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This is a Bill, not an Act. For current law, see the Acts databases.
Western Australia State Records Bill 1998 CONTENTS Part 1 -- Preliminary 1. Short title 2 2. Commencement 2 3. Interpretation 2 4. Authorized applicant 6 5. Act binds Crown 6 6. Application to records created or received before commencement 6 7. Application to State organizations 7 8. Application to former State organizations 7 9. Effect on other enactments 8 10 . Person responsible for State organization's obligations 8 Part 2 -- Record keeping plans Division 1 -- General 11 . Content of plans 9 12 . Effect of plans 10 page i 33--1 State Records Bill 1998 Contents Division 2 -- Plans of State organizations other than those to which Division 3 applies 13 . Application 11 14 . State organizations to have plans 11 15 . Existing organizations to lodge draft plans 11 16 . New organizations to lodge draft plans 11 17 . Director to report on draft plans 12 18 . Commission may approve draft plans 12 19 . Amending plans 12 Division 3 -- Plans of the Commission, the State Records Office and Schedule 3 organizations 20 . Commission to have plan 12 21 . State Records Office to have plan 13 22 . Schedule 3 organizations to have plans 14 Division 4 -- Reviews of and periodic reports about plans 23 . Review of plans 15 24 . State organizations to report periodically 15 25 . Reports to be given to Parliament 16 Part 3 -- Control of State records 26 . Control of records that are not State archives 17 27 . State archives to be transferred to State archives collection 17 28 . Contracting-out of record keeping not prevented 18 Part 4 -- State archives Division 1 -- General 29 . State archives identified 19 30 . State archives collection 19 31 . Director has control of State archives collection 19 page ii State Records Bill 1998 Contents Division 2 -- Restricted access archives 32 . Restricted access archives identified 20 33 . When archives cease to be restricted access archives 20 Division 3 -- Archives keeping plan 34 . Director to have plan 21 35 . Approval of plan 22 36 . Plan to be reviewed 22 37 . Periodic report about plan 23 Division 4 -- Destruction of archives 38 . Destruction of archives 23 Part 5 -- Access to State records 39 . Records that are not State archives 24 40 . State archives that are not restricted access archives 24 41 . Restricted access archives 24 42 . Archives at least 75 years old 25 43 . Archives containing exceptionally sensitive information 25 44 . Medical etc. information, limited access to 26 45 . Applying for access to State archives 27 46 . State organization to have access to its archives 27 Part 6 -- Recovering State records 47 . Direction to deliver 28 48 . Court action to recover 28 49 . Compensation for recovered records 28 50 . Reciprocal agreements to recover State records 29 51 . No limitation period etc. 29 Part 7 -- State Records Commission Division 1 -- General 52 . Commission established 30 page iii State Records Bill 1998 Contents 53 . Membership 30 54 . Provisions about membership and meetings 30 55 . Functions 31 56 . Principles and standards 31 57 . Committees of the Commission 33 58 . Staff 33 59 . Financial matters 34 60 . Annual report to Parliament 34 61 . Special report to Parliament 35 Division 2 -- Relationship with the Minister 62 . Commission to be generally independent 35 63 . Minister to have access to information 36 Division 3 -- Investigative powers 64 . Commission's right of access to State records 36 65 . Commission may request report on record keeping 37 66 . Commission to have powers of special inquirer under Public Sector Management Act 1994 37 Part 8 -- Administrative matters 67 . Director of State Records 39 68 . Staff 39 69 . State Records Office 39 70 . Director's functions 39 71 . Director's right of access to State records 40 72 . Director's contractual powers 41 Part 9 -- General 73 . Information about Aboriginal Australians 42 74 . Confidentiality 42 75 . Offences 43 76 . Evidential matters 44 77 . Protection from defamation or breach of confidence actions 45 page iv State Records Bill 1998 Contents 78 . Protection from criminal actions 46 79 . Protection from personal liability for wrongdoing 46 80 . Crown's rights in respect of State records 46 81 . Regulations 46 Schedule 1 -- State organizations Schedule 2 -- Organizations that are not State organizations Schedule 3 -- Certain State organizations Schedule 4 -- Provisions applicable to the Commission 1. Interpretation 52 2. Term of office 52 3. Chairperson 52 4. Meetings 53 5. Conflicts of interest 53 6. Leave of absence 54 7. Remuneration 54 page v Western Australia LEGISLATIVE ASSEMBLY State Records Bill 1998 A Bill for An Act to provide for the keeping of State records and for related purposes. The Parliament of Western Australia enacts as follows: page 1 State Records Bill 1998 Part 1 Preliminary s. 1 Part 1 -- Preliminary 1. Short title This Act may be cited as the State Records Act 1998. 2. Commencement 5 The provisions of this Act come into operation on such day as is, or days as are respectively, fixed by proclamation. 3. Interpretation (1) In this Act -- "authorized applicant", in relation to an application to the 10 Commission, means a person authorized under section 4 to make the application; "Commission" means the State Records Commission established by section 52; "control", in relation to a record, means the responsibility for 15 keeping it but does not include the responsibility for creating it; "destroy", in relation to a record, means to deal with the record -- (a) so that any or all of the information recorded or 20 stored on it is obliterated or rendered illegible or irrecoverable; or (b) so that it can not convey a meaning in a visible, audible or recoverable form; "Director" means the Director of State Records referred to in 25 section 67; page 2 State Records Bill 1998 Preliminary Part 1 s. 3 "exempt record" means a record -- (a) control of which is given by a State organization to another person in the course of the organization's operations; 5 (b) that is part of publicly available library material held by a State organization for reference purposes; (c) that was not created by a State organization and that is part of the collection of a State collecting institution; 10 "FOI Act" means the Freedom of Information Act 1992; "keep", in relation to a record, has the meaning affected by subsection (2); "record" means any record of information however recorded and includes -- 15 (a) any thing on which there is writing or Braille; (b) a map, plan, diagram or graph; (c) a drawing, pictorial or graphic work, or photograph; (d) any thing on which there are figures, marks, perforations, or symbols, having a meaning for 20 persons qualified to interpret them; (e) anything from which images, sounds or writings can be reproduced with or without the aid of anything else; and (f) any thing on which information has been stored or 25 recorded, either mechanically, magnetically, or electronically; "relevant Minister", in relation to a Schedule 3 organization, means the Minister to whom the administration of the Act under which the organization is established or continued is 30 for the time being committed by the Governor; page 3 State Records Bill 1998 Part 1 Preliminary s. 3 "record keeping plan", in relation to a State organization, means the record keeping plan that the organization is required to have under Part 2 as the plan is amended from time to time under that Part; 5 "restricted access archive" means a State archive to which access is restricted until it is of a certain age; "retention period" in relation to a record, means the period for which the record must be kept before it may be destroyed; "Schedule 3 organization" means a State organization in 10 Schedule 3; "State archive" means a State record that is to be retained permanently; "State archives collection" means the collection of State archives referred to in section 30; 15 "State collecting institution" means -- (a) the Art Gallery of Western Australia preserved and continued by the Art Gallery Act 1959; (b) the State Reference Library (as defined in the Library Board of Western Australia Act 1951); and 20 (c) the Western Australian Museum constituted under the Museum Act 1969; "State organization" means an organization in Schedule 1 but not an organization in Schedule 2; "State organization employee" means -- 25 (a) a person who, under the Public Sector Management Act 1994, is a public service officer of a State organization; or (b) a person who is engaged by a State organization, whether under a contract for services or otherwise; page 4 State Records Bill 1998 Preliminary Part 1 s. 3 "State record" means a record created or received by -- (a) a State organization; or (b) a State organization employee in the course of the employee's work for the organization, 5 but does not include an exempt record; "State Records Office" means the entity referred to in section 69; "successor", in relation to a State organization that is abolished or that ceases to be a State organization, means the State 10 organization (if any) that takes over that organization's functions; "unauthorized possession", in relation to a State record, means possession that is not authorized by any of the following: (a) the record keeping plan of the State organization that 15 last had possession of, or that has the control of, the record; (b) the State organization that last had possession of, or that has the control of, the record; (c) the archives keeping plan; 20 (d) the Director; (e) a written law; (f) an order or determination of a court or tribunal. (2) In this Act a reference to keeping records or record keeping includes a reference -- 25 (a) to creating, maintaining, indexing, organizing, storing, preserving, securing, retaining and managing records; and (b) to maintaining, preserving, securing and retaining the means by which any information on a record can be 30 recovered. page 5 State Records Bill 1998 Part 1 Preliminary s. 4 (3) In this Act a State organization's State records are those State records that the organization has created or received or taken control of. (4) In this Act a reference to transferring a record to another person 5 includes a reference to transferring the means of recovering the record's information to the person. (5) In this Act the age of a record is to be determined from the date when it first became a State record. (6) Notes and examples in this Act are provided to assist 10 understanding and do not form part of the Act. 4. Authorized applicant If under section 32(2)(b), 33(3), or 43(3) a State organization could apply to the Commission in relation to a State archive but the organization has been abolished or has ceased to be a State 15 organization, then the application may be made by -- (a) the successor (if any) to the former organization that took over the function of the former organization to which the archive most closely relates; (b) the Minister administering the Royal Commissions 20 Act 1968 if the former organization was a Royal Commission; or (c) the Director in any other case. 5. Act binds Crown This Act binds the Crown. 25 6. Application to records created or received before commencement This Act applies to any record that on the commencement of this Act is a State record, even though the record was created or page 6 State Records Bill 1998 Preliminary Part 1 s. 7 received by or on behalf of a State organization before then and notwithstanding that the organization may have been abolished or ceased to be a State organization. 7. Application to State organizations 5 This Act applies to a State organization unless this Act or another written law expressly says otherwise. 8. Application to former State organizations (1) In this section -- "former organization" means a State organization that is 10 abolished or that ceases to be a State organization. (2) Subject to Part 3, control of a State record kept by a former organization is to be taken -- (a) if there is only one successor to the former organization -- by that successor; 15 (b) if there are 2 or more successors to the former organization -- by the successor that takes over the function to which the record most closely relates; (c) if a person that is not a State organization takes over the function of the former organization to which the record 20 relates -- by that person; or (d) if the functions of the former organization are not taken over by any person -- by a State organization designated by the Minister. (3) A State organization that takes control of a State record from a 25 former organization must keep that record in accordance with the former organization's record keeping plan until the organization's own record keeping plan is amended. page 7 State Records Bill 1998 Part 1 Preliminary s. 9 (4) If a person that is not a State organization takes control of a State record from a former organization -- (a) the person is to be taken to be a State organization for the purposes of this Act; and 5 (b) the former organization's record keeping plan is to be taken to be the person's record keeping plan. (5) This section is subject to any express provision in a written law about the records of a former organization. 9. Effect on other enactments 10 (1) If a provision in another written law requires a State organization to keep a record in respect of any matter and that provision is inconsistent with a provision in this Act, the provision in the other written law prevails. (2) This Act does not affect the operation of the Royal Commission 15 (Custody of Records) Act 1992. 10. Person responsible for State organization's obligations (1) Where a State organization is not an individual, the individual responsible for ensuring that a State organization complies with this Act is the individual who, under the FOI Act, is the 20 principal officer of the organization. (2) If under the FOI Act a State organization that is not an individual does not have a principal officer, the individual responsible for ensuring that the organization complies with this Act is the individual who holds the office or class of office 25 declared by the regulations to be the office responsible. page 8 State Records Bill 1998 Record keeping plans Part 2 General Division 1 s. 11 Part 2 -- Record keeping plans Division 1 -- General 11. Content of plans (1) A record keeping plan is a document in respect of a State 5 organization setting out -- (a) the matters about which records are to be created by the organization; and (b) how State records under the organization's control are to be kept by it. 10 (2) A State organization's record keeping plan must -- (a) comply with principles and standards established by the Commission under section 56; (b) ensure that the organization's record keeping properly and adequately records the performance of the 15 organization's functions; and (c) be consistent with any written law to which the organization is subject when performing its functions. (3) Without limiting subsection (1), a record keeping plan must set out -- 20 (a) those State records that will be State archives; (b) those State archives that will be restricted access archives and the ages at which they will cease to be restricted access archives; (c) the retention period for those State records that are not 25 State archives; and (d) the systems to ensure the security of State records and compliance with the record keeping plan. Note: "retention period" is defined in section 3. page 9 State Records Bill 1998 Part 2 Record keeping plans Division 1 General s. 12 (4) A record keeping plan may set out the manner in which records will be created. (5) A record keeping plan may provide -- (a) for a State record to be reproduced in another form; 5 (b) for the destruction of a State record if a reproduction of it is being kept, even though the destruction occurs at a time when the record would otherwise not be able to be lawfully destroyed. For example: records in paper form could be microfilmed and 10 the paper form destroyed. (6) A State organization's record keeping plan may provide that some or all of the organization's State archives -- (a) are never to be transferred to the State archives collection under section 27(1); or 15 (b) are to be transferred at a time other than that prescribed by that section. 12. Effect of plans A State organization's record keeping plan must be complied with by -- 20 (a) the State organization; and (b) every State organization employee of the organization in the course of the employee's work for the organization. page 10 State Records Bill 1998 Record keeping plans Part 2 Plans of State organizations other than those to which Division 2 Division 3 applies s. 13 Division 2 -- Plans of State organizations other than those to which Division 3 applies 13. Application This Division applies to every State organization other than the 5 Commission, the State Records Office and Schedule 3 organizations. 14. State organizations to have plans Every State organization must have a record keeping plan that has been approved by the Commission under section 18. 10 15. Existing organizations to lodge draft plans (1) A State organization in existence when this Act commences must submit its draft record keeping plan to the Director. (2) The Commission, by order or orders published in the Gazette, is to prescribe the timing of the progressive introduction after the 15 commencement of this Act of the requirement in subsection (1). 16. New organizations to lodge draft plans A State organization that is created after this Act commences -- (a) must submit its draft record keeping plan to the Director within 6 months after its creation and in any event 20 before it is abolished or ceases to be a State organization; and (b) must keep records in accordance with principles and standards established by the Commission under section 56 until the Commission approves its record keeping 25 plan. page 11 State Records Bill 1998 Part 2 Record keeping plans Division 3 Plans of the Commission, the State Records Office and Schedule 3 organizations s. 17 17. Director to report on draft plans (1) The Director must prepare a report for the Commission about every draft record keeping plan submitted to the Director. (2) The Director's report must include a recommendation as to 5 whether or not the draft plan should be approved by the Commission. (3) The Director must submit the draft plan and his or her report about it to the Commission. 18. Commission may approve draft plans 10 (1) The Commission may approve or refuse to approve a State organization's draft record keeping plan. (2) If the Commission refuses to approve a draft plan it must give its reasons for doing so to the State organization concerned. (3) If a State organization's draft plan is refused approval the 15 organization must submit another draft plan to the Director within such time as the Commission directs. 19. Amending plans (1) If a State organization wants to amend its record keeping plan it must submit a draft amendment to the Director. 20 (2) Sections 17 and 18 apply to the draft amendment as if it were a draft record keeping plan. Division 3 -- Plans of the Commission, the State Records Office and Schedule 3 organizations 20. Commission to have plan 25 (1) The Commission must have a record keeping plan that has been approved by the Minister under this section. page 12 State Records Bill 1998 Record keeping plans Part 2 Plans of the Commission, the State Records Office and Division 3 Schedule 3 organizations s. 21 (2) The Commission must submit its draft record keeping plan to the Minister within 6 months after this section commences. (3) The Minister may approve or refuse to approve the draft plan. (4) If the Minister refuses to approve the draft plan the Minister 5 must give reasons for doing so to the Commission. (5) If the Commission's draft plan is refused approval the Commission must submit another draft plan within such time as the Minister directs. (6) If the Commission wants to amend the Commission's record 10 keeping plan it must submit a draft amendment to the Minister and subsections (3) to (5) apply as if the draft amendment were a draft plan. 21. State Records Office to have plan (1) The State Records Office must have a record keeping plan that 15 has been approved by the Commission under this section. (2) The State Records Office's plan is not to relate to the State archives collection. (3) The Director must submit the State Records Office's draft record keeping plan to the Commission within 6 months after 20 this section commences. (4) The Commission may approve or refuse to approve the draft plan. (5) If the Commission refuses to approve the draft plan it must give its reasons for doing so to the Director. 25 (6) If the State Records Office's draft plan is refused approval the Director must submit another draft plan within such time as the Commission directs. page 13 State Records Bill 1998 Part 2 Record keeping plans Division 3 Plans of the Commission, the State Records Office and Schedule 3 organizations s. 22 (7) If the Director wants to amend the State Records Office's record keeping plan it must submit a draft amendment to the Commission and subsections (4) to (6) apply as if the draft amendment were a draft plan. 5 22. Schedule 3 organizations to have plans (1) Every Schedule 3 organization must have a record keeping plan that has been approved by its relevant Minister under this section. (2) A Schedule 3 organization must submit its draft record keeping 10 plan to its relevant Minister. (3) The Commission, by order or orders published in the Gazette, is to prescribe the timing of the progressive introduction after the commencement of this Act of the requirement in subsection (2). (4) The relevant Minister may approve or refuse to approve the 15 organization's draft record keeping plan. (5) If the relevant Minister refuses to approve the draft plan the relevant Minister must give reasons for doing so to the organization. (6) If the organization's draft plan is refused approval it must 20 submit another draft plan within such time as the relevant Minister directs. (7) If the organization's draft plan is approved, it must give the Commission a copy of the approval. (8) If a Schedule 3 organization wants to amend its record keeping 25 plan it must submit a draft amendment to the relevant Minister and subsections (4) to (7) apply as if the draft amendment were a draft plan. page 14 State Records Bill 1998 Record keeping plans Part 2 Reviews of and periodic reports about plans Division 4 s. 23 Division 4 -- Reviews of and periodic reports about plans 23. Review of plans (1) A State organization may review its record keeping plan at any time. 5 (2) A State organization must review its record keeping plan whenever there is any significant change to the organization's functions. (3) The Commission may require a State organization, other than a Schedule 3 organization, to review its record keeping plan. 10 (4) The relevant Minister may require a Schedule 3 organization to review its record keeping plan. (5) Not more than 5 years is to elapse between the approval of a State organization's record keeping plan and a review of it or between one review and another. 15 (6) When a State organization, other than the Commission or a Schedule 3 organization, has reviewed its record keeping plan it must submit a report of the review to the Commission. (7) When a Schedule 3 organization has reviewed its record keeping plan it must submit a report of the review to its relevant Minister. 20 24. State organizations to report periodically (1) Every State organization, other than a Schedule 3 organization, must report in writing to the Commission at such intervals as the Commission from time to time directs about its record keeping plan and its compliance with the plan. 25 (2) A Schedule 3 organization must report in writing to its relevant Minister at such intervals as the relevant Minister from time to time directs about its record keeping plan and its compliance with the plan. page 15 State Records Bill 1998 Part 2 Record keeping plans Division 4 Reviews of and periodic reports about plans s. 25 25. Reports to be given to Parliament (1) As soon as practicable after the Commission receives a report under section 24 it must give a copy to Parliament. (2) As soon as practicable after a relevant Minister receives a report 5 under section 24 the Minister must give a copy to Parliament. (3) For the purpose of subsections (1) and (2), section 61(2), with any necessary changes, applies. page 16 State Records Bill 1998 Control of State records Part 3 s. 26 Part 3 -- Control of State records 26. Control of records that are not State archives A State organization must keep those of its State records that are not State archives until it destroys them in accordance with its 5 record keeping plan. 27. State archives to be transferred to State archives collection (1) Unless its record keeping plan says otherwise, a State organization must transfer a State archive that is under its control to the State archives collection when the archive 10 becomes 25 years old. (2) A State organization may transfer a State archive under its control to the State archives collection before the archive becomes 25 years old if the organization does not require the archive for current administrative purposes. 15 (3) A State organization must give the Director at least 30 days written notice of its intention to transfer a State archive to the State archives collection. (4) If the Director is unable to accept the transfer of the State archive to the State archives collection at the intended time, the 20 Director must give the State organization written notice of that fact and directions as to keeping the archive until the Director is able to accept the transfer of the archive. (5) A State organization that is given notice under subsection (4) must comply with the directions at its expense. 25 (6) When a State archive is transferred to the State archives collection by a State organization -- (a) the organization's record keeping plan ceases to apply to the archive; and (b) the organization ceases to have control of it. page 17 State Records Bill 1998 Part 3 Control of State records s. 28 (7) This section does not apply to a State organization until a record keeping plan has been approved under Part 2 in respect of it. 28. Contracting-out of record keeping not prevented (1) This Part does not prevent a State organization from entering 5 into a contract or arrangement with a person for the person to perform any aspect of record keeping for the organization. (2) If a State organization enters into such a contract or arrangement with a person that is not a State organization it must notify the Director accordingly. 10 (3) If a State organization enters into such a contract or arrangement with a person, any State record subject to the contract or arrangement -- (a) remains under the control of the organization and control of it is not to be taken as having been transferred 15 to the person; and (b) remains subject to this Act and the organization's record keeping plan. page 18 State Records Bill 1998 State archives Part 4 General Division 1 s. 29 Part 4 -- State archives Division 1 -- General 29. State archives identified A State record is a State archive if -- 5 (a) the record keeping plan of the State organization that has control of it says it is; (b) another written law says it is; or (c) it is in the State archives collection. 30. State archives collection 10 The State archives collection consists of -- (a) State archives that on the commencement of this Act are taken to be in the collection; (b) State archives that have been transferred to the collection under section 27; and 15 (c) records that have been transferred to the collection under another written law. 31. Director has control of State archives collection (1) The Director has control of the State archives that are in the State archives collection. 20 (2) The Director must keep the State archives that are in the State archives collection in accordance with the archives keeping plan. page 19 State Records Bill 1998 Part 4 State archives Division 2 Restricted access archives s. 32 Division 2 -- Restricted access archives 32. Restricted access archives identified (1) A State archive that is not in the State archives collection is a restricted access archive if the record keeping plan of the State 5 organization that has control of it says it is. (2) A State archive that is in the State archives collection is a restricted access archive if -- (a) at the time when it was transferred to the collection by a State organization, the organization's record keeping 10 plan said it was; or (b) after it is transferred to the State archives collection by a State organization, the Commission, on an application by the State organization or by an authorized applicant, directs that it is a restricted access archive. 15 (3) If an application is made under subsection (2)(b) in respect of a State archive, the archive is to be treated as if it were a restricted access archive until the Commission makes its decision. (4) If under subsection (2)(b) the Commission directs that a State archive is a restricted access archive, it must set the age at 20 which the archive will cease to be a restricted access archive. (5) The Commission must review a decision under subsection (2) that a State archive is a restricted access archive at least once in the 5 years after the decision and, until the archive ceases to be a restricted access archive, at least once in the 5 years after any 25 review. 33. When archives cease to be restricted access archives (1) A State archive that is a restricted access archive and that is not in the State archives collection ceases to be a restricted access page 20 State Records Bill 1998 State archives Part 4 Archives keeping plan Division 3 s. 34 archive at the age stated in respect of that archive by the record keeping plan of the State organization that has control of it. (2) A State archive that is a restricted access archive and that is in the State archives collection ceases to be a restricted access 5 archive -- (a) at the age set for that archive by the record keeping plan of the State organization that transferred it to the collection at the time it was transferred; or (b) the age set by the Commission under section 32 or under 10 subsection (4). (3) An application may be made to the Commission for a direction changing the age at which a restricted access archive in the State archives collection ceases to be a restricted access archive by the State organization that transferred the archive to the 15 collection or by an authorized applicant. (4) On such an application the Commission may change the age at which the restricted access archives ceases to be so. (5) The Director must give effect to any direction made by the Commission. 20 Division 3 -- Archives keeping plan 34. Director to have plan (1) The Director must have an archives keeping plan that is approved by the Commission under section 35. (2) The archives keeping plan must set out how State archives in 25 the State archives collection are to be kept by the Director. (3) The archives keeping plan may provide -- (a) for a State archive to be reproduced in another form; page 21 State Records Bill 1998 Part 4 State archives Division 3 Archives keeping plan s. 35 (b) for the destruction of a State archive if a reproduction of it is being kept. For example: archives in paper form could be microfilmed and the paper form destroyed. 5 35. Approval of plan (1) The Director must submit a draft archives keeping plan to the Commission within 12 months after this section commences. (2) The Commission may approve or refuse to approve the draft plan. 10 (3) If the Commission refuses to approve the draft plan it must give its reasons for doing so to the Director. (4) If a draft plan is refused approval the Director must submit another draft plan within such time as the Commission directs. (5) If the Director wants to amend the archives keeping plan the 15 Director must submit a draft amendment to the Commission and subsections (2) to (4) apply as if the draft amendment were a draft plan. 36. Plan to be reviewed (1) The Director may review the archives keeping plan at any time. 20 (2) The Commission may require the Director to review the archives keeping plan. (3) Not more than 5 years is to elapse between the approval of the archives keeping plan and a review of it or between one review and another. 25 (4) When the Director has reviewed the archives keeping plan the Director must submit a report of the review to the Commission. page 22 State Records Bill 1998 State archives Part 4 Destruction of archives Division 4 s. 37 37. Periodic report about plan (1) The Director must report in writing to the Commission at such intervals as the Commission from time to time directs about the archives keeping plan and compliance with it by the Director. 5 (2) For the purpose of subsection (1), sections 25(1) and 61(2), with any necessary changes, apply. Division 4 -- Destruction of archives 38. Destruction of archives (1) In this section -- 10 "State archive" includes a class of State archives. (2) If the Director is of the opinion that a State archive in the State archives collection (including any reproduction of it) should no longer be retained permanently the Director may apply to the Commission for permission to destroy it. 15 (3) The Commission is to refer such an application -- (a) to the State organization that had control of the archive before it was transferred to the State archives collection unless that organization has been abolished or has ceased to exist; and 20 (b) to any other State organization that in the Commission's opinion has an interest in the archive concerned. (4) An organization to which an application is referred may make a submission to the Commission about the application. (5) After considering the application and any submission received 25 about it, the Commission may grant or refuse it and the Director is to give effect to the decision accordingly. page 23 State Records Bill 1998 Part 5 Access to State records s. 39 Part 5 -- Access to State records 39. Records that are not State archives If a State record is not a State archive, any right that a person may have to be given access to it is to be determined under the 5 FOI Act. 40. State archives that are not restricted access archives (1) This section applies to a State archive that is not a restricted access archive. (2) If the State archive is not in the State archives collection and is 10 less than 25 years old, any right that a person may have to be given access to it is to be determined under the FOI Act. (3) If the State archive -- (a) is in the State archives collection; or (b) is not in the State archives collection but is at least 15 25 years old, a person has a right to be given access to it, subject to section 44 and any express provision in another written law, and the FOI Act does not apply to or in relation to it. 41. Restricted access archives 20 (1) Any right that a person may have to be given access to a restricted access archive is to be determined under the FOI Act. (2) A restricted access archive in the State archives collection is not a document of the Director or of the State Records Office for the purposes of the FOI Act. 25 (3) If a restricted access archive is in the State archives collection any application for access to it must be made under the FOI Act; but if the State organization to which the application must be page 24 State Records Bill 1998 Access to State records Part 5 s. 42 made has been abolished or has ceased to be a State organization, the application must be made -- (a) to the successor (if any) to the former organization that took over the function of the former organization to 5 which the restricted access archive most closely relates; (b) to the Minister administering the Royal Commissions Act 1968 if the former organization was a Royal Commission; or (c) to the Director in any other case. 10 42. Archives at least 75 years old (1) This section applies to a State archive that is at least 75 years old and irrespective of -- (a) whether it was a restricted access archive when it turned 75; or 15 (b) whether it is in the State archives collection or not. (2) Unless under section 43 the Commission has directed that the State archive is an exceptionally sensitive archive, a person has a right to be given access to the State archive, subject to section 44 and any express provision in another written law, and the 20 FOI Act does not apply to or in relation to it. 43. Archives containing exceptionally sensitive information (1) If the Commission is satisfied on an application made under subsection (3) that a State archive contains information of such exceptional sensitivity that there should not be a right to be 25 given access to it under section 42, the Commission may direct that it is an exceptionally sensitive archive. (2) If the Commission makes such a direction it must set the age of the archive at which, or the event on the occurrence of which, it will cease to be an exceptionally sensitive archive. page 25 State Records Bill 1998 Part 5 Access to State records s. 44 (3) An application may be made to the Commission for such a direction by the State organization that has control of a State archive or that transferred an archive to the State archives collection or by an authorized applicant. 5 (4) The Commission must review such a direction at least once in the 5 years after it is made and, until the State archive ceases to be an exceptionally sensitive archive, at least once in the 5 years after any review. (5) When a State archive ceases to be an exceptionally sensitive 10 archive, a person has a right to be given access to it, subject to section 44 and any express provision in another written law, and the FOI Act does not apply to or in relation to it. 44. Medical etc. information, limited access to (1) A person is not entitled under section 40(3), 42(2) or 43(5) to 15 have access to a State archive that contains information about another person's medical condition or about another person's disability (as defined in the Disability Services Act 1993) unless -- (a) the other person has consented to the person being given 20 access; or (b) that information is in a form that does not -- (i) disclose the identity of the other person; or (ii) enable the identity of the other person to be ascertained. 25 (2) Subsection (1) does not apply to a State archive that is at least 100 years old. page 26 State Records Bill 1998 Access to State records Part 5 s. 45 45. Applying for access to State archives (1) An application for access to a State archive to which there is a right of access under section 40(3), 42(2) or 43(5) is to be made -- 5 (a) if it is in the State archives collection -- to the Director; (b) if it is not in the collection -- to the State organization that has control of it. (2) Access to the State archive may be given in any of the ways set out in section 27 of the FOI Act. 10 (3) For the purpose of ensuring the safe custody of and protecting the condition of a State archive, whether in the State archives collection or not, the Director may attach conditions to a person having access to it. 46. State organization to have access to its archives 15 (1) A State organization that had access to a State archive before it was transferred to the State archives collection is entitled to have access to it in the collection at any reasonable time. (2) Application for such access is to be made to the Director. page 27 State Records Bill 1998 Part 6 Recovering State records s. 47 Part 6 -- Recovering State records 47. Direction to deliver (1) If the Director believes that a person has unauthorized possession of a State record (whether or not ownership of the 5 record has passed to the person), the Director may direct the person to deliver the record to the Director. (2) The direction must be by a written notice signed by the Director and given to the person and must specify a reasonable period for delivery of the record. 10 (3) The person must comply with the direction. Penalty: $3 000. 48. Court action to recover (1) If a person does not comply with a direction made under section 47, the Director may apply to the District Court for an order that 15 the person deliver the State record to the Director. (2) If the Court is satisfied that the person has unauthorized possession of the record (whether or not ownership of the record has passed to the person), it may -- (a) order the person to deliver the record to the Director; or 20 (b) by its warrant direct the sheriff to seize the record. 49. Compensation for recovered records (1) A person who loses possession of a State record as a result of a direction given under section 47 or an order or warrant issued under section 48 may apply to the Minister for compensation for 25 being deprived of the record. (2) On such an application the Minister may pay the person such compensation as the Minister thinks fit. page 28 State Records Bill 1998 Recovering State records Part 6 s. 50 50. Reciprocal agreements to recover State records (1) In this section -- "reciprocal person" means a person that, under a law of the Commonwealth, another State or a Territory that 5 corresponds with this Act, has functions that correspond with the Director's. (2) The Director may enter into an agreement with a reciprocal person under which -- (a) the Director may take action in this State to recover a 10 record that under the law of the other place corresponds to a State record and to give the record to the reciprocal person; and (b) the reciprocal person may take action in the other place to recover a State record and to give the record to the 15 Director. (3) Sections 47 and 48, with any necessary changes, apply for the purpose of the Director taking action to recover a record for a reciprocal person. 51. No limitation period etc. 20 (1) The Crown's and the Director's right to take legal action to recover a State record, whether under this Part or otherwise, is not subject to any limitation period. (2) The Crown's and the Director's right to take legal action to recover a State record otherwise than under this Part is not 25 limited by this Part. page 29 State Records Bill 1998 Part 7 State Records Commission Division 1 General s. 52 Part 7 -- State Records Commission Division 1 -- General 52. Commission established A body called the State Records Commission is established. 5 53. Membership The Commission is to consist of 3 members appointed by the Governor: (a) a person -- (i) who is qualified to be appointed as a judge of the 10 Supreme Court, or would be so qualified but for the fact that he or she has attained the age referred to in section 3 of the Judges' Retirement Act 1937; or (ii) who has held office as a judge of the Supreme 15 Court or the District Court, whether or not he or she has attained that age; (b) a member of the academic staff of a university in the State; and (c) a person who has retired as a public service officer (as 20 defined in the Public Sector Management Act 1994). 54. Provisions about membership and meetings Schedule 4 has effect. page 30 State Records Bill 1998 State Records Commission Part 7 General Division 1 s. 55 55. Functions (1) The Commission's functions are as set out in this Act and include -- (a) monitoring the operation of and compliance with this 5 Act; and (b) monitoring compliance by State organizations with record keeping plans; and (c) inquiring into breaches or possible breaches of this Act. (2) In performing its functions the Commission is, as far as possible 10 to ensure -- (a) that State record keeping is of a standard that best serves the interests of the people of this State; and (b) that, subject to the law, State records are accessible to the public. 15 56. Principles and standards (1) The Commission is to establish principles and standards -- (a) governing record keeping by State organizations; (b) for determining which State records should be State archives; 20 (c) for determining which State archives should be restricted access archives and the ages at which they should cease to be a restricted access archive; (d) for determining which State archives should not be transferred to the State archives collection under section 25 27(1); and (e) for determining the retention periods for State records that are not to be State archives. page 31 State Records Bill 1998 Part 7 State Records Commission Division 1 General s. 56 (2) Before establishing, amending or repealing the principles and standards, the Commission is to -- (a) consult such people as the Commission considers desirable and practical to consult; and 5 (b) take into account the impact which the principles and standards may have on the efficiency and effectiveness of State organizations and endeavour to minimize any adverse impact. (3) The principles and standards -- 10 (a) are to be published in the Gazette; (b) come into operation on the day on which they are published in the Gazette or on such later date as is specified in the principles or standards; and (c) may be amended or repealed by the Commission by 15 subsequent principles or standards. (4) Section 42 of the Interpretation Act 1984 applies to and in relation to the principles and standards as if they were regulations within the meaning of that section. (5) Subject to subsection (6), principles or standards have in 20 relation to other Acts and subsidiary legislation made under them the force of law as if enacted as part of this Act, but are subject to any regulations made under this Act. (6) Nothing in subsection (5) prevents a court from inquiring into, and deciding, whether or not a principle or standard or any of its 25 provisions -- (a) has been validly established; (b) is inconsistent with a provision of this Act; page 32 State Records Bill 1998 State Records Commission Part 7 General Division 1 s. 57 (c) is unrelated to the power conferred by this section to establish principles and standards, as if the principle or standard or its provision were a regulation within the meaning of the Interpretation Act 1984. 5 57. Committees of the Commission (1) The Commission is to establish a committee to advise it about -- (a) the State records that should be State archives; (b) the retention periods for those State records that are not 10 to be State archives; and (c) associated matters. (2) The committee is to include representatives from the Public Service and bodies concerned with record keeping. (3) The Commission may establish other committees to assist it in 15 the performance of its functions. (4) A committee need not include a member of the Commission as a member. (5) The procedure for calling committee meetings and for the conduct of business at those meetings is to be as determined by 20 the Commission or (subject to any determination of the Commission) by the committee. 58. Staff Officers may be appointed or made available under Part 3 of the Public Sector Management Act 1994 to enable the Commission 25 to perform its functions. page 33 State Records Bill 1998 Part 7 State Records Commission Division 1 General s. 59 59. Financial matters (1) An account called the "State Records Commission Account" is to be established at either -- (a) the Treasury as part of the Trust Fund referred to in 5 section 9 of the Financial Administration and Audit Act 1985; or (b) with the approval of the Treasurer, at a bank (as defined in section 3 of that Act). (2) The Account is to be credited with -- 10 (a) money from time to time appropriated by Parliament for the purposes of the Commission; and (b) any other money that is lawfully paid to the Commission. (3) The Account is to be charged with -- 15 (a) the remuneration and allowances payable to the Commission's members and officers; and (b) the expenses incurred by the Commission in performing its functions. (4) The provisions of the Financial Administration and Audit 20 Act 1985 regulating the financial administration, audit and reporting of statutory authorities apply to and in respect of the Commission and its operations. 60. Annual report to Parliament The annual report of the Commission required under 25 Division 14 of Part II of the Financial Administration and Audit Act 1985 is also to report on the operation of this Act and on any legislative or administrative changes that, in the Commission's view, could be made to help the objects of the Act to be achieved. page 34 State Records Bill 1998 State Records Commission Part 7 Relationship with the Minister Division 2 s. 61 61. Special report to Parliament (1) In addition to its annual report the Commission may at any time submit a written report to Parliament about a contravention of this Act by a State organization. 5 (2) Such a report is to be given to the Speaker of the Legislative Assembly and to the President of the Legislative Council who respectively must cause a copy of it to be laid before the Legislative Assembly and the Legislative Council within 15 sitting days after the report is received. 10 (3) The Commission must give the Minister a copy of any report it submits to Parliament as soon as is practicable after doing so. Division 2 -- Relationship with the Minister 62. Commission to be generally independent (1) The Commission is not subject to direction by the Minister or 15 any other person in the performance of its functions, except as provided in this Division. (2) The Minister may, after consulting the Commission, issue the Commission with directions as to the general policy to be followed in the performance of any of the Commission's 20 functions. (3) A direction may not be issued under subsection (2) in respect of a particular State record or a particular State organization. (4) Every direction under this section must be in writing and the text of it must be included in the Commission's annual report 25 under section 60. page 35 State Records Bill 1998 Part 7 State Records Commission Division 3 Investigative powers s. 63 63. Minister to have access to information (1) The Minister is entitled -- (a) to have information in the possession of the Commission; and 5 (b) where the information is in or on a record, to have, and make and retain copies of, that record. (2) For the purposes of subsection (1) the Minister may -- (a) request the Commission to furnish information to the Minister; 10 (b) request the Commission to give the Minister access to information; and (c) for the purposes of paragraph (b) make use of the staff of the Commission to obtain the information and furnish it to the Minister. 15 (3) The Commission shall comply with a request made under subsection (2) and make its staff and facilities available to the Minister for the purposes of paragraph (c) of that subsection. (4) In this section -- "information" means information specified, or of a description 20 specified, by the Minister that relates to the functions of the Commission. Division 3 -- Investigative powers 64. Commission's right of access to State records (1) A member of the Commission or a member of the 25 Commission's staff authorized by the Commission is entitled to have access to a State organization's State records for the purposes of performing the Commission's functions. page 36 State Records Bill 1998 State Records Commission Part 7 Investigative powers Division 3 s. 65 (2) Nothing in this section entitles a member of the Commission or a member of the Commission's staff to have access to the State records of a Schedule 3 organization. 65. Commission may request report on record keeping 5 (1) The Commission may at any time request a State organization, other than a Schedule 3 organization, to report to it about the organization's record keeping or an aspect of the organization's record keeping. (2) The Commission may at any time request a Schedule 3 10 organization to report to its relevant Minister about the organization's record keeping or an aspect of the organization's record keeping. (3) The request must be in writing and must specify when the report is to be provided to the Commission or the relevant Minister, as 15 the case requires. (4) An organization that is requested to report to the Commission or a relevant Minister must do so in accordance with the request. (5) A relevant Minister to whom a report is provided by a Schedule 3 organization must give to the Commission -- 20 (a) written notice of the report; and (b) if the report indicates the Schedule 3 organization is, or is not, complying with its record keeping plan, written notice of the compliance or failure to comply. 66. Commission to have powers of special inquirer under Public 25 Sector Management Act 1994 (1) For the purpose of performing its functions, the Commission may investigate the record keeping of any State organization, other than a Schedule 3 organization. page 37 State Records Bill 1998 Part 7 State Records Commission Division 3 Investigative powers s. 66 (2) For that purpose the Commission, or a person authorized in writing by it, has all the powers conferred on a special inquirer by sections 12 and 13 of, and Schedule 4 to, the Public Sector Management Act 1994 and those provisions apply to and in 5 relation to -- (a) the Commission or that person as if it or the person were a special inquirer under that Act; and (b) the investigation as if it were a special inquiry under that Act. 10 (3) A person authorized by the Commission under subsection (2) to make an investigation must -- (a) within such period as the Commission requires, prepare a report on the conduct, findings and any recommendations of the investigation; and 15 (b) immediately after preparing the report, provide the Commission with a copy of it. page 38 State Records Bill 1998 Administrative matters Part 8 s. 67 Part 8 -- Administrative matters 67. Director of State Records (1) There is to be an office in the Public Service called the Director of State Records or by such other name as the Minister from 5 time to time directs. (2) A person is to be appointed to the office under Part 3 of the Public Sector Management Act 1994. 68. Staff Officers may be appointed or made available under Part 3 of the 10 Public Sector Management Act 1994 to enable the Director to perform the Director's functions. 69. State Records Office The entity consisting of the Director and the officers referred to in section 68 is to be called the State Records Office or by such 15 other name as the Minister from time to time directs. 70. Director's functions (1) In addition to the Director's other functions under this Act, the Director's functions are -- (a) to advise State organizations on record keeping and on 20 training their staff in record keeping and to assist in such matters; (b) to advise State organizations on the preparation of and compliance with record keeping plans; (c) as to those State archives in the State archives collection 25 to which there is unrestricted access, to provide -- (i) an information service about them; (ii) public access to them; and page 39 State Records Bill 1998 Part 8 Administrative matters s. 71 (iii) appropriate facilities and services to enable them to be effectively used for administrative requirements and for study and research; (d) to create and maintain a register of all State archives, 5 including those that are not in the State archives collection; (e) to provide such advice and assistance to the Commission as the Commission requests; and (f) to report to the Commission about the operation of and 10 compliance by State organizations with Part 2. (2) The Director may, either generally or as provided by the instrument of delegation, delegate to any person any of the Director's functions under this Act except this power of delegation. 15 (3) Performance of a function by a delegate is to be treated as performance by the Director. 71. Director's right of access to State records (1) The Director is entitled to have access to the State records of a State organization, other than a Schedule 3 organization, for the 20 purposes of monitoring the organization's compliance with its record keeping plan and this Act. (2) If the relevant Minister of a Schedule 3 organization so authorizes the Director, the Director is entitled to have access to the State records of the organization for the purposes of 25 monitoring the organization's compliance with its record keeping plan and this Act. (3) State records to which the Director is entitled to access under subsection (1) or (2) are not documents of the Director for the purposes of the FOI Act. page 40 State Records Bill 1998 Administrative matters Part 8 s. 72 72. Director's contractual powers The Director may enter into a contract or an arrangement with any person under which -- (a) the person indexes, organizes, stores, preserves, secures, 5 destroys or manages State records; (b) the State Records Office indexes, organizes, stores, preserves, secures, destroys or manages records for the person. page 41 State Records Bill 1998 Part 9 General s. 73 Part 9 -- General 73. Information about Aboriginal Australians (1) If a State record contains information about -- (a) Aboriginal cultural material or an Aboriginal site (as 5 those expressions are defined in the Aboriginal Heritage Act 1972); or (b) any other matter relating to the heritage of Aboriginal Australians, these decisions must not be made unless Aboriginal bodies 10 concerned with that information have been consulted about the decision: (c) a decision on whether the record will be a State archive; (d) if the record is not a State archive, a decision as to the retention period for the record. 15 (2) If a State archive contains information about Aboriginal Australians or their culture the disclosure of which is likely to contravene Aboriginal tradition, these decisions must not be made unless Aboriginal bodies concerned with that tradition have been consulted about the decision: 20 (a) a decision on whether the archive will be a restricted access archive; (b) a decision as to the age at which it will cease to be a restricted access archive. 74. Confidentiality 25 (1) This section applies to a person who is or was: (a) a member of the Commission, its staff or a committee of it; (b) the Director or an officer in the State Records Office. page 42 State Records Bill 1998 General Part 9 s. 75 (2) A person to whom this section applies must not, directly or indirectly, disclose or make use of -- (a) any information that is in a State record to which the person has access in the course of duty; 5 (b) any information obtained in the course of duty, except -- (c) for the purpose of performing functions under this Act; (d) as required or allowed by this Act or under another written law; 10 (e) in the case of a State record, with the consent of the State organization that has control of it. Penalty: $10 000. 75. Offences (1) A State organization employee who does not keep a State record 15 in accordance with the record keeping plan of the organization, commits an offence. (2) A State organization employee who, without lawful authority, transfers, or who offers to transfer, the possession of a State record to a person who is not entitled to possession of the 20 record, commits an offence. (3) A State organization employee who destroys a State record commits an offence unless the destruction is authorized by the record keeping plan of the organization. (4) A person who destroys a State record while the record is the 25 subject of a notice under section 47 or an application made, or order or warrant issued, under section 48, commits an offence. page 43 State Records Bill 1998 Part 9 General s. 76 (5) A person who has unauthorized possession of a State record and who destroys that record, commits an offence unless the person owns the record. (6) It is a defence to a charge of an offence under subsection (2), 5 (3), (4) or (5) to prove that the alleged act was done pursuant to -- (a) a written law; or (b) an order or determination of a court or tribunal. (7) It is a defence to a charge of an offence under subsection (5) to 10 prove that the person had no reasonable cause to suspect that the record was a State record. Penalty: $10 000. 76. Evidential matters (1) A copy of a State organization's record keeping plan certified 15 by a member of the Commission is evidence of the plan and its contents and of the fact that it has been made and approved under this Act. (2) If under a State organization's record keeping plan a State record is reproduced in another form, the reproduction has the 20 same evidential value as the record, in the absence of evidence to the contrary. (3) For the purposes of subsection (2) a certificate signed by the individual who under section 10 is responsible for a State organization complying with this Act, or by his or her delegate, 25 certifying that a copy of a State record is a reproduction that has been reproduced under the organization's record keeping plan is evidence of the certificate's contents. page 44 State Records Bill 1998 General Part 9 s. 77 (4) A copy of a State archive certified as a copy by the Director has the same evidential value as the original, in the absence of evidence to the contrary. (5) Unless the contrary is proved, it is to be presumed that a 5 certificate under this section, purporting to have been signed by a person who is authorized to sign it was signed by a person who at the time was authorized to sign it. (6) This section is in addition to and does not affect the operation of the Evidence Act 1906. 10 77. Protection from defamation or breach of confidence actions (1) When a State archive is transferred to the State archives collection under this Act by its author or any other person, neither person is criminally liable or liable in tort for doing so. (2) If access to a State archive is given under this Act by a person 15 who believes, in good faith, that this Act requires or permits the access to be given -- (a) an action in tort for defamation or breach of confidence does not lie against the Crown, a State organization or a State organization employee merely because access is 20 given; and (b) an action in tort for defamation or breach of confidence in respect of any publication involved in, or resulting from, the giving of access does not lie against the author of the archive or any other person by reason of the 25 author or other person having supplied the document to a State organization. (3) The giving of access to a State archive under this Act does not constitute, for the purpose of the law on defamation or breach of confidence, an authorization or approval of the publication of 30 the archive, or any matter it contains, by the person to whom access is given. page 45 State Records Bill 1998 Part 9 General s. 78 78. Protection from criminal actions If access to a State archive is given under this Act by a person who believes, in good faith, that this Act requires or permits the access to be given, the person is not guilty of an offence merely 5 because access is given. 79. Protection from personal liability for wrongdoing (1) An action in tort does not lie against a person for anything that the person has done, in good faith, in the performance or purported performance of a function under this Act. 10 (2) The protection given by subsection (1) applies even though the thing done as described in that subsection may have been capable of being done whether or not this Act had been enacted. (3) Despite subsection (1), the Crown is not relieved of any liability that it might have for another person having done anything as 15 described in that subsection. (4) In this section, a reference to the doing of anything includes a reference to an omission to do anything. 80. Crown's rights in respect of State records The fact that a State record is destroyed under this Act or 20 another written law does not limit the Crown's rights in respect of any evidential value of the record. 81. Regulations (1) The Governor may make regulations prescribing all matters that are required or permitted by this Act to be prescribed, or are 25 necessary or convenient to be prescribed for giving effect to the purposes of this Act. page 46 State Records Bill 1998 General Part 9 s. 81 (2) Without limiting subsection (1), regulations may -- (a) provide for charges for the reasonable expenses incurred by the State Records Office in -- (i) keeping any State record for another State 5 organization; (ii) giving a person or a State organization access to a State archive in the State archives collection; (b) provide for matters in connection with giving access to State archives. page 47 State Records Bill 1998 Schedule 1 State organizations Schedule 1 -- State organizations [s. 3] 1. The Governor. 2. The Governor's Establishment referred to in the Governor's 5 Establishment Act 1992. 3. The Parliament. 4. A department of the staff of Parliament referred to in the Parliamentary and Electorate Staff (Employment) Act 1992. 5. The Executive Council. 10 6. The Cabinet. 7. A Minister of the Crown. 8. A court or tribunal established or continued under a written law. 9. The Police Force within the meaning of the Police Act 1892. 10. An incorporated or unincorporated body established or continued for a 15 public purpose under a written law. 11. The holder of an office, post or position established or continued for a public purpose under a written law. 12. A department as defined in the Public Sector Management Act 1994. 13. A local government or regional local government under the Local 20 Government Act 1995. 14. A Royal Commission established under the Royal Commissions Act 1968. page 48 State Records Bill 1998 State organizations Schedule 1 15. A body or office that is established by the Governor or a Minister. 16. A commission, board, committee or other body established by, or a person appointed by, the Governor or Parliament or a House of Parliament or the Government of the State to advise, inquire into or 5 investigate any matter. page 49 State Records Bill 1998 Schedule 2 Organizations that are not Schedule 2 -- Organizations that are not State organizations [s. 3] 1. The electorate office of a member of Parliament. 5 2. The office of the Leader of the Opposition in the Legislative Council. 3. The office of the Leader of the Opposition in the Legislative Assembly. 4. The office of the person referred to in paragraph (g) of the definition of "political office holder" in section 3 of the Public Sector Management Act 1994. page 50 State Records Bill 1998 Certain State organizations Schedule 3 Schedule 3 -- Certain State organizations [s. 3] 1. The Electricity Corporation established by the Electricity Corporation Act 1994. 5 2. The Gas Corporation established by the Gas Corporation Act 1994. 3. The Water Corporation established by the Water Corporation Act 1995. page 51 State Records Bill 1998 Schedule 4 Provisions applicable to the Commission Schedule 4 -- Provisions applicable to the Commission [s. 54] 1. Interpretation In this Schedule -- 5 "member" means a member of the Commission. 2. Term of office (1) The appointment of a person as a member is to specify a term of appointment of not more than 3 years. (2) A person who is or was a member may be re-appointed as a member. 10 (3) A member may resign by giving his or her written resignation to the Minister. (4) The Governor may terminate the appointment of a member if the Governor is satisfied that the member -- (a) is an insolvent under administration (as defined in the 15 Corporations Law); (b) is incompetent, has misbehaved or has neglected his or her functions as a member; (c) has been absent, without leave and without reasonable excuse, from 3 consecutive meetings of the Commission of 20 which the member has had notice; (d) is unable to perform his or her functions as a member because of illness. 3. Chairperson The Commission is to decide which of its members is to be its 25 chairperson. page 52 State Records Bill 1998 Provisions applicable to the Commission Schedule 4 4. Meetings (1) The Commission is to decide when it meets. (2) The Commission may hold a meeting at which some or all members participate by telephone or other similar means of instantaneous 5 communication, but a member who speaks on a matter at the meeting must be able to be heard by all the other members at the meeting. (3) At a meeting of the Commission the chairperson is to preside or, if he or she is absent, a member chosen by those present. (4) The Commission is to ensure that accurate minutes are kept of its 10 meetings. (5) Subject to this clause and section 54 of the Interpretation Act 1984, the Commission is to determine the procedure for convening and conducting its meetings. 5. Conflicts of interest 15 (1) A member who has a material personal interest in a matter involving the Commission must, as soon as possible after the relevant facts have come to the member's knowledge, disclose the nature of the interest at a meeting of the Commission. Penalty: $1 000. 20 (2) A disclosure by a member is to be recorded in the minutes of the meeting. (3) A member who has a material personal interest in a matter being considered by the Commission must not be present while the matter is considered, and must not vote on the matter unless the Commission 25 resolves that the member should not be so disqualified. (4) The member with a material personal interest must not be present while the Commission considers whether to make a resolution for the purposes of subclause (3), and must not vote on the matter. page 53 State Records Bill 1998 Schedule 4 Provisions applicable to the Commission (5) On an application by the Commission the Minister may issue a written declaration that this clause does not apply in relation to a specified matter. 6. Leave of absence 5 The Commission may grant leave of absence to a member on such terms and conditions as it thinks fit. 7. Remuneration A member is to be paid such remuneration and travelling and other allowances as the Minister determines on the recommendation of the 10 Minister for Public Sector Management.
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