Official Information Act request: Environmental monitoring or oversight relating to Defence facilities

SPENCER JONES made this Official Information request to Environmental Protection Authority

Response to this request is long overdue. By law Environmental Protection Authority should have responded by now (details and exceptions). The requester can complain to the Ombudsman.

From: SPENCER JONES

January 18, 2026

Kia ora,

I am making this request under the Official Information Act 1982.

Scope and purpose

This request seeks information held by the Environmental Protection Authority relating to environmental monitoring, chemical oversight, or regulatory interactions involving Defence-related facilities or contractors.

It does not seek personal information and does not assert liability.

Timeframe

1 January 2000 to 31 December 2025.

Information requested

Please provide copies of any records held by the EPA that fall within the following classes:

Environmental monitoring data, reports, or assessments relating to Defence facilities or Defence-contracted activities.

Records relating to chemical agents, herbicides, fuels, or solvents used on Defence estates, including approvals, restrictions, or compliance documentation.

Correspondence between the EPA and NZDF, the Ministry of Defence, or Defence contractors relating to environmental hazards or monitoring.

Any complaints, incident notifications, or follow-up actions relating to environmental contamination or exposure involving Defence facilities.

Records not held

If any information within scope is stated to be “not held”, please advise:

whether the information was ever created;

if created, the retention policy or disposal authority relied upon;

whether another agency or authority may hold the information.

Electronic copies are preferred.

Kind regards,
Spencer Jones

Link to this

From: Ministerials
Environmental Protection Authority

January 20, 2026

Outlook The EPA.png
17K Download

Kia ora Spencer
Thanks for emailing us. This has been logged as an Official Information
Act (OIA) request.
Under the OIA, the EPA has 20 working days to make a decision on your
request. We will respond as quickly as possible

Ngā mihi

Anna

[1]The EPA's logo in a dark teal colour.

Follow us on [2]Facebook, [3]Instagram, and [4]LinkedIn.

Our New Zealand Business Number is 9429041901977.

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only.

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the message and any attachment(s).

--------------------------------------------------------------------------

From: SPENCER JONES <[FOI #33541 email]>
Sent: Sunday, 18 January 2026 2:56 pm
To: Ministerials <[EPA request email]>
Subject: Official Information request - Official Information Act request:
Environmental monitoring or oversight relating to Defence facilities

[You don't often get email from
[FOI #33541 email]. Learn why this is
important at [5]https://aka.ms/LearnAboutSenderIdentific...

Kia ora,

I am making this request under the Official Information Act 1982.

Scope and purpose

This request seeks information held by the Environmental Protection
Authority relating to environmental monitoring, chemical oversight, or
regulatory interactions involving Defence-related facilities or
contractors.

It does not seek personal information and does not assert liability.

Timeframe

1 January 2000 to 31 December 2025.

Information requested

Please provide copies of any records held by the EPA that fall within the
following classes:

Environmental monitoring data, reports, or assessments relating to Defence
facilities or Defence-contracted activities.

Records relating to chemical agents, herbicides, fuels, or solvents used
on Defence estates, including approvals, restrictions, or compliance
documentation.

Correspondence between the EPA and NZDF, the Ministry of Defence, or
Defence contractors relating to environmental hazards or monitoring.

Any complaints, incident notifications, or follow-up actions relating to
environmental contamination or exposure involving Defence facilities.

Records not held

If any information within scope is stated to be “not held”, please advise:

whether the information was ever created;

if created, the retention policy or disposal authority relied upon;

whether another agency or authority may hold the information.

Electronic copies are preferred.

Kind regards,
Spencer Jones

-------------------------------------------------------------------

This is an Official Information request made via the FYI website.

Please use this email address for all replies to this request:
[FOI #33541 email]

Is [EPA request email] the wrong address for Official Information
requests to Environmental Protection Authority? If so, please contact us
using this form:
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Disclaimer: This message and any reply that you make will be published on
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Link to this

From: Ministerials
Environmental Protection Authority

February 02, 2026

Outlook The EPA.png
17K Download

Kia ora Spencer
I'm getting in touch about your OIA request requesting information held by
the EPA about the New Zealand Defence Force.
We are seeking clarification and a refinement of your request. In its
current form your request is very broad and covers a significant period of
time.
We have done a search of our records, and given the way your request is
worded, an initial search indicates there are over 20,000 documents that
we would need to search through further to find information relevant to
your request. This is because we have multiple business groups across the
EPA that may hold information relevant to your request. We are not in a
position to undertake this exercise.
Finding, scoping and assessing the information in scope of your request
would be a significant undertaking for the Environmental Protection
Authority (EPA), and we consider it would have an onerous impact on the
operations of our organisation.
We want to work with you to provide information relevant to your query:

1. Are you able to indicate any specific events or incidents that you
might be aware of that we could search our records for?
2. Are there any chemical agents, herbicides, fuels, or solvents that you
could name that we could search our records for?
3. Are you able to narrow the timeframe for your request down to a few
years - such as from 2023-2025?

We invite you to further specify the information you are seeking, and if
possible, refer to which legislation we administer that it relates to.
You can find out more information about the EPA's regulatory
responsibilities here: [1]Our legislation | EPA
If you’re not willing or able to refine and narrow your request, we may
need to consider our options under the Official Information Act 1982, such
as refusing your request under section 18(f) of the Act because the
information requested cannot be made available without substantial
collation and research.
I look forward to hearing from you.

Ngâ mihi

Anna

[2]The EPA's logo in a dark teal colour.

Follow us on [3]Facebook, [4]Instagram, and [5]LinkedIn.

Our New Zealand Business Number is 9429041901977.

This email message and any attachment(s) are intended for the addressee(s)
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show quoted sections

From: SPENCER JONES <[FOI #33541 email]>
Sent: Sunday, 18 January 2026 2:56 pm
To: Ministerials <[EPA request email]>
Subject: Official Information request - Official Information Act request:
Environmental monitoring or oversight relating to Defence facilities

[You don't often get email from
[FOI #33541 email]. Learn why this is
important at [10]https://aka.ms/LearnAboutSenderIdentific...

Kia ora,

I am making this request under the Official Information Act 1982.

Scope and purpose

This request seeks information held by the Environmental Protection
Authority relating to environmental monitoring, chemical oversight, or
regulatory interactions involving Defence-related facilities or
contractors.

It does not seek personal information and does not assert liability.

Timeframe

1 January 2000 to 31 December 2025.

Information requested

Please provide copies of any records held by the EPA that fall within the
following classes:

Environmental monitoring data, reports, or assessments relating to Defence
facilities or Defence-contracted activities.

Records relating to chemical agents, herbicides, fuels, or solvents used
on Defence estates, including approvals, restrictions, or compliance
documentation.

Correspondence between the EPA and NZDF, the Ministry of Defence, or
Defence contractors relating to environmental hazards or monitoring.

Any complaints, incident notifications, or follow-up actions relating to
environmental contamination or exposure involving Defence facilities.

Records not held

If any information within scope is stated to be “not held”, please advise:

whether the information was ever created;

if created, the retention policy or disposal authority relied upon;

whether another agency or authority may hold the information.

Electronic copies are preferred.

Kind regards,
Spencer Jones

-------------------------------------------------------------------

This is an Official Information request made via the FYI website.

Please use this email address for all replies to this request:
[FOI #33541 email]

Is [EPA request email] the wrong address for Official Information
requests to Environmental Protection Authority? If so, please contact us
using this form:
[11]https://aus01.safelinks.protection.outlo...

Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:
[12]https://aus01.safelinks.protection.outlo...

If you find this service useful as an Official Information officer, please
ask your web manager to link to us from your organisation's OIA or LGOIMA
page.

-------------------------------------------------------------------

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Link to this

From: Ministerials
Environmental Protection Authority

February 09, 2026

Outlook The EPA.png
17K Download

Kia ora Spencer
I'm following up on my email from 2 February about your OIA request.
Please can you respond at your earliest convivence, as this will assist us
with responding to your request.

Ngā mihi

Anna

[1]The EPA's logo in a dark teal colour.

Follow us on [2]Facebook, [3]Instagram, and [4]LinkedIn.

Our New Zealand Business Number is 9429041901977.

This email message and any attachment(s) are intended for the addressee(s)
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If you receive this message in error, please notify the sender and delete
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show quoted sections

From: Ministerials <[EPA request email]>
Sent: Tuesday, 20 January 2026 3:40 pm
To: SPENCER JONES <[FOI #33541 email]>
Subject: Re: Official Information request - Official Information Act
request: Environmental monitoring or oversight relating to Defence
facilities

Kia ora Spencer
Thanks for emailing us. This has been logged as an Official Information
Act (OIA) request.
Under the OIA, the EPA has 20 working days to make a decision on your
request. We will respond as quickly as possible

Ngā mihi

Anna

[10]The EPA's logo in a dark teal colour.

Follow us on [11]Facebook, [12]Instagram, and [13]LinkedIn.

Our New Zealand Business Number is 9429041901977.

This email message and any attachment(s) are intended for the addressee(s)
only.

If you receive this message in error, please notify the sender and delete
the message and any attachment(s).

--------------------------------------------------------------------------

From: SPENCER JONES <[FOI #33541 email]>
Sent: Sunday, 18 January 2026 2:56 pm
To: Ministerials <[EPA request email]>
Subject: Official Information request - Official Information Act request:
Environmental monitoring or oversight relating to Defence facilities

[You don't often get email from
[FOI #33541 email]. Learn why this is
important at [14]https://aka.ms/LearnAboutSenderIdentific...

Kia ora,

I am making this request under the Official Information Act 1982.

Scope and purpose

This request seeks information held by the Environmental Protection
Authority relating to environmental monitoring, chemical oversight, or
regulatory interactions involving Defence-related facilities or
contractors.

It does not seek personal information and does not assert liability.

Timeframe

1 January 2000 to 31 December 2025.

Information requested

Please provide copies of any records held by the EPA that fall within the
following classes:

Environmental monitoring data, reports, or assessments relating to Defence
facilities or Defence-contracted activities.

Records relating to chemical agents, herbicides, fuels, or solvents used
on Defence estates, including approvals, restrictions, or compliance
documentation.

Correspondence between the EPA and NZDF, the Ministry of Defence, or
Defence contractors relating to environmental hazards or monitoring.

Any complaints, incident notifications, or follow-up actions relating to
environmental contamination or exposure involving Defence facilities.

Records not held

If any information within scope is stated to be “not held”, please advise:

whether the information was ever created;

if created, the retention policy or disposal authority relied upon;

whether another agency or authority may hold the information.

Electronic copies are preferred.

Kind regards,
Spencer Jones

-------------------------------------------------------------------

This is an Official Information request made via the FYI website.

Please use this email address for all replies to this request:
[FOI #33541 email]

Is [EPA request email] the wrong address for Official Information
requests to Environmental Protection Authority? If so, please contact us
using this form:
[15]https://aus01.safelinks.protection.outlo...

Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:
[16]https://aus01.safelinks.protection.outlo...

If you find this service useful as an Official Information officer, please
ask your web manager to link to us from your organisation's OIA or LGOIMA
page.

-------------------------------------------------------------------

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Link to this

From: SPENCER JONES

February 10, 2026

Kia ora Anna,

Thank you for your email and for outlining the EPA’s preliminary scoping work.

I am willing to refine the request in order to assist the EPA to respond, while preserving the underlying purpose of the inquiry, which is to understand what environmental monitoring, chemical oversight, or regulatory interaction (if any) the EPA has had in relation to Defence facilities or Defence-contracted activities.

To assist, I propose the following clarification and refinement.

Scope refinement (by function rather than incident):
Rather than seeking all potentially relevant material across the organisation, the request can be treated as limited to information held by the EPA in connection with its statutory functions, including but not limited to:
- HSNO approvals, reassessments, compliance, enforcement, or monitoring;
- hazardous substance or chemical regulation relevant to Defence estates or Defence contractors;
- incident notifications, complaints, or regulatory interactions where Defence facilities or Defence-contracted activities were the subject.

Timeframe refinement (segmented rather than truncated):
If helpful for manageability, the request can be processed in stages, for example:
- 2010–2025 as a primary period; and
- earlier material (2000–2009) limited to any high-level records, incident notifications, or approvals of ongoing relevance.

Incidents and substances:
I am not aware of specific incidents or chemical agents in advance, which is why the request is framed at a regulatory and oversight level. I therefore do not seek to limit the request to named substances or events, as this information (if held) would reasonably sit with the EPA.

I do not seek personal information, and I am content for the EPA to advise where no information is held, including whether records were ever created, disposed of under an applicable authority, or are more appropriately held by another agency.

If the EPA considers that a different refinement would better align with its records systems while still addressing the oversight question, I am open to discussing that.

Kind regards,

Spencer Jones

Link to this

SPENCER JONES left an annotation (February 10, 2026)

Public annotation — What this OIA has (and has not) established so far

This Official Information Act request was submitted to the Environmental Protection Authority (EPA) to understand whether, and to what extent, the EPA has held environmental monitoring, chemical oversight, or regulatory records relating to New Zealand Defence Force (NZDF) facilities or Defence-contracted activities.

Current status
This request is not closed and has not been refused.
The EPA has acknowledged the request and has formally sought clarification and refinement under its duty to assist (section 13 of the Official Information Act), signalling that—as originally framed—the request could involve a very large volume of material across multiple EPA business units.

The EPA has indicated that an initial scoping exercise suggested more than 20,000 documents could potentially fall within scope, and has therefore asked the requester to narrow the request to avoid a possible refusal under section 18(f) (substantial collation and research).

A refined response has been provided to the EPA to allow the request to proceed in a manageable and lawful way, without abandoning its core purpose.

⸻

🔍 What the EPA has not yet provided

At this stage, the EPA has not released any documents and has not confirmed holding or not holding specific records relating to:
• environmental monitoring of Defence facilities;
• chemical or hazardous substance oversight of Defence estates or contractors;
• incident notifications, complaints, or follow-up actions involving Defence sites;
• regulatory correspondence between the EPA and NZDF or Defence contractors.

Importantly, the EPA has not stated that such information does not exist — only that, without refinement, the search burden would be substantial.

⸻

🧭 Why this matters

This OIA is not about alleging harm or liability. Its purpose is to answer a narrower but fundamental public-interest question:

What environmental and chemical regulatory oversight, if any, has occurred in relation to Defence facilities — and where does accountability sit if such oversight is absent?

The fact that an environmental regulator must first clarify whether such information can be practically identified is itself informative. If, after refinement, the EPA ultimately confirms that it holds little or no information, that outcome would still be significant: it would point to a structural oversight gap rather than a simple absence of documents.

⸻

🧩 What happens next

The request is now proceeding in a refined form that focuses on:
• the EPA’s statutory functions (e.g. hazardous substances regulation, approvals, compliance, incident notifications);
• Defence-related matters within those functions;
• staged or segmented timeframes rather than an all-or-nothing search.

Once the EPA responds substantively, this annotation will be updated to reflect:
• what information is held;
• what is confirmed as not held;
• whether records were never created, disposed of, or held by another agency.

⸻

📰 For readers and journalists

This request sits alongside other OIAs examining Defence accountability, environmental exposure, and veteran health oversight. Even a “no records held” outcome would be a meaningful finding, as it would clarify where responsibility has not been exercised — and where further scrutiny may be required.

Further annotations will link this request to related OIAs to make systemic patterns visible.

Link to this

From: Ministerials
Environmental Protection Authority

February 12, 2026

Outlook The EPA.png
17K Download

OIA 26006 Jones extension letter.pdf
139K Download View as HTML

Kia ora Spencer
Thank you for getting back in touch and for refining your request. I will
get back in touch with you in we have any further questions or need to
clarify matters further.
In the meantime, we are required to make a decision on your request within
20 working days. Given it's taken some time to hear back from you on your
refinement, we need to extend the timeframe for making a decision. A
letter notifying you of this extension is attached.

Ngā mihi

Anna

[1]The EPA's logo in a dark teal colour.

Follow us on [2]Facebook, [3]Instagram, and [4]LinkedIn.

Our New Zealand Business Number is 9429041901977.

This email message and any attachment(s) are intended for the addressee(s)
only.

If you receive this message in error, please notify the sender and delete
the message and any attachment(s).

show quoted sections

From: SPENCER JONES <[FOI #33541 email]>
Sent: Sunday, 18 January 2026 2:56 pm
To: Ministerials <[EPA request email]>
Subject: Official Information request - Official Information Act request:
Environmental monitoring or oversight relating to Defence facilities

[You don't often get email from
[FOI #33541 email]. Learn why this is
important at [14]https://aka.ms/LearnAboutSenderIdentific...

Kia ora,

I am making this request under the Official Information Act 1982.

Scope and purpose

This request seeks information held by the Environmental Protection
Authority relating to environmental monitoring, chemical oversight, or
regulatory interactions involving Defence-related facilities or
contractors.

It does not seek personal information and does not assert liability.

Timeframe

1 January 2000 to 31 December 2025.

Information requested

Please provide copies of any records held by the EPA that fall within the
following classes:

Environmental monitoring data, reports, or assessments relating to
Defence
facilities or Defence-contracted activities.

Records relating to chemical agents, herbicides, fuels, or solvents used
on Defence estates, including approvals, restrictions, or compliance
documentation.

Correspondence between the EPA and NZDF, the Ministry of Defence, or
Defence contractors relating to environmental hazards or monitoring.

Any complaints, incident notifications, or follow-up actions relating to
environmental contamination or exposure involving Defence facilities.

Records not held

If any information within scope is stated to be “not held”, please
advise:

whether the information was ever created;

if created, the retention policy or disposal authority relied upon;

whether another agency or authority may hold the information.

Electronic copies are preferred.

Kind regards,
Spencer Jones

-------------------------------------------------------------------

This is an Official Information request made via the FYI website.

Please use this email address for all replies to this request:
[FOI #33541 email]

Is [EPA request email] the wrong address for Official Information
requests to Environmental Protection Authority? If so, please contact us
using this form:
[15]https://aus01.safelinks.protection.outlo...

Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:
[16]https://aus01.safelinks.protection.outlo...

If you find this service useful as an Official Information officer,
please
ask your web manager to link to us from your organisation's OIA or LGOIMA
page.

-------------------------------------------------------------------

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Link to this

From: Ministerials
Environmental Protection Authority

March 26, 2026

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OIA 26006 Jones reply.pdf
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Kia ora Spencer
Please find attached our response to your OIA request.

Ngâ mihi

Anna

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From: SPENCER JONES <[FOI #33541 email]>
Sent: Sunday, 18 January 2026 2:56 pm
To: Ministerials <[EPA request email]>
Subject: Official Information request - Official Information Act request:
Environmental monitoring or oversight relating to Defence facilities

[You don't often get email from
[FOI #33541 email]. Learn why this is
important at [14]https://aka.ms/LearnAboutSenderIdentific...

Kia ora,

I am making this request under the Official Information Act 1982.

Scope and purpose

This request seeks information held by the Environmental Protection
Authority relating to environmental monitoring, chemical oversight, or
regulatory interactions involving Defence-related facilities or
contractors.

It does not seek personal information and does not assert liability.

Timeframe

1 January 2000 to 31 December 2025.

Information requested

Please provide copies of any records held by the EPA that fall within the
following classes:

Environmental monitoring data, reports, or assessments relating to
Defence
facilities or Defence-contracted activities.

Records relating to chemical agents, herbicides, fuels, or solvents used
on Defence estates, including approvals, restrictions, or compliance
documentation.

Correspondence between the EPA and NZDF, the Ministry of Defence, or
Defence contractors relating to environmental hazards or monitoring.

Any complaints, incident notifications, or follow-up actions relating to
environmental contamination or exposure involving Defence facilities.

Records not held

If any information within scope is stated to be “not held”, please
advise:

whether the information was ever created;

if created, the retention policy or disposal authority relied upon;

whether another agency or authority may hold the information.

Electronic copies are preferred.

Kind regards,
Spencer Jones

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Link to this

SPENCER JONES left an annotation (March 26, 2026)

OIA Response Analysis – Environmental Oversight of Defence Facilities (EPA)

Request:
https://fyi.org.nz/request/33541

📄 Response (26 March 2026):

Summary of Response

The Environmental Protection Authority has confirmed that:

• the New Zealand Defence Force is largely not subject to the Hazardous Substances and New Organisms Act 1996 (HSNO)
• the EPA does not have a regulatory role in NZDF compliance under that Act
• some limited information exists, but it has been provided in summary form under section 16(1)(e) of the Official Information Act

Information Provided (Summary Only)

The EPA identified:

• 7 transhipment-related applications involving NZDF (since 2018)
• 17 import exemption applications under the Ozone Layer Protection Act (since 2011)
• 1 export-related application (HMNZS Endeavour)
• 2 reported halon release incidents (2019 and 2021), both assessed as compliant

Appendix A lists historical exemption applications, including quantities of regulated substances.

Key Gaps in the Response

Despite the scope of the request, the response does not include:

• environmental monitoring data or reports
• contamination assessments or site investigations
• correspondence between the EPA and NZDF or Defence contractors
• complaint records or incident logs (beyond two events)
• compliance, enforcement, or audit documentation

Notable Detail

The appendix records that some historical information is:

> “not retrievable”

This indicates potential issues with record retention or accessibility.

System-Level Observations

The response suggests:

• limited direct regulatory oversight of Defence activities by the EPA
• reliance on self-reporting by NZDF for environmental incidents
• absence of a clearly documented monitoring or enforcement framework within EPA systems

Additionally, responsibility for investigating PFAS contamination is attributed to NZDF, with reporting coordinated through other agencies rather than led by the EPA.

Wider Context

This response is consistent with other recent OIA responses across agencies indicating:

• fragmented responsibility for oversight
• limited centralised recordkeeping
• reliance on summary-level information rather than underlying datasets

Interpretation

The use of section 16(1)(e) (summary provision) means:

• detailed underlying records may exist but were not provided
• or records are not held in a structured or retrievable form

Further clarification is required to determine which applies.

Summary

This response indicates a structural gap:

> environmental oversight of Defence-related activities appears limited, partially exempt from regulation, and not supported by comprehensive or accessible records within the EPA

Next Steps

Potential follow-up actions include:

• requesting the underlying documents behind the summary provided
• clarifying whether monitoring or incident records exist but were not disclosed
• seeking cross-agency information from Defence or environmental authorities
• considering review by the Ombudsman if completeness is in question

Link to this

SPENCER JONES left an annotation (March 26, 2026)

EPA has provided a high-level summary (s16(1)(e)) of limited regulatory interactions with NZDF, including exemption applications and two reported incidents.

However, no underlying records were provided, and key parts of the request (environmental monitoring data, correspondence, complaints, and compliance documentation) were not identified or disclosed.

The response also indicates that some historical information is “not retrievable”, raising potential recordkeeping or accessibility issues.

Overall, this appears to be a partial response with significant gaps in both scope and underlying documentation.

Link to this

From: SPENCER JONES

March 26, 2026

Dear Ministerials,

Subject: Official Information Act Request – EPA Search Methodology, Underlying Records, and Record Availability (OIA 26006 follow-up)

Kia ora,

I refer to your response dated 26 March 2026 (OIA 26006) regarding environmental monitoring or oversight relating to Defence facilities.

I am making a follow-up request under the Official Information Act 1982 to clarify the scope, completeness, and evidential basis of your response.

This request does not seek new analysis. It seeks records and information necessary to understand how your response was produced.

1. Underlying Records Behind Summary (s16(1)(e))

You provided information in summary form under section 16(1)(e).

Please provide:

a) Copies of the underlying documents, datasets, or records used to generate the summary figures (e.g. transhipment applications, import exemptions, incident reports)

b) If any underlying records are withheld, please specify the relevant section(s) of the Act relied upon and provide the section 9(1) public interest test

c) Confirmation of whether the summary represents a complete extraction of all relevant records, or a subset

2. Search Methodology

Please provide full details of how information within scope was identified, including:

a) All systems, databases, registers, or repositories searched (e.g. application systems, compliance systems, document management systems, email systems)

b) Whether email systems (including staff inboxes and shared mailboxes) were searched

c) The specific search terms, keywords, or identifiers used (including any Boolean or advanced logic)

d) Any filters applied (e.g. date ranges, business units, application types)

e) Whether searches were conducted centrally or relied on staff knowledge/recollection

3. Scope of EPA Regulatory Records

Please clarify whether the EPA holds, or has ever held, any of the following in relation to Defence facilities or Defence-contracted activities:

a) Environmental monitoring data or reports
b) Contamination assessments or site investigations
c) Complaints or incident records (beyond those summarised)
d) Compliance, enforcement, or audit records
e) Correspondence with the New Zealand Defence Force or Ministry of Defence

For each category:

• confirm whether such records exist or have existed
• if not held, confirm whether they were ever created

4. “Not Retrievable” Information

Your response states that some historical information is “not retrievable”.

Please provide:

a) The specific records or categories of records that are not retrievable

b) The reason they are not retrievable (e.g. deletion, system migration, format obsolescence, indexing limitations)

c) Any applicable retention or disposal authority under the Public Records Act 2005

d) Whether any backups, archives, or legacy systems exist from which the information could be recovered

5. Recordkeeping and System Architecture

Please provide:

a) A description of the systems used to manage:

• hazardous substances applications
• exemptions and approvals
• incident or compliance reporting

b) Whether any systems include fields or tagging for Defence-related activities

c) Whether the EPA maintains any centralised register of Defence-related regulatory interactions

6. Completeness and Limitations

Please explain:

a) Any limitations in your search process

b) Whether relevant information may not have been captured due to:

• inconsistent terminology (e.g. “Defence”, “NZDF”, contractor names)
• lack of classification or tagging
• storage in unstructured systems

c) Whether the completeness of your response can be independently verified

7. Transfers and Other Agencies

Please confirm:

a) Whether any information within scope is more closely connected with the functions of another agency (e.g. NZDF, Ministry of Defence, Ministry for the Environment)

b) If so, whether any part of this request should be transferred under section 14 of the Act

For clarity, this request is intended to understand how your previous response was constructed and whether all relevant information has been identified.

If any part of this request can be refined to assist processing under section 13, I am willing to do so.

I request that the information be provided in electronic form.

Kind regards,
Spencer Jones

Link to this

From: Ministerials
Environmental Protection Authority

March 27, 2026

image.png
18K Download

Link to this

From: Ministerials
Environmental Protection Authority

April 14, 2026

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18K Download

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17K Download

26061 Jones OIA extension letter.pdf
139K Download View as HTML

Kia ora Spencer
Please find attached correspondence in relation to your OIA request.
Ngā mihi
Anna

[1]The EPA's logo in a dark teal colour.

Follow us on [2]Facebook, [3]Instagram, and [4]LinkedIn.

Our New Zealand Business Number is 9429041901977.

This email message and any attachment(s) are intended for the addressee(s)
only.

If you receive this message in error, please notify the sender and delete
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show quoted sections

From: SPENCER JONES <[FOI #33541 email]>
Sent: Thursday, 26 March 2026 6:50 pm
To: Ministerials <[EPA request email]>
Subject: Re: Official Information request - Official Information Act
request: Environmental monitoring or oversight relating to Defence
facilities

Dear Ministerials,

Subject: Official Information Act Request – EPA Search Methodology,
Underlying Records, and Record Availability (OIA 26006 follow-up)

Kia ora,

I refer to your response dated 26 March 2026 (OIA 26006) regarding
environmental monitoring or oversight relating to Defence facilities.

I am making a follow-up request under the Official Information Act 1982 to
clarify the scope, completeness, and evidential basis of your response.

This request does not seek new analysis. It seeks records and information
necessary to understand how your response was produced.

1. Underlying Records Behind Summary (s16(1)(e))

You provided information in summary form under section 16(1)(e).

Please provide:

a) Copies of the underlying documents, datasets, or records used to
generate the summary figures (e.g. transhipment applications, import
exemptions, incident reports)

b) If any underlying records are withheld, please specify the relevant
section(s) of the Act relied upon and provide the section 9(1) public
interest test

c) Confirmation of whether the summary represents a complete extraction of
all relevant records, or a subset

2. Search Methodology

Please provide full details of how information within scope was
identified, including:

a) All systems, databases, registers, or repositories searched (e.g.
application systems, compliance systems, document management systems,
email systems)

b) Whether email systems (including staff inboxes and shared mailboxes)
were searched

c) The specific search terms, keywords, or identifiers used (including any
Boolean or advanced logic)

d) Any filters applied (e.g. date ranges, business units, application
types)

e) Whether searches were conducted centrally or relied on staff
knowledge/recollection

3. Scope of EPA Regulatory Records

Please clarify whether the EPA holds, or has ever held, any of the
following in relation to Defence facilities or Defence-contracted
activities:

a) Environmental monitoring data or reports
b) Contamination assessments or site investigations
c) Complaints or incident records (beyond those summarised)
d) Compliance, enforcement, or audit records
e) Correspondence with the New Zealand Defence Force or Ministry of
Defence

For each category:

• confirm whether such records exist or have existed
• if not held, confirm whether they were ever created

4. “Not Retrievable” Information

Your response states that some historical information is “not
retrievable”.

Please provide:

a) The specific records or categories of records that are not retrievable

b) The reason they are not retrievable (e.g. deletion, system migration,
format obsolescence, indexing limitations)

c) Any applicable retention or disposal authority under the Public Records
Act 2005

d) Whether any backups, archives, or legacy systems exist from which the
information could be recovered

5. Recordkeeping and System Architecture

Please provide:

a) A description of the systems used to manage:

• hazardous substances applications
• exemptions and approvals
• incident or compliance reporting

b) Whether any systems include fields or tagging for Defence-related
activities

c) Whether the EPA maintains any centralised register of Defence-related
regulatory interactions

6. Completeness and Limitations

Please explain:

a) Any limitations in your search process

b) Whether relevant information may not have been captured due to:

• inconsistent terminology (e.g. “Defence”, “NZDF”, contractor names)
• lack of classification or tagging
• storage in unstructured systems

c) Whether the completeness of your response can be independently verified

7. Transfers and Other Agencies

Please confirm:

a) Whether any information within scope is more closely connected with the
functions of another agency (e.g. NZDF, Ministry of Defence, Ministry for
the Environment)

b) If so, whether any part of this request should be transferred under
section 14 of the Act

For clarity, this request is intended to understand how your previous
response was constructed and whether all relevant information has been
identified.

If any part of this request can be refined to assist processing under
section 13, I am willing to do so.

I request that the information be provided in electronic form.

Kind regards,
Spencer Jones

show quoted sections

Link to this

Things to do with this request

Anyone:

Add an annotation (to help the requester or others)
Download a zip file of all correspondence (note: this contains the same information already available above).

SPENCER JONES only:

Environmental Protection Authority only:

Respond to request

FYI

Official Information Act request: Environmental monitoring or oversight relating to Defence facilities

From: SPENCER JONES

January 18, 2026

From: Ministerials
Environmental Protection Authority

January 20, 2026

From: Ministerials
Environmental Protection Authority

February 02, 2026

From: Ministerials
Environmental Protection Authority

February 09, 2026

From: SPENCER JONES

February 10, 2026

SPENCER JONES left an annotation (February 10, 2026)

From: Ministerials
Environmental Protection Authority

February 12, 2026

From: Ministerials
Environmental Protection Authority

March 26, 2026

SPENCER JONES left an annotation (March 26, 2026)

SPENCER JONES left an annotation (March 26, 2026)

From: SPENCER JONES

March 26, 2026

From: Ministerials
Environmental Protection Authority

March 27, 2026

From: Ministerials
Environmental Protection Authority

April 14, 2026

Things to do with this request

Follow this request

Offensive? Unsuitable?

Act on what you've learnt

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SPENCER JONES left an annotation (March 26, 2026)

SPENCER JONES left an annotation (March 26, 2026)

From: SPENCER JONES March 26, 2026

From: Ministerials Environmental Protection Authority March 27, 2026

From: Ministerials Environmental Protection Authority April 14, 2026

Things to do with this request

Follow this request

Offensive? Unsuitable?

Act on what you've learnt

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From: SPENCER JONES

January 18, 2026

From: Ministerials
Environmental Protection Authority

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From: Ministerials
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February 02, 2026

From: Ministerials
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February 09, 2026

From: SPENCER JONES

February 10, 2026

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From: Ministerials
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From: SPENCER JONES

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From: Ministerials
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