Extract of data from OIA Tracking System

Shane Gibson made this Official Information request to Ministry of Justice

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From: Shane Gibson

Dear Ministry of Justice,

Please provide an extract of data from the system you currently use to track information requests submitted under the Official Information Act 1982.

The extract should be in a machine readable form. This means either via a publicly accessible API or file in csv or JSON format.

The extract should have the following details in a single row for each request that was submitted:

- The title of the request.

- The date your organisation received the request

- The date of the final response from your organisation to that request, or the date you closed the request

To reduce the effort required by your organisation I am requesting records for the date range that the data is available in your OIA tracking system. For example if your OIA tracking system only holds two years of records then I am requesting data for those two years.

Yours faithfully,

Shane Gibson

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From: correspondence, official
Ministry of Justice

Thank you for contacting the Ministry of Justice
[1][email address] mailbox.  You can expect to
hear from us within two business days of your email being received.

The Ministry of Justice holds a wide range of information that we can
provide to you.  If you would like to see more about how we can help you
please see our [2]Official Information Act Requests page.

Please note that the Ministry of Justice can't give legal advice. For
legal advice, you should contact a lawyer, Community Law or Citizens’
Advice Bureau.

If you are requesting information held by the courts, such as sentencing
notes, court records or information about a case currently before the
court, the records of courts and tribunals are not subject to the Official
Information Act 1982. Access to these is subject to separate legislation
and [3]court rules and you will need to contact the relevant court
directly. The details for the courts can be found [4]here.

For information held by other agencies, such as the New Zealand Police,
check out the [5]Directory of Official Information to find out what
information each agency holds and their contact details.

Ngā mihi

Ministerial Relations and Services

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From: correspondence, official
Ministry of Justice

Kia ora Mr Gibson,

We acknowledge receipt of your request for data from our Official Information tracking system.

This has been forwarded onto the relevant business unit to respond to.

You can expect a response by 10 August 2020.

Official Correspondence
Strategy, Governance and Finance
DDI: +64 4 918 8800

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From: Media
Ministry of Justice

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Morena Mr Gibson


Thanks for your email of 13 July 2020 seeking, under the Official
Information Act 1982, data from the Ministry of Justice correspondence
database on requests we've handled under the OIA.  Specifically you
requested the title of each request, the date received and the date sent,
with the time limit being however long our database has been in existence.


A quick check of our database has identified almost 12,000 items going
back to 2006 that come within the scope of your request.  While we do not
have a "title" in our database for each request, there is a "subject"
line.  Many of these subject lines contain personal information which we
would withhold under section 9(2)(a) to protect the privacy of the people
concerned.  For example, requests for closed coronial files are handled
under the OIA and so a typical subject line will say, for example:
"Requester is seeking the coronial file of their father, Joe Bloggs."
Going through 12,000 items will be very time consuming and we may need to
extend the time line to complete the request.


We wondered if we could rescope your request? Two options are available,
in an excel spreadsheet:


* We provide you with our ID number for each completed Ministry OIA
request, the date received, and the date sent; or

* We provide you with five years' worth of data of completed Ministry OIA
requests showing the subject line, date received and date sent.


The first option could be turned around reasonably quickly as we would not
need to do any privacy assessment of the data.  The second will take a bit
of time, but we should be able to complete within 20 working days.


We look forward to response.


Nga mihi



[1]Description: Description: Description: Ariana Kauri
Media Advisor | Communications
Ministry of Justice | Tāhū o te
P DDI 04 466 2943 | Ext 40343
[2][email address]
| [3]justice.govt.nz





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From: Shane Gibson

Dear Media,

Thank you for seeking clarification.

Please rescope my request to your second option:

"* We provide you with five years' worth of data of completed Ministry OIA
requests showing the subject line, date received and date sent."

Yours sincerely,

Shane Gibson

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