Not in Scope
From:
Louise Beard [DPMC] on behalf of Rachel Hayward [DPMC]
Sent:
Wednesday, 9 April 2025 12:53 pm
To:
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[email address]; [email address];
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[email address]; [email address];
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[email address]; [email address];
[email address]; [email address];
[email address]; [email address]; ^Parliament: James
Meager; ^Parliament: Scott Simpson; [email address]; [email address];
[email address]
Cc:
^Parliament: Lisa Kinloch; ^Parliament: Ann-Maree Beard; ^Parliament: Stephen
Woodhouse; ^Parliament: Lisa Kinloch; ^Parliament: Claudia Holgate; ^Parliament:
Rebecca Alo; ^Parliament: Shelly Rangihuna; ^EXT: Greta Easen; ^Parliament: Lauren
Gillot; ^Parliament: Melanie Quintela; ^Parliament: Marie Cmccafferty; ^Parliament:
Jenny Chang; ^Parliament: Rachel Beauchamp; ^Parliament: Miranda Livapulu;
Information
^Parliament: Sandra Tisam; ^Parliament: Otene Wharerau; ^Parliament: Adrienne Frew;
^Parliament: Melissa Turner; ^Parliament: Trish Wanden; ^Parliament Joanne Irain;
^Parliament: Julia Minko; Evana; ^Parliament: Paul Moir; ^Parliament: Vicki Sanders;
^Parliament: Elena Hood; ^Parliament: Elizabeth Nickel; ^Parliament: Cameron Burrows;
Nicola Purvis [DPMC]
Subject:
Use of personal email and messaging apps
Official
[IN-CONFIDENCE]
the
Kia ora Ministers
The Prime Minister’s O ice has asked me to remind all Ministers that as far as possible, Ministers should not use
their personal email account or phone numbers to conduct ministerial business. This is both to ensure the
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security of information and to make it easier to comply with information law.
The Cabinet Manual is clear that (para 2.86 and 2.87):
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:
o information is protected from unauthorised access, use, and disclosure and that classified and
personal information is handled appropriately;
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o the Minister's o ice and o icials have ready access to relevant information;
o timely responses can be made to requests for access to that information, for example, under
the O icial Information Act 1982 and the Privacy Act 2020; and
o accurate records can be preserved of ministerial decision-making in line with the Public Records
Act 2005 (see also paragraph 8.104).
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Where a personal email account or phone number is used, steps should be taken to ensure those
communications are captured for the o icial record.
If you do need to send information to your personal account (eg for printing or because you are overseas), don’t
send any information classified above “in-confidence” or that is sensitive for other reasons, including because it
contains personal information, or that would be redacted under the OIA. From a security perspective, this sort of
information is not appropriate to have on your personal email or message app. For further information about
classifications and the appropriate handling of classified information, see the Overview of the Classification
system | Protective Security Requirements and the psr-classification-quick-guides.pdf.
If you have any questions, Cabinet Office are happy to help. Please contact Nicola Purvis at
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[email address] or 9(2)(a)
in the first instance.
Ngā mihi maioha,
Act
Nāku, nā Rachel
Rachel Hayward (she/her)
Secretary of the Cabinet and Clerk of the Executive Council
Cabinet Office, Executive Wing,
Parliament Buildings, Wellington 6011, New Zealand
DDI: 9(2)(a)
Mobile: 9(2)(a)
Email: [email address]
Information
Official
the
under
Released
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