4.1.1 Availability and Dissemination of Information

Principles
The Government has a duty to ensure that information about policies, programs, services, initiatives and matters which affect the benefits, rights and obligations of its citizens can be readily and easily accessed through a range of communication channels and tools that take into account the needs of the particular target audience(s) concerned. Information should be available to people living locally and, where practicable, to Tasmanians travelling or living interstate or overseas.

Policy Requirements
To meet the information needs of all Tasmanians, agencies must ensure that:

• a variety of communication methods are used
• information about an agency's mission, structure, programs and services is publicly accessible through their agency website and/or the Service Tasmania portal at http://www.service.tas.gov.au/
• information is clearly identified as being from the Tasmanian Government
• published information is available on request
• published information affecting the rights, benefits and obligations of citizens is delivered in formats that accommodate persons from diverse ethnic or religious backgrounds or persons with special needs, including literacy levels and sensory disabilities
• the target audience has a convenient means of contacting the originating government agency so that questions, comments, requests for further information or complaints may be dealt with promptly
• they are aware of the principles of the Freedom of Information Act 1991
• opportunities are available for the public to provide feedback on major policies, programs, services and initiatives, and that such feedback is considered in reviews or evaluations.
  

4.1.2 Cataloguing and securing information

Principles
To ensure current as well as long-term accessibility, communication materials and published information in all formats need to be well catalogued, easily retrievable and securely maintained.

Policy Requirements
Agencies must:

• ensure that communication records, documents and materials in any format are maintained in compliance with the Archives Act 1983
• ensure that copies of publications that an agency issues, in all formats, are deposited within the agency as appropriate, to ensure long term retention and access (and deposited with the State Library of Tasmania and National Library of Australia – see ‘Publishing’ below)
• maintain a current, comprehensive and well structured identification or classification ‘records’ system that provides an effective means for organising, locating, and retrieving published information
• ensure that all requirements of the Personal Information Protection Act 2004 and other relevant privacy legislation are met.

4.1.3 Copyright and licensing

Principles
Copyright law protects a broad range of material resulting from intellectual activity in the areas of art, literature, science and industry.  Agencies must ensure that the ownership rights associated with works subject to copyright are fully respected in all media applications.

The copyright in materials created by State Government employees in the course of their employment and by any other person under the direction or control of the Crown is owned by the Crown, except where there has been prior agreement to the contrary. Note that copyright ownership rests with the Crown, not with agencies.

Policy requirements
Agencies must:

• comply with the Copyright Act 1968 and the Copyright Amendment (Digital Agenda) Act 2000
• obtain permission from the relevant copyright owner before reproducing or communicating any material which has not been created by the Crown
• manage the administration and licensing of Crown copyright as per the Crown copyright: guidelines for administration
• attach the Copyright and disclaimer notices: web publishing to their websites.

4.1.4 Publishing

Principles
Agencies must facilitate public access to their publications that are available (whether by sale or otherwise) to the public.

Policy Requirements
Agencies must:

• maintain a register or record of all publications
•  make available the register of published works to the Director - Communications Policy, Department of Premier and Cabinet, on request
• publish all public information first on the internet unless a Head of Agency determines not to publish on the internet for reasons of high cost relative to the benefit of electronic accessibility, low usage, high publication complexity, or low suitability for web delivery
• publish the list of publications produced each year in the Annual Report for that year
• ensure that all published material includes title of publication, author(s), source, date of publication, Tasmanian Government identity (logo), and, where applicable, standard bibliographic reference numbers (International Standard Book Numbers) or International Standard Serial Numbers
• make publications available on request (for purchase if applicable)
• provide one copy of all publications to the State Library of Tasmania within one month after publication, as per the Tasmanian Libraries Act 1984:
• provide one copy of all publications to the Legal Deposit Unit of the National Library of Australia
• comply with the requirements of the Treasurer's Instructions and the specific requirements for the procurement of communications goods and services when contracting for printing, editorial, design or distribution services.

Agencies must also ensure that the permission of subjects is gained (whether they be staff, clients, students or members of the public) when publishing photographs in agency and/or whole-of-government publications. See Acknowledgement of use of image: template.