Directive

ALL COMCARE STAFF

PROTECTION OF CONFIDENTIAL INFORMATION

You will all be aware of a recent incident involving a breach of confidentiality of information held by Comcare.  The purpose of this Directive is to stress the significant and important responsibilities all Comcare staff have with regard to the protection of confidential information and to bring to your attention relevant information that will assist you in understanding and carrying out these responsibilities.

It is important that all staff read and comply with this Directive.

Comcare collects, maintains and uses a range of confidential information of various degrees of sensitivity.  It is important that each officer understands the nature of the material which is being handled, the various requirements which must be met when handling confidential information and the consequences of not meeting those requirements.

The requirements which cover the protection of confidential information fall into three main categories; legislative, administrative and management/personal responsibility.

The most important legislation regulating Comcare's activities with regard to the protection of confidential information is the Privacy Act 1988.

  • Comcare Operational Advice 133 - Privacy Act Guide (issued in late 1992) outlines in some detail the Information Privacy Principles which are set out in the Privacy Act.  The information in the main body of the Operational Advice is still current and should be read or revisited by all officers.

  • The induction program for officers commencing with Comcare includes information on the Privacy Act.  If you have not received this information, or feel that you would benefit from it being presented to you again, you should request your supervisor to arrange for this.

  • In addition you should revisit your Office or Division's policies on privacy issues and familiarise yourself with all local documents, training and procedures.

The Public Service Commission's 'Guidelines on Official Conduct of Commonwealth Public Servants' (re-issued in June 1995) is the most relevant document on the administrative measures which must also be applied to the handling of confidential information.  Specifically, the chapters entitled Privacy of Personal Information (chapter 8) and Managing Official Information (chapter 9) should be read.

  • The Guidelines apply to every member of staff.  A copy of the Guidelines was distributed to each officer at the Senior Officer Grade B level and above.  These officers must ensure that these Guidelines are made available to all Comcare staff.  In particular, if it has not already been done, chapters 8 & 9 should be made available to all staff immediately.

  • The National Quality Assurance Group will be placing these Guidelines on the Key to Quality folder on the file servers.

The requirements for the protection of confidential and official information extend to the responsibility of management to ensure that there are adequate administrative safeguards in place to protect confidential information held by the agency.  The Protective Security Manual provides details of requirements.

  • In the light of recent events, the Executive will be giving further consideration to current records management and information handling practices in Comcare and will put into place any necessary revisions consistently across the whole of the agency.  This will be done in the context of the ongoing work of the Fraud and Security Committee.  Your cooperation will be sought in this process.

  • In the meantime, and as an immediate measure, all Divisions and Offices are to review their own procedures in relation to the handling of confidential information.  Every effort is to be made to put in place measures that will ensure that all reasonably practical steps have been taken to meet our responsibilities.

A report from each State and General Manager on the actions they have taken is to be provided to the Chief Executive Officer by COB 22 January 1996.

Finally, each officer has a personal responsibility to ensure that confidential information in their possession is handled and dealt with in such a way that this does not breach any legislative or administrative measure which is in place in relation to confidential information.

  • If you are unsure of how information in your possession should be handled, please do not hesitate to seek the assistance of your team leader or supervisor in dealing with the information.

  • If you need further assistance or information, please contact the Legal Services Group in Corporate Policy Division. The contact officer is Ms Ros Bischoff on (06) 275 0690.

(signed)

ROBERT KNAPP

A/g CHIEF EXECUTIVE OFFICER

4 January 1996

Source URL: https://clik.dva.gov.au/military-compensation-reference-library/historical-information/comcare-operations-manual/volume-four-new-claims-injury/directive