Background
I will conduct an investigation into the Inland Revenue Department and the Department of Work and Income's systems and processes for managing the personal information of their customers. This investigation has been instigated in the light of the alleged sale by staff of personal information held by these organisations and the allegation that this practice is widespread.
This investigation will be conducted under the State Sector Act 1988.
Purpose
The purpose of this investigation is to provide assurance about the adequacy of systems, processes and behaviours, in the Inland Revenue Department and the Department of Work and Income, for the management and protection of personal information and to identify any opportunity for improvement.
Scope
The investigation will encompass the operations of the Inland Revenue Department and the Department of Work and Income and any related matters as determined by the Commissioner.
Description of the review
The investigation will be undertaken in two phases:
- Phase 1 - Inland Revenue Department
- Phase 2 - Department of Work and Income
The investigation will be undertaken in two phases to recognise the importance of addressing the immediate allegations with respect to the Inland Revenue Department. In addition, it is likely that there will be extra complexity surrounding the Department of Work and Income as it has only been in existence as a department for one month.
The investigation will review organisational systems, processes and behaviours and will cover, but will not be limited to:
- the values of the public service and expected behaviours of public servants
- the values of the organisation and expected behaviours of staff
- communication and reinforcement of values and expected behaviours
- culture - including the ethical environment of the organisation
- staff recruitment and screening practices
- induction processes and reinforcement mechanisms
- procedures for investigation of breaches
- sanctions and discipline
- information management and its supporting control systems including computer control systems
- monitoring and auditing of policies, systems and processes
Timing
Phase 1
The Inland Revenue Department investigation will be undertaken immediately and will be completed expeditiously. A draft report will be presented to me upon completion of the investigation and the chief executive of Inland Revenue will receive a copy of the report, at the same time, to enable checking for factual accuracy.
Phase 2
The Department of Work and Income investigation will begin as soon as Phase 1 of the investigation is completed. The chief executive of Work and Income will receive a copy of the report, at the same time as the draft is presented to me, to enable checking for factual accuracy.
I will report weekly, on the progress of the investigations, to the Minister of State Services. A final report, with my overall conclusions from the two investigations, will be made to the Minister of State Services in December.
Investigation team
I will appoint a team of people to work on the investigation who will be drawn from outside the public service as well as from the State Services Commission.
The team will report directly to me.
M C Wintringham
State Services Commissioner
9 These terms of reference were made public by the State Services Commissioner on 12 November 1998.