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C.10 Official information disclosure

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Watch Point

Prisoners are now able to request Official Information Disclosure via the Kiosk using the request/complaint button.

This request will then appear in the Kiosk notification screen in IOMS the request must be triaged as a request – Official Information Act and assigned within 24 hours to stop the request becoming a complaint.

  1. Official information is all information generated and held by the Department on any subject and in any form, including in the minds of the Department’s employees acting in their official capacity. Official information requested by ‘external parties’ is to be made available to the requester unless there is a good reason for withholding it or the [Official Information Act 1982] allows the request to be refused for some other reason.
  2. ‘External parties’ include all New Zealand citizens, residents, companies, or companies with a place of business in New Zealand, and any person in New Zealand, all of whom are entitled to request any specified official information from the Department.
  3. Prisoners requesting official information will complete or ask to have completed, [C.10.Form.02 Prisoner request for official information] or they can complete the request via the Kiosk issue/request/complaint button. The Officer receiving / completing the request manually will acknowledge receipt of the request by signing and dating the form. The Officer will then load the information from the form into IOMS via the "add request/complaint" button in the prisoner summary page in IOMS. The timeframe for completing the request (20 working days) commences from the time the form is acknowledged by the Officer.
  4. The form is copied and the copy given to the prisoner as a receipt. The original is handed to the PCO to undertake the required checks to consider if the information requested can be released or should be withheld.
  5. The staff member managing the request will then:
    1. enter the request on the Resolve app (refer to Key Resources / Other Links for link to [Resolve app])
    2. complete the final section of the form (including adding the registration number)
    3. advise the prisoner of the outcome
    4. arrange for the provision of the information, or
    5. provide a written explanation as to why it is been withheld (following general manager custodial's decision)
    6. note the outcome in IOMS file note
    7. place the completed form in the prisoner file
    8. update the Resolve app.
  6. A prisoner may contact any agency in writing or orally to request official information without using [C.10.Form.02 Prisoner request for official information.
  7. Please refer to Corrections [Official Information Act Guide] for additional guidance on managing OIA requests, including situations where it is necessary to withhold official information. For advice regarding any highly complex or sensitive OIA requests, please refer to:

    National Office MINISTERIAL SERVICING team via email info@corrections.govt.nz.