Create & Maintain Standard
Archives New Zealand is developing a standard for the creation and maintenance of full and accurate records. This standard will be issued as a mandatory standard under the Public Records Act (PRA).
What is the Create and Maintain Standard?
Why are we developing the standard?
About the development process
Have your say on the exposure draft
Project documents and links
Where to find out more
What is the Create & Maintain Standard?
The Create & Maintain Standard will set out the minimum requirements for the creation and maintenance of records full and accurate records within a PRA compliant New Zealand recordkeeping system context. It will be informed by ISO 15489 The standard will be put forward for the e-Government Interoperability Framework (e-GIF).
Section 17 of the Public Records Act sets out the mandatory requirements for every public office to create and maintain full and accurate records in accordance with normal prudent business practice. These sections of the Act set out the requirements for two processes:
- Firstly, the making of complete and accurate records.
- Secondly, the maintenance and management of records over time.
Why are we developing the standard?
The ultimate purpose of the standard is to ensure that government records are created and maintained and managed appropriately for as long as they are required. We are developing the standard for issue as a mandatory standard that will support the PRA. Under the PRA, the Chief Archivist can issue standards for central and local government, and for records of any of their functions that are carried out by third parties. Under the PRA the Chief Archivist can issue a mandatory standard that will apply to the following groups:
- Public Service and Non-Public Service Departments
- Offices of Parliament
- Crown Entities including District Health Boards and Tertiary Education Institutions
- State-owned Enterprises and Crown Entity Companies
- Regional Councils
- Territorial Authorities
- Council-controlled Organisations
- Council-controlled Trading Organisations
- Local Government Organisations
Development process
These are the stages in the development of the standard.
| Stage | Details |
|---|---|
| Project planning | This stage has been completed. |
| Form advisory group (April 2007) |
We formed an advisory group which represents key interest groups. Members of this group include:
|
| Develop draft standard (June — October 2007) | The Standard will be drafted by the Government Recordkeeping Programme at Archives New Zealand, reviewed by the Advisory Group, and approved as an exposure draft by the Chief Archivist. |
| Consult on Exposure Draft of Standard (November — December 2007) | Archives New Zealand will issue an exposure draft for feedback through written submissions. We will also organise face to face sessions for discussion on the standard. A minimum of six weeks will be given for consultation. The exposure draft of the standard will be issued provisionally in November 2007. |
| Review and approval by advisory group (January — April 2008) | The advisory group will meet to consider the feedback received and decide on changes to the standard. The final standard will be approved by the Chief Archivist under section 27 of the Public Records Act. |
| Approval by Chief Archivist (April — May 2008) | The Chief Archivist will approve the standard and issue it as a mandatory standard under section 27 of the Public Records Act. At this stage we will issue a summary of the consultation process and our responses to submissions |
| Publish, promote, implement (May — June 2008) | The Government Recordkeeping Programme at Archives New Zealand will:
|
Have your say on the Exposure Draft
How to have your sayThe create and maintain exposure draft (PDF 241 kb) has been issued for public consultation on 7th November. This standard will be mandatory so please let us know your views on our proposed standard and participate in the consultation process. You can send us feedback in three ways:
- Print off a copy of our Create and Maintain standard feedback form (PDF 40 kb), fill it out, and send it to us.
- Use the RTF version (RTF 140 kb) of the form. This version can be filled out electronically, and emailed to us.
- Write to us or email us at the following address:
Create and Maintain Standard Feedback,
Archives New Zealand,
Box 12-050, Wellington.
Email: stephen.clarke@archives.govt.nz
To be considered, feedback must be received by 25 January 2007.
Project Documents and Links
ISO 15489 Fact SheetCurrent Recordkeeping Framework
Project Mandate
Terms of Reference for Advisory Group
Where to find out more
For more information, please contact the project manager.
Stephen Clarke
Government Recordkeeping Programme
Archives New Zealand
PO Box 12-050, Wellington
Telephone: 04 499 5595
Fax: 04 495 6210
Email: stephen.clarke@archives.govt.nz