Shared Workspace Security Protocol

Shared Workspace Security Protocol

Information Management and Legal Compliance Protocol

Shared Workspace Security Protocol

Looking after your password

As a workspace member I will:

  • abide by my own agency's rules of information security
  • observe the protocols of other agencies if requested
  • not share my username and password with anyone (NOTE: even Shared Workspace staff will NOT ask you to divulge your password)
  • comply with the RealMe Online Service Terms and Conditions - we draw your attention, in particular, to the password-related obligations under the heading 'Your rights and obligations'

You will be prompted to update your password every 12 months. You can change it more frequently if you wish by using the "Manage my RealMe" function on the RealMe website. You can also access this function through the menu button "Manage my RealMe" on your Shared Workspace home page.

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Security classification of information

The workspace is secured for information classified up to and including In Confidence level.

I will not add any information to the workspace that has a security classification higher than In Confidence.

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Reporting suspected security breaches

I will report suspected breaches of security promptly to my Administrator/s and/or Department of Internal Affairs Shared Workspace staff.

Security issues relating to your logon should be reported to the RealMe Helpdesk. Other security issues, such as improper dissemination of workspace content, should be reported to your Administrator

Intentional breaches of security and/or failure to report will be taken very seriously and may result in the organisation being advised that they cannot participate in this or a future workspace.


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Information Management and Legal Compliance Protocols

Who owns the information inside the workspace?

Government held information, contributed by any person employed or engaged by the Crown during the course of that person's employment or engagement is, unless otherwise agreed between the Crown and that person, a strategic resource 'owned' by the Government as a steward on behalf of the public.

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Public Records Act 2005 Obligations

Information created and maintained in the Shared Workspace may be a public record or a local authority record. The agency sponsoring your workspace will manage any public records and local authority records in line with the requirements of the Public Records Act 2005, including applicable records management standards. Contact your Site Owner for further information.

The Site Administrator/s will manage the recordkeeping requirements of the workspace on the behalf of the standards development projects.

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Copyright Act 1994

You are responsible for seeking the suppliers/author's specific permission before distributing copyrighted material via the List. Government employees can use Crown Copyright material without seeking this permission.

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The Official Information Act 1982 (OIA) and Local Government Official Information and Meetings Act 1987 (LGOIMA)

Agencies using a workspace undertake to release information under official information legislation, unless there are good reasons (under the legislation) to withhold it.

As a member you may release information that you have supplied to the workspace for an official information request that your agency has to answer.

Non public sector participants and participants from foreign jurisdictions should be aware that information they place on the shared workspace may be released on request in New Zealand under the Official Information Act. New Zealand citizens who are overseas and corporate bodies with a place of business in New Zealand can also request information under the Act.

A bilateral agreement in existence between New Zealand and a foreign jurisdiction may override the Official Information Act, in some cases preventing release of information. Also, s 6 of the OIA provides that there are conclusive reasons for refusing a request for information if the releasing of the information would be likely to: "prejudice the entrusting of the information to the Government of New Zealand on a basis of confidence by -

  • The government of any other country or agency of such a government; or
  • Any international organisation."


Whether or not information is "entrusted in confidence" may in part depend on the conditions of access/participation required by the lead agency. Release of information may also depend on whether or not the international organisation or foreign government/government agency agreed to release.

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Privacy Act 1993

The Workspace is adequately secured for the sharing of information about individuals between agencies that are already qualified to see that information. Further information on the collection and use of information can be found in the Shared Workspace's privacy statement. https://see.govt.nz/sitepages/privacy.aspx

You must keep personal information stored in the workspace In Confidence and not release it to people outside the workspace, unless release is permitted under the agreed Ground Rules of this workspace or has been specifically authorised by the Site Administrator/s

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