LGOIMA Record Search Capabilities
Wellington RatePayer made this Official Information request to Wellington City Council
Currently waiting for a response from Wellington City Council, they must respond promptly and normally no later than (details and exceptions).
From: Wellington RatePayer
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
From: BUS: Official Information
Wellington City Council
Kia ora
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From: BUS: Official Information
Wellington City Council
Kia ora Wellington Ratepayer
Thank you for your email dated 8 August requesting information.
Our team will manage your request under the Local Government Official Information and Meetings Act 1987 which requires us to provide a decision as soon as possible, but no later than 5 September, being 20 working days of receipt.
The reference number for your request is IRC-6887
Please contact us if you have any further questions.
Kind regards
Official Information Team
Email: [email address]
Wellington City Council | W Wellington.govt.nz | |
The information contained in this email is privileged and confidential and intended for the addressee only.
If you are not the intended recipient, you are asked to respect that confidentiality and not disclose, copy or make use of its contents.
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-----Original Message-----
From: Wellington RatePayer <[FOI #27976 email]>
Sent: Thursday, August 8, 2024 3:09 PM
To: BUS: Official Information <[Wellington City Council request email]>
Subject: Official Information request - LGOIMA Record Search Capabilities
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
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