Christchurch 23/11/20071 Kate Jones, Government Recordkeeping Programme, Archives New Zealand Exposure Draft Standards for the Creation and Maintenance of Records and Recordkeeping Metadata

Christchurch 23/11/20072 Overview I.Legal Requirements II.Create and Maintain Standard III.Recordkeeping Metadata Standard IV.Next Steps

Christchurch 23/11/20073 Legal requirements Public Records Act s17 –‘Every public office and local authority must create and maintain full and accurate records of its affairs’ –‘Every public office must maintain in an accessible form, so as to be able to be used for subsequent reference, all public records that are in its control’ –‘Every local authority must maintain in an accessible form, so as to be able to be used for subsequent reference, all protected records that are in its control’

Christchurch 23/11/20074 Create and Maintain Standard Sets framework for creation and maintenance of records in accordance with normal, prudent business practice Establishes principles and requirements for making and managing complete and accurate records Defines ‘normal, prudent business practice’

Christchurch 23/11/20075 Create and Maintain Standard Principles 4 principles, 21 requirements: 1.Recordkeeping must be planned 2.Full and accurate records of business activity must be made 3.Records must provide reliable evidence of business practice 4.Records must be managed systematically

Christchurch 23/11/20076 Create and Maintain Standard Status: Mandatory standard Application: all public offices and local authorities Scope: all records Comment on exposure draft due by 25 January 2008

Christchurch 23/11/20077 Where can I get a copy? Create and Maintain Standard: s/createmaintainstandard.php Contact: Project Manager Stephen Clarke Phone:

Christchurch 23/11/20078 Recordkeeping Metadata Standard What is recordkeeping metadata? Data that enables the creation, management and use of records through time. Recordkeeping metadata can be used to identify, authenticate and contextualise records and the people, processes and systems that create, manage and use them. (ANZ, ERKSS)

Christchurch 23/11/20079 Recordkeeping Metadata Standard Establishes framework RK metadata Establishes principles and requirements for creating, maintaining and managing RK metadata Establishes set of RK metadata elements suitable for application in any electronic environment

Christchurch 23/11/ Recordkeeping Metadata Standard Principles 4 principles, 15 requirements: 1. Recordkeeping metadata management framework 2. Recordkeeping metadata creation 3. Recordkeeping metadata maintenance 4. Recordkeeping metadata disposal

Christchurch 23/11/ Recordkeeping Metadata Standard Status: Mandatory standard Application: all public offices and local authorities (excludes schools) Scope: electronic records Comment on exposure draft due by 25 January 2008

Christchurch 23/11/ Supporting Documents 1.Technical Specifications Exposure Draft High-level recordkeeping metadata schema NZ specific encoding schemes Non-mandatory Based on National Archives of Australia’s Metadata Standard 2.Guide to Implementing RK Metadata in EDRMS (forthcoming)

Christchurch 23/11/ Where can I get a copy? Recordkeeping Metadata Standard: cts/metadatastandard.php Contact: Project Manager Kate Jones Phone:

Christchurch 23/11/ Next steps Consultation period November/December 2007 Consideration of feedback February 2008 Summary of submissions and decisions will be available February/March 2008 Standards re-drafted March 2008 Final published standards and supporting products by 30 June 2008

Christchurch 23/11/ Your feedback is very welcome! Further details available from: –Government Recordkeeping Programme, Archives New Zealand –Phone: – –Website: