Government Recordkeeping Update November 2009 Patrick Power, Manager, Government Recordkeeping Programme, Archives New Zealand

17/11/2009 Update on Current Developments2 Overview New standards projects: Disposal, ERKSS EDRMS project Training update 2009 recordkeeping survey results Annual report on recordkeeping Changing faces at Archives NZ Changes to our websites New Continuum publications

17/11/2009 Update on Current Developments3 New Standard on Disposal Principles-based, mandatory standard to support regular and effective disposal of records in the public sector Will replace existing Appraisal Standard, issued 1998 Project underway, Advisory Group meeting for first time today There will be consultation with all interested parties For more information, contact Mark Crookston, Senior Advisor, Appraisal

17/11/2009 Update on Current Developments4 Electronic Recordkeeping Systems Standard Phase 1 Recommendations: Standard needs to be revised Standard should remain discretionary Standard should address implementation issues Develop overarching discretionary standard setting out the high level principles, then a number of modules sitting below this standard, covering specific elements of electronic recordkeeping practice Phase 2: Revise Standard Project initiated - currently forming advisory group For more information, contact Lisa Judge

17/11/2009 Update on Current Developments5 EDRMS project update Working with Government Technology Services Focus for this year is defining the problems with EDRMS purchase and implementation, and identifying viable solutions Our questions: Are EDRMS implementations delivering value for money? If not, why not? What can we do to help public sector organisations get more benefit from EDRMS? If you are interested in this work, please let us know. We do want to consult with all interested parties. Contact:

17/11/2009 Update on Current Developments6 Government Recordkeeping Training Update New/revised courses have been very popular: Recordkeeping Metadata Appraisal and Disposal Brand new workshop – ‘Preparing Records for Transfer’ developed.

17/11/2009 Update on Current Developments7 Courses coming up in Auckland Local Government & PRA – 18 th /19 th November (tomorrow!) Recordkeeping Metadata – 30 th March For more information see our website: events/government-recordkeeping-training

17/11/2009 Update on Current Developments8 Digital continuity update The Digital Continuity Action Plan has been approved by Cabinet for public sector implementation. Now available in print and on our website. Digital Transfer fact sheet (F22) Fact sheet and research report on managing public sector datasets for the long term (F20) Contact –

17/11/2009 Update on Current Developments9 Government Recordkeeping Survey report now available on web Some very encouraging results: 71% of respondents have established policies on recordkeeping (compared to 56% in 2008) 64% have specialised staff who are responsible for records management (52% in 2008) 52% have procedures for creating & filing electronic mail (39% in 2008) act/government-recordkeeping-surveys

17/11/2009 Update on Current Developments10

17/11/2009 Update on Current Developments11 Changing Faces at Archives New Zealand New/moving staff Richard Hipgrave, Manager, Public Records Act Audit Programme Wendy Stokes, Senior Advisor, PRA Audit Programme Lavina Edwin, Senior Advisor, PRA Audit Programme Zowie Ransfield, Programme Coordinator, PRA Audit Programme Euan Cochrane, Senior Advisor, Digital Continuity Siobhan King, Senior Advisor, GRP Anna Gulbransen, Advisor, GRP Departures Tom Norcliffe, Manager, Appraisal Team Kate Jones, Senior Advisor, Government Recordkeeping Programme Alice Patterson, Senior Advisor, GRP Natalie Dewson, Senior Advisor GRP, on parental leave

17/11/2009 Update on Current Developments12 Changes to our websites Based on testing with user groups Easier access to advice and guidance Most ‘Continuum’ content will be migrated to main Archives NZ website (you will be redirected where this hasn’t happened) We still use the ‘Continuum’ brand on our RK advice products Check it out at

17/11/2009 Update on Current Developments13 New Continuum publications G14 Technical Guide on Implementing Technical Specs in EDRMS G15 Guide to Completing a Survey of Physical Records G16 Guide to Best Practice in Storage G17 Recordkeeping for Business Activities Carried out by Contractors G20 : Web Records Guide F19 Factsheet: An Introduction to the Legacy Records Programme F20 Factsheet: Managing Datasets F22 Factsheet: Digital Transfer

17/11/2009 Update on Current Developments14 G14 Technical Guide to Metadata in EDRMS Supports Technical Specifications – beyond the minimum required by the standard Will assist in configuration of new EDRMS Outlines options – 1 entity, 2 entity, 3 entity models A new type of publication – a technical guide Only available in HTML

17/11/2009 Update on Current Developments15 G16 Guide to Best Practice in Storage Supports storage standard and goes beyond it Good advice on storage of both records and archives Links to other information – we will add to these over time

17/11/2009 Update on Current Developments16 G20 Guide to Managing Web Records Update of existing guidance in a rapidly changing area Websites, intranets, extranets Wide audience including IT and communications professionals, web managers, developers, etc. Gives advice on some of the key tools for managing web records including an organisational recordkeeping framework; sentencing and disposal, metadata, CMS and/or EDRMS Also gives advice on management of websites that are no longer in current use

Further Information Website: Telephone: (04)