VUW: Evidence Of Ability to Comply with the Public Records Act and the OIA

Chris Johnston made this Official Information request to Victoria University of Wellington

Currently waiting for a response from Victoria University of Wellington, they must respond promptly and normally no later than (details and exceptions).

From: Chris Johnston

Dear Victoria University of Wellington,

This OIA is in response to VUW stating in a response to a separate OIA that "The University has no way of easily searching for other records [other than emails] to identify those that mention <keywords requested in OIA>"

This raised the concern that VUW does not have the systems or processes to enable it to comply with the Public records Act or the OIA.

Therefore, please provide records for:
1) The business processes and training materials for servicing OIA Requests
2) Any Audits (internal or external) that relate to OIA compliance
3) The latest reporting (e.g. KPIs or Dashboard) that quantifies OIA compliance
4) Ombudsman's decisions about OIA requests declined by VUW

Public Records Act
5) The business processes and training materials for complying with the Public Records Act
6) Any Audits (internal or external) that relate to Public Records Act compliance
7) Any reporting or KPIs that detail what Retention and Disposal activities have occurred in the last period reported on.

Information Architecture
8) High level information architecture document for VUW that describes the main technologies, products and partners that are used - with the main focus on:
8a) Record Search capability
8b) Retention and Disposal capability

For example (8):
- might mention that Microsoft Sharepoint and Exchange is used for document storage and search..... or some other products.
- is not looking for technical details of integration or search capability

Yours faithfully,

Chris Johnston

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From: OIA Requests
Victoria University of Wellington

Kia ora


Official information request for information on the University's
compliance with the OIA & Public Records Act


I am writing to acknowledge receipt of your official information request
dated 30 October 2019.


We received your request on 30 October. We will endeavour to respond to
your request as soon as possible and in any event no later than 27
November, being 20 working days after the day your request was received.
If we are unable to respond to your request by then, we will notify you of
an extension of that timeframe.


If any additional factors come to light which are relevant to your
request, please do not hesitate to contact me so that these can be taken
into account.


Ngâ mihi nui


Georgia Tawharu

Adviser, Information Access and Copyright – Legal Services

Victoria University of Wellington | Te Whare Wânanga o te Ûpoko o te Ika a


Phone: 04 463 5249

Room 213, Hunter Building

Gate 2 Kelburn Parade PO Box 600, Wellington 6140, New Zealand


This message and any attachments may contain confidential information. If
you are not the intended recipient, please notify the sender immediately
and destroy any copies of this e-mail.


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