The Government Information (Public Access) Act 2009 (GIPA Act) provides members of the public with a right of access to government information. The GIPA Act replaced the Freedom of Information Act 1989 (FOI).
Under the GIPA Act, each NSW Government department and agency is required to publish an Agency Information Guide.
This Information Guide provides an overview of:
- The agency’s structure and functions
- The way in which our functions affect members of the public
- How members of the public can participate in policy formulation and provide feedback
- The kinds of information we hold, and
- Information we make publicly available.
Roads and Maritime Services
Roads and Maritime Services (Roads and Maritime) was established on 1 November 2011. Roads and Maritime combines activities from the former RTA, NSW Maritime Authority and Department of Transport.
In the Transport Cluster, Transport for NSW (TfNSW) is responsible for strategy, integration, coordination and improving the customer experience. Transport operators, including Roads and Maritime, focus on the provision of safe, clean, reliable and efficient transport services.
With core services such as: building and maintaining roads; conducting driving tests; issuing licences and registrations; and overseeing harbours and waterways, Roads and Maritime aims to be a streamlined, customer focused organisation which delivers essential frontline services to the people who use roads, harbours and waterways.
Further information about what Roads and Maritime does can be found on the What we do page.
Structure and functions
The Centralisation of GIPA Functions in Transport
On 1 November 2011, Transport for NSW (TfNSW) was established under the Transport Legislation Amendment Act 2011 as the centrepiece of the reshaped Transport Cluster.
Under the new operating model, TfNSW's Information and Privacy Unit is responsible for centralised processing and referral of formal access applications on behalf of NSW Government agencies within the Transport Cluster. The following agencies are affected:
- Roads and Maritime Services
- Sydney Trains
- NSW Trains
- State Transit Authority
- WestConnex Delivery Authority.
TfNSW is responsible for acknowledging and the initial processing of formal access applications.
Transport agencies will continue to be responsible for making decisions regarding the release of information held by their organisations. TfNSW provides strategic direction and coordination across the agencies.
Roads and Maritime comprises of the following operational Divisions and Groups:
- Infrastructure Development Division - The operational focus of Infrastructure Development Division is to develop and deliver TfNSW approved new or enhanced capital infrastructure projects across all regions to meet the defined transport needs and project outcomes
- Compliance and Regulatory Services Division - The Compliance and Regulatory Services Division manages access to and compliance with rules and policies for the safe and effective use of the road network
- Journey Management Division - The Journey Management Division was established in February 2013 . The Division includes the Road Network Operations, Motorway Management, Network Optimisation, Network Management and Regional Integration Branches
- NSW Maritime Division - The NSW Maritime Division is responsible for marine safety, specifically the regulation of commercial and recreational vessels and their operations, and the protection of the environment in connection with the use of vessels in State waters.
- Asset Maintenance Division - Asset Maintenance Division is responsible for the maintenance of road and maritime infrastructure to optimise asset life and enable safe and efficient journeys
- Corporate and Commercial Division - The Corporate and Commercial Division brings together key Roads and Maritime functions that support and enable safe, effective organisational performance through the provision of specialist advice and assurance, technology and commercial services to every part of the agency to enable each Division to focus on delivery of core services
- Finance Division - The Finance Division supports the business in terms of budgeting, forecasting, working capital management and management reporting. It also provides a number of integrated finance management functions such as: financial accounting and statutory reporting, management accounting, cash management, other internal reporting, business case support & assessment as well as managing internal financial systems and providing financial assurance in the areas of policies, procedures and insurance. It also provides financial information to a number of government entities
- Customer Engagement and Planning Division - The core purpose of the Customer Engagement and Planning Division is to provide specialist support to the Chief Executive and Divisions in driving the agreed organisational vision and strategy across Roads and Maritime Services
- Office of the Chief Executive - The Office of Chief Executive was established in 2012 to support the implementation of major reforms across the agency. The objectives include the development of the necessary structure and processes to focus on the customer journey, increasing efficiencies, and the delivery of improved services to customer
- Regulatory Reform Division – The Regulatory Reform Division was established on 8 February 2016. The Division is accountable for the delivery of key regulatory reform programs. The Division includes Program Teams for the Regulatory Transformation Program, Point to Point transport reform and Service NSW Transition.
The way in which our functions affect members of the public
Roads and Maritime is dedicated to providing services which satisfy the needs of its customers. The functions of Roads and Maritime have an effect on members of the public through the provision of those services.
Roads and Maritime’s functions are diverse and extensive and include the provision of the following core services:
- Building and maintaining infrastructure
- Providing licence and registration services
- Managing compliance to rules and regulations
- Providing safety management services
- Delivering traffic management services
- Delivering environmental solutions
- Managing tolling services
- Regulating users of roads and waterways.
Roads and Maritime also administers numerous pieces of legislation. More information can be found on the Legislation page.
Public participation and feedback
Roads and Maritime values its role in the community and undertakes significant stakeholder consultation. Its external customers and stakeholders include motorists, commuters, pedestrians and private organisations; the construction industry, the road freight industry, community and road transport groups; business groups, local councils and state and federal government agencies.
Roads and Maritime participates in a wide range of significant advisory groups and committees to remain informed about reports, reviews, impact statements and inquiries that are relevant to its operations and operating environment. Members of the public can bring to our attention concerns that they have about any Roads and Maritime activity by:
- Participating in public surveys of issues and Roads and Maritime activity
- Participating in community consultation activities on specific items
- Sending comments or questions about our operations through the Contact page or by calling us.
Type of information held
Roads and Maritime records are created in the course of its business and are kept to support Roads and Maritime's activities and to comply with legal obligations and community expectations. Roads and Maritime’s records are held in various locations across NSW in its corporate offices, motor registries, maritime offices, purpose-built facilities and other facilities throughout NSW.
Roads and Maritime also routinely collects information from its customers for administrative, planning and reporting purposes. For example, we collect and hold the personal information of our customers for the purpose of maintaining a driver licence register.
Roads and Maritime is required to comply with the Privacy and Personal Information Protection Act 1998 (NSW) (PPIP Act) and the Health Records and Information Privacy Act 2002 (NSW) (HRIP Act) when dealing with the personal information of its customers.
Registers of information held by Roads and Maritime Services
Roads and Maritime is required to maintain a number of registers in accordance with its functions under various statutory provisions. These include:
DRiver and Vehicle System (DRIVES)
- The register of Registrable Vehicles in accordance with Part 4 of the Road Transport Act 2013
- The Driver Licence Register and Demerits Points Register in accordance with Part 3 of the Road Transport Act 2013
- The Written-off Vehicle Register in accordance with Part 4.5 of the Road Transport Act 2013
- The Tow Truck Authority Management System (TTAMS) that incorporates the register of licences and drivers certificates in accordance with section 39 of the Tow Truck Industry Act 1998
- The register in accordance with section 15 of the Photo Card Act 2005.
Roads and Maritime is responsible for maintaining the security of the information which is recorded in the registers and for ensuring that this information is not released except as provided by law.
Government Licensing Service (GLS)
The GLS is a NSW Government system which provides access to information about a range of licences issued in NSW. It is through the GLS that Roads and Maritime accesses and stores information about boat licences and vessel registration.
- Road databases which include road location data, road inventory and condition, and statistics about road network use
- The corporate records management system (Objective) and the Correspondence Workflow Application, which manages documents and correspondence records
- The Information Management System (IMS), which has integrated the procurement and accounts payable and human resources administration systems and which constitute Roads and Maritime’s principal accounting and ledger system
- The Property Information and Management System (PIMS) which is a text and graphical system managing information about Roads and Maritime-owned and Roads and Maritime-affected properties.
Information made publicly available
The following categories of information provide a sample of what is made publicly available on the Roads and Maritime website:
- Roads and Maritime corporate documents
- Data relating to traffic volume
- A variety of statistical information held by Roads and Maritime
- Information about licensing
- Information about vehicle registration
- Information relating to penalties
- Information relating to maritime services
- Roads and Maritime road projects (by region).
Open access information
Open access information is a category of information explained further in the section Information we must disclose.
- The Roads and Maritime Information Guide (this publication)
- The Annual Report
- The disclosure log of access applications
- Policy documents
- Register of Roads and Maritime contracts awarded.
Some information held by Roads and Maritime may not be accessible to members of the public. Under the GIPA Act, Roads and Maritime cannot be compelled to disclose certain types of information. Please contact the Information & Privacy Unit on (02) 8202 3768 or at email@example.com for further information.
Other publications made available on the Roads and Maritime website:
Further corporate publications can also be found on the Corporate publications page.
How to gain access to information we hold
The GIPA Act provides members of the public with a right to access government information.
There are four ways that members of the public can access government information held by Roads and Maritime under the GIPA Act.
- Mandatory proactive release (Open Access Information)
- Authorised proactive release
- Informal release
- Access applications.
The Access to Information page on the Roads and Maritime website also provides guidance on how to access information held by Roads and Maritime outside of the GIPA Act process.
Information classified as Open Access Information (OAI) is the type of information which we must make publicly available, unless it is not in the public interest to do so.
Roads and Maritime makes OAI publicly available on its website free of charge, including this publication (agency information guide), information about Roads and Maritime tabled in Parliament (such as the Annual Report), policy documents, the register of government contracts and the agency disclosure log of access applications.
Information proactively released
Roads and Maritime is required to have a program for the proactive release of government information. Roads and Maritime is an active member of the Corporate Proactive Release Committee that has been established for the transport cluster. The Committee terms of reference require the Committee to meet quarterly or as otherwise determined by the Committee.
Proactive disclosure is the manner in which Roads and Maritime considers making information publicly available where possible. The proactive disclosure of information helps provide the public with greater access to government held information. Information proactively disclosed by us is made available on the Authorised proactive release page.
If information sought is not available on our website, members of the public can suggest that information be proactively disclosed (if held).
Please forward any suggestions to the Information and Privacy Unit at firstname.lastname@example.org.
Informal request for information
Members of the public can request information from Roads and Maritime on any topic of interest. If the information is clearly in the public interest to disclose, it will be supplied free of charge.
Roads and Maritime may attach conditions on the disclosure of information that is sensitive or confidential but relevant to the person making the request. Under the GIPA Act, a right of review only applies for formal applications.
If you would like to make an informal request for information, please contact the Information & Privacy Unit on (02) 8202 3768 or at email@example.com.
Formal access application
In some cases, requests for information held by Roads and Maritime will need to be made through the formal application process.
To make a request for information held by us, an access application must:
- Be in writing and sent to or lodged at Roads and Maritime
- Clearly indicate that it is a formal access application made under the GIPA Act
- Provide a payment of $30
- Provide a postal address for correspondence in connection with an application
- Include such information as is reasonably necessary to enable the government information applied for to be identified.
If your application does not meet the above requirements, it will be invalid and will not be processed. However, in order to help you make a valid application, we will contact you to provide advice and assistance.
If you would like to make a formal application, please contact the Information and Privacy Unit on (02) 8202 3768 or at firstname.lastname@example.org.
Formal access application fees and charges
Apart from the $30 application fee, the GIPA Act allows Roads and Maritime to impose a charge of $30 per hour in order to process an application. The application fee counts towards the first hour of processing.
In processing a formal access application, we are required to ensure that it is dealt with efficiently and provides access to information requested at the lowest reasonable cost.
A 50% discount in processing charges will apply if an applicant demonstrates they fall within any of the following categories:
- A member of the public suffering financial hardship or
- The information applied for is of special benefit to the public or
- The holder of a current Pensioner Concession Card or
- Full time students or
- Non-profit organisations.
Please note that the 50% discount applies only to processing charges and not to the $30 application fee.
If applying for your own personal information, we cannot charge for the first 20 hours of processing.
For further information about fees and charges, please contact the TfNSW Information and Privacy Unit on (02) 8202 3768 or at email@example.com.
Requests for personal information can also be made under the Privacy and Personal Information Protection Act 1998 (NSW) and the Health Records and Information Privacy Act 2002 (NSW).
You have the right to request a review of certain decisions made by Roads and Maritime about the release of information under the GIPA Act. For further information, please view the NSW Information and Privacy Commission’s publication ‘Your review rights under the GIPA Act’.
Requests for information – motor vehicle accidents
As outlined on the Access to information page on the Roads and Maritime website, solicitors can request information about registered operators in respect of traffic accidents. This information can be requested outside of the GIPA Act process. (Vessel incidents)
Members of the public can contact the TfNSW Information and Privacy Unit on the details below:
- Mail: Information and Privacy Unit, Transport for NSW, PO Box K659 Haymarket NSW 1240
- Email: Information@transport.nsw.gov.au
- Phone: (02) 8202 3768
For more information about the GIPA Act and your right to access information (including review rights) contact the NSW Information and Privacy Commission:
- Mail: GPO Box 7011 Sydney NSW 2001
- Email: firstname.lastname@example.org
- Phone: 1800 472 679