1. A New Standard for Disposal Mark Crookston Senior Advisor Appraisal Government Recordkeeping Group

2. Government Recordkeeping Forum2 Overview Why we are developing a disposal standard The methodology What is in the Exposure Draft Feedback

3. Government Recordkeeping Forum3 Definition Disposal: A range of processes associated with implementing records retention, destruction or transfer decisions which are documented in a disposal authority.

4. Government Recordkeeping Forum4 Standards Strategy Programme 2009-2012

5. Government Recordkeeping Forum5 Why a Disposal standard? Supports key sections of the Public Records Act (ss17- 18) A fundamental accountability exercise, which is undertaken regularly by organisations Support and ensure the benefits of regular disposal are being achieved Organisational benefits – costs / accountability / efficiency Public sector and community benefits –public trust in government information management –Total cost savings (organisational costs x 210)

6. Government Recordkeeping Forum6 Methodology Advisory group established in October 3 meetings have taken place Review relevant international precedents State Records NSW Public Records Office of Victoria Queensland State Archives ISO 15489 Assessment on their relevance to NZ circumstances. Draft principles and requirements Review, review, review….

7. Government Recordkeeping Forum7 New Standard on Disposal Principles and requirements based standard to support regular and effective disposal of records Mandatory for public offices (excluding schools) and local authorities Covers all types of disposal Exposure draft timetabled for 8 weeks over February and April 2010 – that’s NOW! We are looking for your feedback See the website

8. Government Recordkeeping Forum8 Structure of standard

9. Government Recordkeeping Forum9 Disposal Standard Principles and Requirements Principle 1: Disposal Authorisation Disposal of records must be authorised Requirements 1.Must be approved by the Chief Archivist 2.Must be authorised by the controlling organisation 3.Must be undertaken using authorisation that is current and relevant

10. Government Recordkeeping Forum10 Disposal Standard Principles and Requirements Principle 2: Disposal Planning and Implementation Disposal of records must be planned and regularly implemented Requirements 4.Must be undertaking according to organisational policies and procedures 5.Must be undertaken on a regular and routine basis 6.Organisations must plan for appropriate protection and preservation of records it controls of archival value

11. Government Recordkeeping Forum11 Disposal Standard Principles and Requirements Principle 3: Disposal Accountability Organisations must be able to account for their disposal activities Requirements 7.Must be documented 8.Must be regularly monitored and reviewed 9.Must be carried out by personnel who have appropriate skills and knowledge

12. Government Recordkeeping Forum12 Disposal Standard Principles and Requirements Principle 4: Disposal Security Disposal must be undertaken using appropriate security methods Requirements 10. Methods used to dispose must comply with any privacy and confidentiality requirements 11. Methods used to destroy records must be irreversible

13. Government Recordkeeping Forum13 Have your say on the compliance date

14. Government Recordkeeping Forum14 Questions to consider General feedback Will it help improve public sector recordkeeping? Will it enable assessment of organisational capability? Does it clearly specify minimum requirements? Think about Do the requirements help or hinder your work processes? Do the explanations provide clarity on the intent of the Requirements? Are there any requirements that should be added or removed?

15. Government Recordkeeping Forum15 Feedback by April 15

16. Government Recordkeeping Forum16

17. Further Information Website: http://www.archives.govt.nz/ http://www.archives.govt.nz/ Email: rkadvice@archives.govt.nzrkadvice@archives.govt.nz Telephone: (04) 499 5595