Released
Information Matching Agreement
under
between
the
The Registrar-General
Births, Deaths and Marriages
Official
Department of Internal Affairs
and
Information
The Secretary for Education
Ministry of Education
Act
1982
BIRTH INFORMATION AND DEATH
INFORMATION MATCHING
June 2020
1. Agreement
This Information Matching Agreement is made:
between:
The Secretary for Education, the Ministry of Education (MoE)
Released and: The Registrar-General of Births Deaths and Marriages (BDM),
the Department of Internal Affairs (DIA).
2. Background
2.1.
The Registrar-General of Births Deaths and Marriages (BDM), the Department
of Internal Affairs (DIA), and the Secretary for Education, the Ministry of
Education (MoE), signed an Information Matching Agreement in April 2009
(“the 2009 Agreement”) to facilitate the disclosure of Birth Information
registered in New Zealand.
under
2.2.
The 2009 Agreement was made pursuant to section 78A and Schedule 1A of
the Births, Deaths, Marriages and Relationships Registration Act 1995 and
pursuant to section 99 of the Privacy Act 1993.
2.3.
The Parties have agreed to make changes to include additional Birth
Information and Death Information in the Agreement, as in the two tables
below:
the
Birth Information:
Birth Place
Official
Citizenship By Birth Status
First Names (Name Changes)
Surname (Name Changes)
Date Last Used (Name Changes)
Original First Names
Original Surname
Information
Child - First Names (Long Names)
Child - Surname (Long Names)
Name Changes - First Names (Long Names)
Name Changes - Surname (Long Names)
Original - First Names
Original - Surname
Registration Number
Death Information:
Act
First name (Deceased)
Surname (Deceased)
First names (B) (Deceased)
1982
Surname (B) (Deceased)
Date of Death
Sex
Birth Date
Place of Birth
Registration Number
MoE________
BDM________
2
2.4.
The uses of this information by the MoE are documented in clause 4.3 of the
Technical Standards Report in Schedule 1 of this Agreement.
2.5.
In consideration of the changes proposed and to those already made, through
a January 2013 Variation of the Technical Standards Report (the Variation),
Released the Parties agree the best course of action is to make a new Agreement dated
June 2020. This new agreement will supersede the 2009 Agreement and the
January 2013 Variation.
3.
Purpose of this Agreement
3.1.
The purpose of this Agreement is to provide a framework for the supply of
Birth Information (including name changes) and Death Information by BDM to
the MoE to allow the MoE to verify and update the student information on the
National Student Index. This Agreement only relates to the supply and
under
matching of information from the BDM Birth Register and Death Register.
3.2.
This Agreement is made pursuant to section 78A and Schedule 1A of the
Births, Deaths, Marriages and Relationships Registration Act 1995.
3.3.
Schedule 1A of the Births, Deaths, Marriages and Relationships Registration
Act 1995 provides for the MoE to request and be supplied with birth
the
information, name change information, and death information. Name change
information is part of a person’s Birth Information record.
3.4.
This Agreement defines the terms and conditions under which the Parties are
permitted to exchange information and states the respective obligations of
Official
each Party.
3.5.
The Parties note that sharing of personal information between New Zealand
public sector agencies must be done in accordance with the Privacy Act 1993.
3.6.
This Agreement is the information matching agreement required by section 99
of the Privacy Act 1993.
Information
3.7.
The Parties believe that the provisions of this Agreement are at least as
onerous on them as the Information Matching Rules that are found in
Schedule 4 of the Privacy Act 1993. If, however, any provision of this
Agreement is held less onerous than its corresponding provision in the
Information Matching Rules, then the Parties shall comply with the relevant
rule.
Act 1982
MoE________
BDM________
3
Definition of Terms
In this Agreement, unless the context otherwise requires:
“Agreement” – means this Agreement and its schedules including the Technical
Standards Report, and any variation reports made by the Parties.
Released
“BDM” – means Births, Deaths and Marriages, a part of the Department of Internal
Affairs.
“Birth Information” – is the information contained within the Birth Registration file.
“Birth Register” – being the database of persons whose births have been registered
in New Zealand.
“Birth Registration file” – is the file (or part of the file) made up of birth Records
supplied by BDM to MoE, in relation to persons whose births have been registered in
under
New Zealand.
“Death Information” – is the information contained within the Death Registration file.
“Death Register” – being the database of persons whose deaths have been
registered in New Zealand.
“Death Registration file” – is the file (or part of the file) made up of death Records
the
supplied by BDM to MoE, in relation to persons whose deaths have been registered
in New Zealand.
“Effective date” – the date on which the parties signed this Agreement.
Official
“Information Matching Rules” – means the rules set out at Schedule 4 of the Privacy
Act 1993.
“Match” – means NSI information held by the MoE and corresponds with Birth
Information and Death Information supplied by BDM about the same person; and
“Matches”, “Matching” and “Matched” have corresponding meanings.
“MoE” – means Ministry of Education.
Information
“National Student Index (NSI)” – means the MoE IT system used to create, store and
retrieve the National Student number.
“Party” – means BDM or the MoE and “Parties” has a corresponding meaning.
“Programme” – means the information matching programme authorised by section
78A and Schedule 1A of the Births, Deaths, Marriages and Relationships
Registration Act 1995, and established by this Agreement.
“Record” – means information from the each of the Births and Deaths Registers
relating to a birth or death and “Records” has a corresponding meaning. “Technical
Standards Report” – the report or reports attached to this Agreement containing
Act
detailed technical standards to govern the operation of the Programme.
Terms defined in section 97 of the Privacy Act 1993 shall have the same meaning in
this Agreement as they do in that enactment.
1982
MoE________
BDM________
4
4.
Term and Termination
4.1.
This Agreement comes into force on the Effective Date and shall continue in
force from that date onwards, unless the Secretary for Education or the
Registrar-General terminates the Agreement by giving three (3) months
Released written notice.
5.
Notice to Persons Affected
5.1.
Each Party must take all reasonable steps, which may include public
information on departmental websites, to ensure that the individuals who may
be affected by this Programme are notified of its existence.
5.2.
The Parties agree that each will inform the other Party and allow that Party to
comment on any proposed publicity relating to this information matching
programme.
under
6.
Request and Supply of Birth Information and Death Information
6.1.
Requests for Birth Information and Death Information from BDM shal only be
made by the Chief Data Steward, the MoE, or the Chief Data Steward’s
appointed representative.
the
6.2.
Requests shall be limited to the information about Birth Register and Death
Register entries as set out in the Technical Standards Report and made within
a specified date range on the BDM Birth Register and Death Register.
Official
6.3.
BDM will take all reasonable steps to comply with requests for the supply of
Birth Information and Death Information as soon as practicable.
6.4.
Requests under 6.1 may include requests for periodic supply of information for
the duration of this Agreement.
7. Unique
Identifiers
Information
7.1.
The Registrar-General will supply the MoE with the birth or death registration
number for the purpose of:
identifying deceased persons where a birth registration contains a death
registration number;
clearly identifying a BDM record should it be necessary for the MoE to
seek further clarification regarding that registration from the Registrar-
General; and/or
ensuring that where multiple NSI results are returned from the matching
process these results are managed within NSI to ensure they are matched
against the correct BDM record during the manual matching process.
Act
Matching subsequent receipt of the same birth registration number against
the NSI record that was matched during a previous matching process to
receive name changes and death notifications.
1982
7.2.
The MoE will not assign the birth or death registration number to an individual
as a unique identifier.
8. Security
of
Information
8.1.
The MoE will make al reasonable arrangements to maintain the security of
the Birth Information and Death Information supplied by BDM, by protecting it
against such risks as unauthorised access, collection, use, disclosure and
disposal.
MoE________
BDM________
5
8.2.
The MoE will advise BDM immediately of any circumstances, incidents or
events that to its knowledge have jeopardised or may in future jeopardise the
privacy of individuals subject to this Programme; or the security of any
computer system in its custody that is used to store or access the Birth
Information or Death Information.
Released
8.3.
If BDM reasonably believes that the privacy of individuals subject to this
Programme has been or may be breached, then it may suspend the operation
of this Programme to give the Parties the opportunity to remedy the breach or
possible breach.
9.
No New Databank
9.1.
The Parties will not permit the information used in the Programme to be linked
or merged in such a way that it creates a new separate permanent register or
under
databank of information about all or any of the individuals whose information
has been subject to the Programme.
9.2.
Clause 9.1 does not prevent the MoE from maintaining a register for the
purpose of excluding individuals from being selected for the Programme, but
such a register shall contain only the minimum amount of information
necessary for that purpose.
the
10.
Destruction of Data
10.1. The Parties agree that each supply of Birth Information or Death Information
Official
(including all versions of it) shall be destroyed by the MoE in accordance with
Part 10 of the Privacy Act 1993 and Rule 6 of the Information Matching Rules
in Schedule 4 of the Privacy Act 1993.
11.
Safeguards for Individuals affected by the Results of this Programme
11.1. The MoE shall establish reasonable procedures for confirming the validity of
discrepancies before it seeks to rely on them as a basis for action against an
Information
individual.
11.2. Where such confirmation procedures involve direct communication with the
individual affected, the MoE shall notify any such individual that the Birth
Information or Death Information supplied by BDM about them has not been
independently verified.
12. Review
12.1. The Parties agree to undertake joint reviews of this Agreement and the
Programme, whenever any Party believes on reasonable grounds that such a
review is necessary.
Act
12.2. The Parties shall cooperate with each other on any review and will use their
reasonable endeavours to make available the necessary resources, facilities
and information to facilitate each joint review.
1982
MoE________
BDM________
6
13. Fees
13.1. The MoE shall pay to BDM the operating costs set out in Schedule 2 of this
Agreement, provided however that no costs shall be payable for any Birth or
Death Information that is corrupted or unusable at the time of its receipt by the
Released MoE.
14. Dispute
Resolution
14.1. Should any dispute or difference relating to interpretation, application or need
for a variation of the this Agreement rise, the Parties will in good faith meet
and negotiate with a view to resolving the dispute or difference as quickly as
possible.
14.2. The Parties shall continue to fully comply with their obligations under this
Agreement despite the existence of any dispute.
under
15. Amendments
15.1. Both Parties will use al reasonable endeavours to operate the Programme in
terms of this Agreement. Any Party proposing a variation to this Agreement
shall give reasonable notice to the other Party of the proposed variation and
the reason for it.
the
15.2. Any variations to this Agreement must be in writing and be executed by the
Secretary for Education of the Ministry of Education and the Registrar-General
of Births, Deaths and Marriages or their delegates.
Official
16.
Technical Standards Report
16.1. The details of how the Programme will operate are set out in the Technical
Standards Report or Reports attached to this Agreement as Schedule 1.
16.2. Variations to the Technical Standards Report and the other schedules of this
Agreement may be made by the Chief Data Steward on behalf of the Ministry
Information
of Education, and the Registrar-General of Births, Deaths and Marriages on
behalf of BDM. Any Party proposing a variation to the Technical Standards
Report and/or other schedules to this Agreement shall give reasonable notice
to the other Party of the proposed variation and the reasons for it.
16.3. Variations to the Technical Standards Report are to be notified to the Office of
the Privacy Commissioner by the MoE.
17. Departmental
Representatives
17.1. The MoE and BDM will each appoint a representative to oversee the
operation of the Programme and will ensure that the person is familiar with the
Act
requirements of the Technical Standards Report, this Agreement and the
Privacy Act 1993.
17.2. Any query or difficulty with the Programme will, in the first instance, be
1982
referred to the appropriate representative (as stated in clause 17.3) for
clarification and resolution.
MoE________
BDM________
7
17.3. All notices and other communication between the Parties under this
Agreement shall be sent to the addresses below.
Ministry of Education
Department of Internal Affairs
Released Manager, Data
Manager, Information Partnerships
Evidence, Data and Knowledge
Department of Internal Affairs
Ministry of Education
45 Pipitea Street
Mātauranga House
Wel ington
33 Bowen Street
Wellington
under
Email:
Email:
[email address]
[email address]
Phone: (04) 463 1577
Phone: (04) 495 6052
the
18. Execution
Official
18.1. The Effective Date of this Agreement is the later date on which both Parties
have signed it.
18.2. MoE will provide a copy of this Agreement to the Office of the Privacy
Commissioner as soon as practicable after it has been signed.
Signed by the Parties
Information
____________________________
____________________________
Wendy Hamilton
Jeff Montgomery
Chief Data Steward
Registrar-General
on behalf of the Secretary for
Births, Deaths and Marriages
Education
Department of Internal Affairs
Act
Date:____ 23 June 2020 ______
Date:___________________
23 June 2020
_____
1982
MoE________
BDM________
8
SCHEDULE 1
Technical Standards Report
Released
1.
Key Terms and their Definitions
In addition to terms defined in this Agreement, in this Technical Standards
Report
“National Student Number (NSN)” – means the unique identifier allocated to
learners across the education sector.
2.
Relevance, Timeliness and Completeness of Information
under
2.1 Relevance
Section 343 of the Education Act 1989 governs the allocation of NSNs by
MoE.
NSNs are held in the NSI. End use confidence in the data quality of the NSI
data is increased once the data has been verified (matched) against the BDM
the
data.
The information supplied to the MoE will be based on information that is
entered on the BDM Births Register and Deaths Register. Each Record will
Official
include the following details of the person recorded on the BDM Births
Register or Deaths Register since the last valid information match in the case
of routine monthly matches, or for the period requested by the MoE, in the
case of ad hoc requests.
Information
Act 1982
MoE________
BDM________
9
2.2
Timeliness of Birth Information and Death Information
There is a business requirement for National Student Numbers to be verified
against the Birth Register as soon as a NSN is allocated to a student.
The purpose of verifying records is to lessen the chances of a student who is
Released already has an NSN being allocated a second one. If a student is allocated
more than one NSN it adversely affects the quality of the data on the NSI. As
the NSI data is used to verify a student’s enrolment for reporting and/or
funding purposes, to analyse trends and set policy we want to make sure that
the data is as accurate as possible.
There is a business requirement for the death of a student to be verified in the
NSI against the Death Register as soon as possible after the death is
registered. This information is needed for funding, reporting and policy
purposes.
under
2.3 Completeness
It is imperative that the data quality in the NSI is of a high standard. To
achieve this, a matching exercise, albeit a lengthy one, is required to match
as many records as possible with Birth Information and Death Information.
This will be achieved by running the births and deaths match to “catch up”
the
with data that is not matched.
Subsequently, MoE may perform a monthly matching exercise against the
NSI.
Official
3.
Integrity of Birth Information and Death Information
The purpose of this information matching programme is three-fold: to ensure
that the government funds only those students that are entitled to be funded
through the New Zealand education system, to lessen the chances of a
student who already has an NSN being allocated an additional NSN and to
Information
lessen the chances of a NSN being assigned to multiple individuals.
If a student is allocated more than one NSN it adversely affects the quality of
the data on the NSI. As the NSI data is used to verify a student’s enrolment
for reporting and/or funding purposes and to analyse trends and set policy we
want to make sure that the data is as accurate as possible.
Both BDM and MoE will undertake quality checks on information to be used in
the Programme. MoE’s checks may include a sample extract from the
Matched Information in the pre-production environment, with additional spot
checks, prior to running the matching process.
Act 1982
MoE________
BDM________
10
4.
Format of Information
Unless otherwise agreed between the Parties, the Birth and Death
Information supplied by BDM shal be in the following pipe delimited or tab
delimited format:
Released
4.1
Format of Information – Header
Fields Expected
Details
Content Format
File Identifier
String
Information Type/Extraction Date/File Type
Information
String Information
Type
either:
Type
BDM (Birth and Name Change
under
information)
DDM (Death information);
Extraction Date
Date
YYYYMMDD (Date file extracted)
Data Date
String YYYYMMDD
the
Range
(Date range of the DIA data supplied in the
Parameters –
file).
From Date
Official
Data Date
YYYYMMDD
Range
(Date range of the DIA data supplied in the
Parameters –
file).
To Date
Source Agency
String
DIA
Number of
Integer
Sum of records contained in file
Information
Event Records
Example Header:
BDM20200101.txt|BDM|20200101|20190101|20191231|DIA|3456
Act
1982
MoE________
BDM________
11
4.2 Format of Information – Footer
Fields Expected
Details
Content Format
Released
File Identifier
String
Information Type/Extraction Date/File Type
Information Type either:
BDM (Birth and Name Change
information)
DDM (Death information); or
NCF (Name Change Foreign Born
information)
Data Date
String YYYYMMDD
under
Range
(Date range of the DIA data supplied in the
Parameters –
file).
From Date
Data Date
YYYYMMDD
Range
(Date range of the DIA data supplied in the
the
Parameters –
file).
To Date
Source Agency
String
DIA
Official
Number of
Integer
Sum of records contained in file
Event Records
Example Footer: BDM20200101.txt|20190101|20191231|DIA|3456
Information
Act 1982
MoE________
BDM________
12
4.3 Format of Information – Birth Register Information
Field Name
Use by MOE
Expected
Details Field
mapped
to
Content
in NSI
Released
Format
First Names
Field to be
Text 75
characters
GivenName1
validated or
possible.
GivenName2
updated
May include
GivenName3
spaces, macrons &
other diacritics
Surname
Field to be
Text 75
characters
FamilyName
under
validated or
possible
updated
May include
spaces, macrons &
other diacritics
Sex
Field to be
Text 2
Characters
Gender
the
validated or
possible.
M = M
updated
M = Male
F = F
F = Female
I = U
Official I =
NR = U
NR = Not
- =
U
Recorded
Null = Null
‘-‘ (dash) and Null
are possible
Information
Birth Date
Field to be
Date Date
in
Birth Date
validated or
DD/MM/YYYY
updated
format
Birth Place
Field to be
Text 75
Characters
New Field
validated or
possible
“Birth_Place”
updated
May include
spaces, macrons &
other diacritics
Citizenship By Field to be
Text Y
=
Yes Y = Citizen
Act
Birth Status
validated or
N = No
N = Unknown
updated
ND = Not
ND = Unknown
Determined.
Null = Unknown
1982
NR = Not recorded NR = Unknown
Null or “-“(dash)
- = Unknown
are possible.
Note: only required
for persons born
2006 onwards.
Death
See 7.1 and 7.2 Text
YYYY/######
New field in NSI
MoE________
BDM________
13
Field Name
Use by MOE
Expected
Details Field
mapped
to
Content
in NSI
Format
Registration
in Agreement
(year/number) up
backend – DDM
Released
Number
to 6 digit number,
Registration
e.g. 2016/103451
First Names
Field to be
Text
10 fields, each
Match with
(Name
validated or
field entry is
GivenNames 1, 2,
Changes)
updated
separated by a
3 or Alternative
hash (#). 75
GivenNames
characters
under
possible for each
field.
Surname
Field to be
Text
10 fields, each
Match with
(Name
validated or
field entry is
FamilyName or
Changes)
updated
separated by a
Alternative
the
hash (#). 75
FamilyName
characters
possible for each
Official field.
Date Last
Used for manual
Date
10 date fields in
Used for manual
Used (Name
matching then
DD/MM/YYYY,
matching as
Changes)
discarded
each entry is
additional
separated by a
information.
hash (#).
Information
Original First
Field to be
Text 75
characters
Match with
Names
validated or
possible
GivenNames 1, 2,
updated
May include
3 or Alternative
spaces, macrons & GivenNames
other diacritics
Original
Field to be
Text 75
characters
Match with
Surname
validated or
possible
FamilyName or
updated
May include
Alternative
spaces, macrons & FamilyName
Act
other diacritics
Child - First
Field to be
Text 75
characters
Names (Long
validated or
possible
1982
Names)
updated
May include
spaces, macrons &
other diacritics
Child -
Field to be
Text 75
characters
Surname
validated or
possible
(Long Names) updated
May include
MoE________
BDM________
14
Field Name
Use by MOE
Expected
Details Field
mapped
to
Content
in NSI
Format
spaces, macrons &
Released
other diacritics
Name
Field to be
Text
10 fields, each
Changes -
validated or
field entry is
First Names
updated
separated by a
(Long Names)
hash (#). 75
characters
possible for each
under
field. May include
spaces, macrons &
other diacritics.
Only additional
characters >75
the
provided
Name
Field to be
Text
10 fields, each
Changes -
validated or
field entry is
Official
Surname
updated
separated by a
(Long Names)
hash (#). 75
characters
possible for each
field. May include
spaces, macrons &
Information
other diacritics.
Only additional
characters >75
provided.
Original - First Field to be
Text 75
characters
Names
validated or
possible
updated
May include
spaces, macrons &
other diacritics.
Act
Only additional
characters >75
provided. (Long
1982
Names)
Original -
Field to be
Text 75
characters
Surname
validated or
possible
updated
May include
spaces, macrons &
other diacritics.
MoE________
BDM________
15
Field Name
Use by MOE
Expected
Details Field
mapped
to
Content
in NSI
Format
Only additional
Released
characters >75
provided. (Long
Names)
Registration
See 7.1 and 7.2
Text YYYY/######
New Field in NSI
Number
in Agreement
(year/number) up
“BDM_Registration”
to 6 digit number,
e.g. 2016/103451
under
Example Record:
Ima Girl|Example|F|-|01/02/1972|Auckland City Hospital Auckland|Y|||||Ima
Girl|Example|||||||1972/123456
First Names|Surname|Sex|Still-birth|Birth Date|Birth Place|Citizenship By Birth
the
Status|Death Registration Number|First Names (Name Changes)|Surname
(Name Changes)|Date Last Used (Name Changes)|Original First
Names|Original Surname|Child - First Names (Long Names)|Child - Surname
Official
(Long Names)|Name Changes - First Names (Long Names)|Name Changes -
Surname (Long Names)|Original - First Names|Original -
Surname|Registration Number
4.4 Format of Information – Death Register Information
Information
Fields
Use by MOE
Expected
Details
Field mapped to in
Content
NSI
Format
First name
Used for matching Text 75
Characters
GivenName1
(Deceased)
then discarded
possible.
GivenName2
May include spaces, GivenName3
macrons & other
diacritics.
Surname
Used for matching Text 75
Characters
FamilyName
Act
(Deceased)
then discarded
possible.
May include spaces,
macrons & other
1982
diacritics.
First names
Used for matching Text 75
Characters
AltName1
(B)
then discarded
possible.
AltName2
(Deceased)
May include spaces, AltName3
macrons & other
diacritics.
MoE________
BDM________
16
Fields
Use by MOE
Expected
Details
Field mapped to in
Content
NSI
Format
Surname (B)
Used for matching Text 75
Characters
AltFamilyName
Released
(Deceased)
then discarded
possible.
May include spaces,
macrons & other
diacritics
Date of Death Field to be
Date Date
in
Death_Date
validated or
DD/MM/YYYY format
updated
under
Sex
Used for matching Text 2
characters
Gender
then discarded
possible.
M = M
M = Male
F = F
F = Female
I = U
I = Indeterminate
NR = U
the
NR = Not Recorded Null = U
‘-‘(dash) and Null
- = U
are possible)
Official
Birth Date
Used for matching Date Date
in
Birth_Date
then discarded
DD/MM/YYYY format
Place of Birth Field to be
Text 75
Characters
New Field
validated or
possible.
“Birth_Place”
updated
Includes macrons &
other diacritics
Information
Registration
See 7.1 and 7.2 in Text YYYY/######
New Field
Number
Agreement
(year/number) up to “DIA_Registration”
6 digit number, e.g.
2016/103451
Example Record: Ima Girl|Married|-|Example|31/11/2019|F|01/02/1972|Auckland|2019/78911
First name (Deceased)|Surname (Deceased)|First names (B)
Act
(Deceased)|Surname (B) (Deceased)|Date of Death|Sex|Birth Date|Place of
Birth|Registration Number
1982
MoE________
BDM________
17
5.1
Nature of matters being sought to be identified
The purpose of Births and Deaths data matching in the NSI is to verify a
student’s identity and apply updates into NSI if required.
Released
5.2 Matching
Process
Matches will be made on main and alternative names, birth date and gender
as stored in the NSI.
The matching methodology used will be a combination of exact matching on
Registration number, name and Birth date data as well as fuzzy matching on
the name using the current NSI matching tool (IQ Office).
A number of system parameters and threshold levels will be used to
under
determine the likelihood of a valid match between a BDM record and a NSI
record. A Match Level’ is assigned based on a selection of ‘Match Criteria’.
These levels and criteria determine whether a record is to be updated
automatically with the BDM data or whether manual intervention is required to
confirm the valid match and any required updates.
the Official
Information
Act 1982
MoE________
BDM________
18
Match Levels and Match Criteria
The Match Criteria determines how exact the data field match is between the
BDM records and the NSI record.
Once the Match Criteria is determined, a record is then assigned a Match
Released Level. The Match Level and Update type work together to determine if a NSI
record is to be updated automatically or requires manual intervention as
shown in the table below:
Match Match
Match criteria
level
update
under
0
Automated
Exact match on Registration Number and exact match on Primary
full names, Birth Date and DIA Sex. OR
No Registration Number in NSI and exact match on Primary full
the
names, Birth Date and DIA Sex.
Where any of the DIA Surnames, and First Names are the same as
Official
NSI FamilyName, GivenName1, GivenName2 and GivenName3; AND
DIA Birth Date is the same as NSI BirthDate; AND
DIA Sex is the same as NSI Gender.
Information
1
Automated
Exact match on Registration Number and exact match on Primary
full names and Birth Date, NSI gender is Unknown. OR
No Registration Number in NSI and exact match on Primary full
names and Birth Date, NSI gender is Unknown.
Where any of the DIA Surnames and First Names, are the same as
NSI FamilyName, GivenName1, GivenName2 and GivenName3; AND
Act
DIA Birth Date is the same as NSI BirthDate; AND
1982
NSI Gender is Unknown, it does not match DIA Sex
2
Automated
Exact match on Registration Number and exact match on Primary
full names and Birth Date, NSI gender is Male or Female. OR
MoE________
BDM________
19
No Registration Number in NSI and exact match on Primary full
names and Birth Date, NSI gender is Male or Female.
Released
Where any of the DIA Surnames and First Names, are the same as
NSI FamilyName, GivenName1, GivenName2 and GivenName3; AND
DIA Birth Date is the same as NSI BirthDate; AND
NSI Gender is either Male or Female, it may not match DIA Sex
under
3
Manual
Exact match on Registration Number and exact match on Primary
full names and gender, no match with Birth Date. OR
No Registration Number in NSI and exact match on Primary full
the
names and gender, no match with Birth Date.
Where any of the DIA Surnames and FirstNames are the same as NSI
Official
FamilyName, Given Name1, GivenName2 and GivenName3; AND
DIA Sex is the same as NSI Gender.
DIA Birth Date does not match NSI Birth Date
Information
4
Manual
Exact match on Registration Number and exact match on Birth date
and Gender with similar full names found in Primary or Alternative
names. OR
No Registration Number in NSI and exact match on Birth date and
Gender with similar full names found in Primary or Alternative
names.
Act
“Similar” meaning names that potentially have spelling mistakes,
names that could have other ways of being spelt (IQ Office Search). 1982
Where any of the DIA Surnames and FirstNames are similar to NSI
FamilyName, Given Name1, GivenName2 and GivenName3; OR
are similar to NSI AltFamilyName, AltGivenName1, AltGivenName2
and AltGivenName3; AND
MoE________
BDM________
20
DIA Sex is the same as NSI Gender; AND
DIA Birth Date is the same as NSI BirthDate
Released
5
Manual
Exact match on Registration Number and similar name found in
Primary or Alternative Names but no match on NSI Gender or NSI
Birth date. OR
No Registration Number in NSI and similar name found in Primary or
Alternative Names but no match on NSI Gender or NSI Birth date.
under
“Similar” meaning names that potentially have spelling mistakes,
names that could have other ways of being spelt (IQ Office Search).
the
Where any of the DIA Surnames and FirstNames are similar to NSI
FamilyName, Given Name1, GivenName2 and GivenName3; or similar
to AltFamilyName, AltGivenName1, AltGivenName2 and
AltGivenName3;
Official
Multiple possible matches, record merges may be required in NSI.
6
Manual
Multiple records.
Information
7
Unmatched DIA records
Act 1982
MoE________
BDM________
21
6
Controls and Security
6.1
Transfer of Information and data validation
BDM will provide the MoE with Birth Information and Death Information by
Released means of an encrypted USB (iron key) or in the event that is unavailable, by
another means that meets NZISM security standards.
The Birth Information and Death Information will be encrypted at a rate of at
least 256 bit AES. BDM will undertake, at its discretion, a manual quality
assurance process on the Birth Information and Death Information prior to it
being made available to the MoE.
The MoE will operate a checking process to ensure that the Birth Information
under
and Death Information received from BDM is valid and complete.
The iron key must be personally hand delivered by a delegate of the Manager
Information Partnerships, Department of Internal Affairs to the Manager, Data
Team, Ministry of Education, Mātauranga House, 33 Bowen Street,
Wel ington. The password for the iron key is to be emailed to the Manager,
Data.
the
The MoE will ensure that all Matched Information (including backup copies) is
stored and used such that no unauthorised use or disclosure will take place.
Official
6.2 Disasters
In the event of a disaster the Parties will co-operate, taking al reasonable
steps to ensure the security and/or recovering of the information suspended
during the force majeure.
Information
6.3 Corrupted
File
The MoE shall, as soon as possible, inform BDM of any supply of data, which
is found to be corrupted or otherwise unusable on receipt by the MoE.
On receiving notice of any corrupted or unusable file BDM shall, as soon as
practicable, provide to the MoE a substitute file with the requested
information.
6.4
Destruction of information
On receipt by the MoE, records from the Birth and Death Registration files will
Act
be copied to a working file. The original Birth and Death Registration files will
then be destroyed.
Records in the working file will be retained by the MoE for the initial matching
1982
attempts, up to a maximum of 60 working days after the first matching
process (which would be complete at the end of the manual match for those
records that were not matched automatically). As records are matched they
will be progressively removed/deleted (and thereby destroyed) from the
working file.
All records within the file will be destroyed by the end of the 60 working days
period following the end of the first matching process.
MoE________
BDM________
22
ANNEX A to SCHEDULE I
Matching Schedule
The initial provision of Birth Information and Death Information (“initial Information”)
Released
under this new Agreement dated June 2020 will be:
Birth Information registered by BDM between 01 January 2009 and 12 June
2020
Death Information registered by BDM between 01 October 2001 and 12 June
2020
The initial Information is to be provided by BDM to MoE on or before 26 June 2020.
under
The cost payable by MoE for the initial Information will not exceed $330,000 + GST.
Subsequently, the matching process will normally take place monthly or as otherwise
agreed between the Parties, but in any case not exceeding 12 times per year.
Birth Information and Death Information registered each month will be made
the
available by the Registrar-General no later than five working days from the end of the
month of registration, unless otherwise agreed between the Parties.
Official
Information
Act 1982
MoE________
BDM________
23
ANNEX B to SCHEDULE I
Process Flow Diagram
Released
The following diagrams describe the logical data and process flows of the proposed
match.
DIA
MoE
Create Births and
Receive Births and
under
START
Deaths File
Death File
Match against
the
records in NSI
Official
Manual y verify
Match is good
NO
match
YES
Information
Update NSI
Update
YES
database
Required?
NO
END
Act 1982
MoE________
BDM________
24
ANNEX C to SCHEDULE I
Component Architecture and Data Flows
[No longer required by DIA]
Released
under
the Official
Information
Act 1982
MoE________
BDM________
25
ANNEX D to SCHEDULE I
Matching Algorithm
[Covered in 5.2]
Released
under
the Official
Information
Act 1982
MoE________
BDM________
26
Schedule 2
Fees
The MoE will pay BDM for all Birth Information and Death Information, provided
Released
however that no costs shall be payable for any Birth or Death Registration File that is
corrupted or unusable at the time of its receipt by the MoE.
The fees payable by the MoE as at 30 June 2020 are:
Fee per Birth Registration File
$300.00
Fee per record
$0.40
Fee per Death Registration File
$250.00
under
Fee per record
$0.15
The above mentioned fees are GST exclusive.
The fees shall be payable within one month of the supply of the Birth and Death
the
Registration Files.
BDM will issue an invoice for the fees.
Official
These fees may be varied by negotiation between the Parties.
Information
Act 1982
MoE________
BDM________
27
