18 classes of personal information are held by this agency.  Included in this total are 3 classes of Personnel Records.

1. PERSONNEL RECORDS

See Appendix 1 for a generic description of Personnel Records.

2. CONTRACTS AND TENDERS

The purpose of these records is to record contracts or tenders for supplies of goods or services.

Content may include: name, address, occupation, gender, superannuation scheme details, declaration of “no ABN” and educational qualifications.

Sensitive content may include: tax file numbers.

The personal information on these records relates to tenderers, contractors and consultants.

The following staff has access to this personal information on a "need to know basis", eg. Finance staff, relevant project officers and Sections Heads, Assistant Directors and the Director.

The records are kept for at least seven years after completion of relevant action.

Some of this information is disclosed to the Australian National Audit Office.

Individuals can obtain information regarding access to their personal information by contacting the Head of Finance/Chief Finance Officer Ph: (02) 6243 4235.

The records relate to approximately 3,750 individuals and are stored on computer and paper media.

Location: The Australian War Memorial Records Management and the Finance Section, Administration Building, Campbell ACT 2612.

3. APPLICATIONS - MEMORIAL'S RESEARCH GRANTS SCHEME

The purpose of these records, which are no longer active, was to enable the Australian War Memorial staff to make recommendations for research grant awards made by the Memorial.

Content may include: name, address, occupation, date of birth, gender and academic or other qualifications.

Sensitive content may include: referee's reports and tax file numbers.

The personal information on these records relates to students, researchers and academics.

The following agency staff has access to this personal information: Military History section staff, internal assessors (usually AWM curators/senior curators), Director and Assistant Directors, Conservation staff, Records Management staff and Finance section staff.

The records are confidential and kept permanently.

Some of this information was disclosed to external assessors.

Information on names, subject of research and amount of grants may be released to other organisations.

Individuals can obtain information regarding access to their personal information by contacting the Executive Officer, Corporate Services Branch, Ph (02) 6243 4290.

The records relate to 1,165 individuals and are stored on paper media.

Location: Australian War Memorial Records Management, Administration Building, Campbell ACT 2612.

4. COLLECTION CONTROL RECORDS

The purpose of these records is to document the donation/receipt of material into the Memorial collection.  Collection Control Records are governed by the provisions of the Archives Act 1983.

Content may include: name, address, gender, date of birth and occupation.

Sensitive content may include: date of death, if applicable.

The personal information on these records relates to donors.

The following agency staff has access to this personal information: all staff.

The records are kept permanently.

Individuals can obtain information regarding access to their personal information by contacting the Head of the Research Centre Ph: (02) 6243 4250.

The records relate to approximately 9,000 individuals and are stored on computer and paper media.

Location:  Research Centre, Australian War Memorial, Main Building, Campbell ACT 2612.

5. MANUSCRIPT ASSESSMENTS

The purpose of these records, which are no longer active, was to assist Memorial staff in determining whether manuscripts submitted should be recommended for publication by the Memorial.  Some assessments are undertaken only to provide advice to authors on whether they should continue to seek publication.  Since 1990 assessments had only been undertaken in exceptional circumstances.

Content may include: name, details of institutional affiliation or previous military service, and opinions expressed by assessors.

The personal information on these records relates to prospective authors.

The following agency staff has access to this personal information: Memorial management, Military History section staff and Research Centre curators.

The records are kept for up to 8 years.

This information is not usually disclosed to other persons or organisations.

Individuals can obtain information regarding access to their personal information by contacting the Executive Officer, Corporate Services Branch, Ph: (02) 6243 4290.

The records relate to 350 individuals and are stored on paper media.

Location: Australian War Memorial, Records Management, Administration Annex, Campbell ACT 2612.

6. MASTER INVITATION LIST AND SPECIFIC CEREMONIAL INVITATION LISTS

The purpose of these records is to carry out the commemorative role of the Australian War Memorial.  This database is used to issue invitations to Australian War Memorial ceremonies and functions.

Content may include: name, address, phone number, gender and record of acceptance/reply to invitation.

The personal information on these records relates to war widows, war veterans, totally or partially incapacitated pensioners, RSL office bearers, media contacts, next-of-kin and ex-service personnel, and members and former members of the Australian Defence Force, Parliamentarians, and officers of the Australian Public Service.

The following Memorial’s staffs have access to this personal information: Manager Events and Ceremonies, Assistant Manger Events and Ceremonies, Events Coordinator, Friends Coordinator, Events Administration Officer, Executive staff, IT systems maintenance contract staff, Council Secretary, Head of Development and Sponsorship, Assistant Directors and the Director.

Computer based records are kept permanently and paper based records are sentenced as appropriate under the Archives Act.

This information is not usually disclosed to other persons or organisations.

Individuals can obtain information regarding access to their personal information by contacting the Events and Ceremonies Team, Ph: (02) 6243 4509.

The records relate to approximately 3,315 individuals and are stored on computer and paper media.

Location: Events and Ceremonies, Education and Visitor Services section, Australian War Memorial, Campbell ACT 2612.

7. RECORDS GENERATED BY AUSTRALIAN WAR MEMORIAL AND HELD IN OFFICIAL RECORDS COLLECTION

The purpose of these records is to record historical information including the service and actions of Australians in periods of conflict.

Content may include: name, address, date of birth, date of death, gender, occupation and marital status.

Sensitive content may include: physical or mental health, disabilities, racial or ethnic origin, criminal convictions, religious affiliations and relationship details.

The personal information on these records relates to servicemen/women.

The following agency staff has access to this personal information: curatorial staff.

The records are kept permanently.

This information is made available in accordance with the provisions of the Archives Act.

Individuals can obtain information regarding access to their personal information by contacting the Head of the Research Centre, Ph: (02) 6243 4250.

The records relate to more than 50,000 individuals and are stored on computer and paper media.

Location: Research Centre, Australian War Memorial, Main Building, Campbell ACT 2612.

8. RECEIPTING RECORD

The purpose of these records is to acknowledge receipt of donations of material to the Memorial, under the Australian War Memorial Act 1980, and also to acknowledge receipt of gifts to the Memorial under the Taxation Incentives for the Arts scheme.

Content may include:  name, address and gender.

Sensitive content may include:  the value of the item for taxation incentive purposes.

The personal information on these records relates to donors of material to the Australian War Memorial.

The following agency staff has access to this personal information:  Manager Collections Information and Access, Registrar, Assistant Registrar, Accessions Officer, and Collection Management System administrators and the curatorial staff in care of the relevant collection.

The records are kept permanently.

Some of this information is disclosed to:  the Committee on Taxation Incentives for Arts, and the Department of Communications, Information Technology and the Arts.

Individuals can obtain information regarding access to their personal information by contacting the Registrar Ph:  (02) 6243 4331 or the Manager, Collection Information and Access, Ph: (02) 6243 4342.

The records relate to more than 25,365 individuals and are stored on computer and paper media.

Location: Records Management and Collection Information and Access work unit, Administration Annex, Campbell ACT 2612.

9. COLLECTION MANAGEMENT SYSTEM

The purpose of this system is to manage and control information related to collection items acquired under the Australian War Memorial Act 1980, including the receipt, cataloguing, location and loan of items.

Content may include:  name, address and gender of donors, or past owners and/or others associated with the material.

Sensitive content may include:  date of death, if applicable

The following agency staff has access to this personal information:  Manger Collection Information and Access, Registrar, Assistant Registrar, Accessions Officer, and Collection Management System administrators and the curatorial staff in care of the relevant collection.

The records are kept permanently.

Individuals can obtain information regarding access to their personal information by contacting the Registrar Ph:  (02) 6243 4331 or the Manager, Collection Information and Access, Ph: (02) 6243 4342.

The records relate to approximately 50,489 individuals and 14,132 companies/organisations and are stored on computer media.

Location: Collection Information and Access work unit, Administration Annex, Campbell ACT 2612.

10. REFERENCE ENQUIRIES

The purpose of these records is to facilitate responses to reference enquiries and orders for copies of images and records.

Content may include: name, address, information sought and family history.

The personal information on these records relates to members of the public and government officers.

The following agency staff has access to this personal information: Research Centre staff.

The records are kept for an unspecified period.

This information is not usually disclosed to other persons or organisations.

Individuals can obtain information regarding access to their personal information by contacting the Head of the Research Centre Ph: (02) 6243 4250.

The records relate to more than approximately 24,000 individuals and are stored on computer and paper media.

Location: Australian War Memorial Research Centre, Main Building, and Records Management, Administration Annex, Campbell ACT 2612.

11.  VOLUNTEERS REGISTER

The purpose of these records is to maintain an up-to-date list of Australian War Memorial Volunteers.

Content may include: name, address, home, work and mobile telephone numbers, email address, emergency contact details (name, relationship, telephone number), days available for roster, gender and birthday (day and month only).

The personal information on these records relates to Australian War Memorial Volunteers.

The following agency staff has access to this personal information: Volunteers Coordinator, Volunteers Assistant, Volunteers Coordinator (Treloar Centre), and Events and Ceremonies staff.

The records are kept for at least 2 years after Volunteer has resigned/retired.

This information is not usually disclosed to other persons or organisations.

Individuals can obtain information regarding access to their personal information by contacting the Volunteers Coordinator Ph: (02) 6243 4299.

The records relate to approximately 256 individuals and are stored on computer and paper media.

Location: Education and Visitor Services Section, Australian War Memorial, Main Building, Campbell  ACT  2601, and Treloar Technology Centre, 8 Callan Street Mitchell  ACT  2911.

12. FREEDOM OF INFORMATION REQUESTS

The purpose of these records is to maintain a record of requests pursuant to

the Freedom of Information Act.

Content may include: name and address.

The personal information on these records relates to name and address of

Freedom of Information applicants.

The following agency staff has access to this personal information:

Director, three Assistant Directors, three Branch Executive Officers, the Director's Personal Assistant and the Executive Assistant to the Assistant Directors.

The records are kept permanently.

Some of this information is disclosed to: Administrative Appeals Tribunal.

Individuals can obtain information regarding access to their personal information by contacting the Freedom of Information Co-ordinator for Australian War Memorial Ph: (02) 6243 4290.

The records relate to approximately 25 individuals and are stored on paper media.

Location: Australian War Memorial Registry, Administration Annex,

Campbell ACT 2600; or the Executive Officer, Corporate Services,

Administration Annex, Campbell ACT 2600.

13. DIRECTORY OF RESEARCHERS

The purpose of these records, which are no longer active, was to enable Military History section staff to keep track of current research in military history in Australia.

Content may include: name, address, information about research activities and publications.

The personal information on these records relates to researchers.

The following agency staff has access to this personal information: all staff.

The records are kept permanently.

This information may be disclosed to other persons or organisations sharing research interests.

Individuals may obtain information regarding access to their personal information by contacting the Executive Officer, Corporate Services Branch, Ph: (02) 6243 4290.

The records relate to 500 individuals and are stored on paper media.

Location: Records Management, Australian War Memorial,

Administration Building, Campbell ACT 2612.

14. DONOR/SPONSOR MAILING LIST

The purpose of these records is to distribute information about activitiesof the Memorial and about projects for which the Memorial requires funding through sponsorship in order to undertake them.

Content may include: name and address.

Sensitive content may include: financial information (donation details).

The personal information of these records relates to private individuals.

The following agency staff has access to this personal information:

Executive Officer for each of the three Branches, Finance Section staff, Records Management staff, Friends Coordinator, Assistant Directors and the Director.

This information is not usually disclosed to other persons or organisations.

Individuals can obtain information regarding access to their personal information by contacting the Head of Finance/Chief Finance Officer Ph: (02) 6243 4235.

The records relate to approximately 120 individuals and are stored on computer and paper media.

Location: Financial Management Section, Australian War Memorial

Administration Building, Campbell ACT 2601.

15.       TRAFFIC ACCIDENT REPORTS

The purpose of these records is to record details of traffic accidents involving authorised drivers of Commonwealth vehicles. The records are kept in order to verify accounts when the Memorial is billed for the cost of repairs.

Content may include: names and addresses of the drivers and details of theaccident.

The personal information on these records relates to individuals involved in accidents and witnesses.

The following agency staff has access to this information: Executive Officer Corporate Services, and Assistant Director, Branch Head Corporate Services.

These records are kept for seven years from the date of the accident (GDA 14.2.2).

Some of this information is disclosed to the Fleet Monitoring Authority, Leaseplan, Comcover and Lumley General Insurance.

Individuals can obtain information regarding access to their personal information by contacting the Executive Officer, Corporate Services Ph: (02) 6243 4290.

The records relate to approximately 80 individuals and are stored on paper media.

Location: Corporate Services Section, Australian War Memorial Administration Building, Campbell ACT 2601.

16.       FINANCIAL ACCOUNTING DATA

The purpose of these records is to record expenditure, revenues, expedite orders, payment of accounts, record assets and liabilities and related transactions.

Content may include: name, address and invoice details.

Sensitive content may include: financial information, including debts.

The personal information on these records relates to vendors of goods and providers of services to the Australian War Memorial and customers who purchase goods and services from the Memorial.

The following agency staff has access to this personal information: AWM staff initiating purchase orders, Finance Section and auditors (external).

The records are kept for at least 7 years.

Some of this information is disclosed to: external auditors.

Individuals can obtain information regarding access to their personal information by contacting the Head of Finance/Chief Finance Officer PH: (02) 6243 4235.

The records relate to more than 63,957 individuals and are stored on computer and paper media.

Location: Finance Section, Memorial Integrated Business Information System (MIBIS) and storage room, Australian War Memorial Administration Building, Campbell ACT 2601.

17. AWM SERVICE CHARTER DATABASE

The purpose of these records is to record compliments, complaints and comments/suggestions made by respondents to the Memorial’s Service Charter and Visitor Book and also to record action taken as a result.

Content may include: name and address.

The personal information of these records relates to private individuals.

The following agency staff has access to this personal information:  Executive staff who manage the response process including data entry and staff preparing responses respondents’ comments.  Copies of responses are placed on subject files are available to all Memorial staff.

Details of names and addresses are not disclosed to other persons and organisations.

Individuals can obtain information regarding access to their personal information by contacting the executive Officer, Corporate Services Ph: (02) 6243 4290.

The records relate to over approx 2,430 individuals and are stored on computer and paper media.

Location:  executive Area, Australian War Memorial Administration Building, Campbell ACT 2612. 

18. FRIENDS OF THE MEMORIAL MEMBERSHIP PROGRAM

The purpose of these records is to carry out the commemorative role of the Australian War Memorial.  This database is used to issue invitations to members of the Friends of the Memorial program to Australian War Memorial ceremonies and functions.

Content may include: name, address, phone number, gender and record of acceptance/reply to invitation.

Sensitive content may include: financial information and donation details.

The personal information on these records relates to members of the Friends of the Memorial program.

The following Memorial staff has access to this personal information: Friends Coordinator, Communications and Marketing staff, Development and Sponsorship staff, Executive staff and IT systems maintenance contract staff.

Computer based records are kept permanently and paper based records are kept for 2‑7 years.

This information is not usually disclosed to other persons or organisations.

Individuals can obtain information regarding access to their personal information by contacting the Friends Coordinator, Ph: (02) 6243 4523 or Friends@awm.gov.au

The records relate to approximately 3,637 individuals and are stored on computer and paper media.

Location: Marketing and Promotion section, Australian War Memorial, Campbell ACT 2612.