7 May 2025
Sarah Samson
[FYI request #30703 email]
Ref: PMO OIA 385-2024-25
Dear Sarah
Official Information Act request: Communications to ministers on communication
platforms
Thank you for your Official Information Act 1982 (the Act) request, received on 12 April 2025.
You requested:
“Under the Official Information Act 1982, I request all guidance provided to all Ministers
regarding communication.
1. Guidance on using text message platforms, in particular directives to not use any
particular messaging platforms.
2. Guidance on using social media platforms, including but not limited to, TikTok,
Instagram, Facebook, in particular any directives to not use any particular social media
platforms.
3. Guidance on using email addresses other than Parliamentary addresses, in
particular any guidance on using gmail or other types of email.”
On 6 May 2025 you were advised that your request was partially transferred to the
Department of the Prime Minister and Cabinet (DPMC) for anything they may hold. DPMC
will respond to you directly.
We have interpreted your request to be for any guidance relating to the platforms as listed
above provided by the Prime Minister, Rt Hon Christopher Luxon, or his office to Ministers
and their offices.
Searches were completed of our Information Management Systems and one email has been
located relevant to your request, which is attached for you. Please note some information is
withheld under section 9(2)(a) of the Act, to protect personal privacy. A small amount of
information is not in scope of your request and is marked accordingly.
The Cabinet Manual includes guidance for Ministers on the use of personal email accounts
and phone numbers which I have included as an extract for you below. The following link
takes you to the full Cabinet Manual:
Cabinet Manual | Department of the Prime Minister and
Cabinet (DPMC)
Personal email accounts and phone numbers
2.86 As far as possible, Ministers should not use their personal email account or phone
number to conduct ministerial business. Where the use of a personal account or phone
number for ministerial business is unavoidable (for example, when Ministers are travelling
and/or have issues accessing their ministerial account) it is important that:
(a) information is protected from unauthorised access, use, and disclosure and that
classified and personal information is handled appropriately;
(b) the Minister’s office and officials have ready access to relevant information;
(c) timely responses can be made to requests for access to that information, for
example, under the Official Information Act 1982 and the Privacy Act 2020; and
(d) accurate records can be preserved of ministerial decision-making in line with the
Public Records Act 2005 (see also paragraph 8.104).
2.87 Where a personal email account or phone number is used, steps should be taken to
ensure those communications are captured for the official record.
If you are seeking information that you believe may be held by another Minister you may
wish to consider making a request direct to that Minister, if you have not done so already.
You can find contact information on Ministers and their portfolios at the following link:
Ministers | Beehive.govt.nz. You may find the following search tool below helpful to find individual entries for the
Government departments, Crown entities, state-owned enterprises, and other organisations
that are subject to the Official Information Act
Directory of Official Information Search Tool |
New Zealand Ministry of Justice
You have the right to ask the Ombudsman to investigate and review my decision under
section 28(3) of the Act.
Yours sincerely
Cameron Burrows
Chief of Staff
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