Dear Wellington City Council,

You have previously denied providing responses to LGOIMAs requests on the basis that it would be too difficult to find relevant documents.

To better understand what capabilities and constraints you must work within. could you please answer the following questions?

- what software system does WCC use to manage your documents - specifically planning consent submissions and consents? SharePoint? O365 online, Other?

- What fields can and do you search regularly use to search for relevant content?
For example:
Date created/uploaded?
Date last modified?
Author(s)?
Department/Group? (e.g.: Planning versus Abatements versus etc.)
Purpose?
District Plan Zone?
Voting District?
Property/Account id?
Document Id?
Document Title?
Document Content?

Can you please specify if it is possible to specify whether search criteria/tokens/words have to match:
- Some terms (OR), or
- All terms (AND)

Do the search terms have to match:
- Exact Case?
- Exact Word? ("Container" would not match "Containers")
- Exact Spelling (i.e., letter for letter, or phonetic matching)?

Your response will inform us how to formulate more precise requests.

Beyond your record management systems, what other systems can you search through?
For example, can and do you search through your inter office chat system (e.g.: Teams, Slack, etc.) for fragments or full conversations that are related?

What about written notes taken during meetings or phone calls?
Are they scanned and recorded and categorised?

Are there any other system we should be considering to name when asking for content?

Thank you.
Wellington RatePayer