Access to Information

The links below provide a two-page summary of the Access to Information guideline, in PDF and Powerpoint format, and a link to the introductory section of the guideline.

Video

A 1.5 minute video that explains the key concepts of this guideline:

Video transcript

The following transcript explains what is happening in the animated video. The images are simplified so are not perfect illustrations or photographs. The transitions from one scene to the next flow smoothly, zooming in to focus on something specific or zooming out to reveal a wider context.

As you read the transcript, you will see the sentences that have been spoken by the narrator interspersed with the description of the video. The descriptions of the visual images and metaphors are in square brackets [] to help distinguish them from the narrator's words.

The transcript begins immediately below: 

[Text on screen: Guideline 3 Access to Information]

 People engaging with the social sector have a right to access and request correction of their information.

 [The Screen splits into two. The text ‘Guideline 3 Access to Information’ moves to the right side. Two people walk into screen on the left side. One person walks ahead and begins to push the screen so the text on the right-hand side gets pushed out of sight.]

 As kaitiaki, it’s our role to facilitate this with ease.

 [The Text is moved out to reveal a large data terrarium. The sector user reaches out to touch the terrarium and a light turns on.]

 The Data Protection and Use Policy is about being transparent and respectful when collecting or using data and information about people across the social sector.

 [The data terrarium and person are replaced by an icon of the Policy document. We zoom into the policy document, and then further into one the dots.]  

 Use this guideline to shape behaviours, actions, and processes that ensure accessibility to information.

 [A circle appears with ‘Access to information’ written on it. The circle rotates and becomes a set of swinging keys­. Two panels move in from bottom left and top right to make the screen a single colour and reveal the text: ‘Getting started’.]

 Be proactive. Don’t wait for service users to ask, uphold the dignity of the people who are sharing their information by letting them know about their rights to access.

 [The screen is split into two panels. On the left side is the text: ‘Show manaakitanga’. On the left side is a key is hanging on a hook with a ‘be proactive’ keychain. A hand comes and lifts the keys off the hook and drop them into an outstretched hand.]

 Make it friendly and safe for people. Write in plain English, make information accessible to people with communication issues and tailor information to children.

 [The left side text changes from ‘Show manaakitanga’ to ‘Tailor the message’. On the right, three individualised sets of keys appear. On one of the chains is a pencil symbolising ‘plain English’, on another key chain is a signing hand symbolising ‘communication issues’ and the last key teddy bear symbolises ‘children’.]

 Small things matter, like showing what’s on a screen, or handing over copies of completed forms. Different people will prefer different ways of accessing information.

 [The left side text changes from ‘Tailor the message’ to ‘Be practical’. On the right-hand side, a cell phone text message support conversation takes place.]

 Empower frontline staff to feel confident and capable when they're asked about access to information or asked to change information. Set up processes and policies that make it easy for staff to support people with access.

 [The left side text changes from ‘Be practical’ to ‘Advocate for access’. On the right-hand side, a hospital worker appears. She lifts a hand and waves. A young woman approaches the staff member, and the staff members lifts a data terrarium from behind the counter and passes it to her.]

 People may feel overwhelmed or unsure about accessing information.

 [The left side text changes from ‘Advocate for access’ to ‘Offer support’. On the right-hand side, a woman turns to the side in a distrusting fashion.]

 With their agreement, act as a person’s representative or allow them to use an advocate.

 [The screen splits on the right side. The distrusting woman is faced with sector representative in the lower half. He looks up at her and she looks back up at him.]

 Check out the Policy for other guidelines, helpful resources, and tips for collecting or using peoples data

 [2 panels slide in from top and bottom and reveal policy cover. Pages turn to reveal guideline in the series.]

 And information across the social sector.

 [The document drops down and the email address dpup.swa.govt.nz appears with the text underneath: ‘Respectful. Trusted. Transparent.’ The New Zealand Government and Social Wellbeing Agency logos appear.]