Report under the FOI Act

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How to lodge a Freedom of Information request
What records we hold
Functions and Decision-making powers
Arrangements for Outside Participation

This appendix explains how you can request access to department records under the Freedom of Information Act 1982 (FOI Act), what records we hold and what arrangements we have in place for outside participation.

How to lodge a Freedom of Information request

You may apply for access to any records that fall within the scope of the FOI Act. If you need more information or wish to discuss your request, please:

  • email foi@dotars.gov.au
  • write to:
    Freedom of Information Coordinator
    Department of Transport and Regional Services
    GPO Box 594
    CANBERRA ACT 2601
  • fax 02 6274 6775
  • phone 02 6274 7844

You will need to lodge your request in writing or by email, and you must provide an address in Australia where we can send you notices under the FOI Act. We recommend that you also include:

  • as much detail as possible about the record(s) you wish to access
  • the $30 application fee-this can be refunded in some cases, and
  • a phone number in case we need to clarify your request.

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What records we hold

Departmental records include the records of:

  • the Australian Transport Safety Bureau
  • the Bureau of Transport and Regional Economics, and
  • the administrations of Jervis Bay Territory, Christas Island, the Cocos (Keeling) Islands, and
  • the Office of the Administrator, Norfolk Island.

Like many other Australian Government agencies, we hold records such as:

  • briefing papers and submissions prepared for ministers, parliamentary secretaries, Cabinet and Executive Council, noting that these are generally classified documents
  • business papers, briefing notes and meeting records for committees and conferences which we service or participate in
  • codes of practice
  • documents prepared by international agencies
  • documents relating to the development of legislation
  • environmental impact statements
  • internal administration documents
  • international treaties, memoranda of understanding and international conventions
  • legal documents, including legislation, contracts, leases and court documents
  • maps and other geographical information
  • ministerial responses to parliamentary questions, interdepartmental and general correspondence and papers
  • policy documents, recommendations and decisions
  • programme, fund and grant administration papers
  • registers of documents, agreements, approvals, exemptions, permits and licences
  • service delivery agreements
  • statistics and databases, and
  • technical standards, guidelines, specifications, charts, photographs, drawings and manuals.


A digest of the personal information we hold is available at www.privacy.gov.au/government/digest

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Functions and Decision-making powers

Our organisation and functions are described throughout this report.

Certain officers exercise decision-making powers and advise our ministers on the exercise of their powers under portfolio legislation and other matters. These are as set out in the Administrative Arrangements Order (AAO) for the Commonwealth of Australia, and relate to:

  • transport safety, including investigations
  • land transport
  • civil aviation and airports
  • transport security
  • delivery of regional and rural specific services
  • maritime transport including shipping
  • regional development
  • matters relating to local government
  • planning and land management in the Australian Capital Territory
  • administration of the Jervis Bay Territory, the Territory of Cocos (Keeling) Islands, the Territory of Christmas Island, the Coral Sea Islands Territory, the Territory of Ashmore and Cartier Islands, and of Commonwealth responsibilities on Norfolk Island
  • constitutional development of the Australian Capital Territory
  • constitutional development of the Northern Territory of Australia, and
  • natural disaster relief and mitigation in the form of financial assistance to the states and territories.

For a complete and up-to-date copy of the AAO, visit www.pmc.gov.au or www.comlaw.gov.au and search for AAO.

To review a list of the manuals and other documents we use when making decisions or recommendations that affect the public, contact any office of the National Archives of Australia or visit www.naa.gov.au

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Arrangements for Outside Participation

As outlined earlier, we consult widely to gain the views of our stakeholders and clients about future policy directions. The peak bodies we consulted in 2004-05 are as listed below.

Table 6.5 - External bodies consulted by the department in 2004-05

Body Main contact point(s) within the department
International body
Ministerial body
Other national body
Regionally based body
Category of body
Australian Transport Safety Bureau
Office of Transport Security
AusLink
Maritime and Land Transport
Aviation & Airports
Regional Services
Territories and Local Government
Portfolio Strategic Policy & Projects
Accessible Public Transport National Advisory Committee
Aerial Agricultural Association of Australia www.aerialag.com.au
Aircraft Owners and Pilots Association of Australia www.aopa.com.au
Airport Environment Consultative Committees
Area Consultative Committees www.acc.gov.au
Asia-Pacifi c Economic Cooperation Maritime Security Experts Group
Asia-Pacific Economic Cooperation Transportation Working Group www.apec.org
Association of Australian Ports and Marine Authorities www.aapma.org.au
Australasian Flight Safety Council
Australasian Railway Association
www.ara.net.au
Australasian Traffic Policing Forum
Australia-Indonesia Development Area Transport Working Group
Australian Airports Association www.aaal.com.au
Australian and International Pilots Association www.aipa.org.au
Australian Bicycle Council www.abc.dotars.gov.au
Australian Coroners Society Inc
Australian Federation of Air Pilots www.afap.og.au
Australian Freight Councils Network www.freightcouncils.com.au
Australian Global Navigation Satellite System Coordination Committee www.agcc.gov.au
Australian Government Agencies' Airport Security Committees
Australian Institute of Petroleum
Australian Licenced Aircraft Engineers Association www.alaea.asn.au
Australian Local Government Association www.alga.asn.au
Australian Logistics Council www.ozlogistics.org
Australian Marine Pilots Association
Australian Motor Vehicle Certification Board
Australian Peak Shippers Association Inc
Australian Petroleum Production and Exploration Association www.appea.com.au
Australian Research Council Key Centre for Human Factors and Applied Cognitive Psychology www.humanfactors.edu.au
Australian Shipowners Association www.asa.com.au
Australian Transport Council www.atcouncil.gov.au
Australian Trucking Association
Australian Ultralight Federation [see Recreational Aviation Australia]
Aviation Security Identity Card Working Group
Aviation Security Training Working Group
Aviation Stakeholders' Conference
Aviation Working Group
Board of Airline Representatives of Australia
Bus Industry Confederation
Cargo Working Group
Christmas Island Minister's Advisory Council
Committee to Advise on Recall and Safety
Commonwealth/State Emergency Services Officials Group
Commonwealth/State/Local Government Officials Group
Commonwealth/State/Local Government Regional Development Task Force
Commonwealth/State Planning Officials Group
Conference of Asia-Pacific Express Carriers
Council of Australian Governments www.coag.gov.au
Critical Infrastructure Protection Working Group
Customs Brokers and Forwarders Council of Australia www.cbfca.com.au
Development Assessment Forum www.daf.gov.au
Fatigue Management Pilot Working Group
Federal Chamber of Automotive Industries
Flag State Implementation Subcommittee of the International Maritime Organization
Flight Attendants Association of Australia www.faaa.net
Flight Safety Forums
Gliding Federation of Australia www.gfa.org.au
Heavy Vehicle Driver Fatigue Advisory Panel and Regulation Reference Group
Heavy Vehicle Safety Strategy Task Force
Helicopter Industry Association
High Level Group on Aviation Security
Human Factors Advisory Group
Indigenous Road Safety Working Group
Industry Consultative Meeting (Aviation Security)
International Air Transport Association www.iata.org
International Civil Aviation Organisation www.icao.int
International Maritime Organization www.imo.org
International Transportation Safety Association www.itsasafety.org
Jervis Bay Territory JBT Emergency Management Committee
Justice Issues Group, Jervis Bay Territory
Kingston and Arthur's Vale Historic Area Management Board [Norfolk Island]
Land Transport Environment Committee www.ephc.gov.au/ltec
Local Government and Planning Ministers Council www.lgpmcouncil.gov.au
Local Government Association Roundtable
Local Government Managers' Association www.lgma.org.au
Long-term Operating Plan Implementation Monitoring Committee
Marine Accident Investigators International Forum www.maiif.net
Maritime Industry Security Consultative Forum
Maritime Safety Committee of the International Maritime Organization
Maritime Security Identification Card Working Group
Motorcycle Safety Consultative Committee
National Advisory Facilitation Committee
National Awards for Innovation in Local Government - judging panel
National Road Safety Strategy Panel
National Tourism and Aviation Advisory Committee
Overnight Air Operators Association
Public Health and Environment Committee, Jervis Bay Territory
Recreational Aviation Australia www.auf.asn.au
Regional Aviation Association of Australia www.raaa.com.au
Regional Aviation Working Group
Regional Development Council
www.rdcouncil.gov.au/about.aspx
Regional Women's Advisory Council www.dotars.gov.au/regional/councils/rwac/index.aspx
Research Coordination Advisory Group
Road Safety Black Spot Programme Consultative Panels
Road Safety Marketing and Public Education Forum
Screening Improvement Group
Secretariat of the Pacific Community
Shipping Australia Ltd www.shippingaustralia.com.au
Standing Committee on Regional Development
Standing Committee on Transport
Standing Committee on Transport - Transport Security Working Group
Sustainable Regions Advisory Committees - www.sustainableregions.gov.au
Sydney Airport Community Forum www.sacf.dotars.gov.au
Technical Liaison Group
Technology Working Group
Transport Emissions Liaison Group
Transport Security Working Group
Truck Industry Council
Trusted Information Sharing Network
Wreck Bay Aboriginal Community Council [JBT]

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