Printed from https://fyi.org.nz/request/30016-description-of-archive-made-when-prime-minister-jacinda-ardern-resigned on May 30, 2025 09:02

Description of Archive Made When Prime Minister Jacinda Ardern Resigned

Chris Johnston made this Official Information request to Department of the Prime Minister and Cabinet

Response to this request is long overdue. By law Department of the Prime Minister and Cabinet should have responded by now (details and exceptions). The requester can complain to the Ombudsman.

From: Chris Johnston

Dear Department of the Prime Minister and Cabinet,

There was an archive of Records made when Jacinda Ardern resigned which I understand is not normally done for NZ Prime Ministers.

Can you please provide the following:
1) Documents describing why this occurred. Eg documents requesting or requiring this action.
2) Any brief or specification defining what needed to be archived and any criteria used.
3) Catalogues and documents summarising what was retained or archived.
4) Records describing who and where the archive was sent or copied to since that date. I am not interested in requests or OIAs for subsets of the archive.

Yours faithfully,

Chris Johnston

Link to this

From: Information [DPMC]
Department of the Prime Minister and Cabinet

Tēnā koe, 

 

Thank you for emailing the Department of the Prime Minister and Cabinet
(DPMC), including the National Emergency Management Agency (NEMA).

DPMC can't respond to emails that are outside its scope. If the subject of
your email doesn't relate to the work of DPMC, we may forward your email
to the appropriate Minister or agency who will respond to you directly. To
find out more about DPMC's functions please view our
website [1]https://dpmc.govt.nz/.

 

If your correspondence is intended for the Prime Minister please email his
office at [2][email address]. Contact information for
other Members of Parliament can be found at
[3]https://www.parliament.nz/en/get-involve....

Common questions:

* Official Information Act (OIA) requests will be formally acknowledged
during office hours and actioned accordingly. For more information
about the statutory OIA timeframes please see
[4]http://www.ombudsman.parliament.nz/.
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We hope one of the above links helps answer your question. Thanks again
and please take care.

Link: [7]File-List
Link: [8]Edit-Time-Data
Link: [9]themeData
Link: [10]colorSchemeMapping

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Link to this

From: Information [DPMC]
Department of the Prime Minister and Cabinet

[UNCLASSIFIED]

Kia ora,

Thank you for your request under the Official Information Act 1982 (OIA)
received on 10 February 2025, copied below. We will respond to your
request within the statutory timeframes set out in the Act. If we are
unable to meet these timeframes we will notify you.

Your request will be managed by the Ministerial Services team within DPMC.
If you have any queries, please feel free to contact us at
[DPMC request email].

DPMC may publish the response to your OIA request. If we publish the
response your personal information, including your name and contact
details, will be removed.

Ngā mihi,

Ministerial Coordinator 
Ministerial Services 
Strategy, Governance and Engagement 
Department of the Prime Minister and Cabinet 
  
E    [DPMC request email] 

The information contained in this email message is for the attention of
the intended recipient only and is not necessarily the official view or
communication of the Department of the Prime Minister and Cabinet. If you
are not the intended recipient you must not disclose, copy or distribute
this message or the information in it. If you have received this message
in error, please destroy the email and notify the sender immediately. 

show quoted sections

Link to this

From: Information [DPMC]
Department of the Prime Minister and Cabinet

Attachment DPMCOIA Transfer OIA 2024 25 0637 Johnston Description of Archive Made When Prime Minister 4985895.1.pdf
160K Download View as HTML

[UNCLASSIFIED]

Kia ora,

 

Please see the attached letter regarding your recent OIA request.

 

Ngā mihi,

 

 

+---------------------------------------------+
|Ministerial Coordinator  |
|---------------------------------------------|
|Ministerial Services  |
|---------------------------------------------|
|Strategy, Governance and Engagement  |
|---------------------------------------------|
|Department of the Prime Minister and Cabinet |
|---------------------------------------------|
|   |
|---------------------------------------------|
|E    [1][DPMC request email]  |
| |
|  |
|---------------------------------------------|
|---------------------------------------------|
|The information contained in this email|
|message is for the attention of the intended|
|recipient only and is not necessarily the|
|official view or communication of the|
|Department of the Prime Minister and Cabinet.|
|If you are not the intended recipient you|
|must not disclose, copy or distribute this|
|message or the information in it. If you have|
|received this message in error, please|
|destroy the email and notify the sender|
|immediately.  |
+---------------------------------------------+

 

 

 

Link: [2]File-List
Link: [3]Edit-Time-Data
Link: [4]themeData
Link: [5]colorSchemeMapping

show quoted sections

The information contained in this email message is for the attention of
the intended recipient only and is not necessarily the official view or
communication of the Department of the Prime Minister and Cabinet. If you
are not the intended recipient you must not disclose, copy or distribute
this message or the information in it. If you have received this message
in error, please destroy the email and notify the sender immediately.

 

References

Visible links
1. mailto:[DPMC request email]
2. file:///tmp/Signature_files/filelist.xml
3. file:///tmp/Signature_files/editdata.mso
4. file:///tmp/Signature_files/themedata.thmx
5. file:///tmp/Signature_files/colorschememapping.xml
6. file:///tmp/Signature_files/filelist.xml
7. file:///tmp/Signature_files/editdata.mso
8. file:///tmp/Signature_files/themedata.thmx
9. file:///tmp/Signature_files/colorschememapping.xml

Link to this

From: MaSS info

Attachment image001.png
4K Download

Attachment image002.png
8K Download

Attachment DPMCOIA Transfer OIA 2024 25 0637 Johnston Description of Archive Made When Prime Minister 4985895.1.pdf
160K Download View as HTML

Kia ora Chris

 

Apologies for the delayed acknowledgement of your request.

 

Thank you for your request made under the Official Information Act (the
Act) to the Department of the Prime Minister and Cabinet dated 10 February
2025. Your request was transferred to the Department of Internal Affairs
(the Department) for response on 13 February 2025.

 

The Department will provide its response to your request as soon as
practicable and within twenty working days. The due date for your request
is 13 March 2025.

 

 

Ngâ mihi

 

Ministerial Services

Partnerships and Commissions Branch

Te Tari Taiwhenua | Department of Internal Affairs

[1]www.dia.govt.nz

 

[2]Logo-test

 

 

 

 

From: Information [DPMC] <[DPMC request email]>
Sent: Thursday, 13 February 2025 1:16 pm
To: Chris Johnston <[FOI #30016 email]>
Subject: Your OIA request – Transfer

 

[UNCLASSIFIED]

Kia ora,

 

Please see the attached letter regarding your recent OIA request.

 

Ngâ mihi,

 

 

+---------------------------------------------+
|Ministerial Coordinator  |
|---------------------------------------------|
|Ministerial Services  |
|---------------------------------------------|
|Strategy, Governance and Engagement  |
|---------------------------------------------|
|Department of the Prime Minister and Cabinet |
|---------------------------------------------|
|   |
|---------------------------------------------|
|E    [3][DPMC request email]  |
| |
|  |
|---------------------------------------------|
|---------------------------------------------|
|The information contained in this email|
|message is for the attention of the intended|
|recipient only and is not necessarily the|
|official view or communication of the|
|Department of the Prime Minister and Cabinet.|
|If you are not the intended recipient you|
|must not disclose, copy or distribute this|
|message or the information in it. If you have|
|received this message in error, please|
|destroy the email and notify the sender|
|immediately.  |
+---------------------------------------------+

 

 

 

References

Visible links
1. http://www.dia.govt.nz/
3. mailto:[DPMC request email]

Link to this

From: MaSS info

Attachment image001.png
4K Download

Attachment image002.png
8K Download

Attachment OIA 2425 0761 extension letter.pdf
84K Download View as HTML

Kia ora Chris

 

Please see attached an extension letter from the Department of Internal
Affairs regarding your OIA request dated 10 February 2025.

 

Ngā mihi

 

Ministerial Services

Partnerships and Commissions Branch

Te Tari Taiwhenua | Department of Internal Affairs

45 Pipitea Street | PO Box 805, Wellington 6140, New Zealand

[1]www.dia.govt.nz

 

[2]Logo-test

 

 

References

Visible links
1. http://www.dia.govt.nz/

Link to this

From: MaSS info

Attachment image001.png
4K Download

Attachment image002.png
8K Download

Attachment OIA 2425 0761 Response Part 1 signed.pdf
1.6M Download View as HTML

Kia ora Chris

 

Please find the attached response to your Official Information Act request
from the Department of Internal Affairs.

 

 

Ngā mihi

 

Ministerial Services

Partnerships and Commissions Branch

Te Tari Taiwhenua | Department of Internal Affairs

[1]www.dia.govt.nz

 

[2]Logo-test

 

References

Visible links
1. http://www.dia.govt.nz/

Link to this

From: MaSS info

Attachment image001.png
4K Download

Attachment image002.png
8K Download

Attachment OIA 2425 0761 response letter.pdf
102K Download View as HTML

Kia ora Chris

 

Please find attached a response to your request for information – our
reference OIA 2425-0761.

 

Ngâ mihi

 

Ministerial Services

Partnerships and Commissions Branch

Te Tari Taiwhenua | Department of Internal Affairs

45 Pipitea Street | PO Box 805, Wellington 6140, New Zealand

[1]www.dia.govt.nz

 

[2]Logo-test

 

 

References

Visible links
1. http://www.dia.govt.nz/

Link to this

From: Chris Johnston

Dear MaSS info,

Thanks for the response on 22 May 2025 outlining that the DIA does not believe that the request is for information that can be classified as official information under the Official Information Act.

This has been appealed to the Ombudsman but I urge you to reconsider in the meantime based upon the following:
===
Dear Ombudsman,
I request your review of the Department of Internal Affairs’ (DIA) refusal to release catalogues and summaries of records retained by a former Prime Minister, as requested under the Official Information Act 1982 (OIA). The DIA claims these do not constitute “official information” under section 2(f), asserting they are held “solely as an agent or for safe custody” for a non-government entity. I believe this decision is incorrect and appeal on the following grounds, supported by key facts.
Catalogues as DIA Operational Records: Archives New Zealand, a DIA division, is tasked with archiving and cataloguing public records for access by officials and the public under the Public Records Act 2005. The catalogue of the Prime Minister’s records is likely maintained for Archives New Zealand’s administrative purposes, such as tracking and managing stored records. This operational role means the catalogue is not held “solely” for the former Prime Minister, qualifying it as “official information” under the OIA, contrary to the DIA’s narrow interpretation of section 2(f).

Public Records Status: The Prime Minister’s records, created during official duties, are likely “public records” under the Public Records Act. Archives New Zealand’s management of these records, including cataloguing, reflects statutory obligations beyond mere safekeeping. The catalogue, as a tool for fulfilling these duties, is distinct from the records themselves and should be accessible as official information, undermining the DIA’s claim that it is held solely as an agent.

Royal Commission’s Need and Public Interest: The Royal Commission into the COVID Response (Phase 2), an independent body reporting to the Governor General, has been urged to review the Prime Minister’s archive for key decisions. It would need the catalogue—or DIA assistance using it—to identify relevant documents. The DIA provides back-office support to the Commission, linking the catalogue to official functions. This demonstrates significant public interest in transparency, as the catalogue enables accountability for government actions, aligning with the OIA’s purpose under section 4.

Need for Investigation: The DIA’s application of section 2(f) may be incorrect, as its custodial role likely involves broader responsibilities, such as ensuring compliance with archival standards or facilitating access for inquiries like the Royal Commission, officials from other government departments/parliament/Ministers and citizens/historians. I urge the Ombudsman to investigate the DIA’s arrangements, including any agreements or practices related to the catalogue, to verify if the exclusion applies.

The DIA’s refusal restricts transparency about records of public significance. The catalogue’s role in Archives New Zealand’s operations, its relevance to public records, and its necessity for an independent inquiry justify its release. I respectfully request that the Ombudsman overturn the DIA’s decision, order the catalogue’s release, or clarify its status as official information.
===

OIA
In addition, as an OIA, I would like the DIA to provide evidence of the 5 most recent instances for each item below where:
a) People not employed by the DIA have been provided access to archives of any past NZ Prime Minsters who was still alive at the time of the access.
b) People not employed by the DIA have been provided access to catalogues of those archives so that they can find what they are looking for (or that nothing is relevant) who was still alive at the time of the application.
c) Completed applications to the DIA (with decision) for access to the archives of a previous NZ Prime Minister who was still alive at the time of the application.
d) Completed applications to the DIA (with decision) for a particular document in the archive of a previous NZ Prime Minister who was still alive at the time of the application.

The above OIA will demonstrate that the archives are accessed and/or that the DIA uses the catalogues for operational purposes - therefore making them official information.

Thank you for your consideration.

Yours sincerely,

Chris Johnston

Link to this

From: MaSS info

Kia ora Chris

Thank you for your email dated 25 May 2025. Please accept this email as an acknowledgment of your referral to the Office of the Ombudsman and your new official information request.

You have asked the Department to reconsider the response to the remaining part (part 3) of your request (our reference OIA 2425-0761). As advised in the response letter dated 22 May 2025, this was a complex matter, that was carefully considered, and we believe the response was appropriate.

In terms of your new request, the Department will provide its response as soon as practicable and within twenty working days. The due date for your request is 24 June 2025.

Ngā mihi
Ministerial Services
Partnerships and Commissions Branch
Te Tari Taiwhenua | Department of Internal Affairs
45 Pipitea Street | PO Box 805, Wellington 6140, New Zealand
http://www.dia.govt.nz/

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Link to this

Things to do with this request

Anyone:
Department of the Prime Minister and Cabinet only: