Recordkeeping Publications
A Continuum Resource Kit containing Archives New Zealand’s current standards, tools and guidelines, is available to agencies in hard-copy. The individual components of the Kit can also be downloaded from this site. As new publications are added to the Kit, copies for inclusion in the folder will be sent to clients. Please send requests for the Resource Kit to rkadvice@archives.govt.nz.
The Resource Kit has been updated in light of the Public Records Act 2005. This update includes a new visual guide 
(98 kb) and table of contents (RTF, 75 kb) which will provide an overview of the publications within the Continuum Kit. For further details about this update, click here.
Fact Sheets
| Title | Date | Browse | Download | ||
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| F1 | Fact sheet: Make a Record | June 2006 | HTML | (149 kb) |
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| F2 | Fact sheet: What is Disposal? | June 2006 | HTML | (144 kb) |
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| F3 | Fact sheet: Transfer Process | June 2006 | HTML | (145 kb) |
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| F4 | Fact sheet: ISO 15489 | June 2006 | HTML | (139 kb) |
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| F5 | Fact sheet: Disposal Process | June 2006 | HTML | (143 kb) |
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| F6 | Fact sheet: Digitising Records | June 2006 | HTML | (146 kb) |
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| F7 | Fact sheet: Recordkeeping Responsibilities | June 2006 | HTML | (147 kb) |
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| F8 | Fact sheet: Electronic Records | June 2006 | HTML | (142 kb) |
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| F9 | Fact sheet: Methods of Destruction | June 2006 | HTML | (140 kb) | |
| F10 | Fact sheet: E-mail | June 2006 | HTML | (138 kb) | |
| F11 | Fact sheet: Local Authority Disposal | June 2006 | HTML | (139 kb) |
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| F12 | Fact sheet: What is a Public Office? | April 2007 | HTML | (155 kb) |
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| F14 | Fact sheet: Are E-mail Archiving Solutions Recordkeeping Solutions? | March 2007 | HTML | (144 kb) |
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| F15 | Fact sheet: Public Records Act (PRA) and Central Government | April 2007 | HTML | (229 kb) |
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| F16 | Fact sheet: Public Records Act (PRA) and Local Government | April 2007 | HTML | (226 kb) |
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| F17 | Fact sheet: Using External Providers for Appraisal [Available online only] | June 2007 | HTML | ||
Guides
| Title | Date | Browse | Download | ||
|---|---|---|---|---|---|
| A6 | Making Access Decisions Under the Public Records Act | December 2005 | HTML | (1.64 Mb) |
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| G2 | Preparing Records for Transfer: A Guide to Listing and Boxing | June 2006 | HTML | (1.3 Mb) | |
| G3 | What to Consider Prior to Implementing an IT ‘Solution’ to a Recordkeeping Problem | June 2006 | HTML | (1.7 Mb) |
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| G4 | Preparing an Appraisal Report [Available online only] | September 2005 | HTML | (1.3 Mb) | |
| G5 | Glossary of Archives and Recordkeeping Terms | June 2006 | HTML | (695 kb) |
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| G6 | Guide to Developing a Recordkeeping Policy | June 2006 | HTML | (1.4 Mb) | |
| G8 | Guide to the Public Records Act | August 2006 | HTML | (500 kb) | |
| G9 | Beginners Guide to Appraisal [Available online only] | October 2007 | HTML | (164 kb) | |
| G18 | Recordkeeping Essentials for Chiefs Executives and Senior Managers | June 2006 | HTML | (626 kb) | |
| G20 | Guide to Developing Recordkeeping Strategies for Websites | June 2006 | HTML | 1.1 Mb |
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Disposal Authorities
| Title | Date | Browse | Download | ||
|---|---|---|---|---|---|
| GDA1/ DA100 |
General Disposal Authority for Human Resources and Personnel Records | November 2005 | HTML | (4.3 Mb) |
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| GDA2/ DA101 |
General Disposal Authority for Financial and Accounting Records | November 2005 | HTML | (1.9 Mb) |
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| GDA3/ DA102 |
General Disposal Authority for General Housekeeping Records | November 2005 | HTML | (1.9 Mb) |
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| GDA4/ DA169 |
General Disposal Authority for Administration and Corporate Services Records | August 2006 | HTML | (916 kb) |
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| GDA5/ DA278 |
General Disposal Authority for Digitised Original Source Records | March 2007 | HTML | (168 kb) |
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| Index | General Disposal Authority Index | October 2006 | HTML | ||
| G7 | General Disposal Authority Implementation Guide | March 2006 | HTML | (790 kb) |
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| FAQ: Changes to Schedule | September 2005 | HTML | (207 kb) |
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| FAQ Extension to Schedule | September 2005 | HTML | (206 kb) |
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| LG | Local Government Schedule | December 1998 | (53 kb) | ||
| LG | Local Government Schedule Explanatory Notes | December 1998 | (133 kb) |
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| LG | Local Government Guide: Saving Our Records for the Future | December 1998 | (3.37 Mb) |
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Standards
| Title | Date | Browse | Download | ||
|---|---|---|---|---|---|
| RK1 | Recordkeeping Framework [Under revision] | September 2000 | HTML | (1.38 Mb) |
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| S1 | Appraisal Standard [Under revision] | September 1998 | HTML | (744 kb) |
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| S2 | Storage Standard | June 2007 | HTML | (355 kb) |
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| S4 | Access Standard | August 2006 | HTML | (1.7 Mb) |
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| S5 | Electronic Recordkeeping Systems Standard | June 2005 | HTML | (1.97 Mb) |
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| S6 | Digitisation Standard | January 2007 | HTML | (2.52 Mb) |
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Forms and Templates
| Title | Browse | Download |
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| Access Authority Form | PDF (139 kb) |
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| Transfer Agreement Form | PDF (274 kb) |
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| Archives New Zealand Government Loans Client Registration Form | PDF (40 kb) |
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| Archives New Zealand Government Loans Service Item Request Form | RTF (7 kb) | |
| Schedule Template | MS Excel  (28 kb) | |
| Schedule Explanation | PDF (84 kb) |
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| Appraisal Report Template | PDF (146 kb) |
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| Appraisal List Template | MS Excel (84 kb) |
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| Appraisal List Explanation | PDF (88 kb) |
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| Transfer List Template | MS Excel (84 kb) |
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| Change to Schedule Memorandum Template | PDF (107 kb) |
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| Extension Memorandum Template | PDF (91 kb) |