Principle 4
Information declassification
Government information must not remain classified indefinitely without being subject to review for declassification in line with the Public Records Act 2005, Information and Records Management Standard, and the organisation’s declassification policy. This policy should be made available to the public to improve transparency and accountability of declassification decisions.
Policy to support information declassification
Policy Statement: Agency heads must establish an organisational declassification policy and procedures in line with the Classification System and relevant legislation including Official Information Act 1982, Public Records Act 2005, Privacy Act 2020, and requirements contained in relevant international agreements or arrangements. The following requirements should be considered when establishing organisational declassification policies and procedures.
Understanding classified information holdings: to inform the design of their declassification policy and criteria, Agencies must have a clear understanding of their classified information holdings as part of their obligations under the Public Records Act 2005 and the Information and Records Management Standard.
Declassification policy: agencies that hold classified information must have a policy that establishes a systematic approach to declassifying government information. This policy must prohibit the indefinite classification of government information without transparent criteria, review periods, and decisions. This policy should be made available to the public to improve transparency and accountability of declassification decisions.
Declassification criteria: not all information may be suitable for declassification if it is of short-term or low value. Within the classification policy, decision makers need to set up and use criteria to clearly articulate the rules for declassification in the organisation (e.g., information types, review periods, harm test rules, declassification topics and priorities). The criteria should be consistent with information and records management practices and decisions (e.g., appraisal, sentencing, and disposal.) The criteria should be used to prioritise how resources are allocated and to agree the scope and plan for a declassification programme. These criteria should be clear, transparent, and objective and reflect the expected value to New Zealand of the declassification programme.
Declassification governance: agencies must establish an appropriate governance framework for declassification. Governance must ensure that investment in declassification delivers value for the public, set precedents for reviews, arbitrate declassification decisions when conflicting opinions arise, and make final decisions on declassification matters that are referred for consideration.
Declassification programme: agencies must appropriately resource and establish a regular programme for declassifying government information in line with their policy and priorities. Agencies must report transparently on the progress, results, and expected value that the programme delivered.
