Government Recordkeeping Update December 2009 John Roberts, Acting Group Manager, Government Recordkeeping Group, Archives New Zealand

7/12/2009 Update on Current Developments2 Overview Disposal standard Electronic Recordkeeping Systems Standard Training update Digital Continuity Legacy and transfer programmes 2009 recordkeeping survey results Annual report on recordkeeping New Website Changing faces at Archives NZ

7/12/2009 Update on Current Developments3 New Standard on Disposal Principles-based standard to support regular and effective disposal of records Mandatory for public offices (excluding schools) and local authorities Advisory Group established and had first meeting in November Exposure draft timetabled for 8 weeks over February and March 2010 We will be looking for your feedback For more information, contact Mark Crookston, Senior Advisor, Appraisal

7/12/2009 Update on Current Developments4 Electronic Recordkeeping Systems Standard Project underway to revise the Electronic Recordkeeping Systems Standard Looking at adopting ICA/ADRI Principles & Functional Requirements for Records in Electronic Office Environments Advisory Group meeting in Wellington next week We will be looking for your feedback in March – May 2010 For more information, contact Lisa Judge, Advisor, Government Recordkeeping Programme

7/12/2009 Update on Current Developments5 It’s time to book your training! Training course dates are now available for 2010! Plan your own or your team’s training for the coming year. See events/government-recordkeeping-training events/government-recordkeeping-training

7/12/2009 Update on Current Developments6 Digital continuity – new projects Digital Continuity Glossary: Enabling different professions to understand one another. Will replace Continuum glossary. Targeting At Risk Information: Collaborative project to analyse risks to maintenance of digital information, develop a risk model and publish guidance. Contact – mobile phone at Tauranga hospital. Archives New Zealand ADHL A1659/99b.

7/12/2009 Update on Current Developments7 FUTURE PERFECT: DIGITAL CONTINUITY CONFERENCE 2010 Wellington Convention Centre, 3-5 May 2010 Southern hemisphere’s premiere digital preservation event, with training, conference and action barcamp. Contact:

7/12/2009 Update on Current Developments8 Legacy and Transfer Programmes The Legacy Records Programme is charging ahead 210 public offices were contacted by end of 2008/09 ongoing discussions with 58 public offices Support available from us: –Feedback on your Legacy records project proposal –Legacy Records Project plan template Wellington Transfer Programme Continuing to focus on transfer of high risk, high value records, especially those over 25 years old Please contact the Arrangement and Description team prior to making any commitments to transfer Contact

7/12/2009 Update on Current Developments9 Recordkeeping Survey 2009 Summary report for all organisations available online /compliance-tools/government-recordkeeping- surveys Individual agency results will now be with your Chief Executives Electronic copies will be sent shortly to nominees who completed the survey Thank you to all who participated

7/12/2009 Update on Current Developments10 New Website

7/12/2009 Update on Current Developments11 Ground Floor Redevelopment Started on 7 September– will be complete on 18 December Working on now: Staff area Adjustments to main Gallery Space – to link through as the main path to the Constitution Room Main benefits from project: Spaces that are fit for purpose Access staff closer to customers More facilities for public and upgraded facilities for staff

7/12/2009 Update on Current Developments12 Changing Faces at Archives New Zealand New staff Siobhan King, Senior Advisor, Government Recordkeeping Programme Anna Gulbransen, Advisor, Government Recordkeeping Programme Sara McInally, Administrative Assistant, Government Recordkeeping Lavina Edwin, Senior Advisor, Public Records Act Audit Programme Wendy Stokes, Senior Advisor, Public Records Act Audit Programme Zowie Ransfield, Programme Coordinator, Public Records Act Audit Programme Departures Alice Patterson, Senior Advisor, Government Recordkeeping Programme

Further Information Website: Telephone: (04)