25 August 2020
Stefan
Email: [FYI request #13244 email]
Tēnā koe Stefan
Substantial collation query
In your email to New Zealand Qualifications Authority (NZQA) on 9 July 2020, you requested the
following information about substantial collation relating to your OIA request:
Exactly what substantial collation is required. How much information would need to be collated, what level of
resourcing would be required, and how did you determine this? In what way would the collation of the
information I requested impact on NZQA's day-to-day operations, and how would this substantially differ from
the impact of other OIA requests?
Collation is one factor NZQA is required to take into account when scoping an OIA request.
In the case of your original request of 6 July 2020, NZQA’s initial estimation of what research and
collation of “all information, documents, correspondence or any other information held in any form”
would have required the following:
• a wide search across all years relevant to the request (2006 – 2020) with much of this
having to be manually conducted
• manually accessing and searching multiple databases, records, publications and
correspondence for both hardcopy and electronic records
• accessing NZQA’s off-site hard-copy and digital archives and manually searching through
these
• bringing together all the information that might be relevant
• selecting in-scope material
• printing/scanning documents for on-line collation
• sorting hard copy and digital documents from multiple sources into an order – usually date
order
• collating these into a single file for release.
NZQA’s initial assessment on the information sought in your original request was that the level of
work required, and the fact that there would possibly be substantial time involved, meant that this
would impact on NZQA’s day-to-day operations.
However, your decision to refine your request has meant that NZQA was able to reassess the level
of work required to respond, and that the collation and research required has not impacted on
NZQA’s day to day operations.
Nāku nā
Dr Grant Klinkum
Pouwhakahaere/Chief Executive
125 The Terrace. PO Box 160, Wel ington 6140, New Zealand | Tel. 64 4 463 3000 Fax 64 4 463 3112 | www.nzqa.govt.nz