Printed from https://fyi.org.nz/request/17929-information-about-the-chief-archivist on April 20, 2024 10:10

Information about the Chief Archivist

K Walker made this Official Information request to Department of Internal Affairs

The request was partially successful.

From: K Walker

Dear Department of Internal Affairs,

I would like to request all staff emails and instant messages about the Chief Archivist including, but not limited to, his suitability for the role. I would like this to cover all DIA staff and the Internal Affairs Minister, not just Archives New Zealand. I would like this to include all information from his appointment a year ago until now.

I am happy for staff names to be redacted to protect privacy if this is deemed necessary.

Yours faithfully,

K Walker

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From: OIA
Department of Internal Affairs

Tçnâ koe K Walker,

Thank you for your OIA request to the Department of Internal Affairs (included with this email)

The Department will provide its response to your request as soon as practicable and within twenty working days. The 20th working day is 31 January 2022. This timeframe takes into account the annual public service closedown of OIA processing from 24 December to 15 January inclusive.

Please note that in cases where the Department’s response provides information that is identified to be of general public interest, the response may also be published on the Department of Internal Affairs website. If the Department publishes its response to your OIA request, all personal information, including your name and contact details, will be removed.

Nâku, nâ

Michelle Reed (she/her)  
Kaitohutohu Ârahi, te Ture Pârongo Ôkawa | Lead Advisor Official Correspondence 
Te Urûngi | Organisational Strategy & Performance
Level 6, 45 Pipitea St | PO Box 805, Wellington 6140, New Zealand |  www.dia.govt.nz

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From: Helen McComb
Department of Internal Affairs

Tçnâ koe K Walker,

Thank you for your OIA request to the Department of Internal Affairs (included with this email below)

The scope of your request would require the Department to undertake substantial collation and research to be able to answer it. We have considered whether extending the timeframe for response or applying a charge would enable your request to be answered, however neither option is suitable as the time needed cannot be accurately estimated. For this reason, the Department is considering refusing your request.

I am contacting you in order to give you the opportunity to refine your request to enable it to be answered without substantial collation and research.

Please let me know as soon as possible whether you would like to refine your request scope. If we do not receive a response from you by Friday 28 January 2022, a decision will be made on your request, and this may result in your request being refused.

If you would like to discuss your request with me by phone, please contact me on 027 217 8584

Nâku, nâ

Helen McComb | Principal Advisor HR
Pûmanawa Tangata | Human Resources
He Pou Aronui | Organisational Capability and Services Branch
Te Tari Taiwhenua | Department of Internal Affairs
Mobile | 027 217 8584

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From: K Walker

Dear Helen McComb,

Thank you for response to my OIA request regarding information about the Chief Archivist.

I have to admit I find it surprising that the Chief Archivist, as regulator of government information management, finds this request too taxing for the information management systems and professionals in his department to collate.

I would note that the Department has recently responded to OIA requests for large volumes of information, particularly those concerning the National Library’s overseas published collection. This makes it appear as though the Department is opposed not to the volume of the request, but the content.

I must also comment on this last-minute request to refine my request. It is my understanding that clarification of OIA requests ought to be performed within seven days of receiving a request if the agency wishes to extend the timeframe for a response.

I am, however, happy to refine my request. I would like to request emails, instant messages and other information created about the Chief Archivist including, but not limited to, his suitability for the role. I would like this to cover all DIA Chief Executives and Deputy Chief Executives, the Internal Affairs Minister, the Archives New Zealand Leadership group, the Chief Archivist’s Executive Assistant, and other members of the Chief Archivist’s support team (the Office of the Chief Archivist or equivalent). I would also like this to include the leadership of the National Library and Alexander Turnbull Library and leadership within the Information and Knowledge Services Branch. I would like this to include all information from his appointment a year ago until today.

I would also like to request all information created in response to my initial request.

I am happy for staff names to be redacted to protect privacy if this is deemed necessary.

Yours faithfully,
Kevin Walker

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From: Helen McComb
Department of Internal Affairs

Tēnā koe Kevin

Thank you for your email refining your OIA request OIA - 2122 - 0472. You have requested emails, instant messages and other information created about the Chief Archivist including, but not limited to, his suitability for the role from his appointment, 30 November 2020 to 28 January 2022. You have revised your request to include information from the following groups within the Department only:

• The Chief Executive of the Department of Internal Affairs
• Deputy Chief Executives
• Archives New Zealand Leadership group
• The Chief Archivist’s Executive Assistant
• Office of the Chief Archivist
• National Library Leadership group
• Alexander Turnbull Library Leadership group
• Information and Knowledge Services Leadership group.

Processing your request means contacting 42 senior leaders of the Department, asking them to search their emails, instant messages, and centrally filed documentation and to provide copies of all documents that fall within the scope of your request. This approach is necessary as instant message and email systems cannot be centrally searched, and any central search in our content management system would have to proceed via keyword, this could result in thousands of documents that mention the Chief Archivist which would need to be manually reviewed to exclude.

Following collation, the information will be centrally reviewed, and reasonable consultation will need to be undertaken with any affected parties to the release, per normal practice, prior to the Department making its decision.

As the number of people from whom information is being sought is extensive, the Department is extending the timeframe available for response in your request under section 15A(1)(a) and (b) of the Official Information Act 1982, to allow for substantial collation and research, and to enable necessary consultations to take place.

The response timeframe is being conservatively extended by 43 working days to 31 March 2022, recognising that, with so many individuals involved the collation will be complex, the volume of material collated could be very high, and consultations may be affected by stakeholder’s availability at this time of year. The Department’s decision on your request will however be provided as soon as practicable within that period.

Ngā mihi
Helen
Ngā mihi
Helen

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From: Helen McComb
Department of Internal Affairs

Attachment OIA 2122 0472 K Walker Response.pdf
188K Download View as HTML

Attachment OIA 2122 0472 Chief Archivist Attachment.pdf
2.0M Download View as HTML

Attachment OIA 2122 0472 Chief Archivist Attachment 2.pdf
709K Download View as HTML

Kia ora Kevin

Please find attached the Department's response to your OIA request.

Ngā mihi
Helen

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Things to do with this request

Anyone:
Department of Internal Affairs only: