Search Methodology and Recordkeeping Adequacy (Smart Meter Health Enquiries)
SPENCER JONES made this Official Information request to Ministry of Health
The request was refused by Ministry of Health.
From: SPENCER JONES
Dear Ministry of Health,
I am writing to request further information under the Official Information Act 1982 regarding the searches conducted in response to my previous request:
“Follow-up Request – Smart Meter Health Enquiries (OIA 25-0027) and Recordkeeping Trail”
https://fyi.org.nz/request/34075
This request focuses specifically on the adequacy, scope, and methodology of the searches undertaken, and the recordkeeping systems relied upon.
1. Search Methodology
Please provide full details of the searches conducted, including:
• all systems, databases, and repositories searched (e.g. email systems, CRM platforms, document management systems)
• the specific search terms and keywords used
• any filters applied (date ranges, staff, business units)
• whether Boolean or advanced search logic was used
2. Systems and Data Architecture
Please identify:
• all systems in which smart meter-related enquiries may be stored
• whether any system includes structured fields for topic classification (e.g. health, RF/EMF, smart meters)
• whether any centralised register or log exists for such enquiries
3. Staff and Business Unit Involvement
Please specify:
• which teams, roles, or individuals were consulted
• whether searches relied on staff recollection or manual identification of records
4. Recordkeeping Policies and Standards
Please provide:
• any policies, standards, or guidance governing how public enquiries (including health-related concerns) are recorded and classified
• any requirements for logging, tagging, or categorising such enquiries
5. Completeness and Limitations
Please explain:
• any known limitations in the search process
• whether any records may not have been captured due to:
– inconsistent terminology
– lack of classification
– storage in personal or unstructured systems
6. Audit Trail and Verification
Please provide:
• any audit logs or documentation evidencing how the search was conducted
• whether the completeness of the search results can be independently verified
7. Historical Recordkeeping
Please confirm:
• whether historical records of smart meter health enquiries are retained
• any applicable retention or disposal schedules
• whether any records have been deleted, archived, or are otherwise inaccessible
8. Inter-Agency Transfers
Please provide:
• details of any records transferred to or received from other agencies (e.g. MBIE, Electricity Authority, ESR)
• how such transfers are recorded and tracked
If any part of this request is refused, please specify the statutory grounds relied upon and explain how they apply.
If the information cannot be provided in full, I request that it be provided in part, with any necessary redactions.
Given the public interest in understanding how health-related concerns are recorded and assessed, I request that this matter be treated with due priority.
Kind regards,
Spencer Jones
From: OIA Requests
Kia ora Spencer,
Thank you for your request under the Official Information Act 1982 (the
Act), received by the Ministry of Health - Manatû Hauora on 19 March 2026.
You requested:
“Further information under the Official Information Act 1982 regarding the
searches conducted in response to my previous request:
“Follow-up Request – Smart Meter Health Enquiries (OIA 25-0027) and
Recordkeeping Trail”
[1]Follow-up request: smart-meter health enquiries, OIA-25-0027, and
recordkeeping trail - a Official Information Act request to Electricity
Authority - FYI
This request focuses specifically on the adequacy, scope, and methodology
of the searches undertaken, and the recordkeeping systems relied upon.
1. Search Methodology
Please provide full details of the searches conducted, including:
• all systems, databases, and repositories searched (e.g. email systems,
CRM platforms, document management systems)
• the specific search terms and keywords used
• any filters applied (date ranges, staff, business units)
• whether Boolean or advanced search logic was used
2. Systems and Data Architecture
Please identify:
• all systems in which smart meter-related enquiries may be stored
• whether any system includes structured fields for topic classification
(e.g. health, RF/EMF, smart meters)
• whether any centralised register or log exists for such enquiries
3. Staff and Business Unit Involvement
Please specify:
• which teams, roles, or individuals were consulted
• whether searches relied on staff recollection or manual identification
of records
4. Recordkeeping Policies and Standards
Please provide:
• any policies, standards, or guidance governing how public enquiries
(including health-related concerns) are recorded and classified
• any requirements for logging, tagging, or categorising such enquiries
5. Completeness and Limitations
Please explain:
• any known limitations in the search process
• whether any records may not have been captured due to:
– inconsistent terminology
– lack of classification
– storage in personal or unstructured systems
6. Audit Trail and Verification
Please provide:
• any audit logs or documentation evidencing how the search was conducted
• whether the completeness of the search results can be independently
verified
7. Historical Recordkeeping
Please confirm:
• whether historical records of smart meter health enquiries are retained
• any applicable retention or disposal schedules
• whether any records have been deleted, archived, or are otherwise
inaccessible
8. Inter-Agency Transfers
Please provide:
• details of any records transferred to or received from other agencies
(e.g. MBIE, Electricity Authority, ESR)
• how such transfers are recorded and tracked."
The reference number for your request is H2026080362. We will endeavour to
respond to your request as soon as possible and in any event no later than
20 April 2026 being 20 working days after the day your request was
received. If we are unable to respond to your request by then, we will
notify you of an extension of that timeframe.
If you have any queries regarding your request, please feel free to
contact the OIA Services Team on [2][email address]. If any
additional factors come to light which are relevant to your request,
please do not hesitate to contact us so that these can be taken into
account.
Under section 28(3) of the Act you have the right to ask the Ombudsman to
review any decisions made under this request. The Ombudsman may be
contacted by email at: [3][email address] or by calling 0800
802 602.
Ngâ mihi,
OIA Services Team
Ministry of Health | Manatû Hauora
M[4]inistry of Health information releases
show quoted sections
References
Visible links
1. https://fyi.org.nz/request/34075-follow-...
2. mailto:[email address]
mailto:[email address]
3. mailto:[email address]
mailto:[email address]
4. https://www.health.govt.nz/about-ministr...
https://www.health.govt.nz/about-ministr...
From: OIA Requests
Tēnā koe Spencer
Thank you for your request under the Official Information Act 1982 (the
Act) to the Ministry of Health – Manatū Hauora (the Ministry) on 19 March
2026 for information regarding how we responded to one
of your previous requests. You requested:
1. Search Methodology
Please provide full details of the searches conducted, including:
• all systems, databases, and repositories searched (e.g. email systems,
CRM platforms, document management systems)
• the specific search terms and keywords used
• any filters applied (date ranges, staff, business units)
• whether Boolean or advanced search logic was used
2. Systems and Data Architecture
Please identify:
• all systems in which smart meter-related enquiries may be stored
• whether any system includes structured fields for topic classification
(e.g. health, RF/EMF, smart meters)
• whether any centralised register or log exists for such enquiries
3. Staff and Business Unit Involvement
Please specify:
• which teams, roles, or individuals were consulted
• whether searches relied on staff recollection or manual identification
of records
4. Recordkeeping Policies and Standards
Please provide:
• any policies, standards, or guidance governing how public enquiries
(including health-related concerns) are recorded and classified
• any requirements for logging, tagging, or categorising such enquiries
5. Completeness and Limitations
Please explain:
• any known limitations in the search process
• whether any records may not have been captured due to:
– inconsistent terminology
– lack of classification
– storage in personal or unstructured systems
6. Audit Trail and Verification
Please provide:
• any audit logs or documentation evidencing how the search was conducted
• whether the completeness of the search results can be independently
verified
The Ministry stands by its previous decisions to refuse some of your
requests on the basis that the information is not held,
under section 18(g)(i) of the Act. Rather than conduct system-wide
keyword-based searches, the appropriate subject matter expert within the
Public Health Agency has advised that no such information is held or
exists, in cases where we have decided to refuse.
7. Historical Recordkeeping
Please confirm:
• whether historical records of smart meter health enquiries are retained
• any applicable retention or disposal schedules
• whether any records have been deleted, archived, or are otherwise
inaccessible
Smart meters are not a frequent topic for enquiries. The only
recent requests made to the Ministry on this topic have been made by
yourself. Older requests are retained in digital archives, in line with
the Public Records Act 2005.
8. Inter-Agency Transfers
Please provide:
• details of any records transferred to or received from other agencies
(e.g. MBIE, Electricity Authority, ESR)
• how such transfers are recorded and tracked
As you are the only individual enquiring on this topic to the
Ministry recently, you will already hold record of any transfers that have
been made/received under section 14(b) of the Act recently. Received
transfers are handled in effectively the same way that a request made
directly to the Ministry is.
If you wish to discuss any aspect of your request with us, including this
decision, please feel free to contact the OIA Services Team on:
[1][email address].
Under section 28(3) of the Act, you have the right to ask the Ombudsman to
review any decisions made under this request. The Ombudsman may be
contacted by email at: [2][email address] or by calling 0800
802 602.
Ngā mihi,
OIA Services Team
Ministry of Health | Manatū Hauora
show quoted sections
References
Visible links
1. mailto:[email address]
2. mailto:[email address]
SPENCER JONES left an annotation ()
Ministry of Health Response: No Systematic Search Conducted for Smart Meter RF Enquiries
This request sought detailed information about how the Ministry of Health searches for and manages records relating to smart meter RF (radiofrequency) health enquiries.
The Ministry has confirmed that:
> rather than conducting system-wide or keyword-based searches, decisions that information is not held were based on advice from a subject matter expert.
This means that:
• no comprehensive search across email systems, document repositories, or databases was undertaken
• no search terms, filters, or methodologies were applied
• no audit trail or verification of search completeness has been provided
What This Indicates
This response suggests that OIA decisions stating that information is “not held” may, in some cases, be based on:
• staff knowledge or recollection
• rather than systematic interrogation of information systems
The Ministry has also indicated that:
• smart meter enquiries are not commonly recorded
• there is no indication of a centralised or structured system for tracking such enquiries
Recordkeeping and Search Adequacy Implications
Under the Official Information Act, agencies are expected to take reasonable steps to determine whether information is held.
This response raises questions about:
• whether reasonable search standards are being met
• whether relevant information could exist but remain undiscovered due to lack of structured search
• how public health enquiries are classified, stored, and retrieved
Context Within Wider OIA Series
This finding aligns with responses from other agencies:
• WorkSafe New Zealand has confirmed no records exist regarding RF exposure assessment under workplace safety law
• No clearly identified NZ-specific scientific assessment has been identified through ESR / PHF Science
Taken together, these responses suggest:
> not only a possible absence of documented assessment, but also limitations in how information is searched, classified, and retrieved across agencies.
Summary
This request highlights a shift from:
• whether information exists
to:
• whether systems and processes are capable of identifying that information in the first place
The distinction is critical.
An absence of results may reflect:
• absence of information
• or absence of effective search and recordkeeping systems
Further clarification or independent review may be required to determine which applies.
Things to do with this request
- 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).
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Similar requests
Scientific Advice or Reviews Concerning Smart Meter RF Exposure
To Institute of Environmental Science and Research Limited by SPENCER JONES
SPENCER JONES left an annotation ()
**Ministry of Health Response: No Systematic Search Conducted for Smart Meter RF Enquiries**
This request sought detailed information about how the Ministry of Health searches for and manages records relating to smart meter RF (radiofrequency) health enquiries.
The Ministry has confirmed that:
> rather than conducting system-wide or keyword-based searches, decisions that information is not held were based on advice from a subject matter expert.
This means that:
• no comprehensive search across email systems, document repositories, or databases was undertaken
• no search terms, filters, or methodologies were applied
• no audit trail or verification of search completeness has been provided
What This Indicates
This response suggests that OIA decisions stating that information is “not held” may, in some cases, be based on:
• staff knowledge or recollection
• rather than systematic interrogation of information systems
The Ministry has also indicated that:
• smart meter enquiries are not commonly recorded
• there is no indication of a centralised or structured system for tracking such enquiries
Recordkeeping and Search Adequacy Implications
Under the Official Information Act, agencies are expected to take reasonable steps to determine whether information is held.
This response raises questions about:
• whether reasonable search standards are being met
• whether relevant information could exist but remain undiscovered due to lack of structured search
• how public health enquiries are classified, stored, and retrieved
Context Within Wider OIA Series
This finding aligns with responses from other agencies:
• WorkSafe New Zealand has confirmed no records exist regarding RF exposure assessment under workplace safety law
• No clearly identified NZ-specific scientific assessment has been identified through ESR / PHF Science
Taken together, these responses suggest:
> not only a possible absence of documented assessment, but also limitations in how information is searched, classified, and retrieved across agencies.
Summary
This request highlights a shift from:
• whether information exists
to:
• whether systems and processes are capable of identifying that information in the first place
The distinction is critical.
An absence of results may reflect:
• absence of information
• or absence of effective search and recordkeeping systems
Further clarification or independent review may be required to determine which applies.
Link to this