Government Recordkeeping UpdateSeptember 2009

John Roberts, Acting Group Manager, Government Recordkeeping Group,

Archives New Zealand

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Overview

• New Continuum publications• New standards projects: Disposal, ERKSS• EDRMS project• Training update• Legacy and transfer programmes• 2009 recordkeeping survey results• Annual report on recordkeeping• Changes to our websites• Changing faces at Archives NZ

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New Continuum publications

Now available:• 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• F19 Factsheet: An Introduction to the Legacy Records Programme• F20 Factsheet: Managing Datasets• F22 Factsheet: Digital Transfer

http://continuum.archives.govt.nz/recordkeeping-publications.html

Coming up: • Technical Guide on Implementing Technical Specs in EDRMS• Web Records Guide

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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 being established• First consultation round scheduled November 2009

• For more information, contact Mark Crookston, Senior Advisor, Appraisal (mark.crookston@archives.govt.nz)

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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• Currently initiating project and forming advisory group• For more information, contact Alice Patterson, Senior

Advisor, GRP (alice.patterson@archives.govt.nz)

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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: rkadvice@archives.govt.nz

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Government Recordkeeping Training Update

• New/revised courses have been very popular:• Recordkeeping Metadata• Appraisal and Disposal

• Brand new workshop – ‘Preparing Records for Transfer’ developed. A wellington course is scheduled for December

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It’s time to book your training!

Appraisal & Disposal – 16/17th September

Recordkeeping Metadata – 8th October

Local Government & PRA – 14/15th October

For more information see the Continuum website at: http://continuum.archives.govt.nz/government-recordkeeping-training.html

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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 – evelyn.wareham@archives.govt.nz

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Legacy and Transfer Programmes

• Legacy Programme continues into this new financial year apace. Highlights so far include:• One agency discovered legacy records dating from the 1860s• Another identified significant cost savings by disposing legacy

holdings

• Wellington office now focussing on transfer of high risk, high value records, especially those over 25 years old. For example the Patent & Trademark Office (IPONZ) recently transferred records dating back to 1861

• 59 transfers to Wellington office over past year• For legacy or transfer queries contact

rkadvice@archives.govt.nz .

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Government Recordkeeping Survey 2009

• 2009 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)

http://continuum.archives.govt.nz/government-recordkeeping-surveys.html

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Changes to our websites - coming soon

• 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

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Website Sneak Preview

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Changing Faces at Archives New Zealand

New staff• Richard Hipgrave, Manager, Public Records Act Audit Programme• Euan Cochrane, Senior Advisor, Digital Continuity

Departures• Tom Norcliffe, Manager, Appraisal Team• Kate Jones, Senior Advisor, Government Recordkeeping Programme• Natalie Dewson, Senior Advisor GRP, on parental leave

Opportunities• Advisor/Senior Advisor positions in the Government Recordkeeping

Programme – one permanent, one fixed term (secondment considered for fixed term position)

• Looking for communication, relationship management, project management skills

• See http://www.archives.govt.nz/workanz/vacancies.php for details

Further Information

• Continuum Website: http://continuum.archives.govt.nz/

• Email: rkadvice@archives.govt.nz

• Telephone: (04) 499 5595