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Public Access to University Records

Scope of Policy | Legal Requirements

Introduction

The University of Western Australia embraces the principle of ‘openness’ and seeks to provide maximum access to its records commensurate with the efficient operation of the University. As such, the Archives will meet reasonable requests for access to information without the need for an application under the Freedom of Information Act 1992.

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Scope of Policy

This policy relates to public access to active and archival records of the University, and to personal archives that have been donated to the University Archives without the imposition of particular access restrictions.

Archival records that are exempt from this policy are:

  • published material (books, newspaper clippings, pamphlets etc);
  • copies of Senate Minutes;
  • records where the information contained is readily available from another public source;
    the University’s general photographic collection, and
  • artefacts and ephemera that have been donated without special access restrictions.


These records are considered ‘open’ for public access without restriction, unless, in the opinion of the University Archivist, the records may suffer physical damage if access is granted.

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Legal Requirements

State Records Act 2000

Records created by functional units within the University (University Agencies) are considered state government records and access to these records must comply with the provisions of State Government legislation. This policy complies with the provisions of the State Records Act 2000.

Personal archives donated by private individuals (University Persons) are not subject to State Government legislation.

Freedom of Information Act 1992

Applications for access to active records may be submitted through the FOI Act.

Applications for access to restricted and non restricted archival records that are less than 25 years old may be submitted through the FOI Act.

Applications for access to restricted archival records that are under 75 years old may be submitted through the FOI Act.

The FOI Act does not apply to unrestricted archival records that are over 25 years old. Access to these records must be obtained through the University Archives.

Privacy Act, 1988

Where information released from an archival record will infringe an individual’s rights under the Federal Privacy Act, 1988, the Privacy Act takes precedence over this policy.

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