Kia ora

 

Thank you for your email.

 

As your request currently stands it is very broad and will require an ICT
search across all of Auckland Council. As you can appreciate, Auckland
Council is a large organisation with 20+ departments. This can range
anywhere from our Regulatory areas like Environmental Health, Alcohol
Licensing, Noise, Animal Management, Compliance, and Consenting, to things
like Parks, Community Facilities, Waste Solutions, Healthy Waters and
Environmental Services. To search, read and collate all the information we
may hold for the search term “Mayor” will require considerable time and
have an adverse impact on our ability to carry out our other functions.

 

In order to process your request we will need a refinement.  You could
suggest a specific topic/recipient in council and on the issue that you
are interested in for example. Is there a particular conversation with a
recipient or issue you are seeking this information for? Can you provide
us with more specific keywords or email addresses to search with?

 

If you can please get back to us with refinement by Monday 10 July that
would be much appreciated. If no refinement is received it is likely your
request will be refused under section 17(f) of the Local Government
Official Information and Meetings Act 1987 (LGOIMA) as it amounts to
substantial collation.

 

Ngâ mihi,

 

Amanda

The Privacy & LGOIMA team

Auckland Council

 

 

 

From: ATA <[FOI #23385 email]>
Sent: Wednesday, July 5, 2023 2:53 PM
To: Official Information <[email address]>
Subject: Official Information request - Emails regarding Mayor

 

 

Dear Auckland Council,

I would like copies of all emails sent from an Auckland Council email
address that contains the word 'Mayor' sent between 1 January 2023 and 30
June 2023.

Yours faithfully,
ATA

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

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

Please use this email address for all replies to this request:
[1][FOI #23385 email]

Is [2][Auckland Council request email] the wrong address for
Official Information requests to Auckland Council? If so, please contact
us using this form:
[3]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:
[4]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.

show quoted sections

Kia ora

 

Auckland Council has approximately 18,000 mailboxes on its system (current
and those used by former employees and contractors). Searches that specify
“all of council”, “anyone” or “Auckland Council staff” (even when limited
by date range and keyword criteria) take a considerable amount of time to
perform, especially when it is considered that some mailboxes are several
gigabytes in size. This also increases the likelihood that emails that are
not relevant to the search are returned.  To review so many emails at
approx. 2 minutes per email will take a considerable amount of time. For
example, reviewing 4,218 emails at approx. 2 minutes per email would take
approximately 17.5 days (3 ½ weeks at 40 hours per week).

 

In this particular case, the request asks for “Mayor” correspondence sent
or received by anyone across Council and would require a search of 18,000
mailboxes. We would need to search and download those emails from our
system, assemble, compile, and review them all individually to determine
what is in scope, what can be released, and what needs to be withheld.
Moreover, if these emails are with private individuals we would then need
to conduct consultation with them independently. We also have a weekly
council-wide newsletter with updates to all staff which usually contains
the word “Mayor” and will be included in the search.

 

Please refine your request by Monday 10 July otherwise it is likely your
request will be refused under section 17(f) of the Local Government
Official Information and Meetings Act 1987 (LGOIMA) as it amounts to
substantial collation.

 

 

Ngā mihi,

 

Amanda

The Privacy & LGOIMA team

Auckland Council

 

 

 

 

From: ATA <[FOI #23385 email]>
Sent: Friday, July 7, 2023 11:59 AM
To: Official Information <[email address]>
Subject: RE: Official Information request - Emails regarding Mayor

 

Dear Official Information,

Thank you for your email.

Can you please explain to me the process of searching to obtain the emails
that contain the word 'mayor'?

If it is just a search in your system by ICT, then wouldn't that simply
bring up all emails with the word 'mayor' by searching for that term in
all emails? Then there is essentially no collation involved because all of
those emails would be within scope of the request.

If I better understand your process I think it would be easier to refine,
but at this stage I do not see how s 17(f) applies.

Yours sincerely,

ATA

show quoted sections

Kia ora

 

We have not heard back from you on the below.

 

Please confirm if you would like to refine your request otherwise we will
refuse and close it.

 

If you can please get back by  Monday 24^th July with confirmation.

 

 

Ngā mihi,

The Privacy & LGOIMA team

Auckland Council

 

 

 

From: Amanda Pillay On Behalf Of Official Information
Sent: Friday, July 7, 2023 1:53 PM
To: ATA <[FOI #23385 email]>
Subject: RE: Official Information request - Emails regarding Mayor

 

Kia ora

 

Auckland Council has approximately 18,000 mailboxes on its system (current
and those used by former employees and contractors). Searches that specify
“all of council”, “anyone” or “Auckland Council staff” (even when limited
by date range and keyword criteria) take a considerable amount of time to
perform, especially when it is considered that some mailboxes are several
gigabytes in size. This also increases the likelihood that emails that are
not relevant to the search are returned.  To review so many emails at
approx. 2 minutes per email will take a considerable amount of time. For
example, reviewing 4,218 emails at approx. 2 minutes per email would take
approximately 17.5 days (3 ½ weeks at 40 hours per week).

 

In this particular case, the request asks for “Mayor” correspondence sent
or received by anyone across Council and would require a search of 18,000
mailboxes. We would need to search and download those emails from our
system, assemble, compile, and review them all individually to determine
what is in scope, what can be released, and what needs to be withheld.
Moreover, if these emails are with private individuals we would then need
to conduct consultation with them independently. We also have a weekly
council-wide newsletter with updates to all staff which usually contains
the word “Mayor” and will be included in the search.

 

Please refine your request by Monday 10 July otherwise it is likely your
request will be refused under section 17(f) of the Local Government
Official Information and Meetings Act 1987 (LGOIMA) as it amounts to
substantial collation.

 

 

Ngā mihi,

 

Amanda

The Privacy & LGOIMA team

Auckland Council

 

 

 

 

From: ATA <[1][FOI #23385 email]>
Sent: Friday, July 7, 2023 11:59 AM
To: Official Information <[2][email address]>
Subject: RE: Official Information request - Emails regarding Mayor

 

Dear Official Information,

Thank you for your email.

Can you please explain to me the process of searching to obtain the emails
that contain the word 'mayor'?

If it is just a search in your system by ICT, then wouldn't that simply
bring up all emails with the word 'mayor' by searching for that term in
all emails? Then there is essentially no collation involved because all of
those emails would be within scope of the request.

If I better understand your process I think it would be easier to refine,
but at this stage I do not see how s 17(f) applies.

Yours sincerely,

ATA

show quoted sections

Kia ora

 

We have not heard back from you with a refinement. Your request is
therefore refused under section 17(f) of the Local Government Official
Information and Meetings Act 1987, as the information requested cannot be
made available without substantial collation or research.

 

Ngā mihi,

The Privacy & LGOIMA team

Auckland Council

 

From: Amanda Pillay On Behalf Of Official Information
Sent: Thursday, July 20, 2023 11:37 AM
To: 'ATA' <[FOI #23385 email]>
Subject: RE: Official Information request - Emails regarding Mayor

 

Kia ora

 

We have not heard back from you on the below.

 

Please confirm if you would like to refine your request otherwise we will
refuse and close it.

 

If you can please get back by  Monday 24^th July with confirmation.

 

 

Ngā mihi,

The Privacy & LGOIMA team

Auckland Council

 

 

 

From: Amanda Pillay On Behalf Of Official Information
Sent: Friday, July 7, 2023 1:53 PM
To: ATA <[1][FOI #23385 email]>
Subject: RE: Official Information request - Emails regarding Mayor

 

Kia ora

 

Auckland Council has approximately 18,000 mailboxes on its system (current
and those used by former employees and contractors). Searches that specify
“all of council”, “anyone” or “Auckland Council staff” (even when limited
by date range and keyword criteria) take a considerable amount of time to
perform, especially when it is considered that some mailboxes are several
gigabytes in size. This also increases the likelihood that emails that are
not relevant to the search are returned.  To review so many emails at
approx. 2 minutes per email will take a considerable amount of time. For
example, reviewing 4,218 emails at approx. 2 minutes per email would take
approximately 17.5 days (3 ½ weeks at 40 hours per week).

 

In this particular case, the request asks for “Mayor” correspondence sent
or received by anyone across Council and would require a search of 18,000
mailboxes. We would need to search and download those emails from our
system, assemble, compile, and review them all individually to determine
what is in scope, what can be released, and what needs to be withheld.
Moreover, if these emails are with private individuals we would then need
to conduct consultation with them independently. We also have a weekly
council-wide newsletter with updates to all staff which usually contains
the word “Mayor” and will be included in the search.

 

Please refine your request by Monday 10 July otherwise it is likely your
request will be refused under section 17(f) of the Local Government
Official Information and Meetings Act 1987 (LGOIMA) as it amounts to
substantial collation.

 

 

Ngā mihi,

 

Amanda

The Privacy & LGOIMA team

Auckland Council

 

 

 

 

From: ATA <[2][FOI #23385 email]>
Sent: Friday, July 7, 2023 11:59 AM
To: Official Information <[3][email address]>
Subject: RE: Official Information request - Emails regarding Mayor

 

Dear Official Information,

Thank you for your email.

Can you please explain to me the process of searching to obtain the emails
that contain the word 'mayor'?

If it is just a search in your system by ICT, then wouldn't that simply
bring up all emails with the word 'mayor' by searching for that term in
all emails? Then there is essentially no collation involved because all of
those emails would be within scope of the request.

If I better understand your process I think it would be easier to refine,
but at this stage I do not see how s 17(f) applies.

Yours sincerely,

ATA

show quoted sections