austlii:cth/AICmr/2025/88
General information, not legal advice.
AICmr
2025-05-14
Original judgment source is linked above.
'AVS' and Torres Strait Regional Authority (Freedom of information) [2025] AICmr 88 (14 May 2025)
Rocelle Ago, General Manager Freedom of Information Case Management
Delegate of the Australian Information Commissioner for the purposes of s 55K of the Freedom of Information Act 1982**
Freedom of Information - Whether a practical refusal reason exists - Whether work involved in processing the request would substantially and unreasonably interfere with the performance of the Agency's functions - (CTH) Freedom of Information Act 1982 ss 24, 24AA, and 24AB
Whether the TSRA was entitled to refuse access for a practical refusal reason (s 24)
Whether a request consultation process was undertaken (s 24AB)
Whether a practical refusal reason exists (s 24AA(1)(a)(i))
Whether the work involved in processing the request would substantially divert the resources of the TSRA from its other operations
Whether the work involved in processing the request would unreasonably divert the resources of the TSRA from its other operations
General Manager Freedom of Information Case Management
Delegate of the Australian Information Commissioner for the purposes of s 55K of the Freedom of Information Act 1982
Relevant provisions of the FOI Act, FOI Guidelines, and decisions
Whether a request consultation process was undertaken (s 24AB)
(1) This section sets out what is a request consultation process for the purposes of section 24.
(2) The agency or Minister must give the applicant a written notice stating the following:
(a) an intention to refuse access to a document in accordance with a request;
(c) the name of an officer of the agency or member of staff of the Minister (the contact person) with whom the applicant may consult during a period;
(d) details of how the applicant may contact the contact person;
(e) that the period (the consultation period) during which the applicant may consult with the contact person is 14 days after the day the applicant is given the notice.
(3) If the applicant contacts the contact person during the consultation period in accordance with the notice, the agency or Minister must take reasonable steps to assist the applicant to revise the request so that the practical refusal reason no longer exists.
(4) For the purposes of subsection (3), reasonable steps includes the following:
(a) giving the applicant a reasonable opportunity to consult with the contact person;
(b) providing the applicant with any information that would assist the applicant to revise the request.
(5) The contact person may, with the applicant's agreement, extend the consultation period by written notice to the applicant.
(6) The applicant must, before the end of the consultation period, do one of the following, by written notice to the agency or Minister:
(c) indicate that the applicant does not wish to revise the request.
(7) The request is taken to have been withdrawn under subsection (6) at the end of the consultation period if:
(a) the applicant does not consult the contact person during the consultation period in accordance with the notice; or
(b) the applicant does not do one of the things mentioned in subsection (6) before the end of the consultation period. [emphasis in original]
Where an agency or minister is satisfied that a practical refusal reason exists, they must undertake a request consultation process with the applicant before making a decision to refuse the request (s 24AB).
The agency or minister must give the applicant a written notice that states:
Agencies and ministers are only obliged to undertake a request consultation process once for any particular request (s 24AB(9)), but they may choose to continue discussions with an applicant in order to refine a request that is still too large or vague.
If an applicant contacts a contact officer during the consultation period, the contact officer must take reasonable steps to help them revise the request so that the practical refusal reason no longer exists (s 24AB(3)). For example, a contact officer could provide a breakdown of the time estimated for each step of the process, explain the difficulties the agency will have in dealing with the request and suggest what would be a reasonable request in the circumstances.[15]
Whether a practical refusal reason exists (ss 24 and 24AA)
Section 24 of the FOI Act enables an agency or Minister to refuse access to a document where the agency has undertaken a request consultation process in accordance with s 24AB of the FOI Act, and after that process the agency or Minister is satisfied that the practical refusal reason still exists.
Subparagraph 24AA(1)(a) of the FOI Act lists the following practical refusal reason:
(1) For the purposes of section 24, a practical refusal reason exists in relation to a request for a document if either (or both) of the following applies:
(i) in the case of an agency--would substantially and unreasonably divert the resources of the agency from its other operations; or
(ii) in the case of a Minister--would substantially and unreasonably interfere with the performance of the Minister's functions;
Subsection 24AA(2) of the FOI Act lists matters which a decision maker must consider where relevant in deciding whether or not a practical refusal reason exists. It is a non-exhaustive list.
(3) In deciding whether a practical refusal reason exists, an agency or Minister must not have regard to:
(a) any reasons that the applicant gives for requesting access; or
(b) the agency's or Minister's belief as to what the applicant's reasons are for requesting access; or
(c) any maximum amount, specified in the regulations, payable as a charge for processing a request of that kind.
As set out in 'ACW' and Australian National Maritime Museum [2023] AICmr 4 ('ACW'), a decision maker must consider the following 3 elements in determining the issue of whether a practical refusal reason exists for the purposes of s 24AA(1)(a)(i) of the FOI Act:
To be 'satisfied' for the purposes of s 24(1) of the FOI Act that a practical refusal reason exists, a decision maker must 'feel' an 'actual persuasion' that the reason exists. They cannot be satisfied simply as a result of a 'mere mechanical comparison of probabilities independently of any belief in its reality'.[17] Moreover, a decision maker's 'satisfaction' as to the existence of a practical refusal reason cannot be arbitrary or capricious; it must be formed 'according to law and not humour'.[18]
A diversion of an agency's resources will be considered to be 'substantial' if the diversion can be characterised as 'real or of substance' rather than 'large'.[19]
The FOI Guidelines explain:
In deciding if a practical refusal reason exists, an agency or minister must have regard to the resources required to perform the following activities specified in s 24AA(2):
- identifying, locating or collating documents within the filing system of the agency or minister
- examining the documents
- deciding whether to grant, refuse or defer access
- consulting with other parties
- redacting exempt material from the documents
- making copies of documents
- notifying an interim or final decision to the applicant.
Other matters that may be relevant in deciding if a practical refusal reason exists include:
- the staffing resources available to an agency or minister for FOI processing
- whether the processing work requires the specialist attention of a minister or senior officer, or can only be undertaken by one or more specialist officers in an agency who have competing responsibilities
- the impact that processing a request may have on other work in an agency or minister's office, including FOI processing
- whether an applicant has cooperated in framing a request to reduce the processing workload
- whether there is a significant public interest in the documents requested
- other steps taken by an agency or minister to publish information of the kind requested by an applicant
- as to a request to a minister - other responsibilities of the minister and demands on the minister's time, and whether it is open to the minister to obtain assistance from an agency in processing the request.[20]
If a party to an IC review is unsatisfied with an IC review decision, they may apply under s 57A of the FOI Act to have the decision reviewed by the Administrative Review Tribunal (ART). The ART provides independent merits review of administrative decisions and has power to set aside, vary, or affirm an IC review decision.
An application to the ART must be made within 28 days of the day on which the applicant is given the IC review decision (see s 18(1) of the Administrative Review Tribunal Act 2024 and rule 5(3) of the Administrative Review Tribunal Rules 2024). An application fee may be payable when lodging an application for review to the ART. Further information is available on the ART's website (www.art.gov.au) or by telephoning 1800 228 333.
Making a complaint to the Commonwealth Ombudsman
If you believe you have been treated unfairly by the OAIC, you can make a complaint to the Commonwealth Ombudsman (the Ombudsman). The Ombudsman's services are free. The Ombudsman can investigate complaints about the administrative actions of Australian Government agencies to see if you have been treated unfairly.
If the Ombudsman finds your complaint is justified, the Ombudsman can recommend that the OAIC reconsider or change its action or decision or take any other action that the Ombudsman considers is appropriate. You can contact the Ombudsman's office for more information on 1300 362 072 or visit the Commonwealth Ombudsman's website at http://www.ombudsman.gov.au.
If you would like access to the information that we hold about you, please contact FOIDR@oaic.gov.au. More information is available on the Access our information page on our website.
[2] Sections 24, 24AA, and 24AB as set out in Annexure A.
[3] See, Office of the Australian Information Commissioner_, Guidelines issued by the Australian Information Commissioner under_ s 93A of the Freedom of Information Act 1982 (FOI Guidelines).
[5] See 'ACW' and Australian National Maritime Museum (Freedom of information) [2023] AICmr 4 at [10] as set out in Annexure A.
[6] It is only if, after the request consultation process, the agency or Minister is satisfied that the practical refusal reason still exists that they may refuse access to the document.
[7] The OAIC required the TSRA to explain to the applicant why their request/ parts of their request attracts a practical refusal reason; seek further information from the applicant about what is being sought to determine whether TSRA could provide the applicant with additional information to assist them to revise their request; make specific and targeted suggestions or what a reasonable request might be in the circumstances; ensure that correspondence provided to the applicant explains the practical refusal reason and includes the name and contact details of a contact person at the TSRA with whom the applicant can consult with.
[8] See, for example, 'AIG' and Australian Federal Police (Freedom of information) [2024] AICmr 52 at [34].
[9] See 'ACW' and Australian National Maritime Museum (Freedom of information) [2023] AICmr 4 at [10] as set out in Annexure A.
[11] The sample size relied upon by the TSRA in assessing the processing time for the applicant's request was less than the 10-15% recommended by the FOI Guidelines (see [3.121]). The TSRA submits that given the number of documents captured by the Applicant's request, a 10% sample size would be onerous. The TSRA relies upon 'WA', 'WB' and Australian Human Rights Commission (Freedom of information) [2020] AICmr 58 (25 November 2020) to submit that the sample size is representative of the requested documents and therefore adequate.
[12] The TSRA cite 'QO' and Department of Human Services (Freedom of Information) [2019] AICmr 46 at [55] and 'NJ' and Department of Home Affairs [2018] AICmr 12.
[13] See 'AVE' and Department of Prime Minister and Cabinet (Freedom of Information) [2025] AICmr 69 at [33].
[15] FOI Guidelines at [3.127], [3.129], [3.132], and [3.133].
[16] 'ACW' and Australian National Maritime Museum [2023] AICmr 4 at [10].
[17] Briginshaw v Briginshaw [1938] HCA 34; (1938) 60 CLR 336 at 361 (Dixon J)
[18] Federal Commissioner of Taxation v Bayly [1952] HCA 31; (1952) 86 CLR 506 at 510 (Williams J). See also Minister for Immigration and Multicultural Affairs v Eshetu [1999] HCA 21; (1997) 197 CLR 611 at [145] (Gummow J).
[19] See Langer and Telstra Corporation Ltd [2002] AATA 341 ('Langer') applied in Cambridge; Chief Executive Officer, Services Australia and (Freedom of information) [2021] AATA 1142 and Farrell; Chief Executive Officer, Services Australia and (Freedom of information) [2020] AATA 2390, noting that at the time of the decision in Langer, the reference to processing a request 'substantially and unreasonably' diverting the resources of an agency was contained in s 24 rather than s 24AA. However, there is nothing in the terms of s 24 as enacted at that time which would negate the application of the view reached by Forgie DP in the context of s 24AA(1).
[20] FOI Guidelines at [3.116] - [3.117] (footnote omitted).
(1952) 86 CLR 506
(1938) 60 CLR 336
(1997) 197 CLR 611