy Unit, in which case the request will be considered and a decision made in accordance with relevant legislation (e.g. Privacy Act, FOI Act) and the Department’s Service Charter. Location: Manufacturing Division, Level 4, 20 Allara St, Canberra ACT 2601


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FURNISHING INDUSTRY CONTACTS DATABASE The purpose of these database records is to facilitate mail outs and other industry contact. The records cover over 100 companies and industry associations involved in the Australian furnishing industry. Content may include details of company name, street and postal addresses, key contact names and contact details, company details and notes about the company obtained from sources such as IBIS and meetings with the company. There are no sensitive details kept. The personal information on these records relates to company official names and contact details. Access to information is restricted to officers in the Manufacturing Industries Section for the purposes of contacting the person listed. These records are kept on computer and paper (mainly business cards) and are held while the relationship with the Department remains current and are updated continuously. Individuals or companies can access their personal information by contacting the Manager, Manufacturing Industries Section, on phone 02 6213 7714. Location: Manufacturing Division, Industry House, 10 Binara St, Canberra ACT 2601 FUTURE MANUFACTURING INNOVATION COUNCIL The purpose of these records is to assist in developing consultations with manufacturing industries. The records cover over 70 companies and industry groups involved in innovation-intense activities over a cross section of manufacturing industries. Content may include details of company name, street and postal addresses, key contact names and some company background. These details are obtained from sources such as the entity’s web site, IBISWorld or direct contact with the entity. There is no sensitive content. The personal information on these records comprises to the names, contact details and, in some cases, CVs of company officials and current and prospective Future Manufacturing Industry Innovation Council (FMIIC) members. Records are kept on computer and on paper files which are held while the Department provides secretariat support to the FMIIC. Paper-based records will be retained for periods required by the Archives Act. Access to information is restricted to officers in the Future Manufacturing Section for the purposes of contacting the persons listed. Personal information may also be disclosed to other areas of the Department if appropriate, but to no other persons or organisations. Individuals or companies can access their personal information by contacting the Manager, Future Manufacturing Section by email at [email protected] or by phone on 02 6213 7787. Location: Manufacturing Division, Industry House, 10 Binara St, Canberra ACT 2601 MANUFACTURING INDUSTRIES STAKEHOLDER LIST The purpose of these lists is to facilitate mail outs and other industry contact. The records cover industry associations and companies involved in the Australian manufacturing sector. Content may include details of company name, street and postal addresses, key contact names and contact details, company details and notes about the company obtained from sources such as Dun and Bradstreet, IBIS World and meetings with the company. There are no sensitive details kept. The personal information on these records relates to company official names and contact details.



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Access to information is restricted to officers in the Manufacturing Industries Section for the purposes of contacting the person listed. These records are kept on computer and paper (mainly business cards) and are held while the relationship with the Department remains current and are updated continuously. Individuals or companies can access their personal information by contacting the Manager, Manufacturing Industries Section, on phone 02 6213 6649. Location: Manufacturing Division, Industry House, 10 Binara St, Canberra ACT 2601 SCIENCE INDUSTRY The purpose of these database records is to maintain contact details with the Science industry representatives and allied industries. The records cover over 100 companies and industry groups involved in scientific instrument manufacture and some analytical services. Content may include details of company name, street and postal addresses, key contact names and contact and some company overview. These details are obtained from sources such as the entity’s web site, IBISWorld or direct contact with the entity. There is no sensitive content. The personal information on these records relates the names, contact details and CVs of company officials. Records are kept on computer and on paper file which are held while the Department undertakes work with the industry. Access to information is restricted to officers in the Future Manufacturing Section for the purposes of contacting the persons listed. Individuals or companies can access their personal information by contacting the Manager, Future Manufacturing Section by email at [email protected] or by phone on 02 6213 7787. Location: Manufacturing Division, Industry House, 10 Binara St, Canberra ACT 26 SUPPLIER ADVOCATE PROGRAM The purpose of these records is to facilitate industry contact and includes information on Supplier Advocates and industry stakeholders. Content may include: name, address, telephone number, facsimile number, and e-mail address. Additional sensitive information is kept on each of the Supplier Advocates which includes banking and superannuation account information and the disclosure of conflicts of interest. Access to information is restricted to officers in the Supplier Advocate Section. The records on industry stakeholders are held electronically whilst their relationship with the Department remains current. These details are updated continuously. The records on Supplier Advocates are kept in physical form on file and kept permanently. Personal information may be disclosed to other areas of the Department, according to need, and would not be disclosed to other persons or organisations. Persons seeking information from the contact list may request it from the Supplier Advocate Section on 02 6213 7538, in which case the request will be considered and a decision made in accordance with relevant legislation (e.g. Privacy Act, FOI Act) and the Department’s Service Charter. Location: Manufacturing Division, Industry House, 10 Binara St, Canberra ACT 2601 TEXTILE, CLOTHING AND FOOTWEAR INDUSTRY INNOVATION COUNCIL CONTACT LIST Nature of records kept: contact details for each member: name, position/title, address (postal and email) for delivery of papers, telephone numbers and other important documents.



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Purpose of record keeping: to contact Council members and/or support staff when required regarding upcoming meetings, issues for discussion between meetings and other key matters. There are 15 Council members. Persons entitled to have access: access to information is restricted to officers in the TCF Innovation Section for the purposes of contacting the member listed. The personal information contained in these records may be disclosed to other areas of the Department according to need or other Council members and would not be disclosed to other persons or organisations. How is information kept: records are kept electronically on a secure departmental shared drive. Period of record keeping: for the duration of their membership on the Council. How to access information: members can obtain information regarding access to their personal information and other members’ personal information by contacting the TCF Council Secretariat (02) 6213 7599.. Location: Manufacturing Division, Industry House, 10 Binara St, Canberra ACT 2601 AUSTRALIAN BUILDING CODES BOARD AUSTRALIAN BUILDING CODES BOARD (ABCB) NATIONAL CONSTRUCTION CODE (NCC) SUBSCRIBER LIST The purpose of these records is for the management of the National Construction Code customers Content may include: subscriber name and contact details, including e-mail address, product order details, payment and financial details excluding any credit card information which is not kept. There is no sensitive content. The following agency staff have access to this information: ABCB Call Centre and IT Staff, ABCB Publisher. The records are kept indefinitely. The records are kept on the ABCB database server in a secure environment. The personal information contained in these records is not usually disclosed to other persons or organisations. The records relate to approximately 55,000 individuals/organisations and are kept on the ABCB database of which approximately 8,850 are current. Individuals and organisations can obtain information regarding access to their own personal information in this class of records by contacting the ABCB Webmaster on 1300 134 631. Location: Australian Building Codes Board, 20 Allara St, Canberra ACT 2601


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AUSINDUSTRY AUSFOCUS (E-BULLETIN) STAKEHOLDER LIST This is a distribution list of individuals, businesses and organisations who have elected to subscribe to AusIndustry’s electronic bulletin which is produced and circulated monthly. Distribution list content may include: organisation name, contact's name, postal address, email address, website address and description of industry stakeholder or individuals involved. The AusIndustry National Marketing Unit and its outsourced distributor of AusFocus, Insitec, have access to the database. The records are permission-based, kept permanently and updated regularly. The records are kept electronically on a database system which is contracted out. This information is not disclosed to other persons or organisations. The records relate to approximately 6,345 individuals, businesses and organisations and are kept on computer. Individuals can obtain information regarding access to personal information in this class of records by contacting the AusFocus editor in the National Marketing Unit of AusIndustry on 02 6213 7311. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 ACT AND REGION OFFICE MAILING LIST The purpose of this list is to store information relating to companies that have an interest in AusIndustry programs to assist business. The listing is used for the distribution of invitations to seminars and the like. Content includes: name, position, organisation, physical and email address, phone and fax numbers. This information is not normally disclosed to other persons or organisations. ACT and Region Office staff have access to this information. The records are kept for as long as they are required for a particular purpose or for as long as they remain current. Records are deleted if requested by the individual whose information is recorded. The records relate to about 620 companies and their contacts and are stored on computer. Individuals can obtain information regarding access to their personal information by contacting the ACT and Region Office Manager, Canberra on phone 02 6213 7625. Location: ACT and Region Office, AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 NSW STATE OFFICE STAKEHOLDER AND CLIENT DATABASE This database is used to record outcomes of meetings and to provide companies and contacts with information about Departmental programs and relevant events or seminars. Content typically includes: company or organisation name, contact name, telephone and fax numbers, what Departmental programs, if any, the company is interested in or has used and records of any meetings that have been held. The personal information on these records relates to the Department’s customers or potential customers, and public and private sector contacts. All NSW State Office and Regional Office staff have access to this personal information. The records are kept for as long as they are required for a particular purpose or for as long as they remain current.


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This information is not disclosed to other persons or other organisations, but is sometimes disclosed to other sections of the Department. The records are stored in a protected environment. Individuals can obtain information regarding access to their personal information by contacting the Executive Officer on phone 02 9226 6000. Location: NSW State Office, AusIndustry, Level 5, 341 George Street, Sydney NSW 2000 QUEENSLAND STATE OFFICE MAILING LIST The purpose of these records is to maintain a record of enquiries and distribute information on Departmental programs and policies. Content may include: name, position, physical and email address, phone and fax number. The personal information on these records relates to private and public sector contacts. The following agency staff have access to this personal information: all staff in the Queensland State Office. The records are kept for as long as they are required for a particular purpose or for as long as they remain current. This information is not disclosed to other persons or other organisations, but is sometimes disclosed to other sections of the Department. Individuals can obtain information regarding access to their personal information by contacting the State Manager, Queensland, on phone 07 3227 4700. Location: Queensland State Office, AusIndustry, 100 Creek Street, Brisbane QLD 4001 SOUTH AUSTRALIAN/NORTHERN TERRITORY STATE OFFICE REGISTRY: ORGANISATION DATABASES AND MAILING LISTS The purpose of these records is to distribute publications and other information to Departmental clients and to enable contact with organisations engaged in the Department’s programs including AusIndustry. Content may include name, address, title within organisation and project details. The following agency staff have access to this personal information: all staff in the South Australian State Office and Regional Managers. The records are kept for as long as they are required for a particular purpose or for as long as they remain current. This information is not usually disclosed to other persons or organisations but is sometimes disclosed to other sections of the Department. The records relate to approximately 16,420 organisations and individuals are stored on computer in a protected environment and in paper media. Individuals can obtain information regarding access to their personal information by contacting the Executive Officer on phone 08 8406 4703. Location: SA/NT State Office, AusIndustry, 11th Floor, Terrace Towers, 178 North Terrace, Adelaide SA 5000 TASMANIAN STATE OFFICE DISTRIBUTION AND MAILING LISTS The purpose of these records is to distribute publications and other information to Departmental clients. Content may include: name, address and title within an organisation. The personal information on these records relates to Departmental clients.


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The following agency staff have access to this personal information: all staff in the Tasmanian State Office. The records are kept for as long as they are required for a particular purpose or for as long as they remain current. This information is not usually disclosed to other persons or organisations, but is sometimes disclosed to other Departmental areas. The records relate to 300 individuals and are stored on computer in a protected environment and in paper media. Individuals can obtain information regarding access to their personal information by contacting the State Manager Tasmania on phone 03 6230 9915. Location: Tasmania State Office, AusIndustry, 4th Floor, AMP Building, 86 Collins St, Hobart,

TAS 7000 VICTORIAN STATE OFFICE CLIENT AND STAKEHOLDER DATABASE The purpose of these records is to distribute information on Departmental programs and policies, publications and appropriate functions during the year. Content includes: name, business address, title within an organisation, industry category, size, use of Departmental programs, e-mail address, phone and facsimile numbers. The personal information on these records relates to Departmental customers and stakeholders. The following agency staff have access to this personal information: all staff in the Victorian State Office. The records are kept for as long as they are required for a particular purpose or for as long as they remain current. This information is not disclosed to other persons or organisations, but is sometimes disclosed to other Departmental areas. The records relate to approximately 530 individuals and are stored on computer in a protected environment. An older version of this database containing approximately 8,000 individuals has been archived off-line. Individuals can obtain information regarding access to their personal information by contacting the State Manager Victoria on phone 03 9268 7555. Location: Victorian State Office, AusIndustry, 9th Floor, KPMG House, 161 Collins St, Melbourne VIC 3000 WESTERN AUSTRALIA STATE OFFICE MAILING LISTS The purpose of these records is to distribute information on Departmental programs and policies, publications and appropriate functions during the year. Content may include: name, address and position in organisation. The personal information on these records relates to private and public sector contacts. All Western Australian State Office staff have access to this information. The records are kept for as long as they are required for a particular purpose or for as long as they remain current. This information is sometimes disclosed to other Departmental areas but not usually disclosed to other organisations. The records relate to approximately 1,500 individuals and are stored on computer in a protected environment. Individuals can obtain information regarding access to their personal information by contacting the State Manager Western Australia on phone 08 9287 3526. Location: Western Australia State Office, AusIndustry, Level 25, St Martins Tower, 44 St Georges Tce, Perth

WA 6000


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INNOVATION CONTACT CENTRES – CONTACT DATABASE The purpose of these records is to assist in the fulfilment of customer requests for information and/or support in relation to AusIndustry, Commercialisation Australia, Enterprise Connect and Connect with Innovation products and services. The records relate to approximately 200,000 individuals. Content may include: name, address, contact details and approximate size of business. Sensitive content may include: an individual's personal contact details. The personal information on these records relates to individuals who have agreed to provide contact details so that they can obtain further information or assistance about AusIndustry, Commercialisation Australia, Enterprise Connect and Connect with Innovation products and services. The following agency staff has access to this information: AusIndustry Customer Channel Management Staff and Hotline staff. The records are kept in a secure datacentre on the premises of Datacom at 1 Julius Avenue, North Ryde, NSW. The records are stored electronically in a protected environment. The personal information contained in these records may be disclosed to: nominated AusIndustry staff and other Commonwealth agencies such as the Australian National Audit Office. The records relate to approximately 100,000 individuals and are kept on computer media. Individuals can obtain information regarding access to personal information in this class of records by contacting the Manager, AusIndustry Customer Channel Management. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 AUSINDUSTRY REGIONAL OFFICES MAILING LIST The purpose of this list is to store information relating to companies which have an interest in AusIndustry programs to assist business. The listing is used for the distribution of invitations to seminars and the like. Content may include: names, position, organisations, address, phone and fax numbers and in some instances mobile phone numbers. This information is not normally disclosed to other persons or organisations. Regional Offices and relevant State and Territory Office staff have access to this information. The records are kept for as long as they are required for a particular purpose or for as long as they remain current. The records relate to between 500 and 1,500 individuals (depending on the customer base in each Regional Office) and are stored on computer in a protected environment. Individuals can obtain information regarding access to their personal information by telephoning the appropriate Regional Manager. Locations: Wollongong Office: AusIndustry, Suite 1 Terrace Level, Crown Tower, 200 Crown Street Wollongong NSW

2520 Ph: 02 4254 5534 Newcastle Office: AusIndustry, IDC-Hunter University Drive, Callaghan NSW 2308 Ph: 02 4960 3823 Tamworth Office: AusIndustry, Level 1, 345 Peel Street, Tamworth NSW 2340 Ph: 02 6761 3624 Ballarat Office: AusIndustry, 48 Sturt Street, Ballarat VIC 3350 Ph: 03 5320 5960 Bendigo Office: AusIndustry, 46 Edward Street Bendigo VIC 3550 Ph: 03 5442 4199 Trafalgar Office: AusIndustry, 107 Princes Highway, Trafalgar VIC 3824 Ph: 03 5633 3436 Bunbury Office: AusIndustry, 10th Floor, Bunbury Tower, 61 Victoria Street, Bunbury, WA 6230

Ph: 08 9721 8216


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Darwin Office: AusIndustry, Ground Floor, Development House 76 The Esplanade NT 0800 Ph: 08 8941 6261

Gold Coast Office: AusIndustry, Level 1, 26 Marine Parade, Southport QLD 4215 Ph: 07 5503 1476 Townsville Office: AusIndustry, 1st Floor Enterprise House, Cnr The Strand & Sir Leslie Thiess Drive,

Townsville QLD 4810 Ph: 07 4721 6649 Launceston Office: AusIndustry, Level 1 Cornwall Square 12-16 St John Street Launceston TAS 7250

Ph: 03 6331 4183 Wagga Wagga Office: AusIndustry, 48 Fitzmaurice Street Wagga Wagga NSW 2650 Ph: 02 6921 1828 Mount Gambier Office: AusIndustry, Old Town Hall, Commercial Street East, Mount Gambier SA 5290

Ph: 08 8723 1057 Port Augusta Office: AusIndustry, Port Augusta Business Centre 2A Stirling Road , Port August SA 5700

Ph: 08 8641 2563 Bundaberg Office AusIndustry, 205 Bourbong Street Bundaberg QLD 4670 Ph: 07 4151 0660 BEACONSFIELD COMMUNITY FUND (Program Closed) The purpose of these records is to record and manage applications for grant funding and manage contracts for successful applicants in accordance with program guidelines. Content may include information on the applicants (e.g. name, business details, telephone, fax and email addresses and other contact details), details of the proposed project and supporting documentation including project plans, business plans, financial data and curricula vitae. Sensitive content may include private contact information and commercial in confidence information relating to existing business and proposed projects. The personal information on these records relates to individual grant applicants, principals and directors of applicant entities and contractors and individuals involved in community organisation applications. The following agency staff have access to this information: Program staff and management within Tasmania State Office. The records relate to approximately 85 applications received under the Beaconsfield Community Fund. The records are kept on the Interim Grants System (IGS), other internal electronic databases and paper files held at Tasmania State Office. The personal information is not disclosed to any other person or agencies other than members of the Beaconsfield Community Fund committee. The Committee currently comprises a representative from AusIndustry and a representative from the West Tamar Council. Individuals can obtain information regarding access to their personal information by contacting the Program Manager at AusIndustry Tasmania State Office on telephone (03) 6230 9900. Location: Tasmania State Office, Level 4, AMP Building 86 Collins Street Hobart Tas. 7000 CLOTHING AND HOUSEHOLD TEXTILE (BUILDING INNOVATIVE CAPABILITY) SCHEME 2010 (BIC scheme) AusIndustry is required under the Clothing Household and Textile (Building Innovative Capability) Scheme 2010 section 3.15, to maintain a register of entities that are registered for the Scheme. The purpose of the Register is to maintain a listing of entities that are approved to participate in the scheme, in accordance with the legislative requirement outlined above. The contents of the register include: approved applicant entity name. These records are stored on paper files and electronically. Other information on file may include: contact address, ABN, ACN, names of directors, shareholders and key management personnel, expenditure estimates, and grant payments.


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File records for each approved entity (but not the register itself) record application details and decisions made relating to undertaking eligible clothing and household textile manufacturing and/or design for manufacturing activities in Australia. The records are also used to compile statistics in relation to decisions under the Scheme. The information is commercial-in-confidence and is not publicly available. Records are updated as required and permanently kept. The Register is accessible to staff of AusIndustry and the TCF Policy Group but from time to time may be made available more broadly in Innovation. Individuals can obtain information regarding access to their personal information by contacting Customer Services Group staff in the Victorian State Office on phone 03 9268 7555. Location: Victorian State Office, AusIndustry, 9th Floor, KPMG House 161 Collins St, Melbourne VIC 3000 CLOTHING AND HOUSEHOLD TEXTILE BUILDING INNOVATIVE CAPABILITY SCHEME 2010 (BIC scheme) MAILING LIST The purpose of these records is to allow distribution of news and information on the Clothing Household and Textile (Building Innovative Capability) Scheme 2010. Content may include: organisation name, address, contact person in organisation and contact telephone and fax numbers and e-mail address. The following agency staff have access to this information: TCF Section staff in the Victorian State Office responsible for delivery of the Scheme. However, from time to time this information may be made available more broadly in Innovation. The records are kept indefinitely and updated when advised by the company. This information is not disclosed to other persons or organisations. Individuals can obtain information regarding access to their personal information by contacting Customer Services Group staff in the Victorian State Office on phone 03 9268 7555. Location: Victorian State Office, AusIndustry, 9th Floor, KPMG House 161 Collins St, Melbourne VIC 3000 CORPORATE WEAR REGISTER These records form the basis of the Register of Approved Occupational Clothing. AusIndustry is obliged to maintain the Corporate Wear Register under section 3445 of the Income Tax Assessment Act 1997. Any person may inspect, at any reasonable time, the information on the Register held by AusIndustry. Individuals can obtain information regarding access to their personal details by telephoning the Corporate Wear contact officer on 03 9268 7944. Members of the APS with direct access to the register include: AusIndustry staff in the TCF Competitive Programs Section; AusIndustry staff in the Victorian State Office; AusIndustry database administration staff; and e business database administration staff. The Register is used by applicants’ staff to validate their entitlements to claim tax deductions for non-compulsory uniform expenses. Alternatively, it is used by the Australian Taxation Office to verify claims by PAYG taxpayers and employees’ and employers’ Fringe Benefit Tax assessment. Contents include: name, address, postal address, business activity of the application, various dates of correspondence, registration number, officer processing the registration, lists of subsidiary organisations, related cases, Australian company number, internal file number, date of effect of registration, and numerous and complete details of the clothing items registered as eligible for tax deduction claims and the approval / rejection letter sent to each applicant. At any time the Australian Taxation Office may request Corporate Wear Registration details of a company in paper or electronic form. Location: Victorian State Office, AusIndustry, 9th Floor, KPMG House 161 Collins St, Melbourne VIC 3000


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CORPORATE WEAR PROGRAM The purpose of these records is to allow distribution of news and information on the Corporate Wear Program. Content may include: organisation name, address, contact person in organisation and contact telephone and fax numbers. The following agency staff have access to this information: all staff in the Product Performance Section of the Performance Management Branch and the Industry Programs staff in the Victorian State Office responsible for delivery of the scheme. The records are kept indefinitely on the Corporate Wear register and paper files held at the Victoria State Office, but names are deleted upon request or if mail is returned to sender. This information is not usually disclosed to other persons or organisations. Individuals can obtain information regarding access to their personal information by contacting the Corporate Wear contact officer on phone 03 9268 7944. Location: Victorian State Office, AusIndustry, 9th Floor, KPMG House 161 Collins St, Melbourne VIC 3000 ETHANOL DISTRIBUTION PROGRAM (EDP) – DATABASE (Program Closed) The purpose of this database is to manage the recording and assessment of applications. Content includes organisation name, ABN, contact persons, business address, telephone and fax numbers, e-mail, and grant details, including grant amount. Hard copy records are maintained on files. A limited number of staff have access to this information as the use of the database is only available to staff managing the scheme. Following the program close on 30 June 2009, a limited number of staff in the Department of Resources, Energy and Tourism have access to the database. Individuals can obtain information regarding access to personal information in this class of records by contacting the AusIndustry New South Wales State Office and EDP Product Manager on phone 02 9226 6000. Location: NSW State Office, AusIndustry, Level 5, 341 George Street, Sydney NSW 2000 ETHANOL PRODUCTION GRANTS (EPG) PAYMENTS SPREADSHEET The purpose of this spreadsheet is to manage customers’ claims and payments under the scheme. For each grantee, this spreadsheet records the amount of ethanol produced, date claim received, eligible grant amount, approved grant amount, and ATO reference numbers. Hard copy records are maintained on files. Individuals can obtain information regarding access to personal information in this class of records by contacting the AusIndustry New South Wales State Office and EPG Product Manager on phone 02 9226 6000. Location: NSW State Office, AusIndustry, Level 5, 341 George Street, Sydney NSW 2000 GREEN BUILDING FUND The purpose of these records is to record and manage applications for grant funding and manage contracts for successful applicants in accordance with program guidelines. Content may include information on the applicants (e.g. name, business details, telephone, fax and email addresses and other contact details), details of the proposed project and supporting documentation including project plans, business plans, financial data and curricula vitae.


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Sensitive content may include private contact information and commercial in confidence information relating to existing business and proposed projects. The personal information on these records relates to individual grant applicants, principals, directors and employees of applicant entities and contractors. The records are kept on the Interim Grants System (IGS), other internal electronic systems and paper files held at Victoria State Office. The following agency staff members have access to IGS and/or other records: program management, staff within Victoria State Office and system support staff for IGS. Individuals can obtain information regarding access to their personal information by contacting the Program Manager at AusIndustry Victoria State Office on telephone (03) 9268 7540. Location: Victoria State Office, Level 9, 161 Collins Street Melbourne VIC 3001 INSULATION INDUSTRY ASSISTANCE PACKAGE (IIAP) INTEGRATED GRANTS SYSTEM (IGS) (Program Closed) The purpose of these electronic records is to maintain records relevant to the management, recording and assessment of IIAP applications from eligible individuals or businesses. Content includes business/individual name, ABN, contact person, business address, telephone and mobile numbers, email, eligible assistance payment, approved assistance payment, Department Climate Change and Energy Efficiency reference number (EHP). In addition to the electronic records set out above, hard copy records are maintained on files. All files have been passed on to the Department of Climate Change and Energy Efficiency as the policy owner. The records are kept permanently. A limited number of staff have access to this information as the use of the database and hard copy application are only available to staff managing the Program. Persons wishing to obtain information regarding access to personal information should contact the Director - IIAP, Department of Climate Change and Energy Efficiency on phone 02 6275 9802. Location: NSW State Office, AusIndustry, Level 5, 341 George Street, Sydney NSW 2000 NORTH EAST TASMANIA INNOVATION AND INVESTMENT FUND The purpose of these records is to record and manage applications for grant funding and manage contracts for successful applicants in accordance with program guidelines. Content may include information on the applicants (e.g. name, business details, telephone, fax and email addresses and other contact details), details of the proposed project and supporting documentation including project plans, business plans, financial data and curricula vitae. Sensitive content may include private contact information and commercial in confidence information relating to existing business and proposed projects. The personal information on these records relates to individual grant applicants, principals and directors of applicant entities and contractors and individuals involved in community organisation applications. The following agency staff have access to this information: Program staff and management within Tasmania State Office. The records relate to approximately 60 applications received under the North East Tasmania Innovation and Investment Fund. The records are kept on the Interim Grants System (IGS), other internal electronic databases and paper files held at Tasmania State Office.


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The personal information is not disclosed to any other person or agencies other than members of the North East Tasmania Innovation and Investment Fund committee. The Committee comprises a representative from AusIndustry, a representative from the Tasmanian Department of Economic Development and a member of the local community. Individuals can obtain information regarding access to their personal information by contacting the Program Manager at AusIndustry Tasmania State Office on telephone (03) 6230 9900. Location: Tasmania State Office, Level 4, AMP Building 86 Collins Street, Hobart TAS 7000 NORTH WEST AND NORTHERN TASMANIA INNOVATION AND INVESTMENT FUND The purpose of these records is to record and manage applications for grant funding and manage contracts for successful applicants in accordance with program guidelines. Content may include information on the applicants (e.g. name, business details, telephone, fax and email addresses and other contact details), details of the proposed project and supporting documentation including project plans, business plans, financial data and curricula vitae. Sensitive content may include private contact information and commercial in confidence information relating to existing business and proposed projects. The personal information on these records relates to individual grant applicants, principals and directors of applicant entities and contractors and individuals involved in community organisation applications. The following agency staff have access to this information: Program staff and management within Tasmania State Office. The records relate to approximately 126 applications received under the North West and Northern Tasmania Innovation and Investment Fund. The records are kept on the Interim Grants System (IGS), other internal electronic databases and paper files held at Tasmania State Office. The personal information is not disclosed to any other person or agencies other than members of the North West and Northern Tasmania Innovation and Investment Fund committee. The Committee comprises a representative from AusIndustry, a representative from the Tasmanian Department of Economic Development and a member of the local community. Individuals can obtain information regarding access to their personal information by contacting the Program Manager at AusIndustry Tasmania State Office on telephone (03) 6230 9900. Location: Tasmania State Office, Level 4, AMP Building 86 Collins Street, Hobart TAS 7000 SMALL BUSINESS SUPPORT LINE – CONTACT DATABASE The purpose of these records is to assist in the fulfilment of customer requests for information and/or support in relation to small business products and services. Content may include: name, address, contact details and approximate size of business. Sensitive content may include: an individual's personal contact details. The personal information on these records relates to individuals who have agreed to provide contact details so that they can obtain further information or assistance about small business products and services. The following agency staff has access to this information: AusIndustry Customer Channel Management Staff and Support Line staff. The records are kept on the Support Line premises of Datacom Connect at 15 Talavera Rd North Ryde 2113 Sydney, Australia. The records are kept on an SQL database within a secure computer network.


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The personal information contained in these records may be disclosed to: nominated AusIndustry staff and other Commonwealth agencies such as the ANAO. The records relate to approximately 13,000 individuals and are kept on computer media. Individuals can obtain information regarding access to personal information in this class of records by contacting the Manager, AusIndustry Customer Channel Management. Location: Datacom Connect, 15 Talavera Rd North Ryde, NSW 2113 STRUCTURAL ADJUSTMENT FUNDS CONTACTS DATABASE The purpose of these records is to maintain details of interested parties (usually companies, individuals or agents) who have made enquiries about, or submitted an application to, one of the five industry structural adjustment funds administered by AusIndustry. These funds are the Structural Adjustment Fund South Australia (SAFSA), Investment and Innovation Fund for South Australia (IIFSA), the Geelong Investment and Innovation Fund (GIIF), the South Australia Innovation and Investment Fund (SAIIF) and the South East South Australia Innovation and Investment Fund (SESAIIF). GIIF, SAIIF, IIFSA and SAFSA are closed for new applications. Content may include details of company (or other parties) name, street and postal addresses, key contact names and details. No information of a sensitive nature is kept on the database. The records will be kept until June 2015 when all the Funds will close, at which time the records will be filed and stored in accordance with Innovation's Information Management and Records Policy. The following agency staff have access to this information: Structural Adjustment Funds team, AusIndustry; Executive General Manager AusIndustry. This information may be disclosed to other parties, such as state governments who have joint responsibility for the individual Funds with the Commonwealth. The records are kept electronically. The records relate to approximately 1,450 individuals. Individuals can obtain information regarding access to personal information in this class of records by contacting the Manager, Structural Adjustment Funds, AusIndustry, on 03 9268 7530. Location: Victorian State Office, AusIndustry Level 9, 161 Collins Street, Melbourne VIC 3000 RE-TOOLING FOR CLIMATE CHANGE PROGRAM The purpose of these records is to record and manage applications for grant funding and manage contracts for successful applicants in accordance with program guidelines. Content may include information on the applicants (e.g. name, business details, telephone, fax and email addresses and other contact details), details of the proposed project and supporting documentation including project plans, business plans, financial data and curricula vitae. Sensitive content may include private contact information and commercial in confidence information relating to existing business and proposed projects. The personal information on these records relates to individual grant applicants, principals, directors and employees of applicant entities and contractors. The records are kept on the Interim Grants System (IGS), other internal electronic systems and paper files held at Victoria State Office. The following agency staff members have access to IGS and/or other records: program management, staff within Victoria State Office and system support staff for IGS. Individuals can obtain information regarding access to their personal information by contacting the Program Manager at AusIndustry Victoria State Office on telephone (03) 9268 7540. Location: Victoria State Office, AusIndustry, Level 9, 161 Collins Street Melbourne VIC 3000


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SCOTTSDALE INDUSTRY AND COMMUNITY DEVELOPMENT FUND (Program Closed) The purpose of these records is to record and manage applications for grant funding and manage contracts for successful applicants in accordance with program guidelines. Content may include information on the applicants (e.g. name, business details, telephone, fax and email addresses and other contact details), details of the proposed project and supporting documentation including project plans, business plans, financial data and curricula vitae. Sensitive content may include private contact information and commercial in confidence information relating to existing business and proposed projects. The personal information on these records relates to individual grant applicants, principals and directors of applicant entities and contractors and individuals involved in community organisation applications. The following agency staff members have access to this information: Program staff and management within Tasmania State Office. The records relate to approximately 98 applications received under the Scottsdale Industry and Community Development Fund. The records are kept on the Interim Grants System (IGS), other internal electronic databases and paper files held at Tasmania State Office. The personal information is not disclosed to any other person or agencies. Individuals can obtain information regarding access to their personal information by contacting the Program Manager at AusIndustry Tasmania State Office on telephone (03) 6230 9900. TEXTILES, CLOTHING AND FOOTWEAR STRATEGIC INVESTMENT PROGRAM (TCF SIP) REGISTER (Program closed) AusIndustry is required under the Textile, Clothing and Footwear Strategic Investment Program (TCF SIP) Scheme 1999, section 46, to maintain a register of entities that are registered for the Scheme. The purpose of the Register is to record application details and decisions made relating to entities undertaking eligible Textiles Clothing and Footwear manufacturing and/or design for manufacturing activities in Australia. The records are also used to compile statistics in relation to decisions under the Scheme. The contents include: applicant entity name, contact address, ABN, ACN, names of directors, shareholders and key management personnel, expenditure estimates, and grant payments. These records are stored on paper files and electronically. The information is commercial-in-confidence and is not publicly available. Records are updated as required and permanently kept. The Register is accessible to staff of AusIndustry and the Textiles Clothing and Footwear Policy Unit but from time to time may be made available more broadly in Innovation. Individuals can obtain information regarding access to their personal information by contacting Customer Services Group staff in the Victorian State Office on phone 03 9268 7555. Location: Victorian State Office, AusIndustry, 9th Floor, KPMG House 161 Collins St, Melbourne VIC 3000 TEXTILE, CLOTHING AND FOOTWEAR STRATEGIC INVESTMENT PROGRAM (TCF SIP) MAILING LIST (Program closed) The purpose of these records is to allow distribution of news and information on the TCF SIP Scheme.


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Content may include: organisation name, address, contact person in organisation and contact telephone and fax numbers and e-mail address. The following agency staff have access to this information: TCF Section staff in the Victorian State Office responsible for delivery of the Scheme. However, from time to time this information may be made available more broadly in Innovation. The records are kept indefinitely and updated when advised by the company. This information is not disclosed to other persons or organisations. Individuals can obtain information regarding access to their personal information by contacting Customer Services Group staff in the Victorian State Office on phone 03 9268 7555. Location: Victorian State Office, AusIndustry, 9th Floor ,KPMG House 161 Collins St, Melbourne VIC 3000 TEXTILES, CLOTHING AND FOOTWEAR STRATEGIC INVESTMENT PROGRAM SCHEME (TCF Post-2005 SIP Scheme) REGISTER AusIndustry is required under the Textile, Clothing and Footwear Strategic Investment Program (SIP) Post-2005 Scheme 2005, section 3.15, to maintain a register of entities that are registered for the Scheme. The purpose of the Register is to maintain a listing of entities that are approved to participate in the Scheme, in accordance with the legislative requirement outlined above. The contents of the register include: approved applicant entity name. These records are stored on paper files and electronically. Other information on file may include: contact address, ABN, ACN, names of directors, shareholders and key management personnel, expenditure estimates, and grant payments. File records for each approved entity (but not the register itself) record application details and decisions made relating to undertaking eligible Textile, Clothing and Footwear manufacturing and/or design for manufacturing activities in Australia. The records are also used to compile statistics in relation to decisions under the Scheme. The information is commercial-in-confidence and is not publicly available. Records are updated as required and permanently kept. The Register is accessible to staff of AusIndustry and the TCF Policy Group but from time to time may be made available more broadly in Innovation. Individuals can obtain information regarding access to their personal information by contacting Customer Services Group staff in the Victorian State Office on phone 03 9268 7555. Location: Victorian State Office, AusIndustry, 9th Floor, KPMG House 161 Collins St, Melbourne VIC 3000 TEXTILES, CLOTHING AND FOOTWEAR STRATEGIC INVESTMENT PROGRAM SCHEME (TCF Post-2005 SIP Scheme) MAILING LIST The purpose of these records is to allow distribution of news and information on the Textile, Clothing and Footwear Strategic Investment Program (SIP) Post-2005 Scheme 2005. Content may include: organisation name, address, contact person in organisation and contact telephone and fax numbers and e-mail address. The following agency staff have access to this information: TCF Section staff in the Victorian State Office responsible for delivery of the Scheme. However, from time to time this information may be made available more broadly in Innovation. The records are kept indefinitely and updated when advised by the company. This information is not disclosed to other persons or organisations.


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Individuals can obtain information regarding access to their personal information by contacting Customer Services Group staff in the Victorian State Office on phone 03 9268 7555. Location: Victorian State Office, AusIndustry, 9th Floor, KPMG House 161 Collins St, Melbourne VIC 3000 TEXTILES, CLOTHING & FOOTWEAR EXPANDED OVERSEAS ASSEMBLY PROVISIONS SCHEME (TCF EOAP) REGISTER (Program Closed) AusIndustry is required under the EOAP Policies and Procedures Manual 1999, section 4, to maintain a Register of participants that are registered for the Scheme. The purpose of the Register is to record application details and decisions made relating to participants that have intention to convert offshore cut or uncut fabric and/or leather into finished goods and carry out some post assembly operations overseas from predominantly Australian fabric and/or leather. The records are also used to compile statistics in relation to decisions under the Scheme. Contents include: participant name, ACN or ABN. Records are stored on paper files and electronically. Limited information (participant name and ACN) is available to the public on request. Records are updated as required and permanently kept. The full Register is accessible to staff of AusIndustry and the TCF Policy Unit but from time to time may be made available more broadly in Innovation. Individuals can obtain information regarding access to their personal information by contacting the Customer Services Group staff in the Victorian State Office on phone 03 9268 7555. Location: Victorian State Office, AusIndustry, 9th Floor, KPMG House 161 Collins St, Melbourne VIC 3000 TEXTILES, CLOTHING & FOOTWEAR EXPANDED OVERSEAS ASSEMBLY PROVISIONS SCHEME (TCF EOAP) MAILING LIST (Program Closed) The purpose of these records is to allow distribution of news and information on EOAP. Content may include: organisation name, address, contact person in organisation, contact telephone and fax numbers, and email address. The following agency staff have access to this information: staff in the Victorian State Office responsible for delivery of the Scheme. However, from time to time this information may be made available more broadly in Innovation. The records are kept indefinitely. This information is not usually disclosed to other persons or organisations. Individuals can obtain information regarding access to their personal information by contacting the Customer Services Group staff in the Victorian State Office on phone 03 9268 7555. Location: Victorian State Office, AusIndustry, 9th Floor, KPMG House 161 Collins St, Melbourne VIC 3000 TEXTILE, CLOTHING AND FOOTWEAR PRODUCT DIVERSIFICATION SCHEME (PDS) MAILING LIST (Program Closed) The purpose of these records was to allow distribution of news and information on the Product Diversification Scheme. Content may include: organisation name, address, contact person in organisation, and contact telephone and fax numbers.


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The following agency staff have access to this information: all staff in the Industry Programs Section of the Program Management Group, and Customer Services Group staff in the Victorian State Office responsible for delivery of the scheme. The records are kept indefinitely, but names are deleted upon request or if mail is returned to sender, or if obviously out of date. This information is not disclosed to other persons or organisations. Individuals can obtain information regarding access to their personal information by contacting the Customer Services Group staff in the Victorian State Office on phone 03 9268 7555. Location: Victorian State Office, AusIndustry, 9th Floor, KPMG House 161 Collins St, Melbourne VIC 3000 TEXTILE, CLOTHING AND FOOTWEAR SMALL BUSINESS PROGRAM INTERIM GRANTS SYSTEM DATABASE The purpose of these records is to maintain application details and decisions made under the Textile, Clothing and Footwear Small Business Program Determination 2005. The records are also used to compile statistics in relation to decisions under the Determination. Content may include: name and contact details for businesses, and key contacts within the business. Additional information relating to financial turnover, number of employees is also kept and gist of communications from customer are also kept. No sensitive content. Classes of people whose personal information is included in the records (IPP 5.3(c)): Applicants and grantees for the Textile, Clothing and Footwear Small Business Program. The following Agency staff have access to this personal information: members of the Small Business and Tourism Section including contractors in the Victorian State Office; members of the Assessment Panel making decisions under the Determination; the Secretary of the Department of Innovation, Industry, Science and Research; and eBusiness Division database administration staff. The records are kept indefinitely. This information is not usually disclosed to other persons or organisations. Individuals can obtain information regarding access to their personal information by contacting the Product Manager – Textile, Clothing and Footwear Small Business Program on 03 9268 7580, or by writing to: Product Manager – Textile, Clothing and Footwear Small Business Program, PO Box 85, Melbourne VIC 3001. The records relate to around 850 applicants and others increasing by around 250 individuals a year. The records are kept on electronic media in conjunction with paper files. Location: Victorian State Office, AusIndustry, 9th Floor, KPMG House 161 Collins St, Melbourne VIC 3000 TEXTILE, CLOTHING AND FOOTWEAR SMALL BUSINESS PROGRAM MARKETING CONTACTS DATABASE The purpose of these records is to maintain customer contact details so support the marketing of the Textile, Clothing and Footwear Small Business Program. Content may include: name and contact details for businesses, and key contacts within the business. No sensitive content. Classes of people whose personal information is included in the records (IPP 5.3(c)): potential applicants and grantees for the Textile, Clothing and Footwear Small Business Program.


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The following Agency staff have access to this personal information: Members of the Small Business and Tourism Section, including contractors, in the Victorian State Office. The records may be kept indefinitely. This information is not usually disclosed to other persons or organisations. Individuals can obtain information regarding access to their personal information by contacting the Product Manager – Textile, Clothing and Footwear Small Business Program on 03 9268 7580, or by writing to: Product Manager – Textile, Clothing and Footwear Small Business Program, PO Box 85, Melbourne VIC 3001. The records relate to around 200 potential applicants and interested parties. The records are kept on electronic media. Location: Victorian State Office, AusIndustry, 9th Floor, KPMG House 161 Collins St, Melbourne VIC 3000 TEXTILES, CLOTHING AND FOOTWEAR STRATEGIC CAPABILITY PROGRAM (TCF SCP) MAILING LIST The purpose of these records is to allow distribution of news and information on the Textile, Clothing and Footwear Strategic Capability Program (TCF SCP). Content may include: organisation name, address, contact person in organisation and contact telephone and fax numbers and e-mail address. The following agency staff have access to this information: Small Business and Tourism Section staff in the Victorian State Office responsible for delivery of the Scheme. However, from time to time this information may be made available more broadly in Innovation. The records are kept indefinitely and updated when advised by the company. This information is not disclosed to other persons or organisations. Individuals can obtain information regarding access to their personal information by contacting Customer Services Group staff in the Victorian State Office on phone 03 9268 7555. Location: Victorian State Office, AusIndustry, 9th Floor, KPMG House 161 Collins St, Melbourne VIC 3000 AUTOMOTIVE COMPETITIVENESS AND INVESTMENT SCHEME (ACIS) - ELECTRONIC INFORMATION SYSTEM The official recording system for ACIS is AusIndustry’s Integrated Program Management System (IPMS) / Customer Management Module (CMM) which records the scheme’s participants, quarterly returns, duty credits entitled, transfers of duty credits to Australian Customs and Border Protection Service. Content may include: organisation name, address, contact person in organisation, contact telephone and fax numbers. There are approximately 183 registered participants to the scheme. The following agency staff have access to this information: all Customer Services Group (CSG) staff involved in the delivery of ACIS; Manufacturing Division, staff for the development and review of policy options; and e-Business Division Information Management Group staff responsible for the IPMS/Customer Management Module (CMM). The records will be kept indefinitely, beyond the duration of the scheme. The ACIS program was amended on 14 September 2003 by the ACIS Administration Amendment Bill 2003 (which came into effect on 14 April 2004). This amendment formalised the Post 2005 ACIS arrangements and included a provision to allow prospective public access to scheme information. Scheme information relating to ACIS participants registered for ACIS prior to 14 April 2004, will remain commercial in confidence and cannot be disclosed to persons other than the Minister.


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Following the aforementioned scheme amendment, the Minister may now publish information relating to an ACIS participant if that participant entered ACIS on or after 14 April 2004. In relation to an ACIS participant who is registered for ACIS during 2001 – 2005 and whose ACIS registration continues after 2005, scheme information specifically relating to ACIS Stage 2 (2006 – 2010) and Stage 3 (2011 – 2015) will be publicly available. On 10 November 2008, the Government announced A New Car Plan for a Greener Future. In this plan, the $3.4 billion Automotive Transformation Scheme (ATS) was created and will replace ACIS Stage 3. The ACIS program closed on 31 December 2010. Individuals can obtain information regarding access to their personal information by contacting the Customer Services Group staff in the Victorian State Office on phone 03 9268 7559. Location: Victorian State Office, AusIndustry, 9th Floor, KPMG House 161 Collins St, Melbourne VIC 3000 AUTOMOTIVE TRANSFORMATION SCHEME (ATS) - ELECTRONIC INFORMATION SYSTEM The official recording system for the Automotive Transformation Scheme (ATS) is AusIndustry’s Integrated Program Management System (IPMS) / Customer Management Module (CMM) which records the scheme’s participants, quarterly returns, and the value of cash payments paid. Content may include: organisation name, address, contact person in organisation, contact telephone and fax numbers. There are 165 registered participants in the scheme in 2011. The following agency staff have access to this information: all Customer Services Group (CSG) staff involved in the delivery of ATS; Manufacturing Division staff for the development and review of policy options; and e-Business Division Information Management Group staff responsible for the IPMS/Customer Management Module (CMM). The records will be kept indefinitely, beyond the duration of the scheme. On 10 November 2008, the Government announced A New Car Plan for a Greener Future. In this plan, the $3.4 billion ATS was created and will replace ACIS Stage 3. The Automotive Transformation Scheme Act 2009 came into effect on 29 September 2009. The Minister may publish information relating to an ATS participant. The ACIS program closed on 31 December 2010. Individuals can obtain information regarding access to their personal information by contacting the Customer Services Group staff in the Victorian State Office on phone 03 9268 7559. Location: Victorian State Office, AusIndustry, 9th Floor, KPMG House 161 Collins St, Melbourne VIC 3000 REGISTERED SHIPBUILDERS DATABASE (Program Closed) The purpose of this list is to store information relating to companies who are registered or potentially may register under the Bounty (Ships) Act 1989 and allow distribution of news and information on the Shipbuilding Bounty and Innovation Schemes which terminated on 31 December 2004 and 30 June 2005 respectively. Content may include: organisation name, address, contact person in organisation and contact telephone and fax numbers. The following agency staff have access to this information: Innovation employees responsible for the delivery and administration of the terminated Shipbuilding Assistance Programs. The records are kept indefinitely and updated when advised by the company. The records relate to approximately 20 companies and are kept on computer. This information is not disclosed to other persons or organisations. Individuals can obtain information regarding access to their personal information by contacting the State Manager Western Australia on phone 08 9287 3510.

http://www.innovation.gov.au/automotivereview/Documents/NEWCARPLANGREENERFUTURE.pdf

http://www.innovation.gov.au/automotivereview/Documents/NEWCARPLANGREENERFUTURE.pdf


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Location: Western Australia State Office, AusIndustry, Level 25, St Martins Tower, 44 St Georges Tce, Perth WA 6000

PRINTING INDUSTRY COMPETITIVENESS SCHEME (PICS) DATABASE (Program Closed) The purpose of this database is to manage the recording, assessment and reporting processes in relation to the scheme, which is administered under ministerial guidelines. Content may include organisation name, contact persons, business address, telephone and fax numbers, bank details, amount of claims received, number of claims lodged. Sensitive content may include company turn over, bank details, values of the claims and cost of production run for each book printed and published. The personal information on these records relates mainly to printers. A limited number of staff have access to this information as the use of the database is only available to staff managing the scheme. The records are kept for the purpose and the duration of the scheme only. The records are kept on the database, which is on the State server, only. The personal information contained in these records may be disclosed to Departmental staff and Ministers’ offices only. Collected information on amount of claim values may be publicly disclosed. Individuals can obtain information regarding access to personal information in this class of records by contacting the AusIndustry New South Wales State Office and PICS Product Manager on phone 02 9226 6000. The records relate to approximately 80 organisations and are kept in the database and individual files for each claim. Location: NSW State Office, AusIndustry, Level 5,341 George Street, Sydney NSW 2000 TRADEX DATA BASE Records of Tradex Order Holders are captured on the AusIndustry Integrated Program Management System (IPMS) and in paper files for each customer. The purpose of these records is to enable staff involved in the delivery of the Tradex program to access and amend records of the Tradex Order Holder’s activities. They will also be used in the distribution of news and information on the Tradex Scheme and other relevant programs, to conduct compliance activities and to assist in conducting customer satisfaction surveys. The records relate to approximately 1,500 customers. Content may include: organisation name, address, contact person in organisation, and contact telephone and fax numbers. The following agency staff have access to this information: all Customer Service Group staff involved in the delivery of the Tradex Program, and IT staff responsible for the IPMS. The records will be kept indefinitely, but names will be made inactive upon request or if mail is returned to sender, or if obviously out of date. Confidential information may be disclosed to: the Auditor-General; Australian Customs and Border Protection Service; a third party contractor engaged by the Department for audit-related purposes, or for the purposes of

providing other advice to the Department; and other Commonwealth agencies for governmental, compliance and law enforcement purposes.


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Unless permitted by law, this information is not usually disclosed to other persons or organisations. Individuals can obtain information regarding access to their personal information by contacting the Tradex Product Manager, Customer Service Group, NSW State Office on phone 02 9226 6000. Location: NSW State Office, AusIndustry, Level 5,341 George Street, Sydney NSW 2000 POLICY BY-LAW PROGRAMS Records of customers applying for or accessing the following Policy By-law products are recorded in the AusIndustry IMS and in paper based files: The Project By-law Scheme (ceased on 31 December 2002); The Enhanced Project By-Law Scheme (commenced 1 July 2002); The Space Concession; and The Certain Inputs to Manufacture Scheme. The purpose of these records is to enable staff delivering the products to assess applications, deliver benefits to customers and to monitor compliance with the guidelines governing the scheme. They can also be used with the agreement of customers in the distribution of news and information on the programs, and to assist in conducting customer satisfaction surveys and post benefit studies. Content may include: organisation name, address, contact person in organisation, details of any external consultant, details of the activity for which assistance is sought, contact telephone and fax numbers and details of benefits provided. All information received is treated as commercial in confidence unless specified by the provider. The following agency personnel have access to this information: Customer Service Group staff involved in delivery of the product, staff involved in management of the delivery, staff in the Department of Innovation, Industry, Science and Research responsible for the policy underlying the products, and IT staff responsible for the IMS. The records will be kept indefinitely, but names will be deleted upon request or if mail is returned to sender, or if obviously out of date. This information is not usually disclosed to other persons or organisations. Individuals can obtain information regarding access to their personal information by contacting the Policy By-laws Section, AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 on phone 02 6213 7224. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 LIST OF POOLED DEVELOPMENT FUND REGISTRATION BOARD MEMBERS (Program closed to new registrations – Board member functions transferred to Innovation Australia) The purpose of these records is to allow distribution of PDF Registration Board material to Board members. Content may include: names, address, position in organisation and contact telephone numbers. The following agency staff have access to this personal information: staff in the Venture Capital Concession Management Section. The records are kept permanently and are updated by the AusIndustry Secretariat Section. This information is not disclosed to other persons or organisations. Persons wishing to contact Board members are encouraged to do so through the AusIndustry Secretariat Section. Former Board members can obtain information regarding access to their personal information by contacting the AusIndustry Secretariat Section on phone 02 6213 6148 or the Venture Capital Information Line on 02 6213 6609 or email [email protected]. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601


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PUBLIC LIST OF POOLED DEVELOPMENT FUNDS (Program closed to new registrations) The purpose of these records is to satisfy the requirements of section 70(1) of the Pooled Development Funds Act 1992, that is, to provide a list of all PDFs. Content may include: organisation name, address, contact person in organisation, and contact telephone and fax numbers. The following agency staff have access to this personal information: all staff in the Venture Capital Concession Management Section. The records are kept permanently and updated as required. This information is disclosed to other persons or organisations and is available on the AusIndustry website. Persons seeking the names of PDFs are referred to the AusIndustry website or to the Venture Capital Concession Management Section. They may also contact the Venture Capital Information Line on 02 6213 6609 or email [email protected]. The records relate to 69 PDFs and are stored on computer and paper. The PDFs can obtain information regarding access to their information by contacting the Venture Capital Concession Management Section on phone 02 6213 6148 or the Venture Capital Information Line on 02 6213 6609 or email [email protected]. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 POOLED DEVELOPMENT FUNDS – ANNUAL RETURN DATA (Program closed to new registrations) The purpose of these records is to satisfy the requirements of section 75 of the Pooled Development Funds Act 1992, that is, the Board must prepare an annual report to the Minister of its operations. Sections 41 and 42 specify the information required to be reported either annually or immediately following the event. Content may include: organisation name, address, contact person in organisation, and contact telephone and fax numbers, capital raising activity, top ten shareholders, individual investment activity and portfolio of investments at balance date. The following agency staff have access to this personal information: all staff in the Venture Capital Concession Management Section. The records are kept permanently and updated according to change. This information is not disclosed to other persons or organisations. Information relating to individual PDFs is treated as commercial-in-confidence. The records relate to all companies that are or have been registered as a pooled development fund and are stored on computer and paper. The PDFs can obtain information regarding access to their information by contacting the Venture Capital Information Line on 02 6213 6609 or email [email protected]. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 VENTURE CAPITAL LIMITED PARTNERSHIPS AND EARLY STAGE VENTURE CAPITAL LIMITED PARTNERSHIPS – REGISTRATION DETAILS The purpose of these records is to satisfy the requirements of Section 11 of the Venture Capital Act 2002, that is, to provide details relating to the registration of a limited partnership as a venture capital limited partnership (VCLP) or as an early stage venture capital limited partnership (ESVCLP) or/and Australian Fund of Funds (AFOF). Content may include: organisation name, address, contact person in organisation, and contact telephone and fax numbers.


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The following agency staff have access to this personal information: all staff in the Venture Capital Concession Management Section. The records are kept permanently and updated as required. This information is disclosed to other persons or organisations and is available on the AusIndustry website. Persons seeking the names of VCLPs, ESVCLPs or AFOFs are referred to the AusIndustry website or to the Venture Capital Concession Management Section. The records relate to 48 (40 VCLP, of which 35 are fully registered and five are conditionally registered, and eight ESVCLP, of which four are fully registered and four are conditionally registered) partnerships and are stored on computer and in paper form. The VCLPs, ESVCLPs and AFOFs can obtain information regarding access to their information by contacting the Venture Capital Concession Management Section on phone 02 6213 6148 of the Venture Capital Information Line on 02 6213 6609 or email [email protected]. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 INNOVATION ACCESS PROGRAM DATABASE (Program closed) The purpose of these records is to maintain details of the applications received and managed under the Innovation Access Program. The content may include: names, title, address, telephone, mobile telephone, fax, ABN and e-mail addresses and the nature of the application volunteered by the applicant or by their nominated referees. This information is generally only accessible to staff responsible for the Innovation Access Program, as an electronic database. The information includes commercial-in-confidence details on some 1,900 contacts and 1,000 firms and industry applicants and will be kept permanently. Persons wishing to access information from these records should write to the Innovation Access Program of AusIndustry at GPO Box 9839, Canberra ACT 2601, or call 13 28 46. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 INNOVATION INVESTMENT FUND (IIF) – FUND MANAGER EXPRESSION OF INTEREST DATABASE The purpose of these records is to store information relating to companies and individuals that have registered interest in obtaining information concerning the Innovation Investment Fund program. Content may include title, names and addresses, contact details and where the enquiry came from i.e. through the website, hotline etc. This information is kept for fax streams and mail outs concerning the IIF program and is not disclosed to other persons or organisations. Individuals can obtain information regarding access to their personal details by telephoning the Manager of Venture Capital Programs Funds Management on 02 6213 6209. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 INDUSTRY INNOVATION PROGRAMS MANAGEMENT INFORMATION SYSTEM (IIPMIS) The purpose of these records is to maintain records relevant to the management of the R&D Start Program, Biotechnology Innovation Fund (BIF), Book Production Enhanced Printing Industry Competitiveness Scheme (EPICS), Pharmaceuticals Partnerships Program (P3), Commercial Ready Program including Commercial Ready Plus, Renewable Energy Development Initiative (REDI) Program, Industry Cooperative Innovation Program


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(ICIP), Low Emissions Technology Demonstration Fund (LETDF), Biofuels Capital Grants (BCG) Program, Climate Ready Program, Green Car Innovation Fund (GCIF) ), Commercialisation Australia (CA) and the R&D Tax Concession (prior to the implementation of Tax and Research & Development Information System (TaRDIS) see below). Content includes names and contact details (addresses, ABN, telephone, mobile and fax numbers, e-mail) of individuals and organisations as well as financial information such as company turnover. Records are kept permanently. Personal information is disclosed only to appropriate officers within Innovation or the Australian Tax Office or Australian Bureau of Statistics as authorised under the IR&D Act except in circumstances mentioned in contracts (where applicable). Contact details for approximately 110,000 individuals and 52,000 organisations are maintained and are stored on computer. R&D Start In addition to the electronic records set out above, hard copy records are maintained on files. The purpose of these records is to enable monitoring of grant recipients' progress against key criteria and to assess the amount of financial assistance payable. Access to information, other than commercial in confidence information, should be requested by writing to the General Manager, Innovation Branch, AusIndustry, at GPO Box 9839, Canberra ACT 2601 or on 02 6213 7319. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 Biotechnology Innovation Fund In addition to the electronic records set out above, hard copy records are maintained on files. The purpose of these records is to allow assessment of applications for assistance and to enable monitoring of grant recipients’ progress against key criteria and to assess the amount of financial assistance payable. Access to information, other than commercial in confidence information, should be requested by writing to the General Manager, Innovation Branch, AusIndustry, at GPO Box 9839, Canberra ACT 2601 or on 02 6213 7319. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 Book Production Enhanced Printing Industry Competitiveness Scheme (Program Closed) In addition to the electronic records set out above, hard copy records are maintained on files. Hard copy records are maintained on files. The records are kept for the duration of the scheme. The purpose of these records is to allow assessment of applications for assistance and to enable monitoring of grant recipients’ progress against key criteria and to assess the amount of financial assistance payable. The content may include: organisation name, address, contact person in organisation, contact telephone and fax numbers. The sensitive content may include company turnover and other financial information, bank details and values of the claims. A limited number of staff have access to this information as the use of the database is only available to staff managing the scheme. The personal information contained in these records may be disclosed to Departmental staff and Ministers’ offices only. Individuals can obtain information regarding access to personal information in this class of records by contacting the AusIndustry New South Wales State Office and EPICS Product Manager on phone 02 9226 6000. Location: NSW State Office, AusIndustry, Level 5, 341 George Street, Sydney NSW 2000


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Pharmaceuticals Partnerships Program In addition to the electronic records set out above, hard copy records are maintained on files. The purpose of these records is to allow assessment of applications for assistance and to enable monitoring of grant recipients’ progress against key criteria and to assess the amount of financial assistance payable. Access to information, other than commercial in confidence information, should be requested by writing to the General Manager, Innovation Branch, AusIndustry, at GPO Box 9839, Canberra ACT 2601 or on 02 6213 7319. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 Commercial Ready (incl. Commercial Ready Plus) In addition to the electronic records set out above, hard copy records are maintained on files. The purpose of these records is to enable monitoring of grant recipients' progress against key criteria and to assess the amount of financial assistance payable. Access to information, other than commercial in confidence information, should be requested by writing to the General Manager, Innovation Branch, AusIndustry, at GPO Box 9839, Canberra ACT 2601 or on 02 6213 7319. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 Renewable Energy Development Initiative In addition to the electronic records set out above, hard copy records are maintained on files. The purpose of these records is to enable monitoring of grant recipients' progress against key criteria and to assess the amount of financial assistance payable. Access to information, other than commercial in confidence information, should be requested by writing to the General Manager, Innovation Branch, AusIndustry, at GPO Box 9839, Canberra ACT 2601 or on 02 6213 7319. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 Industry Cooperative Innovation Program In addition to the electronic records set out above, hard copy records are maintained on files. The purpose of these records is to enable monitoring of grant recipients' progress against key criteria and to assess the amount of financial assistance payable. Access to information, other than commercial in confidence information, should be requested by writing to the General Manager, Innovation Branch, AusIndustry, at GPO Box 9839, Canberra ACT 2601 or on 02 6213 7319. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 Climate Ready Program In addition to the electronic records set out above, hard copy records are maintained on files. The purpose of these records is to enable monitoring of grant recipients' progress against key criteria and to assess the amount of financial assistance payable. Access to information, other than commercial in confidence information, should be requested by writing to the General Manager, Innovation Branch, AusIndustry, at GPO Box 9839, Canberra ACT 2601 or on 02 6213 7319. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 Green Car Innovation Fund In addition to the electronic records set out above, hard copy records are maintained on files. The purpose of these records is to enable monitoring of grant recipients' progress against key criteria and to assess the amount of financial assistance payable. Access to information, other than commercial in confidence information, should be requested by writing to the General Manager, Innovation Branch, AusIndustry, at GPO Box 9839, Canberra ACT 2601 or on 02 6213 7319.


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Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 Commercialisation Australia Program In addition to the electronic records set out above, hard copy records are maintained on files. The purpose of these records is to enable monitoring of grant recipients' progress against key criteria and to assess the amount of financial assistance payable. Access to information, other than commercial in confidence information, should be requested by writing to the General Manager, Innovation Branch, AusIndustry, at GPO Box 9839, Canberra ACT 2601 or on 02 6213 7319. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 R&D Tax Concession In addition to the electronic records set out above, hard copy records are maintained on files. The purpose of these records is to manage registration for the R&D Tax Concession of eligible companies. The R&D Tax Concession is now supported by the Tax and Research & Development Information System (TaRDIS) (see below). Access to information, other than commercial in confidence information, should be requested by writing to the General Manager, Research, Development and Venture Capital Branch, AusIndustry, at GPO Box 9839, Canberra ACT 2601 or on 02 6213 7658. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 TAX AND RESEARCH & DEVELOPMENT INFORMATION SYSTEM (TaRDIS) Customer information is retained on TaRDIS to support the management of the R&D Tax Concession. TaRDIS replaces the R &D Tax Concession component of IIPMIS. The information retained on TaRDIS includes names and contact details of individuals and organisations as well as financial information and information relating to R&D projects and activities. TaRDIS information is permanently retained, with disclosure governed by relevant provisions of the IR&D Act. R&D Tax Concession data from IIPMIS (pre 1996) and TaRDIS (post 1996) is stored in the TaRDIS Data Warehouse (TaRDIS DW). The Data Warehouse is used for reporting purposes, utilising TaRDIS as the interface. Contact details for approximately 35,000 individuals and 19,000 organisations are stored electronically. In addition to electronic records, hard copy records are maintained on files. Access to information, other than commercial in confidence information, should be requested by writing to the General Manager, Research, Development and Venture Capital Branch, AusIndustry, at GPO Box 9839, Canberra ACT 2601. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 COMMERCIALISING EMERGING TECHNOLOGIES (COMET) INTEGRATED PROGRAM MANAGEMENT SYSTEM (IPMS) The purpose of these records is to maintain records relevant to the management of the COMET program. Content may include: names, position, organisations, address, phone and fax numbers and email addresses. The records are kept permanently. The records relate to around 2,500 companies and 6,000 individuals and are stored on computer.


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Access to COMET information, other than commercial in confidence information, should be requested by writing to the General Manager, Innovation Branch, AusIndustry, at GPO Box 9839, Canberra, ACT 2601 or on 02 6213 7319. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 STRATEGIC GRANTS MANAGEMENT SYSTEM (SGMS) The purpose of these records is to maintain records relevant to the management of the Green Car Innovation Fund (GCIF program). The records relate to approximately 200 companies and 200 individuals and are stored on computer. Content includes names and contact details (addresses, ABN, telephone, mobile and fax numbers, email) of individuals and organisations as well as financial information such as company turnover. The personal information on these records relates to individual program applicants, principals and directors of applicant entities. The following agency staff have access to this information: AusIndustry staff engaged in the management and administration of programs, and AusIndustry financial analysis, data management and data systems staff. The records are kept permanently. Personal information is disclosed only to appropriate officers within Innovation or the Australian Tax Office or Australian Bureau of Statistics as authorised under the IR&D Act except in circumstances mentioned in contracts (where applicable). Access to GCIF information, other than commercial in confidence information, should be requested by writing to the General Manager, Innovation Branch, AusIndustry, at GPO Box 9839, Canberra, ACT 2601. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 INNOVATION AUSTRALIA MEMBERS DATABASE (Formerly IR&D Board and VCR Board Member Database) The purpose of these records is to record details about members of Innovation Australia and its Committees and of members of the former Industry, Research and Development (IR&D) and the Venture Capital Registration (VCR) Boards. (The IR&D and VCR Boards were merged in September 2007 to form Innovation Australia). Content may include name, address, meeting and travel arrangements and terms of appointment. Sensitive content may include private contact details, conflict of interest information and remuneration details. The personal information on these records relates to current and past members of Innovation Australia and its Committees, and members of the former IR&D and Pooled Development Funds Registration Boards. The following staff have access to this information: Innovation Australia Board and Committee Secretaries, clerical staff responsible for updating the database, Manager Secretariat Section and Senior Executives. The records are kept for the duration of time that Innovation Australia remains in operation. This information is not usually disclosed to other persons or organisations. Individuals can obtain information regarding access to their personal information by contacting the Innovation Australia Secretariat on phone 02 6213 6601 or by writing to the Manager, Innovation Australia Secretariat, AusIndustry, GPO Box 9839, Canberra, ACT, 2601. The records relate to approximately 142 individuals and are kept on computer. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 INNOVATION AUSTRALIA - REGISTER OF PRIVATE INTERESTS (Formerly IR&D Board and VCR Board)


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The purpose of these records is to record details about the personal, business and family private interests of the members of Innovation Australia for the purposes of managing Conflict of Interest processes. Sensitive content includes details of the private interests, pecuniary and non-pecuniary, of members of Innovation Australia and its Committees and their immediate families. The following staff have access to this personal information: Manager Secretariat and Board and Committee Secretaries for Innovation Australia. The records are kept until the end of the Members’ term of appointment. This information is not disclosed to other persons or organisations. The records relate to about 45 members. The register comprises an electronic database stored on the hard drive of a stand-alone laptop computer. Paper copies of Members’ signed statements declaring their private interests are stored, with the stand-alone computer, in a class B storage unit. Individuals can obtain information regarding access to their personal information by contacting the Manager, Innovation Australia Secretariat on phone 02 6213 6601 or by writing to the Manager, Innovation Australia Secretariat, AusIndustry, GPO Box 9839, Canberra, ACT 2601. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 IR&P (INNOVATION INVESTMENT FUND, RENEWABLE ENERGY EQUITY FUND, INNOVATION INVESTMENT FOLLOW-ON FUND AND PRE-SEED FUND PROGRAM) DATABASE This electronic database is used to store information on companies which applied for fund manager licenses (both successful and unsuccessful) under the IIF, REEF, IIFF & PSF Programs and information relating to investee companies who have received benefit under these programs. Content may include names and addresses, size of the fund, key personnel, investors, payments made and investee company details including investment stage, technology details and region. Sensitive content may include financial data. The personal information on these records relates to successful and unsuccessful applicants of the programs and investee companies who have received benefit under the programs. The following agency staff have access to this information: staff within the Venture Capital Programs section of AusIndustry and staff members involved in the AusIndustry Corporate Reporting section. The records will be kept indefinitely. This information is used for Departmental reporting only and is not disclosed to other persons or organisations. The records relate to approximately 314 individual companies and are kept on computer in a protected environment. Individuals can obtain information regarding access to their personal details by telephoning the Manager of Venture Capital Programs Fund Management on phone 02 6213 6209. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 PORT KEMBLA INDUSTRY FACILITATION FUND (Program closed) The purpose of these records is to record and manage applications for grant funding and manage contracts for successful applicants in accordance with program guidelines. Content may include information on the applicants (e.g. name, business details, telephone, fax and email addresses and other contact details), details of the proposed project and supporting documentation including project plans, business plans, financial data and curricula vitae. Sensitive content may include private contact information and commercial in confidence information relating to existing business and proposed projects.


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The personal information on these records relates to individual grant applicants, principals and directors of applicant entities. The following agency staff have access to this information: Program staff and management within New South Wales State Office. The records relate to approximately 33 applications received under the Port Kembla Industry Facilitation Fund (PKIFF). The records are kept on the Interim Grants System (IGS), other internal electronic databases and paper files held at New South Wales State Office. The personal information is not disclosed to any other person or agencies other than members of the PKIFF Assessment panel and AusIndustry staff. The Committee currently comprises representatives from AusIndustry, the department and two Illawarra businessmen. Individuals can obtain information regarding access to their personal information by contacting the Program Manager at AusIndustry NSW State Office on telephone (02) 9226 6050. Location: NSW State Office, AusIndustry, Level 5, 341 George Street, Sydney NSW 2000 REGULATION REDUCTION INCENTIVE FUND: LOCAL GOVERNMENT CONTACT LIST The purpose of these records is to provide contact details for local government authorities. Content may include: name, address, position, organisation, phone, fax and e-mail details. There is no sensitive content. Agreement has been acquired from individuals who are on this list. The personal information on these records relates to personnel from local government authorities eligible for applying for funding under the Regulation Reduction Incentive Fund. This Program has one round only, was launched on 5 July 2005 and closed on 31 August 2005. The following agency staff have access to this information: Office of Small Business staff; AusIndustry Regulation Reduction Incentive Fund Program staff. The records are kept indefinitely. The personal information contained in these records may be disclosed to other agencies or organisations, for example for audit purposes. The Program Guidelines advise applicants that this may be the case. The records relate to approximately 750 individuals and are kept on electronic media. Individuals can obtain information regarding access to personal information in this class of records by contacting the AusIndustry Regulation Reduction Incentive Fund Program Manager on 02 6213 7163. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 REGULATION REDUCTION INCENTIVE FUND: COMPETITIVE GRANTS The purpose of these records is to provide applicant details. Content may include: name, address, position, organisation, phone, fax and e-mail details. There is no sensitive content. The personal information on these records relates to contact details for personnel from local government authorities applying for funding under the Regulation Reduction Incentive Fund. This Program has one round only, and was launched on 5 July 2005 with applications closing on 31 August 2005. Application details will be added to the Interim Grants System as they are received. The following agency staff has access to this information: Senior Executives; AusIndustry Regulation Reduction Incentive Fund Program team; and the Regulation Reduction Incentive Fund Expert Panel.


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The personal information contained in these records may be disclosed to other agencies or organisations, for example as part of the assessment process or for audit purposes. The Program Guidelines advise applicants that this may be the case. The records relate to approximately 500 individuals and are kept on electronic media. The records are kept indefinitely. Individuals can obtain information regarding access to personal information in this class of records by contacting the AusIndustry Regulation Reduction Incentive Fund Program Manager on 02 6213 7163. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 SMALL BUSINESS INCUBATOR PROGRAM DATABASE (Program Closed – replaced by Building Entrepreneurship in Small Business Program) The purpose of these records is to record information relating to non-profit organisations who apply for financial assistance under the Small Business Incubator Program. The personal information on these records relates to applicants for funding under the Small Business Incubator Program. Content may include, applicant entity name, contact address (both street and postal), names of key management personnel, financial and other commercial information relating to the applicant entities. The following agency staff have access to this information: all staff in the Small Business Incubator Program Team and senior management. This information may be disclosed to other persons or organisations as stated in the customer documentation. Limited information such as the name, address and telephone number of projects funded under the program is publicly available. There are approximately 150 records stored electronically and on hard copy. The records are updated as required and permanently kept. Individuals can obtain information regarding access to their personal information by contacting the Small Business Programs Team on phone 02 6213 6739. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 SMALL BUSINESS ENTERPRISE CULTURE PROGRAM (SBECP) DATABASE (Program Closed – replaced by Building Entrepreneurship in Small Business Program) The purpose of these records is to provide AusIndustry (which carries administrative responsibility for the Program) with access to information provided to the Department by organisations in support of their application for funding under the SBECP. Applications provide information outlining proposal projects for funding under one of two project funding arms: Skills Development or Mentoring. The information content of the database includes: applicants’ names; title; organisation names; business addresses; telephone numbers; fax numbers; e-mail addresses; the legal form and structure of the applicants organisation (for example: company, incorporated association, partnership, sole trader, individual or government); a declaration of pecuniary interests in the proposed SBECP project: a short description of the proposed project; proposed start and finish dates; funding amounts sought; other sources of funding; other Commonwealth funding being received; a declaration as to outstanding overdue acquittals in connection with Commonwealth funding; the applicants’ assessments of their proposed project against the SBECP evaluation criteria; a project plan and budget; details of payments made to proponents; and, a list of referees in support of the application. Officers of AusIndustry (specifically, those officers with responsibility for the SBECP management and SBECP administration) have access to the database. An extract of this database has been supplied for inclusion into the AusIndustry Corporate Reporting (ACR) Data Warehouse. As at June 2006 the SBECP database held records of 1162 applicants’ details electronically. Approximately 600 of these records are stored in a hard copy format. The records are updated as required and permanently kept.


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Organisations that submitted an application for funding under the SBECP, may obtain information specific to their application by contacting AusIndustry on phone 02 6213 6739. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 SMALL BUSINESS BUSHFIRE RELIEF GRANT PROGRAM (SBBRP) DATABASE (Program Closed) The purpose of these records is to provide AusIndustry (which carries administrative responsibility for the Program), with access to information provided to the Department by small business owners in applications for a grant under the Small Business Bushfire Relief Program. Applications provided information used by AusIndustry to assess the eligibility of individual applications. The information content of the database includes applicants’: names, addresses, fax and phone numbers; the ABN, number of employees and the legal form of the organisation (for example: company, partnership, sole trader); taxable income and (if applicable) farm management deposits; net loss to the business; insurance status: and the outcome of the application. Officers of AusIndustry (specifically those officers with responsibility for the administration and assessment of applications for the SBBRP) have access to the database. As at July 2003 the database holds 881 applications. The Program has now concluded. Individuals can obtain information regarding access to their personal information by contacting the Small Business Programs Team on phone 02 6213 6739. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 SMALL BUSINESS ANSWERS PROGRAM (SBAP) AND HOME-BASE BUSINESS SEMINAR PROGRAM DATABASE (Program Closed – replaced by Building Entrepreneurship in Small Business Program) The purpose of this database is to record information relating to SBAP Service Providers and SBA Officers who are involved in the delivery of an enhanced advisory service for small business and Home-based Businesses. The information content of the database for SBAP Service Providers includes: name, name of organisation, postal address, phone number, facsimile number, email address and grant amount. Similar information is retained for applicants who were unsuccessful in attaining positions as SBAP Service Providers. Information content of the database for the SBA Officers includes: name, name of organisation, postal address, street address, phone number, facsimile number and email address. Information is also retained on presenters at Workshops which were held in April 2003, February 2004 and 2005 for SBA Officers. This includes name and postal address. The following agency staff have access to this information: all staff in the Small Business Answers Program Team and senior management. As at June 2005 the database holds the following records: SBAP Service Providers (45 records); Unsuccessful applicants for the position of SBAP Service Providers (117); SBA Officers (57); Presenters at the Workshop held in April 2003 (22); Presenters at the Workshop held in February 2004 (19); and Presenters at the Workshop held in April 2005 (28). These records are updated as required. Individuals referred to above can obtain information regarding access to their personal information by contacting the Small Business Programs Section on 6213 7306. Location: AusIndustry, Industry House, 10 Binara St, Canberra, ACT 2601


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BUILDING ENTREPRENEURSHIP IN SMALL BUSINESS PROGRAM DATABASE The purpose of these records is to record information relating to organisations who apply for financial assistance under the Building Entrepreneurship in Small Business Program. The purpose of these records is to provide AusIndustry (which carries administrative responsibility for the Program) with access to information provided to the Department by organisations in support of their application for funding under the Building Entrepreneurship in Small Business Program. Applications provide information outlining proposal projects for funding under one of the project funding arms: Training and Mentoring Projects, Succession Planning, Incubators or Small Business Field Officers. The information content of the database includes: applicants’ names; title; organisation names; business addresses; telephone numbers; fax numbers; e-mail addresses; the legal form and structure of the applicants organisation (for example: company, incorporated association, partnership, sole trader, individual or government); a declaration of pecuniary interests in the proposed project: a short description of the proposed project; proposed start and finish dates; funding amounts sought; other sources of funding; other Commonwealth funding being received; a declaration as to outstanding overdue acquittals in connection with Commonwealth funding; the applicants’ assessments of their proposed project against the evaluation criteria; a project plan and budget; details of payments made to proponents; and, a list of referees in support of the application. Officers of AusIndustry (specifically, those officers with responsibility for the management and administration of the respective arms of the program) have access to the database. An extract of this database is supplied for inclusion into the AusIndustry Corporate Reporting (ACR) Data Warehouse. As at June 2006 the BESB database held records of 465 applicants’ details. Organisations that submitted an application for funding under BESB, may obtain information specific to their application by contacting AusIndustry on phone 02 6213 6739. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 TOURISM AND SMALL BUSINESS GRANTS SYSTEM (T&SBGS) The purpose of these records is to provide a brief description of applicant details. Content may include name, address, position, and type of organisation. Sensitive content may include financial information. The information on these records relates to applicants applying for funding under the Australian Tourism Development Program, Building Entrepreneurship in Small Business Program, Small Business Advisory Services (SBAS) and TQUAL grants. The following agency staff have access to this information: AusIndustry, Small Business and Tourism Programs Branch. Some information may be disclosed to other agencies or organisations as part of the assessment process. The Program Customer Guidelines advise applicants that this may be the case. Details are securely stored on computer, photographic and/or paper media. Individuals can obtain information regarding access to their personal information by contacting the Small Business and Tourism Programs Branch on phone 02 6213 6739. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 NATIONAL TOURISM DEVELOPMENT PROGRAM: DATABASE (Program Closed) The purpose of these records is to provide a brief description of applicant details.


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Content may include: name, address, position, and type of organisation. The personal information on these records relates to grant applicants and also includes information relating to applicants for grants under the Regional Tourism Development Program, the program previous to the National Tourism Development Program. The following agency staff have access to this information: staff in the Small Business and Tourism Programs team, AusIndustry. The records are progressively deleted up to 30 June 2004. This information is not usually disclosed to other persons or organisations. The records relate to approximately 1,500 individuals and are stored on paper media and on an electronic database. Individuals can obtain information regarding access to their personal information by contacting the Small Business and Tourism Programs team, AusIndustry on phone 02 6213 6739. Location: AusIndustry, Industry House,10 Binara S t, Canberra ACT 2601 REGIONAL TOURISM PROGRAM: MAILING LIST (Program Closed) The purpose of these records is to enable the dispatch of the guidelines and proposal forms for the Regional Tourism Program to clients. Content may include name and address. The personal information on these records relates to tourism industry organisations and associations, other government agencies, education and training institutions, tourism commissions, conventions, bureaux, MPs and Senators, and members of the public who have requested the guidelines and application forms. The following agency staff have access to this information: staff in the Small Business and Tourism Programs team, AusIndustry. The records are kept permanently. Some of this information may be disclosed to mailing houses in the form of address labels. The records relate to around 2,500 individuals and are stored on computer and paper media. Individuals can obtain information regarding access to their personal information by contacting the Small Business and Tourism Programs team on phone 02 6213 6739. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 REGIONAL TOURISM PROGRAM: 1998 – 2002 DATABASE (Program Closed) The purpose of these records is to provide a brief description of applicant details. Content may include name, address, position, and type of organisation. Sensitive content may include financial information. The information on these records relates to applicants for funding under the Regional Tourism Program for the 1998-1999 to 2001-02 financial years. The following agency staff have access to this information: staff in the Small Business and Tourism Programs team, AusIndustry. Some information may be disclosed to other agencies or organisations as part of the assessment process. The Program Guidelines advise applicants that this may be the case. The records relate to approximately 2,500 organisations, and details are stored on computer, photographic and paper media.


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Individuals can obtain information regarding access to their personal information by contacting the Small Business and Tourism Programs team on phone 02 6213 6739. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 REGIONAL TOURISM PROGRAM: 2003 DATABASE (Program Closed) The purpose of these records is to provide a brief description of applicant details. Content may include name, address, position, and type of organisation. Sensitive content may include financial information. The information on these records relates to applicants for funding under the Regional Tourism Program for 2002-03 financial years. The following agency staff have access to this information: staff in the Small Business and Tourism Programs team, AusIndustry. Some information may be disclosed to other agencies or organisations as part of the assessment process. The Program Guidelines advise applicants that this may be the case. The records relate to 293 organisations, and details are stored on computer, photographic and paper media. Individuals can obtain information regarding access to their personal information by contacting the Small Business and Tourism Programs team on phone 02 6213 6739. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 SMALL BUSINESS AND TOURISM SYSTEM (SBTS): AUSTRALIAN TOURISM DEVELOPMENT PROGRAM (INCLUDING THE FORMER REGIONAL TOURISM PROGRAM AND THE REGIONAL ONLINE TOURISM PROGRAM) AND THE BUSINESS READY PROGRAM FOR INDIGENOUS TOURISM The purpose of these records is to provide a brief description of applicant details. Content may include name, address, position, and type of organisation. Sensitive content may include financial information. The information on these records relates to applicants for funding under the Australian Tourism Development Program and the Business Ready Program for Indigenous Tourism from 2004 onwards. Basic information (including name, address, position, and type of organisation) on applicants under the Regional Tourism Program and the Regional Online Tourism Program have also been loaded into this system. The following agency staff have access to this information: staff in the Small Business and Tourism Programs team, AusIndustry, staff in AusIndustry State Offices. Some information may be disclosed to other agencies or organisations as part of the assessment process. The Program Guidelines advise applicants that this may be the case. Details are stored on computer, photographic and paper media. Individuals can obtain information regarding access to their personal information by contacting the Small Business and Tourism Programs team on phone 02 6213 6739. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 SMALL BUSINESS CREDIT COMPLAINTS CLEARING HOUSE DATABASE The purpose of these records is to record and manage complaints submitted to the Small Business Credit Complaints Clearing House. The records relate to approximately 82 individuals. Content may include: name, address, email address, phone number and facsimile number.


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The personal information on these records relates to individuals who have agreed to provide contact details so that they can obtain further information or assistance about access to and the cost of bank finance. AusIndustry Customer Channel Management staff have access to the information. The records are kept and updated as required in accordance with Innovation’s Information Management and Records Policy. The records are stored electronically in a protected environment. Some of the information contained in these records may be disclosed to nominated AusIndustry staff, other Commonwealth agencies such as the Australian National Audit Office, and the Australian Bankers’ Association. Individuals can obtain information regarding access to personal information in these records by contacting the Manager, AusIndustry Customer Channel Management. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 TOURISM PROGRAMS MAILING LIST The purpose of these records is to maintain a record of enquiries and distribute information on Departmental programs and policies - specifically the Australian Tourism Development Program and the Business Ready Program for Indigenous Tourism. Content may include: name, address, email address and position in organisation. The personal information on these records relates to private and public sector contacts. The following agency staff have access to this personal information: staff in the Small Business and Tourism Programs team. The records are kept for as long as they are required for a particular purpose or for as long as they remain current. Some of this information is disclosed to other Departmental areas. The records relate to approximately 150 individuals per year and are stored on computer media. Individuals can obtain information regarding access to their personal information by contacting the Small Business and Tourism Programs team on phone 02 6213 6739. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 AUSTRALIAN TOURISM DEVELOPMENT PROGRAM: SMALL BUSINESS AND TOURISM SYSTEM The purpose of these records is to provide a brief description of applicant details. Content may include name, address, position, and type of organisation. Sensitive content may include financial information. The information on these records will relate to applicants for funding under the Australian Tourism Development Program. The first round of the program closed on 1 June 2004 and details are progressively being added to the database. The following agency staff have access to this information: staff in the Small Business and Tourism Programs team, AusIndustry, staff in AusIndustry State Offices. Some information may be disclosed to other agencies or organisations as part of the assessment process. The Program Guidelines advise applicants that this may be the case. Details are stored on computer, photographic and paper media.


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Individuals can obtain information regarding access to their personal information by contacting the Small Business and Tourism Programs team on phone 02 6213 6739. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 REGIONAL ONLINE TOURISM PROGRAM: DATABASE (Program Closed) The purpose of these records is to provide a brief description of applicant details. Content may include name, address, position, and type of organisation. Sensitive content may include financial information. The information on these records relates to applicants (who are organisations) for funding under the Regional Online Tourism Program for the 1999-00 and 2000-01 financial years. The following agency staff have access to this information: staff in the Small Business and Tourism Programs team, AusIndustry. Some information may be disclosed to other agencies or organisations as part of the assessment process. The Program Guidelines advise applicants that this may be the case. The records relate to approximately 220 organisations, and details are stored on computer, photographic and paper media. Individuals can obtain information regarding access to their personal information by contacting the Small Business and Tourism Programs team on phone 02 6213 6739. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 REGIONAL ONLINE TOURISM PROGRAM: MAILING LIST (Program Closed) The purpose of these records is to enable the dispatch of the guidelines and proposal forms for the Regional Online Tourism Program to clients. Content includes name and address. The information on these records relates to tourism industry organisations and associations, other government agencies, education and training institutions, tourism commissions, conventions, bureaux, and members of the public who have requested the guidelines and proposal forms. The following agency staff have access to this information: staff in Small Business and Tourism Programs team, AusIndustry. This information is not usually disclosed to other persons or organisations. The records are kept permanently. Some of this information may be disclosed to mailing houses in the form of address labels. The records relate to approximately 1,150 organisations and details are stored on computer, photographic and paper media. Individuals can obtain information regarding access to their personal information by contacting the Small Business and Tourism Programs team on phone 02 6213 6739. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 ANSETT HOLIDAY PACKAGE RELIEF SCHEME DATABASE (Program Closed) The purpose of these records is to record information relating to entities affected by the Ansett collapse and who applied for financial assistance under the Ansett Holiday Package Relief Scheme (AHPRS) which closed on 21 December 2001.


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The personal information on these records relates to applicants for funding under the AHPRS. Content may include, applicant entity name, contact address (both street and postal), names of contact officers and declarants, financial and other commercial information relating to the applicant entities. The following agency staff have access to this information: staff in the Small Business and Tourism Programs team and senior management. This information may be disclosed to other persons or organisations as stated in the customer documentation. There are approximately 400 applicants’ records stored electronically and on hard copy. The records are permanently kept. Individuals can obtain information regarding access to their personal information by contacting the Small Business and Tourism Programs team on phone 02 6213 6739. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 HOLIDAY INCENTIVE PROGRAM DATABASE (Program Closed) The purpose of these records is to record information relating to travel agents who applied for a rebate, on behalf of travellers, under the Holiday Incentive Program which closed on 31 January 2002. The personal information on these records relates to applicants who applied under the HIP. Content may include, applicant entity name, contact address (both street and postal), names of the contact officers and financial information relating to the applicant entities. In addition, details, including name and address, of the traveller on whose behalf the travel agent is applying for a rebate are kept. The following agency staff have access to this information: staff in the Small Business and Tourism Programs team and senior management. This information may be disclosed to other persons or organisations as stated in the customer documentation. Records of 1,862 applicant entities, consisting of 6,816 applications stored electronically and on hard copy and approximately 28,930 travellers’ records mainly stored electronically. The records are permanently kept. Individuals can obtain information regarding access to their personal information by contacting the Small Business and Tourism Programs team on phone 02 6213 6739. Location: AusIndustry, Industry House, 10 Binara St, Canberra ACT 2601 NATIONAL MEASUREMENT INSTITUTE CHEMICAL REFERENCE MATERIALS DATABASE The purpose of these records is to keep a track of sales, stock and stability trials. Content may include: [including information which may be considered sensitive by employees] the contact names, phone numbers and addresses of customers. The personal information on these records relates to sales related information i.e. customer details. The following agency staff have access to this information: senior staff of the Chemical Reference Materials section. The records are kept electronically on a secure network drive. Individuals can obtain information regarding access to personal information in this class of records by contacting


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the Chemical Reference Materials Section Manager. The records relate to approximately 300 individuals. Location: National Measurement Institute, GPO Box 385, Pymble NSW 2073 CLIENTS & SMW QUOTES The purpose of these records is to maintain a searchable database of clients and quotes for Analytical Services Branch. Content may include: details as per the Laboratory Information Management System, Business contact details for a range of clients ( names, business address, landline, mobile, fax, email). Personal information relates to NMI Analytical Service Branch client contacts. The following agency staff have access: Laboratory Services Unit (LSU) and Customer Service Unit (CSU) staff Port Melbourne. The records are kept updated every 3 months from LIMS with some historical data retained. The records are kept on an Excel spreadsheet on a network drive with access limited to LSU and CSU staff and Port Melbourne AS Branch managers. Individuals can obtain information regarding access to personal information in this class of records by contacting the Port Melbourne LSU Manager or the Business Development Manager. The records relate to approximately 5000 contacts. DIOXIN ANALYSIS UNIT CLIENT CONTACT LIST The purpose of these records is to group all DAU client contact details together for access by Client managers. Content may include business address and contact details, position, etc. The personal information on these records relates to DAU Customers and Research Partners. The following agency staff have access to this information: Senior DAU Staff. The records are kept indefinitely. The records are kept in an Excel Spreadsheet on a secure area of a network drive. Individuals can obtain information regarding access to personal information in this class of records by contacting the Dioxin Analysis Unit Manager. The records relate to approximately 60 individuals. Location: National Measurement Institute, GPO Box 385, Pymble NSW 2073 LABORATORY INFORMATION MANAGEMENT SYSTEM (LIMS) - CUSTOMER (DEBTOR) RECORDS The purpose of these records is to record details of debtors enabling the Department to facilitate payment for services rendered. Content includes name, address, phone and fax numbers, Australian Business Number and names of company contact persons. The information relates to persons or organisations past and present that have had business dealings with the NMI. The following staff have access to this personal information: all employees involved in the transaction processing, payment of accounts and LIMS support staff.


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The records are kept in accordance with the Australian National Audit Office and the Australian Taxation compliance requirements of 7 and 5 years respectively. This information is not disclosed to other persons or organisations. The LIMS database contains 18,000 customer records and are kept on electronic media. Individual customers can obtain information regarding access to their personal information by contacting the Innovation Privacy Contact Officer on (02) 6213 7742, or by writing to GPO Box 9839, Canberra ACT 2601. Location: eBusiness Division, Industry House, 10 Binara St, Canberra ACT 2601 NATIONAL MEASUREMENT INSTITUTE - TRAINING COURSES DATABASES Training Courses Database The purpose of these records is to maintain a record of people who attend NMI training courses. It is used to develop course lists, name tags and course certificates. Content may include: Full name of participants and the name of the organisation which send them to the training. The personal information on these records relates to course participants only. Paper copies of application forms are stored in folders for approximately 2 years. The following agency staff have access to this information: All Training section staff. The electronic records are kept indefinitely. They are stored in an Access database. The personal information contained in these records may be disclosed to: Trainers and staff within NMI. This information is not usually disclosed to other persons or organisations. The records relate to approximately 4221 participants. Individuals can obtain information regarding access to their personal information by contacting the Privacy Contact Officer on 02 6213 742. Location: National Measurement Institute, PO Box 264 Lindfield NSW 2070 Non-Automatic Weighing Instrument and Fuel Dispenser Training Records The purpose of these records is to maintain a record of people who attend NMI training courses. It is used to develop course lists, name tags and course certificates. In addition these records provide a consolidated record of certifiers and inspectors who have received NMI training. Content may include: Full name of participants and the name of the organisation which send them to the training. The personal information on these records relates to course participants only. Paper copies of application forms are stored in folders for approximately 2 years. The following agency staff have access to this information: All Training section staff. The electronic records are kept indefinitely. They are recorded in an excel spreadsheet and stored in TRIM. The personal information contained in these records may be disclosed to: Trainers and staff within NMI. This information is not usually disclosed to other persons or organisations. The records relate to around 350 individuals and are kept on electronic media. Individuals can obtain information regarding access to their personal information by contacting the Privacy Contact Officer on phone 02 6213 7742


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Location: National Measurement Institute, PO Box 264 Lindfield NSW 2070 NATIONAL MEASUREMENT INSTITUTE - CALIBRATION DATABASE AND RECORDS The purpose of these records is to register measuring instruments for calibration at NMI and record the work done and payment for this work. Invoicing is managed separately through the Department’s Tech 1 finance system. Content may include: company information including ABN, address, telephone and facsimile numbers, email addresses and a client identity number. The client identity number is the link to a database which records each job, the quote for the work, its progress through the laboratory final result and invoice. Each job has a contact officer in the firm and includes his contact information at work. There is no personally sensitive content. The personal information on these records relates to contact information in the firm only. The following agency staff have access to this information: professional and administrative staff in the Physical Metrology and Business Services Branches of NMI based in West Lindfield and Clayton Victoria. The records are kept on paper and on a database at Lindfield. The system is a standalone system. Records are also maintained on the NMI TRIM system which can be accessed by the same people. Information is not available to other organisations. There are approximately 20,000 records relating to 2,500 to 3,000 firms and they are kept indefinitely. Clients can obtain information relating to their firm by contacting the Finance Section at NMI or on 02 8467 3600. Location: National Measurement Institute, GPO Box 264 Lindfield NSW 2070 NATIONAL TRADE MEASUREMENT SERVICING LICENCE REGISTER The purpose of these records is for the management of servicing licences issued in accordance with section 18NF of the National Measurement Act 1960. Content may include the licensees name, business address, date licence was issued, date licence expires and class of licence. The personal information on these records relates to the licensees name and business address of the licensees and the names, competencies and home address of persons employed to verify measuring instruments for the licensee. The following agency staff have access to this information: NMI personnel and IT staff. The records are kept whilst the licence is active and is archived when it becomes inactive. The records are kept on the DIISR Server. The personal information contained in these records is not disclosed to any other persons or organisations. The records relate to approximately 2000 individuals. Individuals can obtain information regarding access to personal information in this class of records by contacting the NMI’s licensing team manager on 02 8467 3818. Location: National Measurement Institute, GPO Box 264 Lindfield NSW 2070 NATIONAL TRADE MEASUREMENT PUBLIC WEIGHBRIDGE LICENCE REGISTER The purpose of these records is for the management of Public Weighbridge licences issued in accordance with section 18PF of the National Measurement Act 1960. Content may include the licensees name, business address, date licence was issued, date licence expires, type and


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capacity of weighbridge and location of weighbridge. If a licensee contracts the operation of the weighbridge then the contractors name and business address are also included. The personal information on these records relates to the licensees (or contractors) name and business address of the licensee. Also kept is the name, competencies and home address of persons who are employed by the licensee (or contractor) to operate the weighbridge. The following agency staff have access to this information: NMI personnel and IT staff. The records are kept whilst the licence is active and is archived when it becomes inactive. The records are kept on the DIISR Server. The personal information contained in these records is not disclosed to any other persons or organisations. Individuals can obtain information regarding access to personal information in this class of records by contacting the NMI’s licensing team manager on 02 8467 3818. The records relate to approximately 750 individuals. Location: National Measurement Institute, GPO Box 264 Lindfield NSW 2070

NMI TIME AND FREQUENCY NETWORK TIME PROTOCOL (NTP) CLIENT REGISTER The purpose of these records is to manage the clients of this service. Registration is a condition of use to mitigate abuse of the system and to promulgate notice of any system changes that can affect continuity of service. Content may include: name, email address and telephone number of the person responsible for the NTP client computer(s), and IP address of NTP client computers accessing the NMI NTP server.

Sensitive content may include: IP addresses of NTP client computers and email address of person responsible. The personal information on these records relates to client access to NMI NTP server. The following agency staff have access to this information: NMI Time and Frequency staff members. The records are kept indefinitely.

The records are kept on an NMI Time and Frequency networked computer hard disk drive, and backup copies of the hard disk drive.

The personal information contained in these records is not usually disclosed to other persons or organisations.

The records relate to approximately 600 individuals.

Individuals can obtain information regarding access to personal information in this class of records by contacting: NMI Time and Frequency Project Leader on (02) 8467 3504. Location: National Measurement Institute, GPO Box 264 Lindfield NSW 2070 PATTERN APPROVAL DATABASE AND RECORDS These records are the electronic database record requests from firms for pattern approval of measuring instruments, the results of tests and final outcome. Information recorded includes the names of contacts, phone and fax numbers, email addresses and websites as submitted by firms. The pattern approval team of 16 has access to records. The information is not disclosed to other individuals or firms. There are about 1000 names of contact officers on records which are held indefinitely.


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Firms may see their records on request by calling 028467 3834. Location: National Measurement Institute, PO Box 264 Lindfield NSW 2070 PROFICIENCY INFORMATION MANAGEMENT SYSTEM (PIMS). The purpose of these records is to manage the NMI chemical proficiency testing program. Content may include: Names and work contact details of people working at laboratories which have participated or expressed an interest in the NMI chemical proficiency testing program. The personal information on these records relates to participation in the NMI chemical proficiency testing program. The following agency staff have access to this information: Staff from the Chemical Proficiency Testing Section. The records are kept indefinitely. The records are kept on the NMI IT network. The personal information contained in these records is not disclosed to other persons or organisations. The records relate to approximately 550 individuals from 300 organisations. Individuals can obtain information regarding access to personal information in this class of records by contacting the Manager, Chemical Proficiency Testing on 02 9449 0149. Location: National Measurement Institute, GPO Box 385, Pymble NSW 2073 UTILITY METERING STAKEHOLDER CONTACT DATABASE The purpose of these records is to generate customised and up-to-date email address lists whenever we need to circulate information to stakeholders. Content may include: work contact information provided to us by stakeholders: email addresses, postal addresses, business phone numbers, mobile phone numbers, business fax numbers, job title, name of organisation. The personal information on these records relates to business contact information. The following agency staff have access to this information: members of the Legal Metrology utility metering team and senior LM staff. The records are kept indefinitely. The records are kept in an Access database on a network drive. The personal information contained in these records may be disclosed to: members of the Legal Metrology utility metering team and senior LM staff. The records currently relate to approximately 850 individuals and organisations. Individuals can obtain information regarding access to personal information in this class of records by contacting 02 8467 3600. Location: National Measurement Institute, PO Box 264, Lindfield NSW 2070 LEGAL METROLOGY AUTHORITIES CONTACT LIST The purpose of these records is to group all legal metrology client contact details together for access by legal metrology officers. Content may include name, business address and contact details, position, invoices, appointment status and information etc.


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The personal information on these records relates to legal metrology authorities. The following agency staff have access to this information: Legal metrology policy branch. The records are kept indefinitely. The records are kept in an Excel Spreadsheet on a secure network drive. Individuals can obtain information regarding access to personal information in this class of records by contacting the legal metrology branch manager . The records relate to approximately 100 individuals and are kept electronically , Location: National Measurement Institute, GPO Box 264, West Lindfield NSW 2070 REFERENCE MATERIALS CONTACT DATABASE The purpose of these records is to maintain a register of laboratories in Australia which would potentially utilise our reference materials. Content may include: business addresses, contact details and positions. The personal information on these records relates to chemical laboratories in Australia. The personal information on these records relates to reference material existing customers and possible customers. The following agency staff have access to this information: General Manager Chemical & Biological Metrology, marketing officer Chemical & Biological Metrology. The records are kept indefinitely. The records are kept in an Excel Spreadsheet on a secure area of a network drive. Individuals can obtain information regarding access to personal information in this class of records by contacting the General Manager, Chemical & Biological Metrology. The records relate to approximately 1300 companies and are kept electronically. Location: National Measurement Institute, GPO Box 385, Pymble NSW 2073 EBUSINESS DIVISION EMAIL INQUIRIES SENT TO business.gov.au WEBSITE The purpose of these records is to maintain information on questions asked and feedback provided by users of the business.gov.au Website. The general content is a range of questions and comments from business users about starting and running a business. There is minimal sensitive content. The classes of people whose personal information is included in these records are mainly business users, followed by government agencies. The content requested is an email address and their state, although some people also volunteer their geographical address and contact telephone number. Internal access is restricted to project team officers. The period of retention is up to 7 years. Sensitive content is usually deleted within 2 days. The only disclosures of the personal information collected are made when some inquiries are referred to the Australian Taxation Office (ATO) or other members of the branch. Individuals can obtain information regarding access to the information by contacting the business.gov.au at e-mail address: [email protected], or the General Manager responsible for business.gov.au on telephone number 02 6276 1398. Location: eBusiness Division, IndustryHouse, 10 Binara St , Canberra ACT 2601



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business.gov.au UPDATES AUTOMATED EMAIL DISTRIBUTION LIST

This automated email distribution list allows members of the public to receive notification of changes to the business.gov.au website, if a person self subscribes to receive these. Content on the business.gov.au updates automated email distribution list includes the email address and state of the subscriber. The email update automated email distribution list has approximately 3300 subscribers. Any member of the general public can subscribe or unsubscribe to the list and specify the business.gov.au topics they wish to receive. Subscribers can also choose to receive updates as they become available or once a month. The records are kept for as long as the subscriber remains subscribed. The subscriber can add or remove their details from the list at any time. Internal access is restricted to project team officers. Individuals can obtain information regarding access to the information by contacting the business.gov.au at e-mail address: [email protected], or the General Manager responsible for business.gov.au on telephone number 02 6276 1398. Location: eBusiness Division, Industry House, 10 Binara St, Canberra ACT 2601 RECORDS OF RESPONSES TO REQUESTS FOR TENDERS AND EXPRESSIONS OF INTEREST RELATED TO PROPOSED ONLINE SERVICES PROJECTS The purpose of these records is to document responses to requests for tenders and expressions of interest in regard to proposed projects for which Online eBusiness Services Branch in Innovation is responsible. The general content of these records includes information that identifies businesses and individuals by business and/or company name, name of contact person, email address and telephone number. Tender responses are considered sensitive information on the basis of commercial confidentiality. The class of people whose personal information is included in the records is business employees. Internal access is restricted to project team officers and senior management. The period of retention of the records is that mandated by National Archives Australia, that is, usually 7 years. There is no disclosure of the personal information contained in these records. Individuals can obtain information regarding access to the information by contacting business.gov.au at e-mail address: [email protected], or the General Manager responsible for business.gov.au on telephone number 02 6276 1398. Location: eBusiness Division, Industry House, 10 Binara St, Canberra ACT 2601 AUSTRALIAN BUSINESS NUMBER (ABN) LOOKUP REGISTER OF WEB SERVICE USERS AND SUPER FUND LOOKUP DOWNLOAD SERVICE To use the ABN Lookup Web Services and Super Fund Lookup download, users must complete an online registration form in which they agree to comply with the application conditions in order to be granted access to the services. The purpose of this agreement is to prohibit users from using the services or download in any way that may infringe the rights of any person or breach any relevant law. The information collected is also used to inform users of scheduled downtime and enhancements to functionality. The information collected in the registration form is contact name, phone number, email address, contact address, ABN and web site address. Registration details are entered online via the ABN Lookup and Super Fund Lookup web sites and stored in a secure database.




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Internal access to the information is restricted to project team officers. Access to the information about non-Government entities is not available externally. Access to the information about Government entities is made available to the Tax Office as Government entities must enter into an MOU with the Tax Office to use the ABN Lookup web services. Individuals can obtain information regarding access to the information by contacting the abn.business.gov.au at e-mail address: [email protected] or the General Manager responsible for business.gov.au on telephone number 02 6276 1398, in the first instance. Location: eBusiness Division, Industry House, 10 Binara St, Canberra ACT 2600 BUSINESS CONSULTATION WEBSITE The Business Consultation website is a satellite-site of the business.gov.au website. It allows businesses, associations and those with an interest in business to register their interest to be consulted about business-related policy and regulation. Registration is completely voluntary. When businesses and individuals register their interest through the website their details are stored in a secure database. Content requested when they register include: name, address, ABN, telephone, fax and mobile numbers and e-mail address details. They may also provide details that relate to their business such as the size of their business, number of employees, and years in business. The Business Consultation website only stores information provided by the user. The records are under the control of the user who created them and can be deleted from the database at any time. Internal access is restricted to project team officers. The website also matches agencies and businesses together for the purpose of consultation. If an agency and business has been correctly matched, the only information passed to the agency will be the business' name and preferred method of contact. There are approximately 1800 businesses and individual users registered on the Business Consultation website database. Individuals can obtain information regarding access to the information by emailing [email protected] or calling the General Manager responsible for the Business Consultation website on telephone number 02 6276 1398, in the first instance. Location: eBusiness Division, Industry House, 10 Binara St, Canberra ACT 2600 WEBSITE EMAIL SUBSCRIPTION LIST This email subscription list allows citizens to receive email updates on a range of information, including media releases, published on the DIISR Ministers’ and DIISR websites, should they wish to subscribe to this service. Content on the subscription list includes the email address of the subscriber. It is estimated that the distribution list has approximately 5000 subscribers. Any member of the public can subscribe or unsubscribe to the list and specify to some degree the types of information they would like to receive (e.g. from a particular portfolio minister). The records are kept for as long as the subscriber remains subscribed. The subscriber can add or remove their details from the list at any time. The information is stored in a database and is not disclosed to other personnel or organisations. It is only accessible to website administrators. Subscribers to the list do not have access to others on the list. Individuals can obtain information regarding access to personal information by contacting Manager, Web Services Section, eBusiness Division by fax 02 6213 6903. Location: eBusiness Division, Industry House, 10 Binara St, Canberra ACT 2600


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INNOVATION DIVISION MEMBERS OF THE AUSTRALIA BIOTECHNOLOGY ADVISORY COMMITTEE (ABAC) CONTACT LIST These are historic records, developed under the auspices of the National Biotechnology Strategy which ceased on 30 June 2008. The purpose of these records was to store the contact details of ABAC members and some of their assistants for correspondence purposes, as well as details to enable payment of sitting fees and travel expenses. The electronic database contains details of names, titles, postal and email addresses, phone numbers and organisation or company names of approximately 18 individuals, whose details have generally been supplied by the individuals themselves. Sensitive details kept on hardy-copy files include Tax File Numbers and bank account details. The electronic database was only used for sending out materials for meetings, and other correspondence relating to ABAC's activities. As the Committee has ceased, the database is no longer used other than as a reference source. The records are kept on the Division’s shared drive. Hardy-copy files are securely stored within main file registry or archive. The personal information contained in these records will not be disclosed to other parties. Individuals can obtain information regarding access to personal information in this class of records by contacting the Pharmaceuticals, Health Industries and Enabling Technologies Branch on 02 6213 6058. Location: Innovation Division, Industry House, 10 Binara St, Canberra ACT 2601 BIOPAGES AUSTRALIA 2007 DATABASE The purpose of the database is to create a list of biotechnology industry stakeholders in order to conduct the National Experimental Biotechnology Survey (Statistical Clearing House approval number: 01898--01). The database will also be used for ongoing stakeholder management. The content may include publicly available data such as: entity name, Australian Business Number (ABN), Australian Company Number (ACN), address, telephone numbers, facsimile numbers, and the name and position of the primary contact person. The records do not contain any personal information of a sensitive nature. The records are available to all members of the Biotechnology Innovation Policy Section, within the Innovation Division. The records are updated continuously and kept indefinitely. This information is not disclosed to any other persons or organisations. The records relate to approximately 1900 entities and are kept electronically. Individuals can obtain information regarding access to personal information in this class of record by contacting the Biotechnology Innovation Policy Section by phone on 02 6213 7295. Location: Innovation Division, Industry House, 10 Binara Street, Canberra ACT 2601 BIOREGS ONLINE CONTACT LIST These are historic records related to the development and operation of the BioRegs Online tool, work which ceased with the cessation of the National Biotechnology Strategy in June 2008. The purpose of these records was to maintain a contact list of stakeholders for consultation on regulatory issues for biotechnology products and maintenance of BioRegs Online, including a mailing list for Commonwealth agencies involved in regulation of


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biotechnology. BioRegs Online is an online web tool to track biotechnology regulations and thereby help ease the regulatory burden on business (Banks Review 2006). The database contains details of names, titles, addresses and in some cases email addresses of approximately 85 individuals, whose details were generally been supplied for use by Biotechnology Australia's partner agencies, state and territory contacts, or from earlier forums. The database was only used for sending out invitations, follow up materials, clearance and advice for the maintenance or further development of BioRegs Online. Currently, the records are only used as a reference source. The records are kept on the Innovation Division’s shared drive. The personal information contained in these records will not be disclosed to other parties. Individuals can obtain information regarding access to personal information in this class of records by contacting the Pharmaceuticals, Health Industries and Enabling Technologies Branch on 02 6213 6058. Location: Innovation Division, Industry House, 10 Binara St, Canberra ACT 2601 NATIONAL ENABLING TECHNOLOGY STRATEGY (NETS) STAKEHOLDER CONSULTATION LIST The purpose of these records is to record those stakeholders who were involved in the formal consultation process for NETS. The electronic database contains details of name, workplace address, telephone numbers, facsimile numbers, and email addresses. There is no sensitive content. The personal information on these records relates to key enabling technologies stakeholders, including representatives from companies, industry associations, research organisations, universities and State and Federal Governments. There are approximately 550 of these contacts. The records will be kept for the period of NETS which ceases in 2013. This information is not disclosed to other persons or organisations and is updated continuously. Individuals can obtain information regarding access to personal information in this class of records by contacting the Pharmaceuticals, Health Industries and Enabling Technologies Branch on 02 6213 6058. Location: Innovation Division, Industry House, 10 Binara St, Canberra ACT 2601 NATIONAL ENABLING TECHNOLOGY STRATEGY (NETS) CONTACT LIST The purpose of these records is to maintain a contact list of stakeholders for consultation and communication on issues regarding NETS. The electronic database contains details of name, workplace address, telephone numbers, facsimile numbers, and email addresses. There is no sensitive content. The personal information on these records relates to key enabling technologies stakeholders, including representatives from companies, industry associations, research organisations, universities and State and Federal Governments. There are approximately 200 of these contacts. The information can be accessed by members of the Enabling Technologies Policy Section. The records will be kept for the period of NETS which ceases in 2013. This information is not disclosed to other persons or organisations and is updated continuously. Individuals can obtain information regarding access to personal information in this class of records by contacting the Pharmaceuticals, Health Industries and Enabling Technologies Branch on 02 6213 6058. Location: Innovation Division, Industry House, 10 Binara St, Canberra ACT 2601 NATIONAL ENABLING TECHNOLOGY STRATEGY STAKEHOLDER ADVISORY COUNCIL (NETS SAC) CONTACT LIST


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The purpose of these records is to store the contact details for the NETS Stakeholder Advisory Council members for correspondence purposes, as well as details to enable payment of sitting fees and travel expenses. The electronic database contains details of names, titles, postal addresses, phone numbers and organisation and company names of approximately 12 individuals, whose details have generally been supplied by the individuals themselves. The electronic database will only be used for sending out materials for meetings, and other correspondence relating to NETS SAC’s activities. The records are kept on the Division’s shared drive and will only be used by the Pharmaceuticals, Health Industries and Enabling Technologies Branch. These records will be kept for the full term of the National Enabling Technology Strategy, which ceases in 2013. The personal information contained in these records will not be disclosed to other parties. Individuals can obtain information regarding access to personal information in this class of records by contacting: Enabling Technologies Policy Section, 02 6213 7031. Location: Innovation Division, Industry House, 10 Binara St, Canberra ACT 2601 NATIONAL ENABLING TECHNOLOGY STRATEGY (NETS) EXPERT FORUM CONTACT LIST The purpose of these records is to store the contact details for the NETS Expert Forum members for correspondence purposes, as well as details to enable payment of sitting fees and travel expenses. The electronic database contains details of names, titles, postal addresses, phone numbers and organisation and company names of approximately 8 individuals, whose details have generally been supplied by the individuals themselves. The electronic database will only be used for sending out materials for meetings, and other correspondence relating to NETS Expert Forum’s activities. The records are kept on the Division’s shared drive and will only be used by the Pharmaceuticals, Health Industries and Enabling Technologies Branch. These records will be kept for the full term of the National Enabling Technology Strategy, which ceases in 2013. The personal information contained in these records will not be disclosed to other parties. Individuals can obtain information regarding access to personal information in this class of records by contacting: Enabling Technologies Policy Section, 02 6213 7031. Location: Innovation Division, Industry House, 10 Binara St, Canberra ACT 2601 MEMBERS OF THE COMMONWEALTH STATE AND TERRITORY ADVISORY COUNCIL ON INNOVATION (CSTACI) CONTACT LIST The purpose of these records is to store the contact details of CSTACI members, including working groups, and some of their assistants for correspondence purposes. The electronic database contains details of names, titles, postal and email addresses, phone numbers and organisation or company names of approximately 63 individuals, whose details have generally been supplied by the individuals themselves. The electronic database will only be used for sending out materials for meetings, and other correspondence relation to CSTACI activities. The records are kept on the Division’s shared drive. The personal information contained in these records will not be disclosed to other parties. Individuals can obtain information regarding access to personal information in this class of records by contacting: Manager, Government Innovation Policy, 02 6213 6685 Location: Innovation Division, Industry House, 10 Binara St, Canberra ACT 2601


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MEMBERS OF THE COORDINATION COMMITTEE ON INNOVATION (CCI) CONTACT LIST The purpose of these records is to store the contact details of CCI members, including working groups, and some of their assistants for correspondence purposes. The electronic database contains details of names, titles, postal and email addresses, phone numbers and organisation names of approximately 56 individuals, whose details have generally been supplied by the individuals themselves. The electronic database will only be used for sending out materials for meetings, and other correspondence relation to CCI activities. The records are kept on the Division’s shared drive. The personal information contained in these records will not be disclosed to other parties. Individuals can obtain information regarding access to personal information in this class of records by contacting: Manager, Government Innovation Policy, 02 6213 6685. Location: Innovation Division, Industry House, 10 Binara St, Canberra ACT 2601 MEMBERS OF THE PUBLIC SECTOR INNOVATION NETWORKCONTACT LIST The purpose of these records is to store the contact details of the members of the Public Sector Innovation Network (PSIN). The electronic database contains details of names, titles, email addresses, phone numbers and organisation names of approximately 200 individuals, whose details have been supplied by the individuals themselves. The electronic database will only be used for sending out materials and information, and other correspondence in relation to the PSIN. The records are kept on the Division’s shared drive. The personal information contained in these records will not be disclosed to other parties. Individuals can obtain information regarding access to personal information in this class of records by contacting: Manager, Government Innovation Policy, 02 6213 6685. Location: Innovation Division, Industry House, 10 Binara St, Canberra ACT 2601 REVIEW OF THE NATIONAL INNOVATION SYSTEM (NISR) – PUBLIC CONTACT AND SUBMISSION DATABASE The database maintains a record of pertinent stakeholders with which the Department had contact for the NISR. Its purpose is to record up to date contact details for each contact, as well as officer details that, for the purposes of the Review, may be a contact point for the organisation in dealing with the Department. This database also contains records regarding those companies and individuals making a submission to the Review. Content may include: name of main contacts in organisation, title, address, telephone number, Internet webpage address, lodgement details and affiliation details. Each record is kept for an indefinite period. It is reviewed and updated as necessary. The personal information contained in these records will not be disclosed to other parties. The database contains contact information on approximately 1500 individuals, approximately 700 submissions, and is stored on computer and hard copy file. Individuals can obtain information regarding access to their personal information by contacting the Manager, Government Innovation Policy, 02 6213 6685. Location: Innovation Division, 10 Binara St, Canberra ACT 2601 REVIEW OF THE NATIONAL INNOVATION SYSTEM (NISR) – CONFIDENTIAL SUBMISSION DATABASE The database contains records regarding those companies and individuals who made a confidential submission to the Review of the National Innovation System.


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Content may include: name of main contacts in association (e.g. Director, Chair), title, address, telephone number, Internet webpage address, lodgement details and affiliation details. Each record is kept for an indefinite period. It is reviewed and updated as necessary. The information is available only to the Manager-Government Innovation Policy and General Manager-Innovation Policy Branch, (and was available to the Chairman-Review of the National Innovation System for the period of the Review). It is intended to provide an accurate record regarding confidential submission lodgements to the Review. The personal information contained in these records will not be disclosed to other parties. The database contains submission information on approximately 26 submissions, and is stored on computer and hard copy file. Individuals can obtain information regarding access to their personal information by contacting the Manager, Government Innovation Policy, 02 6213 6685. Location: Innovation Division, 10 Binara St, Canberra ACT 2601 PHARMACEUTICAL INDUSTRY INVESTMENT PROGRAM (PIIP) DATABASE The purpose of the database was to facilitate the monitoring of program participants’ performance against key criteria and assess their entitlements under the program, which concluded on 30 June 2004. The database is retained for archival purposes and is rarely accessed. Contents include name of contact person, company contact details and financial information. Records are kept indefinitely. Access to this information is limited to relevant officers within the Pharmaceuticals Health Industries and Enabling Technologies Branch. The database is rarely accessed and is retained for historical purposes only. The information is commercial in confidence and is not disclosed without the company’s permission. This information is stored on computer and paper media. Persons wishing to obtain their personal information can contact the Pharmaceuticals, Health Industries and Enabling Technologies Branch on 02 6213 6058. Location: Innovation Division, Industry House, 10 Binara St, Canberra ACT, 2601 PHARMACEUTICALS MAILING LIST DATABASE The purpose of the database was to create a register of pharmaceuticals industry stakeholders in order to facilitate communication with the industry and related sectors. The database contents include company or organisation contact details and the name and position of the contact person. It does not contain any sensitive information and has been superseded by the Pharmaceuticals, Health Industries and Enabling Technologies Branch Contact Database. Records are no longer updated. While the records are available to members of the Pharmaceuticals, Health Industries and Enabling Technologies Branch, the database is rarely accessed and is retained for historical purposes only. Persons wishing to obtain their personal information can contact the Pharmaceuticals, Health Industries and Enabling Technologies Branch on 02 6213 6058. Location: Innovation Division, Industry House, 10 Binara St, Canberra ACT 2601 PHARMACEUTICALS, HEALTH INDUSTRIES and ENABLING TECHNOLOGIES BRANCH CONTACT LIST


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The purpose of these records is to maintain a centralised, searchable contact list of companies and other stakeholders. Content may include: name, workplace address, telephone numbers, facsimile numbers, and email addresses, and an indication of the information (such as Biotech Business Indicators) that the individual has indicated they would like to receive from us. There is no sensitive content. The personal information on these records relates to key pharmaceuticals, medical technology and biotechnology stakeholders, including representatives from companies, universities, industry associations and research groups. The information can be accessed by members of the Pharmaceuticals, Health Industries and Enabling Technologies Branch. There are several hundred records, kept in electronic form. The records are kept indefinitely and updated continuously. This information is not disclosed to other persons or organisations. Individuals can obtain information regarding access to personal information in this class of records by contacting the Pharmaceuticals, Health Industries and Enabling Technologies Branch on 02 6213 6058. Location: Innovation Division, Industry House, 10 Binara St, Canberra ACT 2601 THE CLINICAL TRIALS ACTION GROUP CONTACT LIST The purpose of these records is to maintain a centralised, searchable contact list of stakeholders who have expressed an interest in the Clinical Trials Action Group. Content may include: name, workplace address, position, telephone numbers, facsimile numbers and email addresses. There is no sensitive content. The personal information on these records relates to key clinical trials stakeholders, including representatives from companies, universities, government departments, industry associations and research groups. There are around one hundred records, kept in electronic form. The records are kept indefinitely and updated continuously. This information is not disclosed to other persons or organisations. Individuals can obtain information regarding access to personal information in this class of records by contacting the Pharmaceuticals, Health Industries and Enabling Technologies Branch on 02 6213 6058. Location: Innovation Division, Industry House, 10 Binara St, Canberra ACT 2601 VENTURE CAPITAL INDUSTRY REVIEW - CONSULTATION MAILING LIST The mailing list was created by the Secretariat established by the Department to support the Venture Capital Review Expert Group (the Expert Group), which had the responsibility for the Venture Capital Industry Review. The list was used to contact stakeholders, including either: an invitation from the Chairman of the Expert Group to make written submissions to the Review, or to attend direct consultations. Content from the list includes: contact person, and/or the relevant business/organisation name, contact address, phone and fax number, and e-mail address (where collected). There are some 100 entries on the list. The Review has been completed and the Expert Group has disbanded. However, the records will be maintained by the Industry Policy Division during the implementation phase of initiatives, announced by the Government in the 2006-07 Budget in response to the Review, and then deleted. The personal information (if any) would not be disclosed to other persons or organisations. Individuals can obtain information regarding access to their personal information by contacting the Assistant Manager, Business Tax and Finance Unit on telephone 02 6213 6549 or by writing to the Assistant Manager, Business Tax and Finance Unit, Industry Policy Division. Location: Industry Policy Division, Industry House, 10 Binara St, Canberra ACT 2601


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COMMERCIALISATION AUSTRALIA PILOT PROGRAMS The purpose of these records is to record and manage applications for grant funding and manage contracts for successful applicants in accordance with program guidelines. Content may include information on the applicants (name, business details, telephone, fax and email addresses and other contact details), details of the proposed project and supporting documentation including project plans, business plans and referees). Sensitive content may include private contact information and commercial in confidence information relating to existing business and proposed projects. The records are kept on internal departmental electronic systems and paper files held in Innovation Division. Records are kept permanently. Personal information is disclosed only to appropriate officers within the department as necessary and may be disclosed to other organisations in circumstances mentioned in contracts (where applicable). Individuals can obtain information regarding access to personal information by writing to the Manager, Commercialisation Australia, Innovation Division, GPO Box 9839, Canberra ACT 2601 or by telephone on 02 6213 7611. Location: Innovation Division, Industry House, 10 Binara St, Canberra ACT 2601 COMMERCIALISATION AUSTRALIA VOLUNTEER BUSINESS MENTORS DATABASE The purpose of these records is to maintain a centralised, searchable contact list of individuals who are registered as mentors for Commercialisation Australia’s Volunteer Business Mentor (VBM) Network. Content may include: name, company, address, email address, phone numbers, areas of expertise and curricula vitae. Sensitive content may include private contact details provided by the individuals. Personal information may include details of membership of professional bodies/organisations. Content is included on a by permission basis. The following departmental staff and contractors have access to this personal information: the CEO of Commercialisation Australia, officers in the Commercialisation Australia Branch and Commercialisation Australia Case Managers (contractors). The records are updated on a regular and ongoing basis. Names are added to the list as individuals are offered and accept membership of the VBM Network. Entries can be removed from the database upon request. The records relate to approximately 60 individuals and are kept electronically on a secure extranet accessible by Commercialisation Australia Case Managers/departmental staff and also on paper files. The personal information would not normally be disclosed to other persons or organisations. Individuals can obtain information regarding access to personal information by writing to the Manager, Commercialisation Australia, Innovation Division, GPO Box 9839, Canberra ACT 2601 or by telephone on 02 6213 7611. Location: Innovation Division, Industry House, 10 Binara St, Canberra ACT 2601 COMMERCIALISATION AUSTRALIA STAKEHOLDER CONTACT LISTS The purpose of these records is to maintain a searchable contact list of stakeholders in order to facilitate communications in relation to the Commercialisation Australia program. Content may include: name, workplace address, position, telephone numbers, email addresses. There is no sensitive content.


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The records are kept indefinitely and updated continuously. This information may be disclosed to officers within the Commercialisation Australia Branch, Commercialisation Australia Case Managers and other areas of the department. There are approximately 250 entries. Individuals can obtain information regarding access to personal information in this class of records by contacting the Commercialisation Australia Branch on 02 6213 7611. Location: Innovation Division, Industry House, 10 Binara St, Canberra ACT 2601 COMMERCIALISATION AUSTRALIA CASE MANAGER DISCLOSURE OF PRIVATE INTEREST DECLARATIONS The purpose of these records is to record details about the personal, business and family private interests of Commercialisation Australia Case Managers for the purposes of managing Conflict of Interest processes in relation to the administration of the Commercialisation Australia program. Sensitive content includes details of the private interests of Commercialisation Australia Case Managers and their immediate families. The following staff have access to this personal information: Manager and Assistant Managers within Commercialisation Australia Branch and AusIndustry. The records are kept for the duration of a Case Manager’s contract. This information is not disclosed to other persons or organisations. The records relate to about 23 individuals. Paper copies of Case Manager signed statements declaring their private interests are stored on departmental paper files and maintained in a secure cabinet. Individuals can obtain information regarding access to their personal information by writing to the Manager, Commercialisation Australia, Innovation Division, GPO Box 9839, Canberra ACT 2601 or by telephone on 02 6213 7611. Location: Innovation Division, Industry House, 10 Binara St, Canberra ACT 2601 INDUSTRY AND SMALL BUSINESS POLICY DIVISION

INDUSTRY BRIEFS MAILING LIST The purpose of these records is to enable distribution of publications produced by the Industry Policy and Economic Analysis Branch.

Content includes: name, title, business name and business mailing address.

The list includes individuals in private and public sector agencies.

The records relate to approximately 300 persons and are stored on computer and paper files and label templates. The records are maintained on computer drives and files, to which only officers in the Economic Conditions Section in the Industry Policy and Economic Analysis Branch have access.

The records are maintained on an on-going basis. Names are added to the list on request and would also be deleted on request.

Individuals can obtain information regarding access to their personal information by contacting the Economic Conditions Section at email [email protected] or facsimile on 02 6290 8858. Requests to be added to the list should be sent to the same.

Location: ISBP Division, Industry House, 10 Binara St, Canberra ACT 2601

ECONOMICS INBOX The Industry and Small Business Policy Division maintains a list of email addresses of individuals that have subscribed to the electronic inbox ([email protected]) to receive briefing notes prepared by the Economic Conditions Section. The list includes individuals in private and public sector agencies, frequently in an ex officio capacity.




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The records relate to approximately 400 persons and are stored in the global address book. Addresses can only be added or deleted by the Service Desk. Only officers in the Economic Conditions use this distribution list.

The records are maintained on an on-going basis. Names are added to the list on request and would also be deleted on request.

Individuals can obtain information regarding access to their personal information by contacting the Economic Conditions Section at email [email protected] or facsimile on 02 6290 8858. Requests to be added to the list should be sent to the same.

Location: Industry and Small Business Policy Division, Industry House, 10 Binara St, Canberra ACT 2601 RESEARCH DIVISION COOPERATIVE RESEARCH CENTRES (CRC) PROGRAM DATABASE, HOLDERS OF PUBLIC OFFICE CLAIMS AND CRC PROGRAM SUBSCRIBERS The records of approximately 700 individuals are stored in the Cooperative Research Centres (CRC) program database (CRC Online). The classes of individuals whose information may be kept in CRC Online include:

CRC personnel such as the Chair, Chief Executive Officer, Business Manager, education and training officers, communications officers, administration staff and key researchers; and

The contact officer and proposed key personnel for applications in CRC selection rounds. The nature of the content collected may include: name, title, date of birth, address, telephone and fax numbers, email addresses, and curriculum vitae. This information is collected for the purpose of contacting CRC personnel, contacting persons regarding applications in CRC selection rounds, assessing CRC applications, and for log-on identity checks. Details of approximately 200 independent experts, as required for the assessment of applications to CRC selection rounds and for undertaking CRC reviews, are also held in spreadsheets and word documents. The nature of the content collected may include: name, title, date of birth, address, telephone and fax numbers, email addresses, conflict of interest statements, area of expertise or activity, and curriculum vitae. A further spreadsheet containing details of approximately 300 peer reviewers is also maintained for the purposes of peer reviewing the merits of research project proposals. The nature of the content held may include; name, title, telephone, email addresses, areas of expertise, and institutional affiliation. The CRC Branch also maintains a CRC program subscription list of approximately 3,000 individuals. The names and email addresses of subscribers are collected for the purpose of emailing regular updates about the CRC Program. New subscribers are added and deleted on request. In addition, the area maintains a collection of electronic and hard copy files relating to the members of the CRC committee. The files include information on the period of each committee member’s term, conflict of interest statements and their remuneration for attending committee meetings and other CRC-related activities. Content collected may include name, title, address, telephone and fax numbers, e-mail addresses, area of expertise or activity, and curriculum vitae. The Holders Of Public Office (HOPO) database currently stores approximately 130 entries. HOPO system manages the activities of current and past CRC committee members, CRC appraisal panel members and independent experts. Information collected for the claims system only includes names, titles, email addresses, dates of activity and remuneration for each activity. Officers of the CRC Branch, Research Division, Canberra, have access to the above records. The information is generally used only within the CRC program, although at times information or contact details may be provided on request to other areas within the department. In relation to committee membership matters, information may also be provided to the Minister and Prime Minister and Cabinet for reporting and briefing purposes. Otherwise, the information is not disclosed to other persons or organisations. Records are kept indefinitely and in accordance with the Archives Act the Financial Management and Accountability Act, Public Service Act 1999, the Public Service Regulations, the Privacy Act 1988, the Crimes Act 1914, and the Criminal Code and general law.



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Individuals can obtain information regarding access to their personal information by contacting the CRC Branch on 02 6213 7177 or [email protected]. Location: Research Division,10 Binara Street, Canberra City, ACT 2601. GENERAL SIR JOHN MONASH FOUNDATION RECOMMENDED CANDIDATES FOR SCHOLARSHIP AWARDS The purpose of maintaining the names of candidates awarded Monash scholarships is to assist in administration of the funding agreement. These names are provided as part of the overall monitoring of financial assistance provided to the Sir John Monash Foundation. Personal details also include the overseas institution and course selection. These details are also available on the Monash Foundation website. Location: Research Division,10 Binara Street, Canberra City, ACT 2601. HIGHER EDUCATION RESEARCH REFERENCE GROUP MEMBERSHIP The Higher Education Research Reference Group (HERRG), established in 2009, provides independent expert advice to the Minister for Innovation, Industry, Science and Research on higher education issues pertaining to the university sector. The Reference Group was selected by the Minister. The Reference Group chaired by the Secretary comprises senior university executives and one international member. Officers of the Strategic Partnerships Section in the Compacts and Coordination Branch, Research Division, have access to personal information on each of the Reference Group members. The records are maintained electronically. Details of the Group members are not usually disclosed to the public or other organisations. Location: Research Division,10 Binara Street, Canberra City, ACT 2601. LEARNED ACADEMIES REVIEW REFERENCE GROUP MEMBERSHIP The Learned Academies Review Reference Group (HERRG), established in 2011, provides independent advice to the Learned Academies Review Panel. The reference group membership was decided by the Minister. The reference group comprises four members selected according to their expertise and knowledge of the learned academies. Officers of the Strategic Partnerships Section in the Compacts and Coordination Branch, Research Division, have access to personal information on each of the reference group members. The records are maintained electronically. Details of the group members are not usually disclosed to the public or other organisations. Location: Research Division,10 Binara Street, Canberra City, ACT 2601. SCIENCE AND INFRASTRUCTURE DIVISION THE ANGLO-AUSTRALIAN TELESCOPE BOARD (AATB) The Anglo-Australian Telescope Board (AATB) was, prior to 1 July 2010, the owner and governing body of the Anglo-Australian Observatory , an organisation established in 1971 to provide world-class optical and infrared observing facilities for Australian and UK astronomers. The AATB was an independent, bi-national authority funded by the Australian and UK governments. The AATB operated under the Anglo-Australian Telescope Agreement Act 1970 repealed on 1 July 2010 by the Australian Astronomical Observatory (Transitional Provisions) Act 2010. . The agencies responsible for implementing the agreement were the Department of Innovation, Industry, Science and Research and the UK Science and Technology Facilities Council. Each country appointed three members to the AATB.


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Records were kept to assist the Minister and Cabinet in making informed decisions when appointing or reappointing members to the AATB. Records were also kept to facilitate the transition of the AAO to new governance arrangements that took effect on 1 July 2010. Content may include the Curriculum Vitae of Board Members and the positions, terms of appointment and commencement dates of employees of the Observatory. Classes of people whose personal information is included in the records: Members of, and people considered for appointments to the AAT Board; staff of the Observatory. Period of record keeping: Full details for term of appointment of members. The records will be destroyed seven years after the last action on the file. Persons entitled to have access to the information: All staff of the Astronomy and Research Agencies Branch and senior Departmental executives, the current Minister for Innovation, Industry, Science and Research, members of Minister’s staff, staff in the Cabinet Secretariat and the Executive Council secretariat, Prime Minister’s staff and Cabinet Ministers in their capacity relating to Board member appointments. Other officers of this Department and possibly other Commonwealth Departments could be provided with limited amounts of information, as appropriate. Individuals can obtain information regarding access to their personal information by contacting the General Manager, Astronomy and Research Agencies Branch on (02) 6213 6068. Location: Science and Infrastructure Division, Astronomy and Research Agencies Branch, Level 6, Industry House, 10 Binara Street, Canberra City, ACT 2600. THE AUSTRALIAN ASTRONOMICAL OBSERVATORY ADVISORY COMMITTEE (AAOAC) The Australian Astronomical Observatory Advisory Committee (AAOAC) was established by the Australian Astronomical Observatory Act 2010 to advise the Secretary of the Department of Innovation, Industry, Science and Research and the Director of the Australian Astronomical Observatory (AAO) on the performance of the astronomical functions of the AAO and to engage with the astronomical community. The purpose of the AAOAC records is to assist the Secretary in making informed decisions when appointing or reappointing members to the AAOAC, to enable the Department to correspond with AAOAC members as required, and to report AAOAC membership statistics, as required by the Office for Women in the Department of Families, Housing, Community Services and Indigenous Affairs. The content may include the names, gender, ethnicity, language, disability status, address, contact details, terms of appointment, commencement dates, remunerations, Curriculum Vitae and Private Interests Declarations of members of the AAOAC. Classes of people whose personal information is included in the records: AAOAC members and people considered for appointments to the AAOAC. Period of record keeping: Full details for term of appointment of members. The records will be destroyed seven years after the last action on the file. Persons entitled to have access to the information: All staff of the Astronomy and Research Agencies Branch, executive level staff of the Australian Astronomical Observatory, senior Departmental executives, the current Minister for Innovation, Industry, Science and Research, members of Minister’s staff. Other officers of this Department and possibly other Commonwealth Departments could be provided with limited amounts of information, as appropriate. Individuals can obtain information regarding access to their personal information by contacting the General Manager, Astronomy and Research Agencies Branch on (02) 6213 6068. Location: Science and Infrastructure Division, Astronomy and Research Agencies Branch, Level 6, Industry House, 10 Binara Street, Canberra City, ACT 2600. THE AUSTRALIA TELESCOPE NATIONAL FACILITY STEERING COMMITTEE (ATSC)


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The Australia Telescope National Facility Steering Committee (ATSC) is appointed by the Minister for Innovation, Industry, Science and Research to provide high level advice to the Director of the Australia Telescope National Facility (ATNF) on strategic directions, allocation of time on the facility and performance of the facility. Its members also act as advocates for the ATNF. The purpose of the ATSC records is to assist the Minister in making informed decisions when appointing or reappointing members to the ATSC, to enable the Department of Innovation, Industry, Science and Research to correspond with ATSC members as required, and to report ATSC membership statistics, as required by the Office for Women in the Department of Families, Housing, Community Services and Indigenous Affairs. The content may include the names, gender, ethnicity, language, disability status, address, contact details, terms of appointment, commencement dates and Curriculum Vitae of members of the ATSC. Classes of people whose personal information is included in the records: ATSC members and people considered for appointments to the ATSC. Period of record keeping: Full details for term of appointment of members. The records will be destroyed seven years after the last action on the file. Persons entitled to have access to the information: All staff of the Astronomy and Research Agencies Branch, executive level staff of CSIRO Astronomy and Space Science, senior Departmental executives, the current Minister for Innovation, Industry, Science and Research, members of Minister’s staff. Other officers of this Department and possibly other Commonwealth Departments could be provided with limited amounts of information, as appropriate. Individuals can obtain information regarding access to their personal information by contacting the General Manager, Astronomy and Research Agencies Branch on (02) 6213 6068. Location: Science and Infrastructure Division, Astronomy and Research Agencies Branch, Level 6, Industry House, 10 Binara Street, Canberra City, ACT 2600. THE AUSTRALIAN SCHEME FOR HIGHER EDUCATION REPOSITORIES (ASHER) AND THE IMPLEMENTATION ASSISTANCE PROGRAM (IAP) Funding for the Australian Scheme for Higher Education Repositories and Implementation Assistance Program will allow universities to develop their data systems to prepare for the Excellence in Research for Australia initiative. It will allow universities to make their research outputs more widely available to other researchers, business and the community. Records are kept as part of the grant application for ongoing program management. Content of personal information includes name and university contact details. The individuals are academics and support staff employed in Australian universities. Grant applications are lodged on individual paper files. Records are kept until the project is completed and final reports have been received. All records are kept for the period required by the Archives Act and the Financial Management and Accountability Act. Staff within the Research Infrastructure Branch with a need to access the files can access this information. The personal information is not usually disclosed to other persons or organisations. Individuals can obtain information regarding access to their own personal information by contacting the General Manager, Research Infrastructure Branch on (02) 6213 6375. Location: Science and Infrastructure Division, Research Infrastructure Branch, Level 6, Industry House, 10 Binara Street, Canberra City, ACT 2600. INTERNATIONAL SCIENCE LINKAGES (ISL) PROGRAM The purpose of these records is to maintain details of the activities of the International Science Linkages (ISL) Program (formerly named the International Access Programme – International S&T). Content may include: titles, names, addresses, telephone numbers, fax numbers, email addresses, employing organisations, area of expertise, previous work experience and publication lists.


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The personal information in these records relates to members of the ISL Assessment Panel as well as all applicants and recipients of funding under the ISL program. Information relating to applications for funding is used within the International Science Branch and is also provided to independent assessors who provide comments on applications’ suitability for funding. The records are kept indefinitely. The records are kept on a secure electronic database with some being kept on in-confidence paper files, the corporate approved recordkeeping system, and protected network drives. The records relate to approximately 9,000 individuals. Individuals can obtain information regarding access to personal information in this class of records by contacting the International Science Branch by mail at GPO Box 9839, Canberra City ACT 2601 or 02 6213 6151.

Location: Science and Infrastructure Division, International Science Branch, Level 6, Industry House, 10 Binara St, Canberra City ACT 2601.

AUSTRALIA INDIA STRATEGIC RESEARCH FUND (AISRF) The purpose of these records is to maintain details of the activities undertaken to administer the Australia-India Strategic Research Fund (AISRF). The personal information on these records relates to members of AISRF Advisory panels as well as applicants and recipients of funding under AISRF. Content may include: titles, names, addresses, telephone numbers, fax numbers, email addresses, employing organisations, area of expertise, previous work experience and publication lists. Information related to applications for funding is used within the International Science Branch and is also provided to independent assessors who provide comments/recommendations on applications’ suitability for funding. The records are kept indefinitely. The records relate to approximately 1,500 individuals and are stored in a secure electronic database with some being kept on in-confidence paper files, the corporate approved recordkeeping system, and protected network drives. Individuals can obtain information regarding access to personal information in this class of records by contacting the International Science Branch at GPO Box 9839, Canberra City ACT 2601or 02 6213 6151.

Location: Science and Infrastructure Division, International Science & EIF Branch, Level 6, Industry House, 10 Binara St, Canberra City ACT 2601. NATIONAL COLLABORATIVE RESEARCH INFRASTRUCTURE STRATEGY (NCRIS) The NCRIS Programme supports the development and implementation of collaborative investments that are designed to meet the strategic infrastructure needs of Australian researchers. Records are kept of the contact details (names, organisations, positions, addresses and phone numbers) and bank account details of grant recipients under the NCRIS programme; and curriculum vitae of key investment project personnel. Grant recipients include universities, publicly-funded research agencies, research companies and State and Territory governments. The purpose of these records is to assist the Department to provide and receive information relevant to the operation of the NCRIS programme and to make associated remuneration and grant payments. All staff in the Research Infrastructure Branch have access to this information. Individuals can access their personal information by contacting the General Manager, Research Infrastructure Branch on 02 6213 6375.


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Location: Science and Infrastructure Division, Research Infrastructure Branch, Industry House, 10 Binara St, Canberra ACT 2601. SUPER SCIENCE INITIATIVE The Super Science Initiative (SSI) provides a $1.1 billion boost for critical areas of scientific endeavour, including space and astronomy, marine and climate science, and future industries (including biotechnology and nanotechnology). $901.0 million is being invested in cutting-edge research infrastructure to give Australia’s top researchers the tools they need to get on with the job in three areas of our world-leading scientific capability:

Space and astronomy; Marine and climate; and Future industries.

Science and Infrastructure Division manage the Super Science Initiative research infrastructure projects. Records are kept of the contact details (names, organisations, positions, addresses and phone numbers) and bank account details of grant recipients; and curriculum vitae of key project personnel. Grant recipients include universities, publicly-funded research agencies and other research institutions. The purpose of these records is to assist the Department to provide and receive information relevant to the operation of the projects and to make associated grant payments. All staff in the Research Infrastructure Branch has access to this information. Individuals can access their personal information by contacting the General Manager, Research Infrastructure Branch on 02 6213 6375. EDUCATION INVESTMENT FUND – ROUNDS 1, 2 AND 3, AND SUSTAINABILITY ROUND The Education Investment Fund (EIF) is one of three nation-building Funds established by the Nation-building Funds Act 2008. The role of the EIF is to build a modern, productive, internationally competitive Australian economy by supporting world-leading, strategically-focused infrastructure investments that will transform Australian tertiary education and research. Three general competitive funding rounds have been conducted, as well as a competitive Sustainability Round. Records are kept of the contact details (names, organisations, positions, addresses and phone numbers) of applicants and grant recipients, as well as bank account details of grant recipients; and curriculum vitae of key project personnel. Applicants and grant recipients include universities, publicly-funded research agencies and other research institutions. The purpose of these records is to assist the Department to provide and receive information relevant to the operation of the projects and to make associated grant payments. All staff in the Research Infrastructure Branch have access to this information. Individuals can access their personal information by contacting the General Manager, Research Infrastructure Branch on 02 6213 6375. THE CAIRNS INSTITUTE – TROPICAL INNOVATION HUB PROJECT The Cairns Institute – Tropical Innovation Hub at James Cook University (JCU) is a $19.5 million Government’s investment to the Cairns Institute Building. The institute will be a focal point for tropical research, innovation and education in Australia. The project will promote collaborative research on social issues, marine and climate science, and economic issues relevant to the tropics. Science and Infrastructure Division manage the Cairns Institute – Tropical Innovation Hub. Records are kept of the contact details (names, organisations, positions, addresses and phone numbers) and bank account details of the recipient; and curriculum vitae of key project personnel.


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The purpose of these records is to assist the Department to provide and receive information relevant to the operation of the project and to make associated grant payments. All staff in the Research Infrastructure Branch has access to this information. Individuals can access their personal information by contacting the General Manager, Research Infrastructure Branch on 02 6213 6375. NATIONAL RESEARCH INFRASTRUCTURE COUNCIL (NRIC) MEMBERS The role of the National Research Infrastructure Council is to drive and undertake strategic planning across all categories of research infrastructure and contribute policy advice to Government. Records are kept of the contact details (names, organisations, positions, addresses, e-mail addresses and phone numbers), and in some cases bank account details, of NRIC Council members. The purpose of these records is to assist the Department to provide and receive information relevant to the operation of the NRIC and to make associated remuneration payments. All staff in the Research Infrastructure Branch have access to this information. Individuals can access their personal information by contacting the General Manager, Research Infrastructure Branch on 02 6213 6375. Location: Science and Infrastructure Division, Research Infrastructure Branch, Industry House, 10 Binara St, Canberra ACT 2601. THE PUBLICLY FUNDED RESEARCH AGENCIES (PFRA) BOARDS AND COUNCILS The Research Agencies Section, in the Astronomy and Research Agencies Branch manage the appointments to the Boards and Councils of the PFRA, being the Commonwealth Scientific Industrial Research Organisation (CSIRO), Australian Nuclear Science Technology Organisation (ANSTO), Australian Institute of Aboriginal and Torres Strait Islander Studies (AIATSIS) and Australian Institute of Marine Science (AIMS). Records are kept to assist the Minister and Cabinet in making informed decisions when appointing or reappointing members to the PFRA under the respective Acts. Records are also kept of correspondence between the Minister and Members. Content may include the Curriculum Vitae of Board and Council Members and the positions, terms of appointment and commencement dates of PFRA Chief Executives. Classes of people whose personal information is included in the records: Members of, and people considered for appointments to the PFRA Boards and Councils and Chief Executives of the PFRA. Period of record keeping: Full details for term of appointment of members. The records will be destroyed seven years after the last action on the file. Persons entitled to have access to the information: All staff of the Research Agencies Section and senior Departmental executives, the current Minister for Innovation, Industry, Science and Research, members of Minister’s staff, staff in the Cabinet Secretariat and the Executive Council secretariat, Prime Minister’s staff and Cabinet Ministers in their capacity relating to Board member appointments. Other officers of this Department and possibly other Commonwealth Departments could be provided with limited amounts of information, as appropriate. Individuals can obtain information regarding access to their personal information by contacting the General Manager, Astronomy and Research Agencies Branch on 02 6213 6068. Location: Science and Infrastructure Division, Astronomy and Research Agencies Branch, Level 6, Industry House, 10 Binara Street, Canberra City, ACT 2600. 2011 STRATEGIC ROADMAP FOR AUSTRALIAN RESEARCH INFRASTRUCTURE (2011 ROADMAP)

– STAKEHOLDER CONTACT LIST During 2011, a Strategic Roadmap for Australian Research Infrastructure will be developed to inform future decisions on where Australia should make strategic infrastructure investments to further develop its research capacity and improve research outcomes over the next five to ten years.


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Records are kept of the contact details (names, organisations, positions, addresses, email addresses and phone numbers) of the stakeholders being consulted during the development process. The purpose of these records is to assist the Department to provide and receive information relevant to the development of the 2011 Roadmap. All staff in the Research Infrastructure Branch have access to this information. Individuals can access their personal information by contacting the General Manager, Research Infrastructure Branch on 02 6213 6375. Location: Science and Infrastructure Division, Research Infrastructure Branch, Industry House, 10 Binara St, Canberra ACT 2601. 2011 STRATEGIC ROADMAP FOR AUSTRALIAN RESEARCH INFRASTRUCTURE (2011 ROADMAP)

– EXPERT WORKING GROUP MEMBERS The role of the Expert Working Groups is to provide specialist advice and assist with the development of the 2011 Roadmap. Records are kept of the contact details (names, organisations, positions, addresses, email addresses and phone numbers), and in some cases bank account details, of Expert Working Group members. The purpose of these records is to assist the Department to provide and receive information relevant to the operation of the Expert Working Groups and to make any associated reimbursements. All staff in the Research Infrastructure Branch have access to this information. Individuals can access their personal information by contacting the General Manager, Research Infrastructure Branch on 02 6213 6375. Location: Science and Infrastructure Division, Research Infrastructure Branch, Industry House, 10 Binara St, Canberra ACT 2601. QUESTACON King Edward Tce, Canberra ACT. Ph: 02 6270 2800 Questacon holds eleven classes of personal information, including one class of personnel records. THE NATIONAL SCIENCE AND TECHNOLOGY CENTRE VOLUNTEERS PROGRAM The purpose of these records is to assist in the administration of the Volunteers Program. Content may include: name, address, date of birth, occupation, gender, biographical details (provided by the volunteer) and contact details. The following staff have access to this personal information: administrative staff concerned with the management of the program. The records are kept permanently. This information is not disclosed to persons outside the organisation. Individuals can obtain information regarding access to their personal information by contacting the Volunteer Coordinator Ph: 02 6270 2813.

Location: The National Science and Technology Centre King Edward Tce PARKES ACT 2600.

THE NATIONAL SCIENCE AND TECHNOLOGY CENTRE: MEMBERS MAILING LIST The purpose of these records is to record contact details of current and expired members.


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Contents may include: name, address, credit card details and email addresses of current and expired members and subscribers to the Q Club Membership Program. Sensitive content may include: credit card details. Personal information on these records relates to the currency of individuals or organisations who are Questacon members. The following agency staff have access to this information: Marketing staff (program management and mailing purposes) and Customer Services Team staff (no access to financial information). The records, apart from credit card details, are kept indefinitely, relate to approximately 14,000 members, are stored on hard drive and on paper media, and kept in a restricted access area. Credit card details are stored on paper, kept in a restricted area and destroyed after 6 months via classified waste. Location: The National Science and Technology Centre, King Edward Tce, PARKES ACT 2600. THE NATIONAL SCIENCE AND TECHNOLOGY CENTRE’S GROUP BOOKING LIST The purpose of these records is to record numbers of groups booked in to the Centre and its programs at any given time; to record contact details; and to gauge admission numbers for statistical purposes. Contents may include: name, address of organisation and contact point, date and time of visits, grade of students, numbers in the group. Personal information on these records relates to people who book to use the Centre and/or its programs. The following agency staff have access to this information: Bookings Officers, Visitor Services and Outreach, business management and education programs staff (for program purposes and information on admission numbers). The records are not disclosed to persons outside the organisation. The records relate to approximately 8000 individuals or organisations and are stored on magnetic tape (kept for five years) and on computer hard drive (kept indefinitely). Location: The National Science and Technology Centre, King Edward Tce, PARKES ACT 2600. THE NATIONAL SCIENCE AND TECHNOLOGY CENTRE - VISITOR PROGRAMS RECORDS The purpose of these records is to record details of bookings to any programs, contact details and to gauge program numbers. Content may include: parents’ names, address, home and business telephone number, child’s name, age, special requirements, credit card details. Sensitive content may include details of disabilities, behavioural difficulties, medication and/or special requirements. The personal information on these records relates to attendees of Questacon visitor programs. The following agency staff have access to this information: Program staff. This information is not disclosed to other persons or organisations. Individuals can obtain information regarding access to personal information in this class of records by contacting the Visitor Programs Manager, Telephone 02 6270 2907. The records are kept on files and electronic media for a maximum of 7 years in a restricted access area. Location: The National Science and Technology Centre, King Edward Terrace, PARKES, ACT 2600


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THE NATIONAL SCIENCE AND TECHNOLOGY CENTRE – CUSTOMER SERVICE RECORDS The purpose of these records is to collect and process customer feedback and related correspondence. Content may include: customers’ names, age, home & email addresses and telephone numbers. Sensitive content may include: personal views, details of incidents and conversations. The following agency staff have access to this information: Visitor Services Team, Questacon Executive. The records are not disclosed to persons outside the organisation. Individuals can obtain information regarding access to personal information in this class of records by contacting the Visitor Programs Manager, Telephone 02 6270 2907. The records are kept on files and electronic media for a maximum of 7 years in a restricted access area. Location: The National Science and Technology Centre, King Edward Terrace, PARKES, ACT 2600 THE NATIONAL SCIENCE AND TECHNOLOGY CENTRE - CORPORATE SERVICES RECORDS) Questacon conducts all financial transactions through the DIISR Financial Management Information System FMIS which is centrally held at the Department and maintained by Departmental Corporate Services. Hard copies of invoices, receipts and other related documentation are kept on files in the restricted access area at Questacon for seven years after which they are forwarded to the Department for appropriate handling. Contents may include: trader’s name, address, contact information as well as bank account details. Sensitive content may include name, address, bank account details and possible history of debts owing to the Centre. All Centre officers who are involved in the processing and approving of financial transactions on the behalf of the agency have access according to their functional needs, which is protected by security controls. Some information is disclosed to the Reserve Bank of Australia for the purpose of processing of payments. Location: The National Science and Technology Centre, King Edward Tce, PARKES ACT 2600. THE NATIONAL SCIENCE AND TECHNOLOGY CENTRE - TENDER AND CONTRACT RECORDS The purpose of these records is: To retain information about procurement processes. Content may include: CVs (including experience and qualifications) and referee reports for specified contract personnel; details of hourly rates; names, positions and addresses of company employees e.g. Directors; bank account details and financial history records. Sensitive content may include complaints against individuals associated with the contract; details of outcomes of police checks and financial viability checks. The personal information on these records relates to suppliers and individuals bidding for potential Questacon business and/or the employees of potential and successful bidders. In some cases, the personal information may relate also to Questacon employees. The following agency staff have access to this information: Questacon staff involved in the quote/tender opening, registering and evaluation committee; approval, advisory or contract management process; staff with access to Commercial-in-Confidence or other in-confidence Questacon Registry files and staff in Procurement and Legal Branch. The names of any specified contract personnel who have a previous employment history with Questacon are disclosed to the Senate Estimates Committee on Employment, Workplace Relations and Education.


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Individuals can obtain information regarding access to personal information in this class of records by contacting Contract Management Team on 02 6270 2862 or via email [email protected]. The records are kept for 7 years. This information is not disclosed to other persons or organisations other than statutory reporting requirements. Location: The National Science and Technology Centre, King Edward Tce, PARKES ACT 2600. APPOINTMENTS TO NATIONAL SCIENCE AND TECHNOLOGY CENTRE ADVISORY COUNCIL The purpose of these records is to record details of current, previous and potential appointees to the Centre’s Advisory Council. Content may include: name, address, gender, date of birth, place of birth, occupation, current employment, employment history and achievements. The following agency staff have access to this personal information: Director, General Managers and appropriate administrative staff. These records are kept permanently. This information is not disclosed to other persons or organisations other than statutory reporting requirements. Individuals can obtain information regarding access to their personal information by contacting the General Manager, Operations Ph: 02 6270 2873 Location: The National Science and Technology Centre, King Edward Tce, PARKES ACT 2600. THE NATIONAL SCIENCE AND TECHNOLOGY CENTRE - OFFICE SERVICES The purpose of these records is to record information on all office functions including: office services (including mobile phones), security records and fleet management record. Content may include: name, address, occupation, telephone number, account number, signature and car running sheets. Sensitive content may include: financial information. The personal information on these records relates to staff and employees. The following staff have access to this personal information: accounting staff and Facilities Management staff. The records are kept according to the provisions of the Archives Act 1983 (General Disposal Authority). Some of this information is disclosed to Telstra and Fleet Management. Individuals can obtain information regarding access to their personal information by contacting the Facilities Manager Ph: 02 6270 2888.

Location: The National Science and Technology Centre, King Edward Tce PARKES ACT 2600.


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THE NATIONAL SCIENCE AND TECHNOLOGY CENTRE - SECURITY RECORDS The purpose of these records is to issue security passes to staff and contractors. Content may include: name, address, business telephone number. The personal information on these records relates to staff. The following agency staff have access to this information: Facilities Management staff. The period these records are retained are determined by the guidelines set out in the Protective Security Manual (PSM) 2000. This information is not disclosed to other persons or organisations. Individuals can obtain information regarding access to personal information in this class of records by contacting the Facilities Systems Manager, Telephone 02 6270 2867. The records relate to around 200 individuals and are kept in a secure cabinet indefinitely. Location: The National Science and Technology Centre, King Edward Terrace, PARKES, ACT 2600 THE NATIONAL SCIENCE AND TECHNOLOGY CENTRE - FLEET MANAGEMENT RECORDS The purpose of these records is to ensure users of Commonwealth vehicles are correctly licensed. Content may include: Photocopy of current drivers licence containing; name, address, date of birth; licence number, class and conditions; a personal photograph. Sensitive information may include information that relates to licence conditions such as physical disabilities. The personal information on these records relates to staff. The following agency staff have access to this information: Facilities Management staff. The period these records are retained are determined by the guidelines set out in the Protective Security Manual (PSM) 2000. This information is not disclosed to other persons or organisations. Individuals can obtain information regarding access to their personal information by contacting the Facilities Systems Manager, Telephone 02 6270 2867. The records relate to around 200 individuals and are kept in a secure cabinet indefinitely. Location: The National Science and Technology Centre, King Edward Terrace, PARKES, ACT 2600 ENTERPRISE CONNECT DIVISION ENTERPRISE CONNECT: SECURE PORTAL The purpose of these records is to maintain a documentation of all Enterprise Connect applications. Content is supplied by the applicant and may include details of company (or other parties) name, street and postal addresses, key contact names and details. No information of a sensitive nature is kept on the database. The following agency staff has access to this information: Enterprise Connect Division. The records are kept electronically. The records relate to approximately 5000 individual businesses.


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Individuals can obtain information regarding access to personal information in this class of records by contacting the Manager, Enterprise Connect, on 02 6213 7180. Location: Enterprise Connect Division, Department of Innovation, Industry, Science and Research, Industry House, 10 Binara Street, Canberra ACT 2601 ENTERPRISE CONNECT GRANTS The purpose of these records is for Enterprise Connect to manage client financial requirements pertaining to the Tailored Advisory Service grants. Content may include details of company (or other parties) name, street and postal addresses, key contact names and details, grant figure, project details. No information of a sensitive nature is kept on the database. The following agency staff have access to this information: Enterprise Connect Division. The records are kept electronically and in hard form. The records are kept indefinitely. Individuals can obtain information regarding access to personal information in this class of records by contacting the Manager, Enterprise Connect, on 02 6213 7180. The records relate to approximately 2500 individual businesses. Location: Enterprise Connect Division, Department of Innovation, Industry, Science and Research, Industry House, 10 Binara Street, Canberra ACT 2601 ENTERPRISE CONNECT: CLIENT RELATIONSHIP MANAGEMENT The purpose of these records is for client relationship management with clients and stakeholders of the Enterprise Connect. Content may include job titles, names, email addresses, contact numbers, company names, physical addresses and industry sectors, history of contact with Enterprise Connect including receipt of program elements (Business Reviews, Complementary Services and Tailored Advisory Service grants). Sensitive content: No information within the database is sensitive however content is treated as commercial-in-confidence and should be considered as sensitive. Data has been voluntarily supplied by clients and stakeholders through the application process and enables identification of the market for follow up and promotional purposes. The following agency staff have access to this information: Enterprise Connect Division. The records are kept electronically. Individuals can obtain information regarding access to personal information in this class of records by contacting the Manager, Enterprise Connect, on 02 6213 7180. The records relate to approximately 5500 individual businesses are kept in a database.

AUSTRALIAN NUCLEAR SCIENCE & TECHNOLOGY ORGANISATION (ANSTO)

Address: Private Mail Bag 1 MENAI NSW 2234 The Australian Nuclear Science and Technology Organisation holds 12 classes of personal information, including one class of personnel records. PERSONNEL RECORDS See Appendix 1 for a generic description of Personnel Records.


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VISITORS RECORDS AND CASUAL CONTRACTOR RECORDS The purpose of these records is to record details of all visitors and casual contractors to ANSTO and the National Medical Cyclotron. Content may include: name, nationality, address and signatures. The personal information on these records relates to all visitors. The following agency staff have access to this personal information: reception staff, Agency Security Adviser. Individuals can obtain information regarding access to their personal information by contacting the Privacy Contact Officer: 02 9717 7464. The record relates to individuals and is stored on paper media and computerised visitor logging system. As per National Australian Archives (NAA) Administrative Functions Disposal Authority (AFDA) Entry No. 1088, records are destroyed 5 years after last entry. Location: ANSTO, New Illawarra Rd, Lucas Heights 2234 and the ANSTO Camperdown facility,, Camperdown NSW 2050

OFFICE OF EXECUTIVE DIRECTOR & BOARD CORRESPONDENCE The purpose of these records is to record and monitor correspondence addressed to the Chief Executive Officer, Chairman of the ANSTO Board and ANSTO Board members. Content may include name, address & occupation. Sensitive content may include: physical or mental health, disabilities, racial or ethnic origin, criminal convictions, criminal intelligence, religious affiliations, political affiliations, financial information and relationship details. The personal information on these records relates to members of the public, employees and statutory appointees. The following Agency staff have access to this personal information: Board members, members of the Executive, selected members and agency officers on a “need to know basis”. Records are disposed of in accordance with the NAA Administrative Disposal Authority. This information is not usually disclosed to other persons or organisations. Individuals can obtain information regarding access to their personal information by contacting the Privacy Contact Officer: 02 9717 7464. Location: New Illawarra Road, Lucas Heights, NSW 2234 FINANCE RECORDS The purpose of these records is to record and administer financial transactions. Content may include: name, address, occupation, gender and date of birth. Sensitive content may include financial information such as details of assets and liabilities. The personal information on these records relates to individuals who have financial dealings with ANSTO including Australian citizens, overseas engaged employees, creditors and debtors. The following agency staff have access to personal information: Finance and Administration and Divisional Administration. Records are disposed of in accordance with the NAA Administrative Disposal Authority. The information is not usually disclosed to other persons or organisations.


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Individuals can obtain information regarding access to this personal information by contacting the Privacy Contact Officer: 02 9717 7464. MINISTERIAL CORRESPONDENCE The purpose of these records is to record ministerial correspondence referred to ANSTO for advice by ministerial offices and departments. Content may include name, address, date of birth, occupation, marital status, name and status of partners or relatives, relationship details, gender and curriculum vitae. Sensitive detail may include: details of physical or mental health, disabilities, racial or ethnic origin, criminal convictions, religious and political affiliations, financial information, and citizenship. The personal information on these records relates to members of the general public. The following agency staff have access to this personal information: Agency officers on a “need to know basis”. Records are disposed of in accordance with the NAA Administrative Disposal Authority (AFDA). The information is not usually disclosed to other persons or organisations. Individuals can obtain information regarding access to their personal information by contacting the Privacy Contact Officer: 02 9717 7464. Location: New Illawarra Rd, Lucas Heights, NSW 2234 REPRESENTATIONS TO THE AGENCY The purpose of these records is to record the regular letters and phone calls received from members of the public seeking information on ANSTO and nuclear-related activities, requests for site visits and publications. Content may include name, address date of birth, occupation, marital status, name and status of partners or relatives, relationship details, gender and curriculum vitae. Sensitive detail may include: details of physical or mental health, disabilities, racial or ethnic origin, criminal convictions, religious and political affiliations, financial information, and citizenship. The personal information on these records relates to members of the general public. The following agency staff have access to this personal information: Agency officers on a “need to know basis”. Records are disposed of in accordance with the NAA Administrative Functions Disposal Authority (AFDA). The information is not usually disclosed to other persons or organisations. Individuals can obtain information regarding access to their personal information by contacting the Privacy Contact Officer: 02 9717 7464. Location: New Illawarra Rd, Lucas Heights, NSW 2234 LEGAL FILES The purpose of these records is to document action taken in relation to ANSTO Legal, including litigation and legal advice. Content may include: name, address, date of birth, occupation, gender, marital status and names and status of partners or relatives. Sensitive content may include: physical or mental health, disabilities, sexual life, racial or ethnic origin, criminal convictions, criminal intelligence, religious affiliations, political affiliations, financial information, relationship details and citizenship.


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The personal information on these records relates to litigants, employees and contractors. The following agency staff has access to this personal information: Senior Managers and Legal Branch. The records are disposed of in accordance with the provisions of the Archives Act. Some of this information is disclosed to the Attorney Generals Department. Individuals can obtain information regarding access to their personal information by contacting the Privacy Contact Officer: 02 9717 7464. Location: New Illawarra Rd, Lucas Heights, NSW 2234 FREEDOM OF INFORMATION REQUESTS The purpose of these records is to document the receipt and processing of requests pursuant to the Freedom of Information Act 1982. Content may include: name, address, date of birth, occupation, gender, marital status and names and status of partners or relatives. Sensitive content may include: physical or mental health, disabilities, sexual life, racial or ethnic origin, criminal convictions, criminal intelligence, religious affiliations, political affiliations, financial information, relationship details and citizenship. The personal information on these records relates to applicants, including the general public and ANSTO employees. The following agency staff access to this personal information: Freedom of Information Section staff and Operational staff. The records are disposed of in accordance with the provisions of the Archives Act. Some of this information is disclosed to: FOI Co-ordinators in other Commonwealth Agencies on a "need to know" basis. Individuals can obtain information regarding access to their personal information by contacting the Freedom of Information Officer: 02 9717 3807. The records relate to an indeterminate number of individuals. Summary descriptions of requests are stored on electronic media, and correspondence and documentation of decisions are held in file. Location: New Illawarra Rd, Lucas Heights, NSW 2234. OVERSEAS VISITORS AND GUEST WORKER FILES The purpose of these records is to maintain a history of overseas visitors and guest workers at ANSTO sites. Content may include: name, address, date of birth, occupation, gender, marital status, names and status of partners or relatives, educational qualifications, employment history, furniture inventory and travel and insurance arrangements. Sensitive content may include: physical or mental health, disabilities, racial or ethnic origin, financial information and relationship details. The following agency staff have access to this personal information: Personnel staff and line managers. The records are disposed of in accordance with the provisions of the Archives Act. This information is not usually disclosed to other persons or organisations.


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Individuals can obtain information regarding access to their personal information by contacting the Privacy Contact Officer: 02 9717 7464. Location: New Illawarra Rd, Lucas Heights, NSW 2234. ANSTO AWARDS The purpose of these records is use records and documents to select a person to receive the United Uranium Scholarship whereby ANSTO, on behalf of the Trustee, organises and advertises the scholarship. Content may include: name, address, date of birth, occupation, gender, marital status, names and status of partners or relatives, educational qualifications, employment history, achievements including other awards, telephone number and citizenship. Sensitive content may include: racial or ethnic origin, relationship details, record of interview, referee reports and selection committee reports. The personal information on these records relates to applicants, awardees and nominees. The following agency staff have access to this personal information: Organisational Development and Learning unit staff administering awards, line managers and Selection Committee Members. The records are disposed of in accordance with the provisions of the Archives Act. Individuals can obtain information regarding access to their personal information by contacting the Privacy Contact Officer: 02 9717 7464. Location: New Illawarra Rd, Lucas Heights, NSW 2234 RECORDS OF OFFICIAL VISITORS The purpose of these records is to assist in visit programming, evaluations and research. Content may include: name, portfolio, Australian itinerary and programme, medical conditions and dietary restrictions. Sensitive content may include: physical or mental health, racial or ethnic origin and political capacity. The personal information on these records relates to official overseas visitors. The following agency staff have access to this personal information: Personnel of ANSTO on a "need to know" basis. The records are kept permanently in accordance with the Archives Act. The personal information contained in these records may be disclosed to: officers of co-operating Commonwealth and State Government Departments working on each official visit. Individuals can obtain information regarding access to their personal information by contacting the Privacy Contact Officer: 02 9717 7464. Location: New Illawarra Rd, Lucas Heights, NSW 2234 COMMUNCATIONS UNIT MAILING LIST

The purpose of these records is to distribute the Nuclear Matters publication to those ex ANSTO employees who request a copy. Content may include: name, organisation name, and e-mail address of those who have opted into the mailing list. The following agency staff have access to this information: staff in the ANSTO Communications unit. The records are kept indefinitely.


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This information is not usually disclosed to other persons or organisations. Individuals can obtain information regarding access to their personal information by contacting the Privacy Contact Officer: 02 9717 7464. Location: New Illawarra Rd, Lucas Heights, NSW 2234 FLEET MANAGEMENT RECORDS The purpose of these records is to ensure users of Commonwealth vehicles are correctly licensed. Content may include: Current drivers licence containing; name, address, date of birth; licence number, class and conditions; a personal photograph. Sensitive information may include information that relates to licence conditions such as physical disabilities. The personal information on these records relates to staff. The following agency staff have access to this information: Support Services staff. The records are kept permanently in accordance with the Archives Act. This information is not disclosed to other persons or organisations. Individuals can obtain information regarding access to their personal information by contacting the Privacy Contact Officer: 02 9717 7464. Location: New Illawarra Rd, Lucas Heights, NSW 2234 RECORDS OF RESPONSES TO REQUESTS FOR TENDERS AND EXPRESSIONS OF INTEREST The purpose of these records is to document responses to requests for tenders and expressions of interest in regard to proposed projects for which ANSTO’s Finance, Procurement and Quality (FP&Q) Division is responsible. The general content of these records includes information that identifies businesses and individuals by business and/or company name, name of contact person, email address and telephone number. Tender responses are considered sensitive information on the basis of commercial confidentiality. The class of people whose personal information is included in the records is business employees. Internal access is restricted to FP&Q staff and senior management. The period of retention of the records is that mandated by National Archives Australia. There is no disclosure of the personal information contained in these records. Individuals can obtain information regarding access to their personal information by contacting the Privacy Contact Officer: 02 9717 7464. Location: New Illawarra Rd, Lucas Heights, NSW 2234 AUSTRALIAN INSTITUTE OF MARINE SCIENCE – JUNE 2011 ADDRESS: HEAD OFFICE PMB NO 3 TOWNSVILLE QLD 4810 Ph: 07 4753 4444 Fax 07 4772 5852 12 classes of personal information are held by this agency, including 5 classes of Personnel Records.

PERSONNEL AND PAYROLL FILES AND RECORDS


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RECRUITMENT FILES

WORKERS’ COMPENSATION FILES REHABILITATION FILES

INCIDENT REGISTER (See Appendix 1 for a generic description of Personnel Information). COUNCIL DETERMINATIONS The purpose of these records is to record the deliberations of the Institute's Council on personnel matters (eg. extensions, some promotions, offers of appointment, permanency etc). Content may include: executive minutes to council, council determinations, names, addresses, dates of birth, AIMS service history and occupation information. The personal information on these records relates to current and former staff members. The following agency staff have access to this personal information: CEO, Management Group, Executive support staff and Council Members. The records are kept permanently. The information is not normally disclosed to other persons or organisations. The records are kept on paper files and electronic media. Location: Head Office (Townsville), PMB No.3 Townsville MC QLD 4810 Ph: 07 4753 4444. AIMS EMPLOYMENT REGISTER The purpose of these records is to maintain details of individuals wishing to be considered for temporary or casual employment and individuals wishing to participate in unpaid work at AIMS’ sites. Content may include: name, address, date of birth, gender, occupation, employment history, educational history, date of birth and visa/nationality information. Sensitive content may include: physical or mental health, disabilities, racial or ethnic origins, full name, date of birth and address. The personal information on these records relates to current or potential temporary or casual employees and volunteer workers. The following agency staff have access to this information: Recruitment Coordinator, Human Resources Services Manager, Members of the Executive, WA Science and Administrative Support Officer, all officers employing temporary or casual employees. The records are kept for up to 12 months. The information is not normally disclosed to other persons or organisations. Individuals can access their personal information by contacting the Recruitment Coordinator, Ph (07) 4753 4444. The records relate to approximately 259 individuals are stored on paper files and electronic media. Location: Head Office (Townsville), PMB No.3 Townsville MC QLD 4810. MAILING LISTS FOR AIMS PUBLICATIONS


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The purpose of these records is to provide information and publications to clients who have asked to be placed on the Institute's mailing lists. Content may include: name, address, phone number, email address title or position. The personal information on these records relates to people who request publications and data. The following agency staff have access to this information: Science Communication staff and other staff administering the system. The records are disposed of in accordance with the provisions of the Archives Act. This information is not disclosed to other persons or organisations. Individuals can obtain information regarding access to their personal information by contacting the Freedom of Information Officer, Ph: (07) 4753 4444. The records relate to approximately 378 individuals and are stored on electronic media. Location: Head Office (Townsville), PMB No.3 Townsville MC QLD 4810. FREEDOM OF INFORMATION REQUEST FILES The purpose of these records is to document the receipt and processing of requests pursuant to the Freedom of Information Act 1982. Content may include: name, address, telephone and fax number, e-mail address, occupation, gender and details relating to the particular request. Sensitive content may include: name, address, telephone and fax number, e-mail address. Details depend on the individual case and may include one or more of the above. The personal information on these records relates to FOI applicants, complainants, witnesses, respondents and people to whom the information request relates. The following agency staff have access to this personal information: FOI Officer, relevant records management staff and FOI Act delegates. The records are disposed of in accordance with the provisions of the Archives Act. Some of this information is disclosed to: Australian Government Solicitor, Administrative Appeals Tribunal and the Commonwealth Ombudsman. Individuals can obtain access to their personal information by contacting the Freedom of Information Access Officer, Ph: (07) 4753 4444. The records relate to an unspecified number of individuals and are stored on paper files. Location: Head Office (Townsville), PMB No.3 Townsville MC QLD 4810. VISITORS AND UNPAID (VOLUNTARY) WORKERS FILES The purpose of these records is to maintain a history of visitors, guest workers and voluntary workers at AIMS’ sites. Content may include: name, address, date of birth, occupation, gender, marital status, names and status of partners and or relatives, education qualifications, visa/nationality information, employment history, and travel and insurance arrangements. Sensitive content may include: physical or mental health, disabilities, racial or ethnic origin, financial information and relationship details. The personal information on these records relates to non-AIMS staff at AIMS’ sites.


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The following agency staff have access to this personal information: Staff involved in the administration of this system, staff sponsoring the visitor/unpaid worker and Line Managers. The records are disposed on in accordance with the provisions of the Archives Act. This information is not usually disclosed to other persons or organisations. Individuals can obtain information regarding access to their personal information by contacting the Visitor Coordinator Ph (07) 47 534 444 or the Freedom of Information Officer Ph (07) 47 534 444. The records relate to approximately 4,118 individuals and are stored on paper files and electronic media. Location: Head Office (Townsville), PMB No.3 Townsville MC QLD 4810. WA Office, UWA Oceans Institute (MO96), 35 Stirling Highway, Crawley, WA, 6009. FINANCE RECORDS The purpose of these records is to maintain a complete record of financial transactions within AIMS. Contents may include: payee's name, address, contact information, bank account details and payments history. Sensitive content may include: financial information. The personal information on these records relates to individuals who have financial dealings with AIMS. The following agency staff have access to this personal information: Officers who are involved in the processing of financial transactions, according to their functional needs and controlled by system security staff. The records are disposed of in accordance with the provisions of the Archives Act. This information is not usually disclosed to other persons or organisations. Individuals can obtain information regarding access to their personal information by contacting Financial Services Staff Ph (07) 4753 4444. The records relate to 5,591 individuals and are stored on computer and paper media. Location: Head Office (Townsville), PMB No.3 Townsville MC QLD 4810.

WA Office, UWA Oceans Institute (MO96), 35 Stirling Highway, Crawley, WA, 6009 CONTRACT REGISTER (INCLUDES CONSULTANTS) The purpose of these records is to record details of consultants/contractors. Content may include: name, address, phone number, email address, occupation, skill and background information on the consultant/contractor. Sensitive content may include: financial information, name and address and other contact information. The personal information on these records relates to current or potential consultants/contractors. The following agency staff have access to this personal information: Commercial Services staff and AIMS Tropical Marine Research Facility Project staff. The records are disposed of in accordance with the provisions of the Archives Act. This information is not usually disclosed to other persons or organisations as per the Confidentiality clause built into these documents. Individuals can obtain information regarding access to their personal information by contacting the Commercial Services Manager Ph: (07) 4753 4444.


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The records relate to approximately 174 individuals and are stored on computer and paper media. Location: Head Office (Townsville), PMB No.3 Townsville MC QLD 4810. AUSTRALIAN INSTITUTE OF ABORIGINAL AND TORRES STRAIT ISLANDER STUDIES (AIATSIS) 2009

ADDRESS: PO Box 553 Canberra ACT 2601 TELEPHONE: 02 6246 1138 Three classes of personal information are held by this agency, including one class of personnel records. PERSONNEL RECORDS See Appendix 1 for a generic description of Personnel Records. FINANCIAL OPERATIONS RECORDS The purpose of these records is to maintain information on personal and corporate bank accounts, addresses and other contact information. The content may include account numbers and account holders, business and home addresses, telephone numbers and e-mail addresses. These are used to make payments to the Institute’s creditors and enable the Institute to meet its obligations for timely recovery of debts. There is no specific sensitivity, other than the data itself. Agency staff working in the finance, accounting and human resources units have access to this information. Information is normally retained until no longer required for accounting and audit purposes. The records are kept in accordance with the Australian national Audit office and the Australian Taxation compliance requirements of 7 and 5 years respectively. The records are kept at the Institute’s headquarters at Acton, ACT and managed within its corporate information technology systems. The personal information contained in these records may normally only be disclosed to the person to whom it relates. Individuals can obtain information regarding access to personal information in this class of records by contacting the accounts officer. The records relate to less than 2,300 individuals and are kept on electronic media. MEMBERSHIP REGISTER The establishment and maintenance of the Membership Register is required under Section 10 of the AIATSIS Act, No. 149 of 1989. The purpose of the Membership Register is to maintain names, addresses and other contact information on AIATSIS Members. The content may include business and home addresses, telephone numbers and e-mail addresses. It specifies whether individuals are male or female and whether they are Indigenous or non-Indigenous. It also includes the date they were appointed or reappointed as Members. There is no specific sensitivity, other than the data itself. Agency staff with a requirement to information about AIATSIS Members has access to this information. The records are kept at the Institute’s headquarters at Acton, ACT and are managed within its corporate information technology systems. Individuals can obtain information regarding access to personal information in this class of records by contacting the Executive Officer. The records currently relate to c.500 individuals and are kept on electronic media. FAMILY HISTORY The Institutes has established and maintains an Aboriginal biographical indexed. This index comprises information pertaining to individuals and may include name, date of birth, date of death and location. The index has been established from general publications about Indigenous communities and is available to the public through the Library’s catalogue. The Family History Unit retains personal and other information which is gathered in the process of answering client’s genealogical requests. This is stored in the unit and is available to the unit’s staff. Individuals may obtain


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access to the personal information in these records by contacting the head of the unit and provide evidence of the consent of the original provider of the information. There are approximately 5,000 records in the unit, stored on electronic media. DEPOSITORS AND RESEARCH CLIENTS AIATSIS receives material on deposit as specified in Section 41(1) of the AIATSIS Act. Information including the name, address, contact details and depositor’s specifications regarding access to this material are retained in the Library and Audio Visual Archives (AVA) on file and on an electronic database and are available to Library and AVA staff. Contact details for depositors may be made available to researchers requesting access to their works depending on the nature of the depositor’s instructions. Depositor’s records relate to c.2500 individuals. Personal information in this class of records may be made available to researchers through contact with the Heads of Client Services in the Library or AVA. Information related to reference requests made by Library and AVA research clients are stored on an electronic database available to Library and AVA staff. These records are retained as part of the normal reference work of the Library and AVA. There are approximately 11,000 paper records in the database. GRANTS The AIATSIS provides research grants on and annual basis. Applications are gathered and successful applicant’s details are retained. This includes name address and contact details. Individuals can obtain information regarding access to personal information in this class of records by contacting the Grants Officer. There are approximately 2,000 records in the unit, stored on electronic media.


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APPENDIX 1 PERSONNEL RECORDS Due to the commonality of these classes of records between agencies, they have been grouped in one entry. This necessarily reduces the amount of detail provided. Current and former employees can obtain details of specific agency record handling practices by contacting personnel staff in that agency. It should not be assumed that all records described are kept in a common storage facility. Separate security arrangements will typically apply, depending on the sensitivity of the information. 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: (1) records relating to attendance and overtime; (2) leave applications and approvals; (3) medical and dental records; (4) payroll and pay related records, including banking details; (5) tax file number declaration forms; (6) declarations of pecuniary interests; (7) personal history files; (8) performance appraisals, etc; (9) records relating to personal development and training; (10) trade, skill and aptitude test records; (11) completed questionnaires and personnel survey forms; (12) records relating to removals; (13) travel documentation; (14) records relating to personal welfare matters; (15) contracts and conditions of employment; (16) EEO Data; and (17) next of kin details. Recruitment The records may include any one or more of the following: (1) recruitment records and dossiers; (2) records relating to relocation of staff and removals of personal effects; and (3) records relating to character checks and security clearances. Other The records may include any one or more of the following: (1) records of accidents and injuries; (2) compensation case files; (3) rehabilitation case files; (4) records relating to counselling and discipline matters, including disciplinary, investigation and action files, legal action files, records of criminal convictions, and any other staff and establishment records as appropriate; (5) complaints and grievances; and (6) recommendations for honours and awards. The content 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. Personnel records may include information which employees may consider sensitive such as: physical and mental health, disabilities, racial or ethnic origin, disciplinary investigation and action, criminal convictions, adverse performance and security assessments, tax file numbers, relationship details and personal financial information.


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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 General Disposal Authority for staff and establishment records issued by Australian Archives. Information held in personnel records may be disclosed, as appropriate, to: Comcare, Commonwealth Medical Officers, Attorney-General's Department, Australian Public Service Commission, ComSuper and other superannuation administrators, Australian Taxation Office, and the receiving agency following movement or reengagementof an employee. Individuals can obtain information regarding access to their personal information by contacting the personnel section of the employing agency. Records relate to all current and former employees of an agency and are stored on paper, microfiche and electronic media. Location: the appropriate Central, State, regional office of the employing agency.

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