12. Other agency obligations

12.1  Record-keeping requirements

DCS must keep full and accurate records with respect to all information received in connection with the PID Act. This ensures that DCS complies with its obligations under the State Records Act 1998.

12.2  Reporting of voluntary PIDs and DCS annual return to the Ombudsman

Each year DCS provide an annual return to the NSW Ombudsman which includes:

• information about voluntary PIDs received by DCS during each return period (yearly with the start date being 1 July)
• action taken by DCS to deal with voluntary PIDs during the return period
• how DCS promoted a culture in the workplace where PIDs are encouraged.

12.3  How DCS will ensure compliance with the PID Act and this policy

As part of the assessment process for matters alleging serious misconduct, DCS and its agencies will consider if the matter falls within the PID Act regardless of whether the reporter/complainant has nominated the matter as a PID matter.

If the matter does fall within the PID Act it will be recorded as such, all relevant persons will be notified, and the matter will be managed in accordance with the Act.

A review of PID matters by the Investigation and Corruption Prevention team in real time, as part of investigation best practice is undertaken to ensure all time frames and notifications are being met in accordance with the legislation.

All investigations in DCS and its agencies are monitored by oversight and regular reporting to DCS by Internal Audit and Risk Committees to ensure compliance.