OIA Request entry into NIS/NIA and other police information systems.
The request was partially successful.
Dear Minister of Police,
Please explain to me the procedure for entering an OIA request when it is received by Police.
Example: If a person other than the subject of the request is making the request (for example, a representative of another Government agency makes the request about information on the personal file of a former employee of Police) do, or should, both names have to be entered into the system?
I ask the question because if only the requesting name is entered, then the subject of the request would never know there was one, no matter how many OIA requests they did themselves as there would be no link to it in the system.
Additionally, when it relates to a former employee and their personal file, should senior personnel (as the former employee's former O/C) be requesting that OIA be assigned to them personally for them to monitor after engaging in telephone discussions with the requester days prior to the request being received, and then continue to discuss it with at least two other senior HR staff members rather it being forwarded to HR OOC where the personal files were held especially given that member had left under a confidential and negotiated settlement?
From: M Woodhouse
On behalf of Hon Michael Woodhouse thank you for your email.
While your message is important, and will be carefully read and
considered, it is not possible to provide a personal response to every
email which is received.
Where the Minister has portfolio responsibility for the issues that you
have raised, your correspondence will be considered and responded to where
Office of Hon Michael Woodhouse
6C Bowen House, Parliament Buildings, Wellington | Tel 04 817 6836 |
From: Blair Telford
I am writing on behalf of Hon Michael Woodhouse, Minister of Police, who has asked me to acknowledge and thank you for your email of 4th of November 2014 concerning the entry process of an OIA request when received by Police. Please be assured that your comments have been noted.
I must point out that politicians cannot instruct Police in operational matters. This is a long standing convention that was enshrined in law with the passing of the Policing Act 2008. It ensures that law enforcement and investigation by the Police remain free of any political influence or interference.
Therefore, as the issues you refer to in your correspondence relate to matters that are the responsibility of the Commissioner of Police, I have transferred your email to his office for consideration.
Private Secretary (Police) | Office of the Hon Michael Woodhouse MP | Minister of Police
4.5 Executive Wing | Parliament Buildings | Wellington
Parliament Buildings I Private Bag 18041 I Wellington 6160
Dear Blair Telford,
Thank you for your response.
I appreciate that the Minister cannot instruct Police on operational matters, however, this was not a request for action or interference, but a request for the Minister to advise me of the correct procedure that Police SHOULD follow within those operational matters.
I am unable to get a response from Police as to what should happen, hence requesting confirmation of procedure from the Minister.
Dear Blair Telford,
I have requested Police tell me their National Recording Standard requirements for entering OIA requests into NIS/NIA and other applicable Police intranet systems with specific attention to the requirements relating to entry of the subject's name, how this is entered, links to the subject and whether a former senior sergeant (not HR personnel or HR OOC) should instruct the OIA be assigned to them. The subject is a former member of staff with a negotiated resignation for hurt and humiliation while under the command of that senior sergeant.
To date Police have ignored my requests. I would like this information please.
From: THOMSON, Raewyn
Police National Headquarters
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Dear THOMSON/Raewyn and/or MICHEL/Fiona Deputy Chief Executive:People
Thank you for your response.
This request was not dealt with in the manner you describe.
I would welcome the opportunity to discuss further.