Deletion or Editing Information

Introduction

There may be times when it is necessary to delete information in a document where there is good reason for withholding some of the information contained within it.

Procedure

If any deletions or alterations to the information are required, take the following steps.

Step

Action

Make the deletion, alteration or edit on a copy, leaving the original document intact.

Note: Make sure the deletion is made, alteration or edit consistently and accurately throughout the document.

Advise the requester:

that parts of the document have been deleted, altered or edited
why this has been done, including under what section of the OIA the information is being withheld, and
that they have the right to seek a review of the decision by the Ombudsman.

Ways to delete or edit

Paper-based documents

When editing a paper-based document:

temporarily cover the material to be edited with an opaque substance such as cover-up tape or insulation tape before photocopying, or
photocopy the document then physically cut away the withheld material before photocopying the remainder of the document.

Electronic documents

If the document is electronically archived, then editing may be performed before printing. If this option is chosen then caution should be exercised to avoid corrupting the original file or deleting the information from the master record.

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