Plain language law

New Zealand law explained for everyone

Official Information Act 1982

Requests for access to official information

16: Documents

You could also call this:

"Getting official information in a document or other format that you prefer"

When you ask for official information, it might be in a document. You can get this information in different ways. You might get to look at the document, or you might get a copy of it. If the document has sounds or pictures, you might get to hear or see them.

If the document has words that can be played back, like a recording, you might get a written version of what it says. You might get a summary of what the document says, or someone might tell you about it. You can even get the information in electronic form, like an email.

The person or organisation you ask for the information will try to give it to you in the way you prefer. But they might not be able to do this if it would stop them from working properly, or if it would break a law. They also might not give it to you if it would hurt someone or something that the law protects, and if it's not in the public's best interest.

If you don't get the information in the way you wanted, the person or organisation will tell you why. They will also tell you the reasons why, if you ask for them, unless it would hurt someone or something that the law protects, and if it's not in the public's best interest, as stated in section 6, section 7, or section 9.

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This page was last updated on

View the original legislation for this page at https://legislation.govt.nz/act/public/1986/0120/latest/link.aspx?id=DLM65396.

Topics:
Rights and equality > PrivacyGovernment and voting > Government departments
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15A: Extension of time limits, or

"More time to answer your questions about official information"

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17: Deletion of information from documents, or

"Getting some information, but not all: when parts of a document are deleted for your safety"

Part 2Requests for access to official information

16Documents

  1. Where the information requested by any person is comprised in a document, that information may be made available in 1 or more of the following ways:

  2. by giving the person a reasonable opportunity to inspect the document; or
    1. by providing the person with a copy of the document; or
      1. in the case of a document that is an article or thing from which sounds or visual images are capable of being reproduced, by making arrangements for the person to hear or view those sounds or visual images; or
        1. in the case of a document by which words are recorded in a manner in which they are capable of being reproduced in the form of sound or in which words are contained in the form of shorthand writing or in codified form, by providing the person with a written transcript of the words recorded or contained in the document; or
          1. by giving an excerpt or summary of the contents; or
            1. by furnishing oral information about its contents.

              1. Subject to subsections (2) and (3), information made available in any of the ways listed under subsection (1) may be made available in electronic form or by electronic means.

              2. Subject to section 17, the department or interdepartmental venture or Minister of the Crown or organisation shall make the information available in the way preferred by the person requesting it unless to do so would—

              3. impair efficient administration; or
                1. be contrary to any legal duty of the department or venture or Minister of the Crown or organisation in respect of the document; or
                  1. prejudice the interests protected by section 6 or section 7 or section 9 and (in the case of the interests protected by section 9) there is no countervailing public interest.

                    1. Where the information is not provided in the way preferred by the person requesting it, the department or venture or Minister of the Crown or organisation shall, subject to section 10, give to that person—

                    2. the reason for not providing the information in that way; and
                      1. if that person so requests, the grounds in support of that reason, unless the giving of those grounds would itself prejudice the interests protected by section 6 or section 7 or section 9 and (in the case of the interests protected by section 9) there is no countervailing public interest.

                        Notes
                        • Section 16(1A): inserted, on , by section 7 of the Official Information Amendment Act 2015 (2015 No 29).
                        • Section 16(2): amended, on , by section 135 of the Public Service Act 2020 (2020 No 40).
                        • Section 16(2)(b): amended, on , by section 135 of the Public Service Act 2020 (2020 No 40).
                        • Section 16(2)(c): amended, on , by section 4(2) of the Official Information Amendment Act 1987 (1987 No 8).
                        • Section 16(3): amended, on , by section 135 of the Public Service Act 2020 (2020 No 40).
                        • Section 16(3)(b): amended, on , by section 4(2) of the Official Information Amendment Act 1987 (1987 No 8).