IR-01-23-19723
31 July 2023
Andrew
[FYI request #23250 email]
Tēnā koe Andrew
Request for information
Thank you for your Official Information Act 1982 (OIA) request of 23 June 2023, in which
you requested:
I'm very interested to learn more about Police Retention and Disposal Schedule
and Police Disposal Authority DA648.
It wil be very good if you can share the information about the Police Retention
and Disposal Schedule (Part One: Offence and Incident Records).
On 18 July 2023, you were contacted by Police to clarify your request. On the same day
you responded with:
Thanks for your reply, I'm interested in learning more about the criteria for
sentencing the records per incident/offence type which is define in the LRT -
Code Book.
Police mentioned in the Retention and disposal of Police records chapter in
section Sentencing Police records the following: "At Police, the retention period
and disposal action for current files in NIA are entered automatically at file
creation."
I really wanted to know the criteria for sentencing the records on NIA based on
incident/offence type.
On 19 July 2023, Police responded and provided you a link to the ‘Public Appraisal
Report’ which is publicly available information here:
https://col ections.archives.govt.nz/en/web/arena/search#/entity/aims-
archive/DA648/da648?q=DA648&source=aims-archive. This report provided you with the
‘criteria for sentencing the records’. On the same day, you responded and further clarified
your request to:
This is partial y clarified now since it's stil not clear for how long incident/offence
wil remain in NIA before disposal.
Incident/offence information remains in NIA indefinitely. As per part 1.2.5 of the National
Recording Standard (NRS), information should not be deleted or removed from NIA. The
NRS is available here:
https://www.police.govt.nz/sites/default/files/publications/national-
recording-standard-nrs.pdf.
Associated physical files are destroyed according to the Retention and Disposal
Schedule.
Please note that as part of its commitment to openness and transparency, Police
proactively releases some information and documents that may be of interest to the
public. An anonymised version of this response may be publicly released on the New
Zealand Police website.
Nāku noa, nā
Ash Lowe
Director – Service
New Zealand Police
