This is an HTML version of an attachment to the Official Information request 'Information about the Chief Archivist'.


From:
9(2)(a)
To:
9(2)(a)
Subject:
Visit from Stephen Clarke, Chief Archivist - 21 January 2021
Date:
Thursday, 14 January 2021 2:49:29 PM
Attachments:
image001.png
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Kia ora koutou,
How was everyones breaks! I hope you all came back relaxed, glowed up and fed!
9(2)(a)  got in touch yesterday re: Stephen Clarke visiting the Auckland Regional office on Thursday
21st January 2021 and I managed to talk to him about it further today.
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He indicated that he would like to come over to National Library for a meet and greet with all
you cool cats as well. We were thinking to spend the morning with him and do a small informal
welcome for him with one of spectacular morning teas (aye 9(2) !). And then have some more
(a)
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professional chats and a walkabout the repository. He could then come and do the afternoon
with you all if that’s okay with schedules etc.? Stephen is also comfortable getting a taxi from us
to you and back to the airport as he was frequently up in Auckland for business in his previous
role.
Let me know if that works on your end and if you are happy to have him and get to know our
new CA – I can pass along to 9(2)(a) for his day planner.
Ngā mihi nui,
9(2)(a)
Information 
Email logo
Official 
*If you re wondering about the use of pronouns ia on this signature, you can find more information about how sharing pronouns can help create a sense of belonging and respect
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From:
9(2)(a)
To:
9(2)(a)
Subject:
Stephen says thanks . . .
Date:
Wednesday, 9 February 2022 1:38:01 PM
Attachments:
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. . . for notes, meeting with Minister went very well. 
9(2)(a)
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From:
9(2)(a)
To:
Helen McComb
Subject:
Fw: Availability Friday 4 December
Date:
Monday, 21 February 2022 6:37:25 PM
From: 9(2)(a)
Sent: Tuesday, December 1, 2020 12:59 PM
9(2)(a)
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Cc: 9(2)(a)
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Subject: RE: Availability Friday 4 December
I’m available – will be zooming in from home if we go ahead. Probably would be good to go
ahead as an opportunity to get to know Stephen. Can we check that he is available and planning
to attend?
9(2)(a)
Information 
From: 9(2)(a)
Sent: Tuesday, 1 December 2020 7:34 AM
9(2)(a)
Official 
Cc: 9(2)(a)
Subject: Re: Availability Friday 4 December
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FWIW I’m available.
From: 9(2)(a) under 
Sent: Tuesday, December 1, 2020 7:22:49 AM
9(2)(a)
Cc: 9(2)(a)
Subject: RE: Availability Friday 4 December
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Nope. 9(2)(a) and I are in Christchurch.
From: 9(2)(a)
Sent: Monday, 30 November 2020 7:51 PM
To: 9(2)(a)

9(2)(a)
Cc: 9(2)(a)
Subject: Re: Availability Friday 4 December
Hi 9(2)(a)
I have a clash for part of meeting but could shift if going ahead
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Thanks
9(2)(a)
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Get Outlook for iOS
From: 9(2)(a)
Sent: Monday, November 30, 2020 10:56:13 AM
9(2)(a)
Information 
Cc: 9(2)(a)
Subject: Availability Friday 4 December
Hi
At our NLLT meeting on Friday we discussed if it is going to be worthwhile to proceed with the
Official 
scheduled  combined meeting with Archives on Friday 4 December at 1pm. Based on our
conversation we have a number of people away or in other meetings either in Wellington or
elsewhere.
the 
Can you please reply with whether you are available to meet or not on Friday.
Thanks
under 
9(2)(a)
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From:
Stephen Clarke
To:
9(2)(a)
Subject:
RE: In Confidence
Date:
Tuesday, 9 February 2021 1:00:18 PM
Just to follow up and for clarity, I have been invited to be interviewed, but 9(2)(a)  is on the
Committee and running the interviews with NZDF. That is the role that 9(2)(a)
 specifically
requested him for.
Cheers
Stephen
From: 
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9(2)(a)
 
Sent: Friday, 5 February 2021 12:22 PM
To: 9(2)(a)
 Stephen Clarke <[email address]>
Subject:
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 RE: In Confidence
Kia ora 9(2)(a)
Thanks for your email and for the delayed response. The Christmas break was much needed –
feels like a long time ago already. I hope you had a good vacation as well.
With respect to the Government Inquiry – I will raise the point that the Chief Archivist should be
included in the interview process. I will do this during my meeting with them to discuss the
Terms of Reference. In this way it should be formally recorded.
@Stephen Clarke how does this sound? Did you ever receive an invite from the secretariat?
Kind regards
Information 
9(2)(a)
From: 9(2)(a)
 
Sent: Wednesday, 27 January 2021 3:30 PM
To: 9(2)(a)
Cc: Stephen Clarke <[email address]>
Subject: In Confidence
Official 
Kia ora 9(2)(a)
I hope your year end break was relaxing after the challenging 2020.
Stephen Clarke raised with me some potential concerns with 9(2)(a)
 continuing on the
the 
expert panel as part of the response to the Government Inquiry into Operation Burnham-
Formation of the Expert Review Group and review of the New Zealand Defence Force’s
organisational structure and record-keeping and retrieval processes.
9(2)(a)
was approached in the set up of this expert panel 9(2)(a)
. I was
not involved at all in this process.
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Once it was clear that 9(2)(a)
 raised this in
confidence before being publicly announced with the chair 9(2)(a)
.
9(2) requested 9(2)(a)
stay on the group based on 9(2)(a)
.
(a)
DIA was not consulted on this by 9(2)(a)
. The Cabinet paper does not name the Chief
Archivist specifically, and I would expect that 9(2) would dig 9(2)  toes in if DIA challenged the
(a)
(a)
“Department of Internal Affairs senior official (information governance expertise)”.
9(2)(a)
 and adviser to our
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Minister on 9(2)(a)
.
I definitely think the interview process should now incorporate the Chief Archivist for
completeness.
I hope this helps you
Nga mihi
9(2)(a)

9(2)(a)
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From:
9(2)(a)
To:
9(2)(a)
; Stephen Clarke
Subject:
RE: In Confidence
Date:
Friday, 5 February 2021 12:21:42 PM
Kia ora 9(2)(a)
Thanks for your email and for the delayed response. The Christmas break was much needed –
feels like a long time ago already. I hope you had a good vacation as well.
With respect to the Government Inquiry – I will raise the point that the Chief Archivist should be
included in the interview process. I will do this during my meeting with them to discuss the
Terms of Reference. In this way it should be formally recorded.
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@Stephen Clarke how does this sound? Did you ever receive an invite from the secretariat?
Kind regards
9(2)(a)
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From: 9(2)(a)
 
Sent: Wednesday, 27 January 2021 3:30 PM
To: 9(2)(a)
Cc: Stephen Clarke <[email address]>
Subject: In Confidence
Kia ora 9(2)(a)
I hope your year end break was relaxing after the challenging 2020.
Stephen Clarke raised with me some potential concerns with 9(2)(a)
 continuing on the
Information 
expert panel as part of the response to the Government Inquiry into Operation Burnham-
Formation of the Expert Review Group and review of the New Zealand Defence Force’s
organisational structure and record-keeping and retrieval processes.
9(2)(a)
was approached in the set up of this expert panel 9(2)(a)
. I was
not involved at all in this process.
Once it was clear that 9(2)(a)
 raised this in
Official 
confidence before being publicly announced with the chair 9(2)(a)
.
9(2)  requested 9(2)(a)
stay on the group based on 9(2)(a)
.
(a)
DIA was not consulted on this by 9(2)(a)
. The Cabinet paper does not name the Chief
the 
Archivist specifically, and I would expect that 9(2)  would dig her toes in if DIA challenged the
(a)
“Department of Internal Affairs senior official (information governance expertise)”.
9(2)(a)
 and adviser to our
Minister on 9(2)(a)
.
I definitely think the interview process should now incorporate the Chief Archivist for
under 
completeness.
I hope this helps you
Nga mihi
9(2)(a)
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From:
Stephen Clarke
To:
9(2)(a)
Subject:
RE: Expert Review Group interview availability [Unclassified]
Date:
Friday, 22 January 2021 12:05:48 PM
Attachments:
image001.png
I think I may have to insist on replacing 9(2)(a)
 in this work, but would appreciate
guidance on how best to approach this. There is no question in my mind that this is a stauatory
role, rather than an ‘individual interest’ role.
I found a briefing from 9(2)(a)
, which states, “ 9(2)(a)
 in the ERG Chair however 9(2
)(a)
role on the ERG is not tied to the Chief Archivist role and therefore 9(2)(a)  will continue to Chair 1982
the ERG. GEK Advice and Compliance are supporting 9(2)(a) in this role and assisting with
developing the line of questioning for 9(2)(a) to take to the NZDF interviewees.”
I’m afraid I don’t agree with this interpretation given it very much appears to be a statutory role,
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and perspective. Would talking to 9(2)(a) and asking 9(2)(a)
 perhaps be the best
option?
ERG ToR https://www.defence.govt.nz/assets/publication/file/terms-of-reference-for-expert-
review-group.pdf
From: 9(2)(a)
 
Sent: Friday, 22 January 2021 11:32 AM
To: Stephen Clarke <[email address]>
Subject: FW: Expert Review Group interview availability [Unclassified]
From: 
Information 
9(2)(a)
 
Sent: Tuesday, 19 January 2021 2:53 PM
To: 9(2)(a)
Subject: RE: Expert Review Group interview availability [Unclassified]
Good afternoon 9(2)(a)
Thank you for your email and confirming your availability for the interview – that is great.
Official 
Thank you for introducing Stephen as another potential interviewee, he has reached out to me
and I will correspond with him directly.
If the time and date is still suitable for you, I will send through the calendar invitation for
the 
Thursday, 28 January 2021 from 1530 – 1630. Closer to the meeting I will send through the
information sheet for interviewees and suggested interview questions.
Please do not hesitate if you have any questions.
Ngā mihi,
9(2)(a)
under 
From: 9(2)(a)
 
Sent: Monday, 11 January 2021 3:24 p.m.
To: 9(2)(a)
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Cc: Stephen Clarke <[email address]>
Subject: RE: Expert Review Group interview availability [Unclassified]
Hi 9(2)(a)
Happy New Year to you too. Apologies for the delayed response – pre- Christmas was a little
busy!

Yes I would happy to participate. Just wanted to make you aware that Stephen Clarke was
recently appointed to the role of Chief Archivist, so I am guessing should be participating.
I’ve copied in Stephen so he is aware.
Kind regards
9(2)(a)
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From:
9(2)(a)
To:
9(2)(a)
Subject:
Re: 9(2)(a)
Date:
Monday, 31 January 2022 2:55:32 PM
Yes, those OIAs, wow. Hope to catch up with you soon! Get the gang back together.
9(2)(a)
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From: 9(2)(a)
Sent: Monday, 31 January 2022 2:00 pm
To: 9(2)(a)
Subject: Re: 9(2)(a)
Who wants to be a policy wonk anyway 
I have total confidence that you’ll be marvellous! They’re an incredibly lucky group of
people to get you as their faithful leader, and you’re right, it seems like the right fit for
Information 
your skills and experience!
I’m very sorry your confidence took a hit last year, especially because you are one of the
good ones. I’m glad you’re making your glorious comeback.
If it’s any consolation have you seen the OIAs about Stephen at the mo? Crikey!
Official 
Photo re wfh in red
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Sent from my iPhone
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From:
9(2)(a)
To:
9(2)(a)
Subject:
RE: 9(2)(a)
Date:
Sunday, 30 January 2022 9:33:05 PM
Attachments:
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I was going to say something else but 9(2)(a)is forever reminding me that email is a Public Record!
From: 9(2)(a)
 
Sent: Sunday, 30 January 2022 8:25 PM
To: 9(2)(a)
Subject: Re: 9(2)(a)
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6 week holiday……enough said. <shake my head>
9(2)(a)
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From: 9(2)(a)
Sent: Sunday, January 30, 2022 7:45:51 PM
To: 9(2)(a)
Subject: RE: 9(2)(a)
TSS are doing 2/3 first week and then 3/2 the next week, Property are doing week on/week off
(WFH/WFO).
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Archives need to get Tahuhu to do week on/week off (WFH/WFO) the same as the rest of Lev 2
at Archives otherwise we have to schedule am tea, pm tea and lunch breaks………… in the staff
room/kitchen.
I will get it sorted tomorrow when Stephen is back from his 6 week holiday……..
Reason for splitting teams at Archives is so that if one staff member gets Covid then the whole
team they sit near have to WFH.
Official 
As you know Research Services, Digitisation, Preservation and ASA’s cannot really WFH. So we
have a different scenario to address at Archives compared with some workplaces where WFH is
the 
easy.
Talk more Monday
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From:
9(2)(a)
To:
Helen McComb
Subject:
OIA: Closure of Transformation Board
Date:
Friday, 25 February 2022 7:46:29 AM
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9(2)(a)
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From: 9(2)(a)
Sent:
Information 
 Thursday, 11 November 2021 4:07 pm
To: 9(2)(a)
Subject: Re: Closure of Transformation Board
 
Whoa, there you go...
Official 
Not really the best way to communicate with you cc'd. 
9(2)(a)
the 
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From: 9(2)(a)
Sent: Thursday, 11 November 2021 3:34 PM
To: 9(2)(a)
Subject: FW: Closure of Transformation Board
 
 
 
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From: Stephen Clarke 
Sent: Thursday, 11 November 2021 3:01 PM
To: 9(2)(a)
Cc: 9(2)(a)

Subject: Closure of Transformation Board
 
Kia ora koutou
 
As you are aware in June we engaged an external Consultant to undertake a review of the
Transformation Programme. As an outcome of the review we are in the process of
disestablishing the Transformation Directorate in its current format.
 
Therefore, I have decided to formally close down the Transformation Board governance role. The
establishment of increased governance measures through Digital Foundations, Tāhuhu, the
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Archives Leadership Team and the transition to a new Archives Portfolio Management Office
(APMO) approach means that there is duplication in the Transformation Board role.
 
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Delivery against the 2057 Strategy remains our organisational priority, and I’d like to thank you
for the time and effort you have put in to governing this programme with me.  
 
The newly-forming APMO are in the midst of development of a new portfolio framework for
Archives. This will include a governance review which will include the appointment of
independent advisors. Your advice and guidance has been appreciated and valuable; and
Archives have taken learnings forward into the redesign of this new governance approach.
 
My team will be in touch with all projects/programmes managers reporting in to the
Information 
Transformation Programme to advise them of new accountability and governance reporting
lines, based on advice from the APMO team.
 
Thanks again for your contributions. Please let me know if you have any queries or would like to
discuss further.
 
Official 
Ngā mihi
Stephen
the 
 
under 
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From:
9(2)(a)
To:
Helen McComb
Subject:
OIA: Project Exec AIMS
Date:
Friday, 25 February 2022 7:47:47 AM
9(2)(a)
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From: 9(2)(a)
Sent: Monday, 8 November 2021 9:07 pm
To: 
Information 
9(2)(a)
Cc: 9(2)(a)
Subject: Re: Project Exec AIMS
 
Kia ora koutou,
Official 
My thoughts (and prayers) may not be particularly valuable or relevant here, but it would
seem 'risky' to swap out the PjExec at this late stage of the implementation and delivery,
especially given (a) how close to finishing the project we are with 9(2)(a) as PE who
the 
understands the project and has sponsored it thus far, and (b) how reliant Tāhuhu is on
the success of AIMS for completion. I think a swap is a bad idea at this time.
9(2)(a)
under 
From: 9(2)(a)
Released 
Sent: Monday, 8 November 2021 8:15 PM
To: 9(2)(a)
Cc: 9(2)(a)
Subject: Project Exec AIMS
 

Hi 9(2)(a)
 
You mentioned that Stephen had written to 9(2)(a)
and possibly others re his decision/wish to
move the AIMS project executive role away from the Tāhuhu programme to the new Archives NZ
Director Digital Delivery. He has not done me the courtesy of discussing this with me and I am
unsure of the reason for this wish to remove me. I believe this is contrary to the decision of the
Tāhuhu Board re governance.
 
I can only respond that a change in project exec at this late stage in the project would be a great
mistake and is in fact a project risk on the risk register. The project team are horrified at the
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suggestion.
 
In my view I should remain as exec on behalf of Tāhuhu programme until delivery is complete
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and the project handed over to the business – and the new Director Digital Delivery will then be
the business owner. There may be good reason when the new Director starts on 6 December to
replace 9(2)(a)as Senior User on the steering committee.
 
9(2)(a)
Information 
Official 
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From:
9(2)(a)
To:
9(2)(a)
Subject:
Re: Proposed Structure
Date:
Monday, 8 November 2021 6:07:42 PM
A further ‘oversight’! Let me know if you want to chat about this m. I’m in office
tomorrow.
9(2)(a)
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From: 9(2)(a)
Sent: Monday, November 8, 2021 5:07:06 PM
To: 9(2)(a)
Subject: Re: Proposed Structure
Nor is there an 9(2)(a)
, one of the functional leads he
keeps going on about.
Also just heard Stephen (though he has not had the courtesy to talk to me about it) has
written to say he wants to replace me as Project exec for AIMS.
Information 
Get Outlook for iOS
From: 9(2)(a)
Sent: Monday, November 8, 2021 2:45:27 PM
To: 9(2)(a)
Official 
Subject: Re: Proposed Structure
And, I suppose the key concern is no Director, Transformation in any of that. An oversight.
the 
9(2)(a)
under 
From: 9(2)(a)
Sent: Monday, 8 November 2021 1:29 PM
To: 9(2)(a)
Subject: FW: Proposed Structure
Released 
My colleagues have been busy whilst I have been away.
From: 9(2)(a)
 
Sent: Monday, 8 November 2021 7:52 AM
To: 9(2)(a)

9(2)(a)
Subject: RE: Proposed Structure
Tāmaki edits complete.
9(2)(a)
From: 9(2)(a)
 
Sent: Friday, 5 November 2021 4:02 PM
To: 9(2)(a)
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Subject: FW: Proposed Structure
The digital preservation P numbers look right. I think P0077 9(2)(a)  is very multipurpose across
regulatory and digital, but that can be discussed in consutlation. Deleted operational policy as a
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separate box as it’s a function within System Strategy and Standards, not a separate team.
Sorry, I can’t see the miro anymore, but I thought were weren’t aggregating the principal
advisors now, I may be wrong. Earlier in the year we’d decided not to fill P7917 Principal Advisor
Operational Policy but to use the funding to cover regulatory needs, notably a JD for a role to
upskill our tech knowledge to ensure that regulatory products work in current IM environments,
e.g. using 365 or developing a new disposal approach. There is a draft JD for that approach,
which I think is still important and still affordable.
A complication in describing the digital preservation analysts – long story, skip it if you like, but it
might need explaining in the proposal. We have 
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9(2)(a)
 both sitting on position P3498.
9(2)(a)
, which had been put on hold for all but high
earners. 9(2)  gave notice and we recruited for P3498 and appointed 9(2) . This was good
(a)
(a)
progression for 9(2)  and we also gazumped another offer that she was considering. 9(2)(a)
(a)
Official 
 9(2)(a) is working with HR on creating
the 
another digital preservation analyst role that would replace the Digital Preservation Process
Administrator (DPPA) role P6443 that 9(2)(a) has vacated. DPPA has a slightly lower salary range.
The digi pres positions would change from being 2 x DPA, 2 x DPPA to 3 x DPA, 1 x DPPA. The
other DPPA role is vacant. 9(2)(a) was OK with this interim position, but it might perplex others in
HR looking at the proposal.
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From:
9(2)(a)
To:
Helen McComb
Subject:
OIA: Transformation Directorate changes
Date:
Friday, 25 February 2022 7:52:40 AM
Attachments:
image001.png
9(2)(a)
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Act 
From: 9(2)(a)
Sent: Monday, 1 November 2021 5:53 pm
Information 
To: 9(2)(a)
>
Subject: Re: Transformation Directorate changes
 
I reread Stephen’s lengthy reply to you…and I’m
not entirely sure what he’s saying.
Official 
9(2)(a)
the 
From: 9(2)(a) under 
Sent: Monday, November 1, 2021 5:26:55 PM
To: Stephen Clarke <[email address]>
Cc: 9(2)(a)
Subject: Re: Transformation Directorate changes
 
So are you saying the message should have been that 9(2)(a)  is acting Director
Transformation for the interim?
Released 
Get Outlook for iOS
From: Stephen Clarke <[email address]>
Sent: Monday, November 1, 2021 1:07:40 PM
To: 9(2)(a)
Cc: 9(2)(a)

Subject: RE: Transformation Directorate changes
 
Kia ora 9(2)(a)
 
This was an oversight on my part, as things got quite compressed last week, I’d be happy to meet
to discuss. I should have let you know directly of the planned change to the interim reporting
lines. This is a temporary measure until we can decide upon what the next steps are, and doesn’t
change any position or reporting line as they stand currently, it just replaces one set of acting
arrangements for another. The ALT has been discussing optimising the functional alignments
that will enable the two new positions to operate (Director Digital Delivery and Kaihautū) and to 1982
contribute to the organisation effectively, and we are thinking though how we can supporting
the Director Strategy role now that Louise is settling into the position. Over the next 3 years, or
so, while you’re seconded away  from your substantive position we need to ensure that the
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Strategy 2057 outcomes are delivered.  If any planned changes affect your return to the
substantive position we will work with HR to ensure that the Department’s processes are
followed.
 
Ngā mihi
 
Stephen
 
 
Information 
From: 9(2)(a)
 
Sent: Saturday, 30 October 2021 8:06 AM
To: Stephen Clarke <[email address]>
Cc: 9(2)(a)
Subject: FW: Transformation Directorate changes
 
Official 
Good morning Stephen
 
the 
I was a little surprised to receive this notification of changes from 9(2)(a)
and not from yourself
since they seem to greatly affect my substantive role.  I am of course aware of the conversations
at ALT about teams moving to the new Digital Delivery Directorate and the transformation
function being disbanded and replaced by a PMO. I understood that this is in preparation for the
correct staff consultation processes although I do note in 9(2)(a)
email that Monday’s
under 
arrangement is “interim”.
 
9(2)(a)
Released 
 
Ngā mihi
 
9(2)(a)

 
From: 9(2)(a)
 
Sent: Friday, 29 October 2021 2:24 PM
To: 9(2)(a)
Subject: Transformation Directorate changes
 
Tēnā koutou katoa,
Today is my last day as 9(2)(a)
 and a member of the Archives Leadership Team.
I have enjoyed being a part of the successes that we have achieved over the last 8 months and
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the challenges that came with reduced staff resource onboard due to secondments.
 
In June an external consultant undertook a review of the Transformation Programme. One of the
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recommendations was to establish an Archives Portfolio Management Office (APMO) to provide
oversight of all projects and initiatives underway at Archives NZ.
 
From Monday the following roles and responsibilities will transition on an interim basis to 9(2)(a)
3 x Transformation Programme – Programme Manager, Programme Co-ordinator, ODM-BC
16.5 x Te Maeatanga Digitisation Programme – Manager, Ops Team Leader, 2 Archivists, 12.5 Digi Assistants
5 x Te Rautaki Whakaatea Backlog Programme – 2 Snr Archivists, 3 Archivists
CRM 9(2)(a)
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 Steering Group member
DDGC Project Executive
 
From Monday I will transition back to my substantive part-time role of 9(2)(a)
Official 
 
My focus for the next 3 months will be to work on the following activities/initiatives:
Support the establishment of an APMO to provide a clearer picture of projects and
the 
resources
Mātauranga Māori
Delivery of Dynamics of Whanaungatanga courses for 60 staff in November
Promotion of Te Wānanga ō Aotearoa te reo courses for 2022
Champion Meeting Room technology fit outs for Archives NZ
under 
Tāhuhu SME - Lev 8 staff work area and meeting rooms
Develop and co-ordinate the delivery of an Archives Induction Programme in 2022
Manage (co-ordinate) activities/initiatives that will have a change impact on our people –
tools, systems, structures and processes.
 
Feel free to contact me if you have any questions.
 
Ngā mihi,
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9(2)(a)


        
 
 
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From:
9(2)(a)
To:
Helen McComb
Subject:
OIA: For review: Te Ara Tahi key messages
Date:
Friday, 25 February 2022 7:51:39 AM
9(2)(a)
1982
Act 
From: 9(2)(a)
Sent: Monday, 1 November 2021 12:56 pm
To: 
Information 
9(2)(a)
Subject: RE: For review: Te Ara Tahi key messages
 
Stephen educated us on the Roman origins of the word ‘campus’ where an encampment was
established outside each village that the Romans conquered, so he was asserting that ‘campus’
had strong colonising overtones. I’m not convinced that anyone else felt that the Roman
Official 
conquering origins of the world still held in the 21st century, given most of us were entirely
unawares of its etymology.
 
the 
Having said all that, the word ‘Archive’ comes from Greek origin of ‘archivae’ (or close to that,
I’ve forgotten precisely, but recall roughly) which has its roots in the magistrate or judge in the
town…and we know that the Ancient Greeks were not totally an inclusive society, etc, etc, such
that someone could probably have a problem with the term ‘Archives’. Tricky stuff this can be.
 
under 
It’s all English or Great British to me!
 
9(2)(a)
Released 
 

From: 9(2)(a)
 
Sent: Monday, 1 November 2021 12:23 PM
To: 9(2)(a)
Cc: 9(2)(a)
Subject: RE: For review: Te Ara Tahi key messages
 
Comment came from Stephen…….anyone know why it’s emotive?
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I’ve also asked Stephen for a suggestion.
 
9(2)(a)
Act 
 
From: 9(2)(a)
 
Sent: Monday, 1 November 2021 12:19 PM
To: 9(2)(a)
Cc: 9(2)(a)
Subject: Re: For review: Te Ara Tahi key messages
Information 
 
Precinct was similarly discounted some time before, as even more
unfriendly than ‘campus’. Did this latest comment come from Stephen
and/or 9(2)(a)
? There was discussion at TPRC SteerCo last week in the
topic. Not sure we have a new placeholder yet. And…the TPRC crowd can’t
make this call on behalf of Tāhuhu.
 
Official 
(I’ve cc’d 9(2)(a)
.)
 
9(2)(a)
the 
under 
From: 9(2)(a)
Sent: Monday, November 1, 2021 11:55:11 AM
To: 9(2)(a)
Cc: 9(2)(a)
Subject: FW: For review: Te Ara Tahi key messages
 
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Kia ora koutou
 
We’re finalising the key messages for Te Ara Tahi and in review SLT have asked that we replace
the word “campus” in the ‘campus operating model’.  I understand that it was previously
precinct? Is there another established naming convention for this shared space??

 
Ngā mihi nui
 
9(2)(a)
1982
Act 
Information 
Official 
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From:
9(2)(a)
To:
Helen McComb
Subject:
OIA: Stephen farewell - Thursday 4 November
Date:
Friday, 25 February 2022 7:49:24 AM
9(2)(a)
1982
Act 
From: 9(2)(a)
Sent: Thursday, 28 October 2021 3:39 pm
To: 
Information 
9(2)(a)
Subject: Fw: 9(2)(a)  farewell - Thursday 4 November
 
What does it say about my state of mind, that when I saw this email, I immediately sat
upright and thought "Oh, he's leaving?!?!" until I realised it was our 9(2)(a)
. Lol.
Doh.
Official 
9(2)(a)
the 
From: 9(2)(a) under 
Sent: Thursday, 28 October 2021 3:34 PM
9(2)(a)
Released 

9(2)(a)
1982
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Subject: 9(2)(a)
farewell - Thursday 4 November
 
Kia ora koutou
 
You will probably have heard, but sadly 9(2)(a)
 last day is Thursday 4 November before he
9(2)(a)
Information 
 
A card will be on my desk from tomorrow for signing and an envelope for contributions towards
a gift.
 
Cheers and thanks in advance.
 
Official 
9(2)(a)
the 
under 
    
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From:
9(2)(a)
To:
9(2)(a)
Subject:
RE: HRA PjEx
Date:
Friday, 8 October 2021 11:18:00 AM
Yes 9(2) mentioned that we needed to have a serious talk to Stephen about his attitude towards
(a)
Tāhuhu
From: 9(2)(a)
 
Sent: Friday, 8 October 2021 10:23 AM
To: 9(2)(a)
Subject: HRA PjEx
1982
Hi 9(2)(a) ,
I had a catch-up with 9(2) this morning and I was asking about the recent Monday meeting
(a)
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with Stephen that I couldn't make due to another appointment...he mentioned that he'd
broached the matter of you and 9(2)(a) taking on the PjEx positions for HRA and HPL,
respectively. I presume 9(2)  told you he got some push-back (from Stephen)...but the
(a)
Programme isn't going to change its position on this governance change! I will be
supporting you and 9(2)(a) taking up these roles 200% (100% for each of you).
9(2)(a)
Information 
Official 
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under 
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From:
9(2)(a)
To:
9(2)(a)
Subject:
Re: request to set up meeting with 9(2)(a)
Date:
Friday, 8 October 2021 9:52:20 AM
Thanks 9(2) ,
(a)
I'm pleased that 9(2)(a) is now onboard with being PE for HPL! He and I talked last week
about this as he said he'd demured from taking the role (I think you and 9(2)(a) had
discussed with him), but I encouraged him to reconsider as it makes all the sense given
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where we're at, and that 9(2)(a) was going to take on HRA PE role, so it was a match made
in Tāhuhu Heaven. I'm disappointed (and a little surprised) about the Chief Archivist's
reaction...but probably par for this course.
Act 
And, 9(2)(a) staying on as RSR PE is also sensible and helps enrol Alexander Turnbull Library
much more into Tāhuhu for the long-run.
9(2)(a)
Information 
From: 9(2)(a)
Sent: Friday, 8 October 2021 9:45 AM Official 
To: 9(2)(a)
Subject: FW: request to set up meeting with 9(2)(a)
Hi 9(2)(a) ,
the 
Further to our brief discussion on Stephen Clarke passing the HRA project executive role to
9(2)(a)
 the current thinking is: HPL is separated from HRA project (which goes in build/delivery)
and 9(2)(a) takes over the HPL project executive role; 9(2)(a) stays on as the RSR project executive.
Meeting proposed below is to discuss these changes with 9(2)  including to explain new Quality
(a)
and Configuration Group’s role.
under 
9(2)
(a)
From: 9(2)(a)
 
Sent: Friday, 8 October 2021 9:31 AM
To: 9(2)(a)
Cc: 9(2)(a)
Subject: request to set up meeting with 9(2)(a)
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Hi 9(2)
(a)
Can you please work with 9(2)  to get a meeting with 9(2)  and (in order of importance) 9(2)
(a)
(a)
(a)
9(2)(a)
 Sometime next week. I’m happy to move things in my calendar to make it
work. Most important is to have 9(2)(a)
 meet with him – 9(2)(a)  and I will come if we can
make it.
45 minutes preferred.

Meeting title: Update on Tāhuhu Governance going forward
Purpose of meeting: To inform 9(2)(a) of the proposed new governance arrangements for Tāhuhu
build projects - RSR, HRA and HPL, and to get his feedback on the approach.
Thanks,
9(2)(a)
1982
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Information 
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From:
9(2)(a)
To:
9(2)(a)
Subject:
RE: Air NZ to fly direct to Tasmania
Date:
Monday, 12 April 2021 8:10:01 PM
Out of scope
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Mr Clarke recently made his first appearance at a CAARA meeting since
2010 and did ok. I do recall him now as that 2010 gathering in Melbourne was
my maiden CAARA event. Out of scope
Out of scope
Information 
Official 
the 
under 
From: 
Released 
9(2)(a)
 
Sent: Friday, 19 March 2021 4:53 PM
To: 9(2)(a)
Subject: Re: Air NZ to fly direct to Tasmania
CAUTION: This email originated from outside of the organisation. Do not click links or open attachments
unless you recognise the sender and know the content is safe.

Out of scope
But, I’m irrepressible (apparently), so bouncing back. It’s been...interesting...interacting with 9(2
)(a)
9(2)(a)
 Chief Archivist, Stephen Clarke (you seen him at CAARA meet ups yet?) A
little (or a lot) awkward at first, but it’s just something to work through.
He’s a very different character to me, but then, that makes sense, otherwise 9(2)(a)
9(2)(a)
 
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Out of scope
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9(2)(a)
Out of scope
Information 
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9(2)(a)

9(2)(a)
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1982
CONFIDENTIALITY NOTICE AND DISCLAIMER
The information in this transmission may be confidential and/or protected by legal professional privilege, and is intended
only for the person or persons to whom it is addressed. If you are not such a person, you are warned that any disclosure,
Act 
copying or dissemination of the information is unauthorised. If you have received the transmission in error, please
immediately contact this office by telephone, fax or email, to inform us of the error and to enable arrangements to be made
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P Please consider the environment. Do you really need to print this email?
Information 
Official 
the 
under 
Released 

From:
9(2)(a)
To:
Helen McComb
Subject:
OIA: Tāhuhu build projects business owners, project executives and steering committee chairs
Date:
Friday, 25 February 2022 7:57:59 AM
9(2)(a)
1982
Act 
From: 9(2)(a)
Sent: Friday, 12 February 2021 4:46 pm
To: 
Information 
9(2)(a)
Subject: RE: Tāhuhu build projects business owners, project executives and steering committee
chairs
 
WTF? Okay, this isn’t what we expected, so yes, let’s help clarify this for the CA and make sure
you’re kept safe.
Official 
 
Our collective understanding was that 9(2)(a)
9(2)(a)
 This is the model
the 
that supports the TRPC work and the other project development. I could set this down in the
paper that I’m taking to the Tāhuhu Board later this month…that could be helpful in cementing
the commitment from the partners.
 
9(2)(a)
under 
 
From: 9(2)(a)
 
Released 
Sent: Friday, 12 February 2021 12:14 PM
To: 9(2)(a)
Cc: 9(2)(a)
Subject: RE: Tāhuhu build projects business owners, project executives and steering committee
chairs
 

FYI the impression that Stephen seems to have that 9(2)(a)
 is a
concern to me. 9(2)(a)
 
9(2)(a)
From: 9(2)(a)
 
Sent: Tuesday, 9 February 2021 11:20 AM
To: 9(2)(a)
1982
Cc: 9(2)(a)
Subject: Fwd: Tāhuhu build projects business owners, project executives and steering committee
chairs
Act 
 
Hi all
 
Here is the original email, should help to make sense of the email I was trying to send from my
PC!
 
Thanks 9(2)(a)  for helping, sorry I can only work off my mobile 
 
9(2)
Information 
(a)
 
Get Outlook for iOS
From: 9(2)(a)
Sent: Tuesday, February 2, 2021 8:50 AM
To: 
Official 
9(2)(a)
Subject: FW: Tāhuhu build projects business owners, project executives and steering committee
chairs
the 
 
FYI
 
From: Stephen Clarke <[email address]> 
Sent: Tuesday, 2 February 2021 8:32 AM
under 
To: 9(2)(a)
Subject: RE: Tāhuhu build projects business owners, project executives and steering committee
chairs
 
Hi 9(2)
(a)
 
Fine with the approach, but currently I’m light on Directors. I am recruiting for 9(2)(a)
 role,
and I’ll need to recruit to 
Released  9(2)(a)  now that 9(2)(a)
. I
only have 9(2)(a)
 currently, who are 9(2)(a)
.
Using the regional archivists could be another option but there is the logistical issue.
 
Cheers
 

Stephen
 
From: 9(2)(a)
 
Sent: Monday, 1 February 2021 7:09 PM
To: 9(2)(a)
Cc: 9(2)(a)
Subject: Tāhuhu build projects business owners, project executives and steering committee
chairs
1982
 
Hi Stephen 9(2)(a)
,
 
Act 
With the start up of the Regional Shared Repository (RSR) and Heke Puna Library (HPL) building
projects late last year (including development of requirements and appointment of the external
PMs and design consultants) we have been reviewing Tāhuhu resourcing and governance
structure for these projects.
 
The Heke Rua Archives (HRA) and HPL projects together must deliver on the “documentary
heritage campus” while the RSR must critically meet Library and Archives joint needs for long-
term storage.
 
Information 
Tāhuhu project leads have been rearranged to better meet this need; 9(2)(a)
 to lead
both the HRA and HPL; and  9(2)(a)
 to lead the RSR.  9(2)(a)
 is finishing up with
DIA in the next few weeks and 9(2)(a)
 focus will be more on supporting Ngā Taonga. More
work is required to review all resources to ensure the right capacity and capability is available
across these projects.
Official 
 
Currently all three projects report to the Combined Build Projects Steering Committee, and
9(2)(a)
 is the Chair.  The scale of the projects means this will quickly become unmanageable
the 
and as you know 9(2)(a)
 . At the December 2020 meeting
the Combined Build Projects Steering Committee agreed that the  RSR project  should have its
own steering committee but HRA and HPL remain combined to ensure the solution is fully
integrated (delivering a documentary heritage campus).
 
under 
The purpose of this email is to seek your suggestions and agreement on the business owners,
project executives and steering committee chairs.  Membership of the committees also needs
review/refresh but this can be done once these key positions are agreed.  There is a significant
responsibility and time commitment for these roles (indicatively 15-20% FTE) and therefore I
suggest sharing the load across a number of people.
 
As a starter I suggest the following approach with names to be further considered:
 
Released 
Tāhuhu
Business owner
Project Executive (PE)
Steering Committee Chair
Project
HRA

Archives NZ (Chief
Archives NZ director?
Combined Steering
Archivist)
Committee
 
Chair: HPA Project Executive


1982
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Information 
Official 
the 
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From:
9(2)(a)
To:
9(2)(a)
Subject:
RE: 9(2)(a)
Date:
Thursday, 21 January 2021 2:45:45 PM
Attachments:
image003.png
image004.png
That’s so lovely, thank you 9(2)  I miss you folks too…but 2021 is a new year and a new chapter
(a)
for everyone. I’ve had a good month away from work and am back to my normal self again.
Stephen will do fine and will need all the support you can all provide him, which I know you all
will.
Take good care of yourself and ride the Red Rocket (safely, of course!) 
1982
9(2)(a)
Act 
From: 9(2)(a)
 
Sent: Thursday, 21 January 2021 2:24 PM
To: 9(2)(a)
Subject: 9(2)(a)
Hey 9(2)(a)
Hope you are having a great start of 2021
Information 
Stephen visited today and I really missed you when he was walking around with 9(2) . Couldn’t
(a)
feel the vibe that you always brought whenever you have visited  That smile and fun way of
talking to people.
But however he is a nice person to work with and will get there.
Take Care 
Kind Regards
Official 
9(2)(a)
the 
under 
Released 

From:
9(2)(a)
To:
Stephen Clarke; 9(2)(a)
Subject:
RE: Archives meeting this morning
Date:
Tuesday, 23 February 2021 7:52:37 AM
Kia Ora Stephen
 
The Chief Archivist has had a slot at our all of staff meetings for the past two Chief Archivists.
 
9(2)(a)
 asked 9(2)(a)  some time ago if you wanted to continue to contribute to the staff meetings
and our understanding was that you had agreed hence the slot was maintained.
1982
 
How about we sort this in time for the next one with 9(2)(a)
 
Act 
We were in the process of improving our process for putting papers up for decisions to ALT as
part of the establishment of the Office of the Chief Archivist (along with the other work on
reshaping the business). 9(  was in charge of this.
2)
 
We can continue this work. Just giving 9(2)(a) some time to get his feet under the desk for his new
role.
 
Ngā manaakitanga, nā
 
Information 
9(2)(a)
 
From: Stephen Clarke 
Sent: Tuesday, 23 February 2021 7:40 AM
To: Archives Leadership Team <[email address]>
Official 
Subject: Archives meeting this morning
 
Morena,
the 
 
I discovered this morning that I had been put on the agenda for the Archives meeting at 9am
 this morning. This was only because I sent an email last night requesting the agenda. Obviously I
have no time to prepare a presentation now, so I have declined. 
It seems to be symptomatic of a broader issue of not receiving notification for things with decent
under 
notice, with the chance to prepare, give feedback or digest things in advance of meetings.
Therefore instead of making decisions at meetings we end up discussing the paper. We can
always have discussions, but we need to make sure we note if someone is for approval (has been
circulated and had feedback, etc), is an opens paper(has been through an inclusive drafting
process)or is a genuine discussion paper to prompt debate (is high level and conceptual). Also
cover memos or exec summaries would be really useful. 
Can we as a leadership team devote some time to setting processes and expectations for
Released 
everyone on when papers are circulated, the period they should be circulated by, and
comment/feedback processes in advance of circulation please? We could also develop templates
for different types of papers, strategic, operational, business case, discussion paper, for approval
etc. 
 
Ngā mihi 

 
Stephen 
 
Get Outlook for iOS
1982
Act 
Information 
Official 
the 
under 
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Kia Ora Helen 
Below is a transcript of a conversation in Teams.  
Ngā mihi  
9(2)(a)
 
 
 
[7/12/2021 12:01 pm] 9(2)(a)
 
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I don't think you're grumpy that was a stupid remark.  
 
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[7/12/2021 2:00 pm]  
Thank you- he made it sound as though that was the reason my Dirdctorate needed to be split  
 
[7/12/2021 2:07 pm] 9(2)(a)
 
Yeah sorry I felt like I should call him out but I didn't want to make a big hoo haa and embarrass 
you.  
Information 
 
[7/12/2021 2:08 pm] 9(2)(a)
 
TBH I'm probably reaching peak grumpiness myself this week hahaha 
Official 
 
the 
[7/12/2021 2:08 pm] 9(2)(a)
 
9(2)(a)
  
 
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[7/12/2021 2:24 pm] 9(2)(a)
 
I can't take him seriously in that hat anyway.  
 
[7/12/2021 2:24 pm] 9(2)(a)
 
I gave him that to wear :-)  
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laugh 1 
 
[7/12/2021 2:25 pm] 9(2)(a)
 
Oh dear - my face is creaking with the effort 
 
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[7/12/2021 2:27 pm] 9(2)(a)
 
 
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Document Outline