Information Guide

Introduction

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 to provide 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
  • information we make publicly available.

Roads and Maritime Services

Roads and Maritime Services (Roads and Maritime) is a transport agency within the NSW Transport Cluster. 

In the Transport Cluster, Transport for NSW (TfNSW) is responsible for strategy, integration, coordination and improving the customer experience. 

Roads and Maritime’s purpose as a transport agency is to enable safe, efficient and reliable journeys on road and maritime networks to deliver on NSW Government priorities for the transport system.

Our aim is to be a streamlined, customer-focused organisation which delivers essential frontline services to the people who use roads and waterways. These services include building and maintaining roads, conducting driving tests, issuing licences and registrations, and overseeing coastal and inland waterways,

Further information about what Roads and Maritime does can be found on the "What we do" page at rms.nsw.gov.au.

Structure and functions

The centralisation of GIPA functions in Transport

TfNSW’s Information and Privacy Unit is responsible for centralised processing and referral of formal access applications on behalf of the following NSW Government agencies within the Transport Cluster:

  • TfNSW
  • Roads and Maritime
  • Sydney Trains
  • NSW Trains
  • State Transit Authority

TfNSW provides strategic direction and coordination of GIPA applications across the Transport Cluster and is responsible for acknowledging and the initial processing of formal access applications.

Transport agencies are responsible for making decisions regarding the release of information held by their organisations.

Organisational structure

Roads and Maritime has a workforce of more than 6,200 people across the State. We have implemented a ‘customer, community, place’ operating model with customer divisions supported by technical and engineering excellence and high quality business support services.

The Roads and Maritime OneRMS operating model places our customers at the centre of everything we do and ensures we have clear accountabilities and deliver value for every dollar that we spend.

Our structure comprises:

  • Regional and Freight Division – delivers a safer and more efficient road network that meets the needs of regional NSW communities and freight customers.
  • Sydney Division – has end-to-end accountability for customers on Sydney roads, and leads the management of the greater Sydney area network.
  • Motorways Division – oversees the management of motorways and tollways, including project planning, design and implementation, in partnership with private road toll operators to ensure they operate seamlessly as part of the NSW road network.
  • NSW Maritime Division – regulates maritime safety for commercial and recreational vessels and their operators and delivers safe and accessible waterways for all users.
  • Compliance and Regulatory Services Division – regulates to improve road safety.
  • Technical and Project Services – leads the development and delivery of major infrastructure projects, and provides technical, engineering and asset/network information and services for the entire organisation.
  • Finance and Investment Division – provides financial, management reporting and investment support to optimise the value of every dollar invested.
  • Business Services Division – provides high quality, timely and responsive shared corporate and professional services to Roads and Maritime.
  • Stakeholder and Community Engagement Division – provides high quality advice and support through internal and external communications, community and stakeholder engagement, property acquisitions, customer data and insights and environmental management.
  • Office of the Chief Executive – supports the Chief Executive, leads Roads and Maritime strategy and manages Roads and Maritime’s key stakeholder relationships.

How our functions affect members of the public

Roads and Maritime is dedicated to providing diverse and extensive services which satisfy the needs of its customers, including:

  • building and maintaining infrastructure
  • providing licence and registration services
  • providing safety management services
  • delivering traffic management services
  • delivering environmental solutions
  • managing tolling services
  • regulating users and compliance on roads and waterways.

Roads and Maritime also administers a range of road and maritime related laws. More information can be found on the "Legislation" page on our website.

Public participation and feedback

Roads and Maritime values its role in the community and engages widely to inform delivery of services and infrastructure. Through our activities, Roads and Maritime engages with external customers and stakeholders including 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 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 to concerns that they have about our activities by:

  • participating in public surveys of issues and Roads and Maritime activity
  • participating in community engagement activities on specific items
  • sending comments or questions about our operations through the ‘Contact us’ page on our website
  • calling us.

As an operating agency in the Transport Cluster, Roads and Maritime informs, integrates and enables TfNSW strategy, policy and plans. Customers, community organisations and industry stakeholders may provide feedback on whole of transport system strategy, policy and plans through TfNSW and wider NSW Government public participation and feedback processes.

Type of information held

Roads and Maritime records are created in the course of our business and are kept to support our activities and to comply with legal obligations and community expectations. Our records are held in various locations across NSW in our 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

Roads and Maritime is required to maintain a number of registers in accordance with our functions under various statutory provisions.  

Within the DRIver and Vehicle System (DRIVES), Roads and Maritime maintains the:

  • the Registrable Vehicles Register 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.
  • a register required in accordance with section 15 of the Photo Card Act 2005.

The Government Licensing Service (GLS) is a NSW Government system which provides access to information about a range of licences issued in NSW. Through the GLS, Roads and Maritime accesses and stores information about boat licences and vessel registration.

Other registers maintained by Roads and Maritime include:

  • databases for road location data, road inventory and condition, and statistics about road network use
  • information management systems for corporate records, documents and correspondence
  • information management systems for procurement, accounts payable and human resources administration
  • a property information and management system for Roads and Maritime owned and affected properties.

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.

Information made publicly available

Roads and Maritime provides a range of information publically, including:

Open access information

Roads and Maritime provides open access to a range of information, which is explained further below under ‘Information we must disclose’.

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 information@transport.nsw.gov.au for further information.

Other publications

Included in the publications made available on our website are the:

Further corporate publications can also be found on the “Corporate publications” on our website.

How to access to information we hold

The GIPA Act provides members of the public with a right to access government information through:

  • mandatory proactive release (open access information)
  • authorised proactive release
  • informal release
  • access applications.

The “Access to information” page on our website also provides guidance on how to access information held by Roads and Maritime outside of the GIPA Act process.

Information we must disclose

Roads and Maritime must make information classified as open access information (OAI) publicly available, unless it is not in the public interest to do so.

This information includes:

OAI is publicly available on our website free of charge.

Information proactively released

Roads and Maritime is required to consider making government information publicly available where possible and have a program for the proactive release of this information. Information proactively released by Roads and Maritime is made available on our website.

If information sought is not available on our website, members of the public can suggest that information is proactively released, if it is held. Please forward any suggestions to the Information and Privacy Unit at information@transport.nsw.gov.au.

Our agency is also an active member of the Corporate Proactive Release Committee that has been established for the Transport cluster. The terms of reference for this Committee require it to meet quarterly or as otherwise determined by the Committee.

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 information@transport.nsw.gov.au.

Formal access application

In some cases, requests for information held by Roads and Maritime will need to be made through our 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 information@transport.nsw.gov.au.

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 per cent discount in processing charges will apply if:

  • the applicant is a member of the public suffering financial hardship
  • the information applied for is of special benefit to the public
  • the applicant holds a current Pensioner Concession Card
  • the applicant is a full time student
  • the applicant is a non-profit organisation.

Please note that the 50 per cent 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 information@transport.nsw.gov.au.

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).  

Review rights

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 our website, solicitors can request information about registered operators related to traffic accidents and vessel incidents. This information can be requested outside of the GIPA Act process.

Contact us

TfNSW Information and Privacy Unit:

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
  • Phone: 1800 472 679
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