18 March 2021
Amy S Van Wey Lovatt
By email to:
[FYI request #14898 email]
Dear Amy
REQUEST FOR INFORMATION: OUR REFERENCE OIA 01-21-8208
Thank you for your email of 10 March 2021 requesting the following information;
1. Documents of information as to the meaning and usage of NZ Police
Offence Code “Z2 Other Service Request/Response”
2. Documents as to the meaning of “cleared, offender” in the NZ Police
case summary files and;
3. Whom do individuals contact to have their Police records cleared
when they have been linked to an offence
With reference to question 1: Code 2Z – Other Service Request/Response is a
‘Task’ code – not an ‘Offence’ code. Task codes are used to describe (and
understand) demand that our staff are “tasked” to respond to. For example, reports
from the public about the issue of Trespass Notices or requests from other
agencies for Police to take some specific action on their behalf.
Police doesn't have a document that defines Police service response codes;
whether “Offence”, “Incident” or “Task” codes. On that basis, and in accordance
with the Act specifically section 18(e), we can’t provide a document. However, I
can confirm that Emergency Management Communication Centres label the code
2Z as
“Other Service Request/Response” which is described as a “Task code”
To address the second part of your request, as you are aware, the National
Recording Standards (NRS) document is publicly available accessible here:
https://www.police.govt.nz/about-us/publication/national-recording-standard-august-2019.
This document includes information on the meaning of
“Clearance Types” and/or
the
“Clearance Type” link.
The NRS explains that
“Cleared Offender” this is a term which describes the use
of a
“Clearance Type” link in the National Intelligence Application (NIA). The
purpose of the link is to make a connection in Police systems between a recorded
offence.
The use of the term
“Cleared Offender” and/or
“Clearance Type” link do not require
an offender to have been arrested or charged in relation to the linked offence. Most
persons identified as an offender (as being responsible for an offence) are dealt
with by use of warnings or other supported resolution options.
With reference to question two you made additional comments which stated your
concern with regards to the application of the “Clearance Types” and/or
Police National Headquarters
180 Molesworth Street. PO BOX 3017 Wellington 6140 New Zealand
Telephone: 04 474 9499. . www.police.govt.nz
“Clearance Type” link resulting in
“NZ Police linking people to offences that (1)
they did not commit, (2) the police have no evidence of the alleged offence, (3)
that the police have taken no action against, (4) the police have never informed
the alleged offender they will be recorded by Police as being responsible for an
offence, and (5) the policed have not arrested, charged or prosecuted.”
In response, let me reassure you that Police goes to great length to ensure that
the information we record about individuals is accurate and complete, and that
steps taken by staff comply with the NRS. I trust the information in this response
provides clarity on the meaning and application of “Clearance Types” and/or
“Clearance Type” link in the National Intelligence Application.
Lastly, referring to your third question, if you believe Police holds information
about you that is incorrect (and should be removed or cleared) there are a
number of options available: e.g., an online form accessible form:
https://www.police.govt.nz/contact-us/give-feedback-about-police, by phone using
the 105 Non-Emergency Line, or in person at a station (Station A-Z here:
https://www.police.govt.nz/contact-us/stations).
I trust this confirmation, and the background information provided, addresses your
questions. If you are not satisfied with Police’s response, you have the ask the
Ombudsman to review my handling of your request.
Sincerely
Mike Rawsthorn
National Crime Registrar,
Data Quality and Integrity Team - Assurance Group
