RELEVANT STATUTORY PROVISIONS
3 The FOI Act was amended by Act No. 51 of 2010. The relevant amendments did not become effective until after the decision to which this proceeding relates. The references in these reasons are to the FOI Act as it was in force prior to those amendments.
4 One of the objects of the FOI Act is to extend, as far as possible, the right of the Australian community to access information in the possession of the Commonwealth government, by creating a general right of access to information in documentary form in the possession of departments, limited only by exceptions and exemptions necessary for the protection of essential public interests and the private and business affairs of persons in respect of whom information is collected and held by departments. The pivotal provisions of the FOI Act are s 11 and s 18. Section 11(1) provides that every person has a legally enforceable right to obtain access, in accordance with the FOI Act, to a document of an agency, other than an exempt document. Section 18(1) provides that, where a request is made by a person to an agency for access to a document of the agency, the person must be given access to the document. However, under s 18(2), an agency is not required to give access to a document at a time when the document is an exempt document. The Department is an agency for the purposes of the FOI Act. An exempt document is, relevantly, a document that is exempt by virtue of a provision of Part IV of the FOI Act.
5 Section 24 of the FOI Act deals with requests that may be refused in certain cases. Relevantly, s 24(5) provides that an agency may, in certain circumstances, refuse to grant access to documents in accordance with a request, without having identified any or all of the documents to which the request relates. The circumstances are that:
it is apparent from the nature of the documents as described in the request that all of the documents to which the request is expressed to relate are exempt documents, and
either it is apparent that no obligation would arise to grant access to an edited copy of the document or it is apparent, from the request or as a result of consultation, that the person would not wish to have access to an edited copy of the document.
The agency need not, in such circumstances, specify the provision or provisions of the FOI Act under which the document is claimed to be an exempt document.
6 Section 24A deals with the refusal of requests if documents cannot be found or do not exist. Under s 24A, an agency may refuse a request for access to a document if all reasonable steps have been taken to find the document and the agency is satisfied either that the document is in the agency's possession but cannot be found, or that the document does not exist. There is no mandatory requirement in s 24A as to the manner in which such a refusal is to be communicated to a person making a request.
7 Section 25, which is of critical importance in the present proceeding, deals with information as to the existence of certain documents. Under s 25(1), nothing in the FOI Act is to be taken to require an agency to give information as to the existence or non-existence of a document where such information would, if included in a document of an agency, cause such a document to be an exempt document by virtue of s 33, s 33A or s 37(1). Section 33 deals with documents affecting national security, defence or international relations, s 33A deals with documents affecting relations with States and s 37 deals with documents affecting enforcement of law and protection of public safety. Section 37(1) is of particular relevance in the present proceeding, and I shall say something more about it below.
8 Section 25(2) provides that, where a request relates to a document that is, or if it existed, would be, of a kind referred to in s 25(1), the agency may give notice in writing that the agency neither confirms nor denies the existence, as a document of the agency, of such a document, but that assuming the existence of such a document, it would be an exempt document under s 33, s 33A or s 37(1). Where s 25 is invoked, the agency has no obligation to make any attempt to identify documents that fall within the relevant request. Rather, a response of the kind contemplated by s 25 can be made solely on the basis of the form of the request.
9 Section 26 of the FOI Act regulates the extent to which an agency is required to give reasons for a decision made under the FOI Act. Section 26 deals with the giving of reasons for, and other particulars of, a decision. While s 13 of the Administrative Decisions (Judicial Review) Act 1977 (Cth) imposes an obligation on a decision maker in certain circumstances to give reasons for the decision, s 13 does not apply to a decision referred to in s 26.
10 Under s 26(1), where, in relation to a request, a decision is made relating to a refusal to grant access to a document in accordance with the request, the decision maker must cause the applicant to be given notice in writing of the decision. Relevantly, the notice must:
state the findings on any material question of fact, referring to the material on which those findings were based, and state the reasons for the decision,
state the name and designation of the person giving the decision, and
give to the applicant appropriate information concerning rights of review of the decision and the procedure for the exercise of those rights.
11 Where a notice is given under s 25(2), s 26 applies as if a decision to give such a notice were a decision referred to in s 26 and the decision is, for the purposes of internal review, deemed to be a decision refusing to grant access to the document in accordance with the request, for the reason that the document would, if it existed, be an exempt document under s 33, s 33A or s 37(1), as the case may be.
12 Section 26(2) is also of critical importance in the present proceeding. Section 26(2) provides that a notice under s 26 is not required to contain any matter that is of such a nature that its inclusion in a document of an agency would cause that document to be an exempt document. Thus, s 26(2) ensures that any notice of a decision to refuse to grant access will not contain information that is of such a nature that the notice itself would become an exempt document. It is significant that s 26(2) does not adopt the limitations found in s 25(1) and s 25(2). That is to say, s 26(2) does not refer just to an exempt document that is an exempt document by virtue of s 33, s 33A or s 37(1).
13 Part IV of the FOI Act, which consists of ss 32 to 47A inclusive, deals with exempt documents. Reference has already been made to ss 33 and 33A, the precise terms of which are not presently relevant. The other provisions that have relevance to the present proceeding are ss 37(1)(a), 40(1)(d), 43(1)(b) and 45(1). Under s 37(1)(a), a document is an exempt document, relevantly, if its disclosure under the FOI Act would, or could be reasonably expected to, prejudice the enforcement or proper administration of the law in a particular instance. Section 40(1) is directed to an end similar to that of s 37(1)(a). Under s 40(1)(b), a document is an exempt document if its disclosure would, or could reasonably be expected to, prejudice the attainment of the objects of particular tests, examinations or audits conducted or to be conducted by an agency.
14 Section 43 deals with documents relating to business affairs. Under s 43(1)(b), a document is an exempt document if its disclosure would disclose any information having a commercial value that would be, or could reasonably be expected to be, destroyed or diminished if the information were disclosed. Finally, s 45 deals with documents containing material obtained in confidence. Under s 45(1), a document is an exempt document if its disclosure would found an action, by a person other than an agency or the Commonwealth, for breach of confidence.
15 Sections 53 to 56 of the FOI Act inclusive deal with the internal review of decisions made under the FOI Act. Section 54(1) provides, in general terms, that, where a decision of a particular character has been made in relation to a request to an agency, the applicant may request a review of the decision. Where an application for a review of a decision is made under s 54(1), the agency must, as soon as practicable, arrange for a person, not being the person who made the decision, to review the decision and make a fresh decision. Section 26 applies to a decision made under s 54.
16 Section 55 deals with applications to the Tribunal. Section 55(1)(a) relevantly provides that an application may be made to the Tribunal for review of a decision refusing to grant access to a document in accordance with a request. Where, in relation to such a decision, a person is or has been entitled to apply under s 54 for a review of the decision, that person is not entitled to make an application under s 55(1) in relation to that decision, but may make such an application in respect of the decision made on a review under s 54(1).
17 Under s 58(1) of the FOI Act, the Tribunal has power, in addition to any other power, to review any decision that has been made by an agency in respect of a request and to decide any matter in relation to the request that, under the FOI Act, could have been or could be decided by an agency. Any decision of the Tribunal under s 58 has the same effect as a decision of the agency. However, under s 58(2), where it is established that a document is an exempt document, the Tribunal does not have power to decide that access is to be granted to the document, so far as it contains exempt matter.
18 Section 28 of the AAT Act provides, in general terms, that, if a person makes a decision in respect of which an application may be made to the Tribunal for review, any person who is entitled to apply to the Tribunal for a review of the decision may request the person who made the decision to give to the applicant a statement in writing setting out the findings on material questions of fact, referring to the evidence or other material on which those findings were based and giving the reasons for the decision. However, s 62(1) of the FOI Act provides that, where, in relation to a decision in respect of a request, an applicant has been given notice under s 26 of the FOI Act, s 28 of the AAT Act does not apply to the decision. On the other hand, s 62(2) provides that, if the Tribunal considers that a notice furnished under s 26 does not contain adequate particulars of the matters referred to in s 26, the Tribunal may make a declaration accordingly. Where the Tribunal makes such a declaration, the person responsible for furnishing the notice under s 26 must furnish an additional notice containing further and better particulars in relation to matters specified in the declaration made by the Tribunal.
19 Section 43(1) of the AAT Act provides that, for the purpose of reviewing a decision, the Tribunal may exercise all the powers and discretions that are conferred by any relevant enactment on the person who made the decision. On review of a decision, the Tribunal must make a decision:
affirming the decision under review,
varying the decision under review, or
setting aside the decision under review and either making a decision in substitution for the decision so set aside or remitting the matter for reconsideration in accordance with any directions or recommendations of the Tribunal.
20 Under ss 43(5A) and 43(5B) of the AAT Act, a decision of the Tribunal comes into operation forthwith upon the giving of the decision. However, the Tribunal may specify in a decision that the decision is not to come into operation until a later date specified in the decision and, where a later date is so specified, the decision comes into operation from that date. Section 43(5C) makes provision for the extension of any stay of the decision under review until any appeal to the Federal Court has been determined or until the end of the period within which a party to the proceeding may appeal from the Tribunal's decision to the Federal Court.