25 Years and Beyond: The Benefits of Managing over 25 Year Old Records John Roberts, Group Manager Archives Management Archives New Zealand

03/09/ Years and Beyond2 Overview 25 years old: what the Public Records Act says Public Records Act Myths Considerations when managing 25 year old records Active management of 25 year old records: the benefits

03/09/ Years and Beyond3 Setting the Scene Increase in the Number of Agencies that hold records that are over 25 years old: 56% of Public Offices in % of Public Offices in 2008 Increase in the number of over 25 year old electronic records: 11% of Public Offices held 25+ electronic records in % of Public Offices held 25+ electronic records in 2008 Increase in the number of over 25 year old paper records: 74% of Public Offices held 25+ paper records in % of Public Offices held 25+ paper records in 2008

03/09/ Years and Beyond4 Public Records Act Myth Number 1: Public Record = Public Access

03/09/ Years and Beyond5 What the PRA Says: Determine Access Public Offices: When public records have been in existence for 25 years or are about to be transferred to the control of the Chief Archivist … the public office must classify the records as either: –Open access; or –Restricted access records. (Public Records Act s43) Local Authorities: When a local authority record becomes a local authority archive, the administrative head… must classify it as either: –Open access; or –Restricted access records. (Public Records Act s45)

03/09/ Years and Beyond6 What the PRA Says: Provide Access An open access record must be made available for inspection by members of the public free of charge as soon as is reasonably practical after the request to inspect the record is made to the public office, approved repository, or Archives New Zealand…” (Public Records Act s47)

03/09/ Years and Beyond7 Access to 25 Year Old Records: What We Know Increase in the number of public offices with records over 25 years old that have classified them as either open access or restricted access: –36% of agencies in 2007 –41% of agencies in 2008 No change in the number of public offices providing access to records over 25 years old free of charge: –35% of agencies in 2007 –35% of agencies in 2008

03/09/ Years and Beyond8 Recordkeeping Advice Determine if your agency holds any records that are 25 years old If there are no controlling lists or indexes create one Determine if there are any records that need to be restricted Record any access restrictions Have a policy and/or procedures which give guidance on providing access to records

03/09/ Years and Beyond9 Benefits of Determining Access Risk mitigation – prevention of un authorised and un controlled access Business efficiency – know what records can and can’t be accessed Consistent application of restrictions – restrictions determined based on all records rather than ad hoc record by record Clear guidance – staff know what access conditions exist and how to manage them in the course of their work

03/09/ Years and Beyond10 Public Records Act Myth Number 2: Records Must be Transferred to Archives New Zealand When they Reach 25 Years Old

03/09/ Years and Beyond11 What the PRA Says: Defer Transfer The requirement to transfer public records does not apply if the administrative head of the controlling public office and the Chief Archivist have agreed in writing that the transfer of the public records may be deferred for a specified period on any conditions that the administrative head and Chief Archivist consider appropriate. (Public Records Act s22)

03/09/ Years and Beyond12 Deferring Transfer: Reasons and Examples Agencies may want to defer transfer if the records they hold that are over 25 years old are still needed by the business: Land Records Patient Files Agencies may have records that are unable to be accessed (some of which may be 25+) 55% of agencies in % of agencies in 2008

03/09/ Years and Beyond13 Recordkeeping Advice Determine what records your agency holds that are over 25 years old Contact Archives New Zealand and discuss deferring transfer Determine when the records will be able to be transferred and make a plan Assess the storage conditions against the mandatory storage standard Ensure you have processes in place to maintain accessibility to the records over time

03/09/ Years and Beyond14 Public Records Act Myth Number 3: The Public Records Act Means Nothing Can be Destroyed!

03/09/ Years and Beyond15 The Public Records Act Guides Disposal Managed Systematic Regular Neutral Independent checks Public consulted Wider interests considered Based on approved authorities Consistent management of disposal across government

03/09/ Years and Beyond16 Good Recordkeeping Means Decisions Simple Easy Automated Supports business Manages risk Common sense ‘Normal, prudent business practice’

03/09/ Years and Beyond17 Measures Taken to Manage the Disposal of Records over 25 Years Old Increase in the number of agencies who have appraised their over 25 year old records and will eventually transfer them to Archives New Zealand: 17% in % in 2008 Increase in the number of agencies who have appraised their over 25 year records and will destroy them when they are no longer required: 17% in % in 2008

03/09/ Years and Beyond18 Benefits of Disposal Reduced cost to organisations: –Retrieval –Storage –Recovery (loss and damage) Efficient retrieval of information Know what you have (and what it is worth)

Questions?