Participant Information Access (PIA)
Freedom of Information (FOI)
Adobe Acrobat DC
Guidance for using Adobe Acrobat DC when processing PIA and FOI documents in response to requests
What is Adobe Acrobat DC?
Adobe Acrobat DC is the program used to combine and process documents for release under the National Disability Insurance Scheme (NDIS) and FO! Acts.
Adobe Acrobat DC Access Requests
The FOI Registration Team will seek access to Adobe Acrobat DC for your use, on your first day of employment at the National Disability Insurance Agency (NDIA).
To be used alongside:
- PIA Action Officer — Processing Checklist
- PIA Delegate — Processing Checklist
Guidance for using Adobe Acrobat DC when processing PIA and FOI documents in response to requests
Combining documents for processing
After extracting documents from CRM, in accordance with the CRM Training Guide, select the documents to combine from ‘Original Documents’, found in the matter folder:
Adobe Acrobat DC will open up and prompt you to combine documents. You are able to drag documents and reorder if required; when ready, click ‘Combine’:
FOI 24/25-0116
Save this first draft as ‘FOI/PIA Reference – Binder 1’ in the matter’s folder ‘Documents marked for redaction’; this raw document can be used as back-up if other versions become corrupted.
Then resave as ‘FOI/PIA Reference — Documents marked for redaction’ in the same folder now you are able to begin processing the bundle for release.
The most commonly used tools have been highlighted below:
Home — Jools Brice pot x So BréeuaQq ®@Orm d GOO ~- BF BLAD BF asa { Hy prt war scoarg eee Gal Click here to By create POF iicenay GR combine Fes Participant Information Access (PIA) Freedom of Information |FO!) indis} = sit poF CRM Guide Fk use when and FOr * De @ Fil & Sign
What ts CRN?
‘aut ne - By Bport Por RE SU ee do te NS bay Toto Sao Eo
FU] Organize Pages
CRM use for FOI and Pia requests: Deeurares sire o ta NOX pereparts man be owen» pascpart en NY Tempio te EE i ro Sag ar 2 Orcas Waar a agi ee a
Han f= = fen Sa Gee & Send for Camments
A comment
| Fi sanaocr
Click here to remove hidden information prior to release © Protect
Click here redact text and pages and sanitize documents Redact for release & More Tools Hater Roa mo: + saute Docvment aceon Goede 2. Formatting Documents 2.1. Under ‘Edit PDF’, you are able to add and/or update the required header, footer and security markings. Click Add header and footer and format page number appropriately by selecting ‘Page 1 of X’ page format: Home Tools Binderipdé = ® =~ Adlobe guide 2019._ gO Ay S8AQ ®O:> d GOO m- BP BLA | Edit PDF BP ecit To adaton Gi) Add image gP tink [A CopPage: [B) Header a Footer [R} Watermark [E] More ookmAaKS aad. Book - nisi a — BR a. GRAB avo: pia - 9 [& 2. cemapie Laaed i | anee ipa aac Pre ee. adobe example siete meee eR | = | | iE}: he a BR Add Header and Footer le > - [5 0 Fs i] Settee [ane ote) RS [ap] fim & 8 & cies Yee -| EY +f ap SB omscrs a doavenica Drees. we [See f LS freaameecrcmomenn mena ances own > “A Oo ie- — pancteatan peas 0 Q f O- 6 ies ; | ee 9 vaneta OonePmt rata Page Number and… XX | GR Rare | J SCANNED DOCUMENTS 4
- [betta tnt eater Hatta web teat, “lL, DeteFormet [mvé wv! 2 settings 4 frveatre [| LSS ats facing tutom,, 4 Page Number Format: [Pso-) of
2.2. Under ‘Edit PDF’, you are also able to add text to documents (Document Numbers) and edit text, if required:
2.3. Pages can be deleted, rotated and extracted in ‘Organize Pages’, ‘Insert’ and select file accordingly.
Redacting Documents
Sensitive information must be redacted in accordance with the FOI and NDIS Acts, prior to leaving the agency.
If processing matters under PIA, ensure the redaction remains blank (or match document background colour) and proceed to next step (3. Applying redactions).
Adding redaction codes to Adobe Acrobat DC:
- Redact any text on the document
- Right click what you have redacted and click on ‘Properties’
- Click ‘Edit Codes’
- Followed by ‘Import Set’ and select the following the FOI Act from
Redaction Codeson SharePoint
FOI 24/25-0116
3.2. Format your redaction colours in line with internal processes (see below):
3.3. When redactions are fully set up, click on the ‘Redact Text & Images’ under the ‘Redact’ tab and swipe over the area of text or make a box over the area of text that you want to redact. Right click on your mouse and it will bring up a list of options, scroll down to FOI Act which will bring up its own list of exemptions (ie. s47F — personal privacy) and you click on the exemption that you’d like to use.
At this stage, the redaction is not permanent and can be changed to another type of exemption or deleted.
Page 6 of 9
Applying redactions
After the document is reviewed and approved (the DM will either add, remove or leave your suggested redactions in place), the redactions need to be permanently applied:
This will permanently redact the documents:
| Redact |
|---|
5. Removing Hidden Information for release
Removing hidden information from the documents will ensure any metadata, digital signatures or any other sensitivity is removed from all pages of the document bundle.
Click ‘Protect’, followed by ‘Remove Hidden Information’:
[~~
| Protect Using Password | Remove Hidden Information |
|---|
| Page Thumbnails x |
| 1/35 |
| Protect |
| Advanced Options |
| DOCUMENT 1 |
| ndis |
| Guidance for CRM use when processing PIA and FOI requests |
| What is CRM? |
| CRM is a Customer Relationship Management tool. It is an information technology (IT) application used to manage customer relationships, helping organizations to meet business objectives in the most efficient manner possible. |
| CRM use for FOI and PIA requests: |
| CRM can be used by FOI and PIA requesters to identify a particular file or document that contains relevant information. This guide will assist in finding and extracting relevant documents from a particular CRF/CRF. |
| Sanitize Document |
| Removes hidden data and metadata from your document so that sensitive information is not inadvertently passed along when you publish your PDF. |
| To selectively remove hidden information Click Here. |
6. Sanitizing Document
Sanitizing the document will prompt a save, this is considered the final version of documents (ready for release). Please save the document as ‘FOI/PIA 21/22-XXXX — Decision — Documents Final’ in the ‘Final Version’ folder in matter folder.
| Redact |
| Protect Text & Images + Sanitize Document |
| Page Thumbnails x |
| DOCUMENT 1 |
| ndis |
| Guidance for CRM use when processing PIA and FOI requests |
| What is CRM? |
| CRM is a Customer Relationship Management tool. It is an information technology (IT) application used to manage customer relationships, helping organizations to meet business objectives in the most efficient manner possible. |
| CRM use for FOI and PIA requests: |
| CRM can be used by FOI and PIA requesters to identify a particular file or document that contains relevant information. This guide will assist in finding and extracting relevant documents from a particular CRF/CRF. |
| Sanitize Document |
| Removes hidden data and metadata from your document so that sensitive information is not inadvertently passed along when you publish your PDF. |
| To selectively remove hidden information Click Here. |
Page 8 of 9
Split document into 9MB where required
If the file size is over 9MB it will need to split into smaller documents to send to the applicant. The splitting tool is found in ‘Organize Pages’ and completed by clicking ‘Split’. Ensure you spilt document by file size, 9MB or smaller.
[Image not converted to Markdown – check the source PDF page for the actual content]
Ensure all documents are saved in the SharePoint’s matter folder.