Handling Requests for Information

Check with manager

Whenever a request for information about an offender is received, check with a Service Manager before responding to it. If the Service Manager is uncertain about the request, they should contact the Operations Help Desk in Head Office for further assistance.

How requests should be made

Encourage requesters to make requests in writing (even though this is not compulsory) - particularly when requests are for offender information, made under the Official Information Act 1982.

If other statutory agencies request information on offenders under the Official Information Act, ask them to state the:

• specific information sought
• reason for request, and
• authority for request.

Note: Requesters are not required to state that the request is made under the Privacy or Official Information Act, but all requests for information must be treated as such.

Logging requests

All requests for information, whether the request is made under the Privacy Act or the Official Information Act, must be logged and actioned within the timeframes required by the specific legislation.

Each Area or Service Centre should have a central system for logging and tracking all information requests.

When a request for information is received, log it identifying the following details:

• date the request was received
• name of the requester
• outline of the information sought
• name of the person the request is allocated to
• decision on the request
• signed off by Manager, and
• date actioned.

Note: The request must be replied to within 20 working days. If it is clear that the individual or group of individuals could be at risk without the information requested, the request should be considered and actioned as quickly as possible.

Responding to requests

All requests are to be completed as soon as possible, but no later than 20 working days after receipt.

If a request is denied, or some part of the information is being withheld, the requester must be advised of:

• the reason for this, and
• their right to seek a review of the decision through either:
  • the Privacy Commissioner (Privacy Act requests), or
  • the Ombudsman (OIA requests).

Referring requests

Most requests can be dealt with at the local level, but if any doubt exists about what information can be released, the request should be forwarded to the Operations Help Desk in Head Office for advice.

Note: All requests for information from ACC should be referred to Head Office before a response is made.

Information exchange protocols

The Department has the legal frame work, and interagency protocols, which govern the exchange/provision of information in certain cases. These should always be taken into account when considering requests for information.