ANU Film Group Inc.

Determination of access to documents made under s.113 of the ANU Film Group constitution.

By majority vote, the ANU Film Group Inc. Committee of management determines:

1. Membership database and related electronic records.

Access shall be restricted as follows:

Access to information specified in the Associations (Incorporation) Act ACT 1991 Regulations s.10 (name of member, member�s address, date of joining the Group, date of leaving the Group if applicable).

All members of the Group may access this information subject to supervision by an officer of the Group.
This does not include the membership number.

All information above plus Membership Number, Phone Number, number of guests remaining for an individual member.

All committee of management members may access this information with the exception of the Head Projectionist. Such access must only be in the course of their duties with the Group.

The committee of management members assigned to that screening may, while the screening is still in progress, access this information as required in the course of their duties with the Group.

The Membership Officer, Secretary, Treasurer and President, only may have access to this information as required in the course of their duties with the Group.
The Official Auditor of the ANU Film Group may have access in the course of their audit.

Any member of the Group may request all information held on themselves, subject to supervision by an officer of the Group.

2. Access to employment records

Where these records are appropriately considered part of the financial records of the Group, no restriction to access shall be made.
Employment declarations, and other records containing the personal contact information of any employee of the Group, access to these records shall be restricted to members of the Committee who require access in the course of their duties with the Group.

3. Minutes of meetings and related documents

Except as outlined in this section, no restriction on access to the minutes of meetings or related documents (such as documents tabled at the meeting) is made.
Where the minutes of a meeting or related document contain information deemed personally sensitive, access may be resticted as follows:

All committee members, plus the auditor of the Group, shall have access to the uncensored minutes;
The person to whom the personally sensitive material relates shall have access to the uncensored portion of the minutes that relates to them; and
Any other person who is entitled to view a copy of the minutes may view a copy of the minutes with any identifying information in the personally sensitive section removed.

4. Misc. documents

Except as provided here, access to committee contact lists shall be restricted to members of the committee and the auditor of the group.
There must be publicly available to members of the group:

A means of contact (email or phone) for the President, Secretary and Treasurer of the Group;
A means of contact (email, phone or mail) for all officers of the Group; and
A list of all members of the committee, and the roles that they hold.

5. Commercial-in-confidence

In so much as it does not conflict with the constitution or this determination, the Group shall make every effort to keep information provided to the Group on a commercial-in-confidence basis in confidence. Such information is deemed to be personally sensitive except where it can be regarded as a financial record of the group (such as an invoice or purchase order).

6. General principles

Wherever practical, if access to a document of the Group is restricted, the Group shall endeavor to make available a copy of this document with the restricted or sensitive information removed, or identifying material made.
Under no circumstances shall access to documents that are appropriately considered financial records of the group be restricted in any way.
Irrespective of the above, the executive committee of the Group (President, Secretary and Treasurer), and the official auditor of the Group, may have access to any and all documents of the group in the course of their duties.
Unless as explicitly provided otherwise, the term committee is deemed to include all ex-officio committee members.

This determination is made on this day, 22 May 2000, and has been approved by a majority vote of the Management Committee of the ANU Film Group.

Steven Cain, Secretary of the ANU Film Group, Inc., on behalf of the committee of management.