Frequently Asked Questions

Continuum

What services do you provide?

Archives New Zealand provides standards, guidelines, appraisal services, tools and advice to help agencies meet their needs for best practice recordkeeping systems. For a list of these services, please see the Services to government page of this website.

Archives New Zealand also provides access to the archives we hold. For more information on our reference services, please see the Doing Research section on our website.

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What does Continuum mean?

Continuum is the name of Archives New Zealand’s government recordkeeping programme and accompanying suite of recordkeeping publications. Continuum is a one-stop-shop for government recordkeeping advice and guidance. See the Continuum page for more information. The ‘records continuum’ is also becoming the dominant recordkeeping model in Australasia and is defined within the Australian Records Management Standard AS 4390 as “a consistent and coherent regime of management processes from the time of creation of records (and before creation, in the design of recordkeeping systems), through to the preservation and use of records as archives.” (AS 4390-1996, Part 1, 4.22)

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Can only government agencies use your services?

Our services are targeted at government agencies. Our advisory and appraisal services are available only to government agencies and custodians of public records (e.g. corporations that took custody of public records following privatisation). Similarly, our Government Recordkeeping Forums are held specifically for representatives from government agencies.

However, the principles of good recordkeeping are common to all organisations, whether public or private. Any organisation is welcome to make use of our publications, which provide guidance on recordkeeping best practice. Copies can be downloaded at no charge from our website or requested directly from Archives New Zealand.

Archives New Zealand is also dedicated to providing archival training, facilitation and advice in the community. For more information see the Community Archives Group page.

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Are government agencies charged for services?

Recordkeeping publications are free to public offices and local authorities covered by the Public Records Act 2005 (external link). There are a few services for which Archives New Zealand does charge. These include training courses, photocopying or other reproduction costs, urgent government loans, subscriptions to our technical library and some preservation services such as building condition surveys. All other services, such as advice, publications, visits, talks, and boxes and labels used in transfers, are free to public offices and local authorities.

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Are recordkeeping publications and advice provided free of charge?

Recordkeeping publications are free to public offices and local authorities covered by the Public Records Act 2005 (external link). Services, such as advice, visits and talks, are free to public offices and local authorities.

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When will we be audited?

The Public Records Act 2005 (external link) s33-35, requires the Chief Archivist to commission independent audits of recordkeeping in public offices. The audits will begin in 2010 and each public office will be audited every five to 10 years.

Archives New Zealand is currently developing an audit framework. It is expected the audits will be based on the requirements of our mandatory standards and the Public Records Act. We hope to have more information available, including an audit timetable for public offices by mid 2008.

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Public Records Act

Are your standards mandatory?

Archives New Zealand has the power to set standards under the Public Records Act 2005 (external link), which can be either mandatory or discretionary. The current Archives New Zealand standards are discretionary best practice standards. Before we issue a mandatory standard, we will consult with all the organisations to which the standard will apply. For more information on the development of standards, please see the Standards Strategy and MethodologyStandards Strategy and Methodology page on this website. The current Archives New Zealand standards are available for download.

The current Archives New Zealand standards are available for download.

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What is a record?

A record is ‘information created, received, and maintained as evidence and information by an organisation or person, in pursuance of legal obligations or the transaction of business’ (ISO 15489). Very broadly this means that a record is any documentation or evidence of activity. Examples could include (but are not limited to) a signed contract, meeting minutes, invoices and correspondence (including e-mails). See Fact sheet: Make a Record for further information.

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What is a public record?

Public records are records that provide evidence of the transactions undertaken at all levels of the operation of central and local government operation. Public offices are required by the Public Records Act 2005 (external link) to create and maintain full and accurate records of their activities, in accordance with normal, prudent business practice. Public records and local authority protected records (see FAQ: What is a local authority protected record?) cannot be disposed of without the permission of the Chief Archivist. See Fact sheet: Make a Record? for further information.

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What is a local authority protected record?

Local authority protected records are as those categories of local government records that the Chief Archivist has declared to be worthy of permanent retention and which cannot be disposed of without the permission of the Chief Archivist. The list of protected records is commonly referred to as the Local Government Schedule. For more information, see Fact sheet: Local Authority Disposal.

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Is my organisation covered by the Public Records Act?

All government departments, crown entities, state enterprises, crown research institutes, district health boards, tertiary educations institutes, schools, local authorities and many other organizations are covered. See List of public offices for more information.

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What is ISO 15489?

ISO 15489 is the International Standard on Records Management. It articulates the principles and elements that are necessary to the design of recordkeeping systems, and details how an organisation may meet these principles. The standard is officially endorsed by Archives New Zealand as a code of best practice. We have purchased a licence to distribute it free-of-charge to public offices covered by the Public Records Act 2005 (external link). For further information, see Fact sheet F4: ISO 15489

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How do I get a copy of ISO 15489?

For public offices: To obtain a copy of the standard, free-of-charge, for your agency, contact the Government Recordkeeping Programme team at: rkadvice@archives.govt.nz. We will send you a copy on CD-ROM for uploading on your agency intranet, together with a licence agreement. The licence agreement should be signed by the Chief Executive (or equivalent) or by a senior officer with delegated authority. For other organisations, copies of the standard can be purchased from:

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What sort of things should I be telling the managers in my agency about recordkeeping?

Good recordkeeping is simply good business. An efficient recordkeeping system promotes the orderly and efficient functioning of government, as well as saving your organisation time and money. For further information on the benefits of good recordkeeping and managers' recordkeeping responsibilities, see Fact Sheet: Recordkeeping Responsibilities and G18. Recordkeeping Essentials for Chief Executives and Senior Managers.

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What recordkeeping training do you provide?

We have developed short training courses to support the Public Records Act and Continuum programme. We run a series of quarterly recordkeeping forums which give agency staff a chance to discuss and exchange experiences. From time to time we run other courses including salvage and disaster preparedness. Also, our staff can participate in internal agency training courses.

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How do I register for a Government Recordkeeping Forum?

See Government Recordkeeping Forum page for further information.

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Electronic Records

Can a database be a record?

If you work in a public office or local authority, then yes, it can. Databases should be managed with the same care and controls as all other records created by your agency. See the S5. Electronic Recordkeeping Systems Standard (PDF 994 kb), Fact sheet: Electronic Records or the Recordkeeping Metadata Standard page for further information.

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If we scan our records, can we destroy the original paper record?

You need to meet the requirements of the Electronic Transactions Act 2002 (external link) first.

Public offices need the Chief Archivist’s approval before destroying the original physical record. The Chief Archivist will need to be satisfied that the newly created electronic records maintain the integrity and reliability of the information and will be accessible for future reference, for as long as required. See also GDA5. General Disposal Authority for Digitised Original Source Records for more information.

The S6. Digitisation Standard provides detailed information on the conversion of records into electronic form including guidance on best practice.

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What sort of things should be included in a good recordkeeping programme?

See G6. Guide to Developing a Recordkeeping Policy for information. Also refer to the International Standard on Records Management, ISO 15489, Archives New Zealand Fact sheet F4: ISO 15489, and the Create and Maintain Standard.

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My agency is considering buying an EDRMS. What should we be considering?

It is worth spending time and effort on comprehensive and systematic planning for the purchase and implementation of an EDRMS. An electronic document and records management system is not a ‘solution’ to poor recordkeeping. In some cases, the imposition of new systems and software over poor practices can worsen the situation. For more information on the things to consider, see G3. What to consider prior to implementing an IT ‘solution’ to a recordkeeping problem and S5. Electronic Recordkeeping Systems Standard.

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What should my organisation do with e-mails?

Emails are public records and should be treated like any other record.

See Fact sheet F10: E-mail and Fact sheet F14: Are E-mail Archiving Solutions Recordkeeping Solutions? for more information.

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Do we have to keep everything?

Archives New Zealand has produced a set of General Disposal Authorities. These allow public offices to destroy certain classes of routine administrative records on an ongoing basis. In order to destroy other records, a public office must have its own valid disposal authority, approved by the Chief Archivist, which identifies those records that may be destroyed. No public record or local authority protected record may be destroyed without the prior permission of the Chief Archivist.

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How do I manage my website under the Public Records Act?

See G20. Guide to Developing Recordkeeping Strategies for Websites for further information.

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Are text messages / electronic communications covered under the Public Records Act?

Yes. If government business is being transacted via text message or other electronic communications technology then the message is considered a public record and must be managed appropriately. This may involve creating a file note of the message or downloading and storing the message electronically. If your organisation is using communications technology as part of your business, then you must ensure that the records created are identified and covered by your corporate recordkeeping policy.

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Retention and Disposal

Are we allowed to destroy routine records?

Yes. Archives New Zealand has produced a set of General Disposal Authorities. These allow government agencies to destroy certain classes of routine administrative records on an ongoing basis.

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Can we keep records for longer than the Archives New Zealand retention period?

Retention periods are permissive. That means they give you permission to destroy records at any point after expiry periods have passed, so you may keep records after they are approved for destruction. However, if you do this, ensure the records are still cared for and managed in records systems, and that they are not accidentally re-submitted for appraisal. Records should be kept as long as there is an actual business or legislative need for them,even if this is beyond the retention period. However it is in the best interests of the agency to dispose of records that no longer serve a business/legislative requirement once the retention period is up.

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What is deferred transfer?

Once public records of archival value are over 25 years of age they must be transferred to Archives New Zealand. If the records are required for on-going business purposes, the controlling office must apply for a deferred transfer agreement. This agreement is then recorded in the deferred transfer agreement register. The register lists all classes of records that are deferred and any conditions placed on this. For further information contact appraisal@archives.govt.nz.

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My agency needs to transfer records to Archives New Zealand. How do we do this?

See under Services to government agencies: Transfer on this website. It will lead you through the process for transferring records approved for deposit to Archives. For further information contact transfer@archives.govt.nz.

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How do I transfer electronic records to Archives New Zealand?

Currently Archives New Zealand does not have the hardware capabilities to support other agencies' electronic records. We are looking at ways to manage this issue, and hope to come up with a practical solution shortly.

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How do we go about getting a disposal authority?

See under Services to government agencies: Disposal on this website. This will lead you through the process for getting records approved for disposal by destruction or transfer to Archives New Zealand. For further information contact appraisal@archives.govt.nz.

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Are schools covered by the Public Records Act?

Yes, under the Public Records Act, state and integrated schools are defined as public offices. Schools are required to create and maintain records of their activities in accordance with normal, prudent business practice. Schools must also dispose of their records in accordance with the Chief Archivist’s permission.

For more information on disposal, please see the School Records Retention and Disposal Circular on the Ministry of Education’s website or contact the Archives New Zealand Appraisal team at: appraisal@archives.govt.nz.

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How do I find out what archival records are held by Archives New Zealand?

Check our online system Archway for government records which have been transferred to our four offices in Auckland, Christchurch, Dunedin and Wellington. For further information on records held and how to access them, contact Archives New Zealand Access Services at reference@archives.govt.nz.

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Does Archives New Zealand take personal papers?

Our main function is to care for the records of government. We sometimes take personal collections, but usually only the records of government ministers or other senior politicians. There are other collecting archives in the country who take records of private individuals. For further information The National Register of Archives and Manuscripts (NRAM) may be able to help.

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This page last updated December 2007.