The Department of Justice is one of the largest and most complex government departments in the Australian state of Victoria. It deals with sensitive areas including prison operations and consumer protection, and relies on its employees to adhere to a range of policies and procedures. Areas of critical importance include privacy, information security and records management. With more than 40 business units working on very diverse areas under eight umbrella portfolios, the types of tasks undertaken by employees across the department are incredibly varied. It also presents challenges in the way information is gathered, stored and managed.
Keeping information confidential
Ensuring there are adequate processes in place to
protect the integrity of the information is critical
to public sector agencies.
Over the past decade, government departments in Australia have significantly improved the way they collect, store and protect information they hold on citizens. A 2007 report by Wallis Consulting for the federal privacy commissioner found public trust in government departments when handling personal details to be at a record high.
Nearly three in four Australians (73 percent) believed government departments could be trusted with their personal information. However, nearly one in five (19 percent) thought public sector agencies could do much better – presenting an opportunity for public servants to remain vigilant when dealing with personal and private information.
Reviewing the department
To ensure growing community confidence, the
department reviewed its assets and records
management processes to determine if they could
be further strengthened. This revealed that while
the department had adequate processes in place, it
would be prudent to promote them more strongly
among employees.
The outcome of this review prompted the organization to implement a significant program to ensure that all employees were aware of, and adhered to, department policies and procedures.
Despite the potentially dull content, the department’s internal communication function worked closely with a newly established project team to unleash a colorful, creative and fun approach to corporate compliance.
Underpinning the campaign would be training, tools and resources that would enable employees to meet all their legal obligations in areas such as privacy and record keeping, but also remind them of their responsibilities under the state’s public sector code of conduct, and the department’s commitment to reducing its impact on the environment.
With 6,000 employees spread across a state larger than Britain, working in roles as diverse as prison officer, lawyer and administrator, engagement was always going to be a challenge.
Some business units across the department had a strong operational focus with staff in the field carrying files and warrants in vehicles, or correctional staff collecting and managing the personal information of prisoners and offenders. Other units with more of a policy or administrative focus worked on strategy development and community consultation in more traditional office environments.
The department had already undertaken internal campaigns to promote key areas such as privacy, corporate values and the environment, and the senior executive team wanted to build on these and draw them all under one campaign umbrella.
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