Logging and Tracking Requests

Introduction

All requests for information are to be logged and tracked to ensure they are responded to within the required timeframes.

Ways CPS receives requests

There are two ways the Community Probation Service receives requests for information:

• directly from the requester to the Service Centre or Probation Officer concerned, or
• through the Head Office of the Department of Corrections, or the Minister's office.

Logging requests

Requests are logged as follows:

• Requests received by Head Office or the Minister are logged with the Ministerial Coordinator before being referred to the Service or Group assigned to respond to the request.
• Requests made direct to the Service Centre or Probation Officer are not routinely referred to Head Office for logging with the Ministerial Coordinator. However, all local requests must be logged locally.

Note: Each Service Centre of Area should establish a central system for logging and recording requests for information.

Requests received directly

If a request for information is received either in writing or verbally, it must be logged immediately.

Most requests received locally can be dealt with at the local level.

Information required

Information required for logging and tracking requests includes:

• the date the request was received
• the name of the requester
• the nature of the request
• the decision on the request
• Manager sign-off, and
• date completed.

Requests for personal information

Requests for personal information under the OIA, made by the person to whom the information relates, should be treated as a request for information under the Privacy Act, 1993.

Note: Some requests may, because of the scope or nature of the request or the identity of the requester, need to be dealt with both under the Privacy Act and the Official Information Act.