This standard specifies minimum requirements for the creation and maintenance of
records under the Public Records Act 2005. Archives New Zealand has developed the standard to ensure that full and accurate records of New Zealand public offices’ and local authorities’ business activities are created and managed effectively and continue to be accessible and useable over time.

The requirements of this standard are the Chief Archivist’s interpretation of s17 of the Public Records Act 2005 which imposes statutory responsibilities for the creation and maintenance of records.

1.1 Purpose

This standard aims to support and improve recordkeeping in public offices and local
authorities as defined by s4 of the Public Records Act 2005. Its goals are:

• to specify minimum requirements for the making of complete, authentic, reliable, useable and accurate records by public offices and local authorities
  and to ensure their integrity and availability for subsequent access
• to enable assessment of recordkeeping systems, policies and procedures that support and enable their maintenance over time.

The desired outcome of these goals will be the preservation of records for as long
as they are required, in order to allow future retrieval and reuse.

Meeting the minimum requirements in this standard will:

• provide a basis for the establishment of a ‘recordkeeping framework’ (see section 3.4 Recordkeeping Framework)
• provide a robust basis for demonstrating open and accountable government
• provide a mechanism for government to fulfil its recordkeeping obligations to the public and other stakeholders
• ensure that records with business value and/or historical or cultural value are created, managed effectively and available for future consultation.

1.2 Scope

This standard applies to all records of the activities, decision-making processes, actions and transactions of organisations covered by the Public Records Act 2005 (with the exception of state and integrated schools). This standard applies to the management of records:

• in all formats or media, including paper, digital, and hybrid record aggregations
• in all procedures, systems and processes
• created or received by the relevant organisation, or individual, in the conduct of business.

This standard is intended for use by:

• chief executives, other administrative heads and managers of organisations
• records, knowledge and information management professionals and their support staff
• information technology professionals
• all other staff in organisations whose responsibilities include the creation,
  maintenance, receipt or transmission of records.

1.2.1 Out of Scope: Archives

This standard is specifically designed to provide a framework for current records of
business activity, usually in frequent use, required for the conduct of ongoing business. Some of these records may be identified for long-term retention as archival records; however this standard does not include the management of archives, such as:

• local authority archives
• archives held by Archives New Zealand
• archives held in approved repositories.

1.3 Relationship with other Standards and Requirements

1.3.1 Status of ISO 15489 as Guiding Principles Document

The International Standard ISO 15489-1: 2001 Information and documentation —
Records management — Part 1: General; and ISO/TR 15489-2: 2001 Information and documentation — Records management — Part 2: Guidelines comprises the high level guidance element of this standard. ISO 15489 provides the conceptual basis for the recordkeeping principles outlined in this standard and in the Archives New Zealand Continuum suite of recordkeeping publications. We recommend that all New Zealand recordkeeping practice should be consistent with the principles of this internationally recognised records management standard.

1.3.2 New Zealand Standards and Requirements

This standard applies specifically to the creation and maintenance of records and their subsequent accessibility. However, there is an inevitable overlap with other interrelated requirements when dealing with recordkeeping systems. Requirements for other related processes are outlined in other publications issued by Archives New Zealand. These include:

• Recordkeeping Standards, including the Storage Standard, Access Standard, Appraisal Standard, the Electronic Recordkeeping Systems Standard, Electronic Recordkeeping Metadata Standard and the Digitisation Standard. These standards will be updated and revised over time. l
• Disposal Authorities for public records, including the General Disposal Authorities (GDAs). These documents specify which public records must
  be protected and preserved and for how long. Copies of current disposal
  authorities are available in Archives New Zealand’s Archway.
• The list of local authority protected records (usually known as the Local Government Schedule), which specifies which local authority records must be protected and preserved. 

Public offices and local authorities creating health records should also be aware of the New Zealand Standard on Health Records, NZS 8153:2002, which gives some guidance on creation and maintenance of these records.

1.3.3 The Treaty of Waitangi / Te Tiriti o Waitangi

The rights of Mãori to their recorded knowledge, which is a taonga in the terms of the Treaty of Waitangi, should be respected when incorporated into government records and recordkeeping systems. The recordkeeping requirements of this standard (to create full and accurate records and maintain them in accordance with all New Zealand legislative requirements) aim to support the Treaty of Waitangi in respect of Mãori cultural practice regarding the creation and identification of records containing traditional or sensitive knowledge and the appropriate maintenance of these records.

1.4 Advice and Guidance

This standard sets out to clearly specify minimum requirements for the creation and maintenance of records. Further guidance and implementation information is available in the International Standard ISO 15489-1: 2001 Information and documentation — Records management — Part 1: General; and ISO/TR 15489-2: 2001 Information and documentation — Records management — Part 2: Guidelines.

Recordkeeping advice and technical guidance on implementation of this standard
is available from Archives New Zealand:

Government Recordkeeping Programme
Archives New Zealand
PO Box 12050
Wellington 6144
Telephone: 04 499-5595
Email: rkadvice@archives.govt.nz