Tēnā koe Andrew

I acknowledge receipt of your Official Information Act 1982 (OIA) request below.

Your reference number is IR-01-23-19723
You can expect a response to your request on or before 24/07/2023 unless an extension is needed.

Ngā mihi,
Jonelle
Ministerial Services - Police National Headquarters

-----Original Message-----
From: Andrew <[FOI #23250 email]>
Sent: Friday, 23 June 2023 8:04 pm
To: Ministerial Services <[email address]>
Subject: [EXTERNAL] Official Information request - Police Retention and Disposal Schedule

CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dear New Zealand Police,

I'm very interested to learn more about Police Retention and Disposal Schedule and Police Disposal Authority DA648.

It will be very good if you can share the information about the Police Retention and Disposal Schedule (Part One: Offence and Incident Records).

Yours faithfully,
Andrew

-------------------------------------------------------------------

This is an Official Information request made via the FYI website.

Please use this email address for all replies to this request:
[FOI #23250 email]

Is [New Zealand Police request email] the wrong address for Official Information requests to New Zealand Police? If so, please contact us using this form:
https://fyi.org.nz/change_request/new?bo...

Disclaimer: This message and any reply that you make will be published on the internet. Our privacy and copyright policies:
https://fyi.org.nz/help/officers

If you find this service useful as an Official Information officer, please ask your web manager to link to us from your organisation's OIA or LGOIMA page.

-------------------------------------------------------------------

===============================================================
WARNING
The information contained in this email message is intended for the addressee only and may contain privileged information. It may also be subject to the provisions of section 50 of the Policing Act 2008, which creates an offence to have unlawful possession of Police property. If you are not the intended recipient of this message or have received this message in error, you must not peruse, use, distribute or copy this message or any of its contents.
Also note, the views expressed in this message may not necessarily reflect those of the New Zealand Police. If you have received this message in error, please email or telephone the sender immediately

hide quoted sections

Kia ora Andrew,

Thank you for your request for information, ref IR-01-23-19723:

"I'm very interested to learn more about Police Retention and Disposal Schedule and Police Disposal Authority DA648.
It will be very good if you can share the information about the Police Retention and Disposal Schedule (Part One: Offence and Incident Records)."

We are contacting you to clarify your request. As it is currently worded, if is not clear what information you are requesting. Please clarify what information you are seeking.
Are you wanting a copy of the disposal authority itself? Note that this is publicly available here: https://collections.archives.govt.nz/en/...
Or are you wanting to know more about disposal authorities work in general? I.e. the process for creating them for the public sector?

We look forward to receiving your response.

Ngā mihi,

Courtenay
Ministerial Services
PNHQ

-----Original Message-----
From: Ministerial Services
Sent: Monday, 26 June 2023 8:54 AM
To: 'Andrew' <[FOI #23250 email]>
Subject: OIA Acknowledgement - IR-01-23-19723

Tēnā koe Andrew

I acknowledge receipt of your Official Information Act 1982 (OIA) request below.

Your reference number is IR-01-23-19723
You can expect a response to your request on or before 24/07/2023 unless an extension is needed.

Ngā mihi,
Jonelle
Ministerial Services - Police National Headquarters

-----Original Message-----
From: Andrew <[FOI #23250 email]>
Sent: Friday, 23 June 2023 8:04 pm
To: Ministerial Services <[email address]>
Subject: [EXTERNAL] Official Information request - Police Retention and Disposal Schedule

CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dear New Zealand Police,

I'm very interested to learn more about Police Retention and Disposal Schedule and Police Disposal Authority DA648.

It will be very good if you can share the information about the Police Retention and Disposal Schedule (Part One: Offence and Incident Records).

Yours faithfully,
Andrew

-------------------------------------------------------------------

This is an Official Information request made via the FYI website.

Please use this email address for all replies to this request:
[FOI #23250 email]

Is [New Zealand Police request email] the wrong address for Official Information requests to New Zealand Police? If so, please contact us using this form:
https://fyi.org.nz/change_request/new?bo...

Disclaimer: This message and any reply that you make will be published on the internet. Our privacy and copyright policies:
https://fyi.org.nz/help/officers

If you find this service useful as an Official Information officer, please ask your web manager to link to us from your organisation's OIA or LGOIMA page.

-------------------------------------------------------------------

===============================================================
WARNING
The information contained in this email message is intended for the addressee only and may contain privileged information. It may also be subject to the provisions of section 50 of the Policing Act 2008, which creates an offence to have unlawful possession of Police property. If you are not the intended recipient of this message or have received this message in error, you must not peruse, use, distribute or copy this message or any of its contents.
Also note, the views expressed in this message may not necessarily reflect those of the New Zealand Police. If you have received this message in error, please email or telephone the sender immediately

hide quoted sections

Kia ora Andrew,

Thank you for clarifying your request.

The ‘criteria for sentencing records’ is outlined in the "Public Appraisal Report", which can be found at the link below. Specifically, I recommend you look at the sections of the appraisal report that cover the offence schedule. (Part one, pages 10-18).

https://collections.archives.govt.nz/en/...

Please advise if this satisfies your request.

Ngā mihi,

Courtenay
Senior Advisor
Ministerial Services
PNHQ

-----Original Message-----
From: Andrew <[FOI #23250 email]>
Sent: Tuesday, 18 July 2023 9:05 AM
To: Ministerial Services <[email address]>
Subject: [EXTERNAL] Re: Clarification required for OIA - IR-01-23-19723

CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dear Ministerial Services,

Thanks for your reply, I'm interested in learning more about the criteria for sentencing the records per incident/offence type which is define in the LRT - Code Book.

Police mentioned in the Retention and disposal of Police records chapter in section Sentencing Police records the following: "At Police, the retention period and disposal action for current files in NIA are entered automatically at file creation."

I really wanted to know the criteria for sentencing the records on NIA based on incident/offence type.

Hope this clarifies.

Yours sincerely,

Andrew

-----Original Message-----

Kia ora Andrew,

Thank you for your request for information, ref IR-01-23-19723:

"I'm very interested to learn more about Police Retention and Disposal Schedule and Police Disposal Authority DA648.
It will be very good if you can share the information about the Police Retention and Disposal Schedule (Part One: Offence and Incident Records)."

We are contacting you to clarify your request. As it is currently worded, if is not clear what information you are requesting. Please clarify what information you are seeking.
Are you wanting a copy of the disposal authority itself? Note that this is publicly available here: https://collections.archives.govt.nz/en/...
Or are you wanting to know more about disposal authorities work in general? I.e. the process for creating them for the public sector?

We look forward to receiving your response.

Ngā mihi,

Courtenay
Ministerial Services
PNHQ

-------------------------------------------------------------------
Please use this email address for all replies to this request:
[FOI #23250 email]

Disclaimer: This message and any reply that you make will be published on the internet. Our privacy and copyright policies:
https://fyi.org.nz/help/officers

If you find this service useful as an Official Information officer, please ask your web manager to link to us from your organisation's OIA or LGOIMA page.

-------------------------------------------------------------------

===============================================================
WARNING
The information contained in this email message is intended for the addressee only and may contain privileged information. It may also be subject to the provisions of section 50 of the Policing Act 2008, which creates an offence to have unlawful possession of Police property. If you are not the intended recipient of this message or have received this message in error, you must not peruse, use, distribute or copy this message or any of its contents.
Also note, the views expressed in this message may not necessarily reflect those of the New Zealand Police. If you have received this message in error, please email or telephone the sender immediately

hide quoted sections

Kia ora Andrew,

Thank you, I will arrange a response to this for you.

Ngā mihi,

Courtenay
Senior Advisor
Ministerial Services
PNHQ

-----Original Message-----
From: Andrew <[FOI #23250 email]>
Sent: Wednesday, 19 July 2023 6:20 PM
To: Ministerial Services <[email address]>
Subject: [EXTERNAL] RE: [EXTERNAL] Re: Clarification required for OIA - IR-01-23-19723

CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dear Ministerial Services,

This is partially clarified now since it's still not clear for how long incident/offence will remain in NIA before disposal.

Yours sincerely,

Andrew

-----Original Message-----

Kia ora Andrew,

Thank you for clarifying your request.

The ‘criteria for sentencing records’ is outlined in the "Public Appraisal Report", which can be found at the link below. Specifically, I recommend you look at the sections of the appraisal report that cover the offence schedule. (Part one, pages 10-18).

https://collections.archives.govt.nz/en/...

Please advise if this satisfies your request.

Ngā mihi,

Courtenay
Senior Advisor
Ministerial Services
PNHQ

-------------------------------------------------------------------
Please use this email address for all replies to this request:
[FOI #23250 email]

Disclaimer: This message and any reply that you make will be published on the internet. Our privacy and copyright policies:
https://fyi.org.nz/help/officers

If you find this service useful as an Official Information officer, please ask your web manager to link to us from your organisation's OIA or LGOIMA page.

-------------------------------------------------------------------

===============================================================
WARNING
The information contained in this email message is intended for the addressee only and may contain privileged information. It may also be subject to the provisions of section 50 of the Policing Act 2008, which creates an offence to have unlawful possession of Police property. If you are not the intended recipient of this message or have received this message in error, you must not peruse, use, distribute or copy this message or any of its contents.
Also note, the views expressed in this message may not necessarily reflect those of the New Zealand Police. If you have received this message in error, please email or telephone the sender immediately

hide quoted sections

Tēnā koe Andrew

I refer to your Official Information Act 1982 (OIA) request dated 23 June 2023, clarified on 18 July 2023, reference IR-01-23-19723.

The OIA requires that we advise you of our decision on your request no later than 20 working days after the day we received your request. Unfortunately, Police is unable to process your request within the original timeframe due to the consultations necessary to make a decision on your request are such that a proper response cannot reasonably be made within the original time limit.

Therefore, Police is extending the timeframe for response by an additional 15 working days to 14 August 2023, pursuant to section 15A(1)(b) of the OIA. Police will provide a response to you as soon as reasonably practicable and as soon as it becomes available.

You have the right to seek an investigation and review by the Ombudsman of this decision. Information about how to make a complaint is available at www.ombudsman.parliament.nz or freephone 0800 802 602.

Ngā mihi

Leo
Ministerial Services
Police National Headquarters

-----Original Message-----
From: Andrew <[FOI #23250 email]>
Sent: Wednesday, 19 July 2023 6:20 pm
To: Ministerial Services <[email address]>
Subject: [EXTERNAL] RE: [EXTERNAL] Re: Clarification required for OIA - IR-01-23-19723

CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dear Ministerial Services,

This is partially clarified now since it's still not clear for how long incident/offence will remain in NIA before disposal.

Yours sincerely,

Andrew

-----Original Message-----

Kia ora Andrew,

Thank you for clarifying your request.

The ‘criteria for sentencing records’ is outlined in the "Public Appraisal Report", which can be found at the link below. Specifically, I recommend you look at the sections of the appraisal report that cover the offence schedule. (Part one, pages 10-18).

https://collections.archives.govt.nz/en/...

Please advise if this satisfies your request.

Ngā mihi,

Courtenay
Senior Advisor
Ministerial Services
PNHQ

-------------------------------------------------------------------
Please use this email address for all replies to this request:
[FOI #23250 email]

Disclaimer: This message and any reply that you make will be published on the internet. Our privacy and copyright policies:
https://fyi.org.nz/help/officers

If you find this service useful as an Official Information officer, please ask your web manager to link to us from your organisation's OIA or LGOIMA page.

-------------------------------------------------------------------

===============================================================
WARNING
The information contained in this email message is intended for the addressee only and may contain privileged information. It may also be subject to the provisions of section 50 of the Policing Act 2008, which creates an offence to have unlawful possession of Police property. If you are not the intended recipient of this message or have received this message in error, you must not peruse, use, distribute or copy this message or any of its contents.
Also note, the views expressed in this message may not necessarily reflect those of the New Zealand Police. If you have received this message in error, please email or telephone the sender immediately

hide quoted sections

Tēnā koe Andrew                                  

Please find attached the response to your Official Information Act
request, received by New Zealand Police on 23 June 2023.

 

Ngā mihi

Dylan

 

Advisor | Ministerial Services | Police National Headquarters

[1]wordmark transparent

 

 

 

===============================================================

WARNING

The information contained in this email message is intended for the
addressee only and may contain privileged information. It may also be
subject to the provisions of section 50 of the Policing Act 2008, which
creates an offence to have unlawful possession of Police property. If you
are not the intended recipient of this message or have received this
message in error, you must not peruse, use, distribute or copy this
message or any of its contents.

Also note, the views expressed in this message may not necessarily reflect
those of the New Zealand Police. If you have received this message in
error, please email or telephone the sender immediately

References

Visible links

Hi Andrew,

 

By way of further clarification, please note that disposal classes and
timeframes in the Police Appraisal Report (and Disposal Authority) are
mandatory minimums. Police (and any govt agency) can elect to keep
information for longer than the minimums specified in their appraisal
report. (Though noting that any material marked for permanent retention
must be transferred to Archives NZ after 25 years per Public Records Act
section 21).

 

This is specified in Archives NZ guidance on the disposal process here
[1]https://www.archives.govt.nz/manage-info...
(see ‘Disposal Schedule’).

 

Regards,

 

Darcy Tomlinson [2](He/Him)

Manager - Information Capability
Information and Communications Technology, Corporate Operations

Police National Headquarters

 

M  +64 21 195 8960

E  [3][email address]

 

 

 [4][IMG]

 

 

 

-----Original Message-----

From: Andrew <[5][FOI #23250 email]>

Sent: Monday, 31 July 2023 2:26 PM

To: Ministerial Services <[6][email address]>

Subject: [EXTERNAL] Re: OIA response IR-01-23-19723

 

CAUTION: This email originated from outside of the organization. Do not
click links or open attachments unless you recognize the sender and know
the content is safe.

 

 

Dear Ministerial Services,

 

Thanks for your reply, however your reply is still contradicting with the
following:

 

1) Police mentioned in the Retention and disposal of Police records
chapter in section Sentencing Police records the following: "At Police,
the retention period and disposal action for current files in NIA are
entered automatically at file creation."

 

2) NRS 1.2.5 in the note section: "Note: The approach is not intended to
prevent the timely deletion of data, "

 

3) In the Appraisal Report Functions, activities and records evaluation
for New Zealand Police there is a clear distinction between the 4
categories of offences. The following mentioned for example for Category 2
& 3 offences: "The majority of Category 2 and 3 offences records are
recommended for destruction as they document lower-level offending
(compared to Category 4) and have short-to-medium term business value for
the Police. They do not have archival value."

 

4) In the Appraisal Report Functions, activities and records evaluation
for New Zealand Police the following was mentioned that: "The Category 2
and 3 offence records recommended for transfer to Archives New Zealand are
listed in Appendix 2."

 

5) Appendix 2 has only specific offences in category 2 & 3 and doesn't
cover all the offences in the LRT Code Book.

 

All of this makes it an obligatory for Police to make a clear public
announcement about the data retention and disposal actions as from all of
your documents it's very clear that records are not kept indefinitely in
NIA or Police is not simply following their public available released
information.

 

Yours sincerely,

 

Andrew

 

-----Original Message-----

 

Tēnā koe Andrew

 

Please find attached the response to your Official Information Act 
request, received by New Zealand Police on 23 June 2023.

 

 

 

Ngā mihi

 

Dylan

 

 

 

Advisor | Ministerial Services | Police National Headquarters

 

[1]wordmark transparent

 

 

 

 

 

 

 

===============================================================

 

WARNING

 

The information contained in this email message is intended for the 
addressee only and may contain privileged information. It may also be 
subject to the provisions of section 50 of the Policing Act 2008, which 
creates an offence to have unlawful possession of Police property. If you 
are not the intended recipient of this message or have received this 
message in error, you must not peruse, use, distribute or copy this 
message or any of its contents.

 

Also note, the views expressed in this message may not necessarily
reflect  those of the New Zealand Police. If you have received this
message in  error, please email or telephone the sender immediately

 

References

 

Visible links

 

-------------------------------------------------------------------

Please use this email address for all replies to this request:

[7][FOI #23250 email]

 

Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:

[8]https://fyi.org.nz/help/officers

 

If you find this service useful as an Official Information officer, please
ask your web manager to link to us from your organisation's OIA or LGOIMA
page.

 

-------------------------------------------------------------------

 

 

References

Visible links
1. https://www.archives.govt.nz/manage-info...
2. https://www.publicservice.govt.nz/our-wo...
3. mailto:[email address]
4. https://tenone.police.govt.nz/page/infor...
5. mailto:[FOI #23250 email]
6. mailto:[email address]
7. mailto:[FOI #23250 email]
8. https://fyi.org.nz/help/officers

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