Government Recordkeeping Update March 2009 Kate Jones, Senior Advisor Government Recordkeeping Programme,

March 2009 Update on Current Developments2 Overview PRA audit programme development Appraisal standard review E-recordkeeping systems standard review Web information continuity Storage guide RK Survey 2009 Continuum publication news Government recordkeeping training update Newcomers network

March 2009 Update on Current Developments3 PRA Audit Programme Development Audit Tool consultation period begins in early March Briefings to be held in major centres Details of the audit strategy are on the Continuum website: strategy.html For more information please contact Kate Jones, Senior Advisor, Government Recordkeeping Programme

March 2009 Update on Current Developments4 Appraisal Standard Update 18 month programme of work, starting now 1 st project in initiation phase Work programme will result in new guidance product, appraisal framework and standard redevelopment More formal announcements will follow, once programme of work established, esp regarding consultation phase/s For more information please contact Cheryl Pointon, Senior Advisor, Appraisal

March 2009 Update on Current Developments5 E-Recordkeeping Systems Standard Review We are reviewing ERKSS to reflect the rapid change in the digital information management landscape: Phase 1 of the project is to embark on a research and scoping process to report back March / April 2009 A cross disciplinary focus group was undertaken on 18/02/09 and we got really good feedback Research outputs from the eDRMS Interest Group Survey will inform the process (it must be fit for NZ purpose) An international research project to get an informed picture of the global environment is underway (adoption of an existing standard is an option) Phase 2 will be to produce the new standard

March 2009 Update on Current Developments6 Web Information Continuity Project Project will include: A new Continuum Guide focussing on managing web information as records and continuity issues associated with managing web records over time Disposal advice for web information Research into current local and international trends on web information management and web archiving (research report and case studies) Project to be completed by June 2009

March 2009 Update on Current Developments7 Guide to Best Practice in Storage Developing guide to support the Storage Standard Provides support around: risk management approach to storage planning for improved records projects disaster protection Currently under going external review process Publication expected by 30 June 2009

March 2009 Update on Current Developments8 Recordkeeping Survey 2009 The project to undertake the 2009 Government Recordkeeping Survey is now underway Letters to CEOs will be sent out shortly asking them to nominate a staff member to complete the survey The survey will run, online, for 3 weeks We are surveying public offices and local authorities We look forward to receiving your responses! For more information on the 2009 Government Recordkeeping survey contact the Project Manager: Lisa Judge

March 2009 Update on Current Developments9 Continuum Publications News Now available: New Factsheet on Trusted Computing & Digital Rights Management (TC/DRM) for Records Managers. Coming up: New Guide to Administrative Change

March 2009 Update on Current Developments10 ISO – Licence Expiry Archives New Zealand’s licence arrangement with Standards New Zealand to supply public offices with ISO expires on 31 March. It will not be renewed. Existing holders of standards are required to destroy their copies (letters have been sent) Archives New Zealand has incorporated the principles of ISO into the Create and Maintain Recordkeeping Standard From 31st March, please obtain copies from SNZ If you have any questions or concerns, please contact

March 2009 Update on Current Developments11 Government Recordkeeping Training – Update A Recordkeeping Metadata course, to support the mandatory Electronic Recordkeeping Metadata Standard, is under development The existing Disposal and Transfer course will be split into two separate courses The new courses will further support the creation and maintenance of electronic records For further information, contact Alice Patterson:

March 2009 Update on Current Developments12 It’s Time to Book Your Training! Introduction to the Public Records Act –Wellington – 20 May, 13 Aug, 25 Nov –Christchurch – 18 Jun –Rotorua – 20 Aug The Public Records Act and Local Government Records and Archives –Wellington Oct –Dunedin Jul –Christchurch Oct –Auckland Nov

March 2009 Update on Current Developments13 Newcomers Network Aim: support newer records people by building a community of practice A collaboration between Archives New Zealand, RMAA, ARANZ, EDRMS SIG First meeting: Wednesday 8th April, 10.30am am Archives New Zealand Training Room, Mulgrave Street To encourage discussion and networking, numbers will initially be limited to 40 people. To register your interest,

Further Information Continuum Website: Telephone: (04)