STAKEHOLDER ENGAGEMENT STRATEGY Summary of Recommendations

1) Engagement with IPC managers and staff a) The IPC should engage with IPC managers and staff on the draft stakeholder

engagement plan, amend the strategy to reflect staff input and develop a shared understanding of how the strategy and actions can be integrated in the ongoing business of the IPC.

b) The stakeholder engagement strategy should be reflected in the IPC’s calendar of events to enable staff to plan and prepare their work within available resources.

c) Feedback from stakeholder engagements should be shared with staff to discuss resulting changes and improvements that could be made to products, services and practices.

2) Engagement with the Information and Privacy Advisory Committee (IPAC) a) The IPC should hold quarterly meetings of the IPAC and establish a work plan for the

Committee to allow in-depth discussion on topics of substance including strategic issues that the IPC is grappling with and new and emerging issues.

b) The IPC should distribute relevant reading material in advance of meetings and pose questions, issues or options for discussion so that members have time to think about the issues and come to the meetings prepared to discuss and help the IPC solve issues.

c) The IPC should explore ways in which the members can assist in being champions for the work of the IPC in their broader networks.

3) Engagement with privacy and information access practitioners a) The IPC should take a strategic leadership role in the coordination of the Right to

Information and Privacy Practitioners’ Network Forum events and activities and engagement with practitioners including:

i) Clarifying governance arrangements such as the charter and terms of reference of the network and chapters (public sector agencies and statutory bodies, councils, universities and health organisations), membership, frequency of meetings, work plan, agenda of meetings, chairing of meetings, meeting procedures, work plan, KPIs

ii) Updating the Right to Information and Privacy Practitioners’ Network Forum membership list

iii) Engaging with representatives of the network in establishing the agenda and papers for meetings and carrying out follow up action from meetings

iv) Seeking the views of practitioners on how the IPC can better serve agencies, councils and universities and practitioners in rural and regional locations

v) Engaging with small working groups of practitioners to obtain feedback on particular topics or particular sectors.

b) The IPC should coordinate two half day meetings each year of the Right to Information and Privacy Practitioners’ Network Forum with the agenda based on an agreed work plan and topics. Each meeting should include a plenary session on current and emerging issues in privacy and information access followed by meetings of each of the four chapters (public sector agencies and statutory bodies, councils, universities and health sector organisations). The IPC should produce a summary of the outcome of the forums and chapter meetings for publication on the IPC website.

c) The IPC should conduct three half day seminars each year, one each for practitioners in public sector agencies, councils and universities on topics of relevance to those sectors. The IPC should consider charging a fee for the seminars to cover costs and generate resources to invest in the development of e-learning modules.

d) The IPC should meet with the Practitioners’ Reference Group to discuss these proposed changes and/or others that aim to improve the effectiveness of practitioner forums and other activities in meeting their needs.

4) Engagement with the Parliamentary Oversight Committee a) The IPC’s engagement with the Parliamentary Oversight Committee should focus on

the establishment of agreed KPIs and how they are being met as well as discussion of current and emerging issues and how they might impact on the work of the IPC.

5) Engagement with the Government a) The IPC should continue to prepare reports to the Premier on the implementation of

the State Plan.

b) The Commissioners should continue to meet with the Secretary of the Department of Premier and Cabinet on information access and privacy issues as appropriate.

c) The Commissioners should continue to hold face to face meetings with the Attorney General and brief the Attorney General on strategic, contentious and operational issues relating to their legislative obligations as appropriate.

d) The Attorney General should be invited to meet with members of the IPAC and to outline his expectations of the IPAC in assisting the IPC with its work.

e) The IPC should confer with the Director General of the Department of Premier and Cabinet about the inclusion of a session on privacy and information access rights in induction programs for new ministers and ministerial staff.

6) Engagement with Secretaries and senior executives of NSW Government Departments a) The Commissioners should engage with the Secretary of the Department of Premier

and Cabinet about the opportunity to present to a meeting(s) of the State Management Council, Chief Executives Committee and Senior Executive Council on a key strategic issue(s), for example analysis of trends across agencies, and seek their views on key areas of interest/ concern and ways of streamlining data collection and reporting to reduce the administrative burden on agencies while achieving legislative reporting requirement of agencies and the IPC.

b) The IPC should align its engagement with and resource development for agency senior executives to the development of key capabilities in the NSW Public Service Capability Framework, for example accountability and customer service,

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demonstrating how privacy and information access management are integral to such capabilities.

7) Engagement with the Secretary of the Department of Police and Justice a) The Information and Privacy Commission should continue to engage with the

Department of Police and Justice in order to:

i) maintain the profile of the IPC within the Police and Justice portfolio

ii) ensure that the IPC’s needs are taken into account in the allocation of resources and support services

iii) ensure that the IPC’s expertise in privacy and information management is recognised and valued

iv) ensure that the IPC’s views are given due weight in the consideration of policy and legislation issues.

8) Engagement with the NSW Treasury a) The IPC should continue to maintain regular dialogue with the Treasury about the

IPC’s strategic directions, challenges and budgetary situation

b) The IPC should continue to engage with the leadership of the Office of Finance and Services to ensure that privacy and information access considerations underpin the architecture and implementation of open government and ICT strategic planning and implementation across NSW public sector agencies.

9) Engagement with the Crown Solicitors Office (CSO) and the Institute of Public Administration of Australia (IPAA) a) The IPC should engage with the CSO and the IPAA about the inclusion of relevant

IPC material in their training programs or the opportunity for the IPC to present at their education programs.

b) The IPC should establish links between the CSO and IPAA websites and the IPC’s website.

10) Strategic Meetings with Local Government and University Leadership a) The Commissioners should consider opportunities to attend meetings/forums of

Local Government General Managers, Vice Chancellors and Chancellors to discuss strategic privacy and information access issues of interest and significance to the relevant sectors.

11) Links with oversight accountability organisations a) The IPC should establish links between the websites of the other oversight bodies.

b) The IPC should join the Good Services Mob which includes other oversight accountability organisations and provides information and advice to indigenous communities throughout NSW.

12) Engagement with Non-Government and Private Sector Organisations a) The IPC should establish links between the FACS website for non-government

organisations delivering services to family and community services clients.

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13) Engagement with private sector health providers a) The IPC should engage with the Ministry of Health about how the IPC can best

engage with private health providers on privacy and health privacy principles.

14) Engagement with legal practitioners a) The IPC should explore the opportunity to engage with senior legal practitioners

through departmental or whole of sector meetings of legal general counsel and private sector networks.

15) Resources and Training a) The IPC should develop four e-learning modules, one on complaints management

and privacy and three on GIPA decision making.

b) The IPC should update and consolidate current publications-consider developing short, medium and long versions for different audiences and purposes.

c) The IPC should convert some PowerPoint presentations into interactive e-learning resources through the addition of voiceovers and some activities such as videos and quizzes.

d) The IPC should ensure that the IPC’s website and e-learning resources meet standards for accessibility for people with disabilities.

e) The IPC should produce a video on the role of the IPC featuring the Information Commissioner and Privacy Commissioner.

16) Social Media a) The IPC should consider using social media, including Facebook and videos posted

on YouTube to establish communities of interest in privacy and information access, to disseminate information and seek feedback on issues, products and services.

17) Engagement with the Media a) The IPC should develop a media strategy for more regular engagement with regional

and rural media organisations, ethnic press and the Koori Mail. The IPC should use these networks to promote discussion on privacy and information access issues pertaining to particular groups and the work of the IPC, particularly in national weeks such as Privacy Awareness Week, Law Week and Right to Know Week.

b) The IPC should take advantage of IPAC member contacts to gain TV coverage of particular information access and privacy stories (such as results of a survey or consultation on a particular issue)

c) The IPC should consider briefing IPC media champions on particular stories.

18) Feedback a) The IPC website should provide capacity for stakeholders to provide feedback on the

IPC’s products and services at any time. The feedback section of the website should be prominent and allow ease of access to an online feedback form. The IPC should set standards for responding to the feedback.

b) The IPC should continue to conduct at least two online surveys each year of stakeholder views on information and privacy issues and the IPC’s products and services.

c) The IPC should conduct two online consultations each year on a major privacy and information access issue.

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d) The IPC should monitor, measure, analyse and report on feedback provided via website, email, phone calls, visits to the IPC, surveys and consultations to identify trends and ascertain level of engagement with different sectors of the community.

19) Engagement with indigenous people a) The IPC should update and rebrand the brochure for indigenous people on Are your

kids cyber safe and savvy?

b) The IPC should develop brochures on privacy and information access rights for indigenous communities for publication on the IPC’s websites and download and distribution for use at events and activities with Aboriginal communities throughout the State.

c) The IPC should join the Good Services Mob and participate in its program of metropolitan and regional visits (if funds permit) and/or distribute resources promoting privacy and information access rights for indigenous communities and the role of the IPC in protecting those rights.

d) The IPC should prepare articles for publication in the Koori Mail and conduct interviews on topics of interest to indigenous people.

e) The IPC should establish links with the NSW State Library Indigenous Program including the distribution of posters and pamphlets for display in libraries and at public events throughout NSW.

f) The IPC should establish links with Aboriginal Liaison Officers in local councils to assist in disseminating information to indigenous communities about information access and privacy rights and to tap into their networks to seek feedback on issues as appropriate.

g) The IPC should consider participation (if funds permit) in Yarun Festival on 26 January 2014 or arrange for another participating agency to distribute resources on behalf of the IPC at the festival.

20) Engagement with Culturally and Linguistically Diverse Communities a) The IPC should meet with the Federation of Ethnic Communities Councils, the peak

body representing ethnic communities, to introduce the IPC and its role and seek feedback on key issues and how the IPC can best serve ethnic communities in NSW.

b) The IPC should write to the editors of the ethnic press introducing the IPC and outlining its role in protecting the privacy and information access rights of citizens.

c) The IPC should contact the ethnic press about particular issues and do interviews and/or provide press releases for translation and publication by the relevant media organisation(s).

d) The IPC should translate updated and consolidated information access and privacy resources in major ethnic languages.

21) Engagement with people with disabilities a) The IPC should hold a meeting with The Australian Federation of Disability

Organisations to discuss issues affecting people with disabilities and the role of the IPC in protecting privacy and information access rights.

b) The IPC should establish a link between the webpage of the Australian Federation of Disability Organisations and other disability organisations and the IPC’s website.

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c) The IPC should publish articles on information access and privacy issues affecting people with disabilities on the IPC website and issue press releases from time to time as appropriate.

22) Engagement with Regional and Rural Communities a) The IPC should establish links with regional press and explore how the IPC can

assist them by providing stories and articles promoting privacy and information access rights of people (generally) in their communities. The IPC should periodically issue press releases and articles for publication in regional press on current and emerging issues.

b) The IPC should develop a two year program of consultations with regional coordinators, local councils and universities in targeted regions (one metropolitan and two regional locations each year) to promote the work of the IPC and obtain feedback on issues relevant to agencies, councils and universities in regional locations and how the IPC can best serve members of the public and practitioners in regional and rural NSW.

23) Engagement with young people a) The Commissioners should meet with the NSW Commissioner for Children and

Young People and Australian Children’s Commissioner to discuss:

i) opportunities for collaboration on research into privacy and information access rights of young people

ii) the establishment of links between their websites and the IPC’s website

iii) the opportunity for the IPC to present at youth forums coordinated by the Commissioners, for example the Youth Advisory Council in NSW, and meetings of peak organisations representing young people such as Youth Action and Policy Association NSW and Australian Youth Affairs Coalition

b) The IPC should include reference to IPC surveys and consultations on the Youth Advisory Council website – ‘have your say’, which provides a link to community consultations taking place across the State and encourages young people to participate in them.

24) Engagement with older people a) The IPC should meet with the executive of Council of the Ageing (COTA), the

national peak body representing older Australians to:

i) promote the work of the IPC

ii) discuss privacy and information access issues affecting older people

iii) discuss how the IPC can best protect and promote the privacy and information access rights of older people

iv) establish a link between the COTA website and the IPC website

b) The IPC should consider the development of a presentation on privacy and information access rights of older people and the role of the IPC in protecting their rights for presentation at meetings typically attended by older people such as Probus group meetings.

c) The IPC should include examples of issues faced by older people in material on its website.

d) The IPC should develop a brochure targeted at older people and their information access and privacy rights.

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e) The Information and Privacy Commissioners should meet with the Secretary of the Department of Family and Community Services to discuss the possibility of including material on privacy and information access rights for seniors in emails and newsletters as well as establishing a link between the Seniors Card website and the IPC website.

25) Engagement with parents a) Once the issue with the NSW Parents and Citizens (P and C) Association has been

resolved, the IPC should meet with the leadership of the NSW P and C Association (public schools) and the NSW Parents Council (independent schools) to discuss privacy and information access issues for students and parents and the ways in which the IPC can best serve their needs.

26) Engagement with teachers a) The Commissioners should meet with the Secretary of the Department of Education

and Communities to discuss how best to communicate with teachers about the IPC’s role and resources for teachers. Possible avenues for engagement include:

i) NSW Institute of Teachers

ii) The NSW Teachers Federation (public school teachers)

iii) The Independent Education Union (Catholic and independent school teachers)

iv) The PDHPE Teachers Association (the professional association for PDHPE teachers in public, Catholic and independent schools)

27) Measurement and reporting a) The IPC should monitor and measure progress in the implementation of the

stakeholder engagement strategy including reporting on agreed KPIs suggested in this report.

28) Engagement with the Audit and Risk Committee a) The IPC should continue to encourage open and transparent dialogue with the Audit

and Risk Committee on:

i) the IPC’s strategic directions including the stakeholder engagement strategy,

ii) related risks and mitigation strategies and

iii) the implications of changes in direction or focus that might result from stakeholder engagement on the budgetary priorities, financial performance and risk management framework of the IPC.

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