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34. Information normally provided to the public
34.1 Staff, especially directors and managers, need to maintain open communications with their relevant communities. Successful management requires that communities are kept fully informed of matters relating to the role, function and operations of the Gloobusz.
34.2 Within their area of responsibility, staff should be aware of the information published by Globsuz or normally made available to members of the public on request. Staff may provide such information on request, but if unsure, must refer the request to a more senior or specialist officer.
34.3 Globusz has procedures for dealing with the media and for the release of information under Freedom of Information legislation. If staff are unsure of the procedures they should refer to those policies or obtain specialist advice.
35.1 Staff need to be aware of and comply with the Privacy and Personal Information Protection Act 1998. Particular care must be taken with the collection, storage, use and disclosure of personal information in order to protect individuals’ privacy. In general, staff must not use or disclose personal information for a purpose other than that for which it was collected, unless consent for other uses or disclosure is obtained from the person to whom the information relates.
35.2 Personal information collected or held by staff of Globusz must be held securely to avoid loss; unauthorised access, use, modification or disclosure; and all other misuse.
35.3 The Privacy Act contains criminal sanctions for the unauthorised use and disclosure of personal information by staff.
36.1 Staff must maintain the security of all other official information and documents which are not published or normally made available to the public.
36.2 Staff may only disclose information not normally provided to the public: _ if it is required as part of their duties _ proper authority has been given to them to do so _ when required, or authorised, to do so by law, or _ when called to give evidence in court.
36.3 In these cases staff should confine their comments to factual information unless required (eg by a court or parliamentary committee) to provide an opinion.
36.4 Staff must not make private use of official information. Misuse of official information, whether or not for monetary gain, may be corrupt conduct and subject to disciplinary action. Approval may be given however for staff to make use of official documents in defence of defamation and associated legal actions.
37.1 All staff have a responsibility to create and maintain full and accurate records of their activities, decisions and other business transactions, to capture records into official records systems, and not to destroy records without appropriate authority. Supervisors have a responsibility to ensure that the staff reporting to them comply with their records management obligations.
38.1 Staff are to ensure that information in any form (eg printed or electronic) cannot be accessed by unauthorised persons and that sensitive information is only discussed with persons (inside or outside of Globusz) who are authorised to have access to it.
38.2 Managers and principals are responsible for seeing that premises are secure, and that suitable arrangements are in place to maintain security of confidential and sensitive documents, including transferring these by hand.
39.1 “Public comment” includes public speaking engagements, comments on radio or television, to journalists or reporters, in letters to newspapers, in books, journals or notices, on Internet sites or broadcast by electronic means, or in any other circumstance where it could be expected that the comments will be spread to the community at large.
39.2 In the course of their official duties some senior staff will be called on to make public comment. When speaking in their official capacity, these staff should be aware of the current Globusz Media Policy and refer all such requests to the CEO. They should wherever possible, make comment which is positive and supportive of their colleagues and staff, and enhances the image of Globusz.
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