Request is to understand the processes, controls, and records governing ministerial offices, advisory roles, and conflict-of-interest management.

Subject: Ministerial Offices – Advisory Roles, Conflicts Management, and Record-Keeping

To: Department of the Prime Minister and Cabinet (DPMC)
Cc: Cabinet Office

Date:12 April 2026

1. INTRODUCTION

This request is made pursuant to the Official Information Act 1982.

The purpose of this request is to understand the processes, controls, and records governing ministerial offices, advisory roles, and conflict-of-interest management.

2. SCOPE OF REQUEST (QUESTIONS)

A. Appointment and Role Definition

1. What formal processes are followed for the appointment of ministerial advisors and Chiefs of Staff?

2. What documents define the scope, authority, and limitations of such roles?

3. Are written job descriptions, delegations, or terms of reference required and retained?

B. Conflicts of Interest

4. What systems are in place to identify, record, and manage conflicts of interest for ministerial staff?

5. Are advisors and senior staff required to submit formal conflict-of-interest declarations?

6. How frequently are such declarations updated, reviewed, and audited?

7. What policies or guidelines govern situations involving personal, professional, or prior relationships?

C. Oversight and Accountability

8. What internal or external mechanisms exist to audit or review ministerial office conduct?

9. Which agency or office is responsible for oversight of ministerial staff compliance?

10. Are there any periodic reviews, reports, or audits relating to advisor conduct or governance?

D. Records and Communications

11. What records are required to be kept regarding advisor communications, decisions, and instructions?

12. Are there policies governing the use of private devices, messaging platforms, or non-official channels?

13. How is compliance with the Public Records Act 2005 ensured in ministerial offices?

E. Inter-Agency Engagement

14. What protocols govern interactions between ministerial staff and external agencies (e.g., NZ Police, MPI, other regulators)?

15. Are such interactions required to be documented, authorised, or reported?

F. Travel, External Roles, and Representation

16. What policies govern ministerial staff accompanying Ministers on official international travel?

17. Are there rules regarding dual roles, external affiliations, or unofficial capacities?

18. What disclosures are required where staff represent New Zealand in international or intergovernmental contexts?

G. Complaints and Investigations

19. What processes exist for receiving and investigating complaints about ministerial staff?

20. How are findings recorded, reported, and acted upon?

21. Are summaries of complaints or outcomes publicly reported or internally reviewed?

3. FORMAT AND TIMEFRAME

22. Please provide the information in electronic form.

23. Where information is withheld, please specify the statutory ground(s) relied upon under the Act.

24. If any part of this request is more appropriately held by another agency, please transfer under section 14.

4. CLARIFICATION

25. If refinement is required to assist processing, please advise promptly so the request can be narrowed without loss of substance.

Yours faithfully,
Tracy Lynch