5 > PUBLIC RECORDS ACT COMPLIANCE FRAMEWORK

Under the Public Records Act 2005, good recordkeeping is a requirement of all public offices. Sound recordkeeping needs to take place whenever the following is needed:

• Informed decision-making;
• Provision of services now and in the future;
• Assurance of accountability; and
• Management of risk.

From 2010, all public offices will be subject to regular independent audits of their recordkeeping practices. The Chief Archivist is charged with commissioning these audits and determining the criteria for assessment. The audit results will be provided to the Minister for Archives New Zealand who will present them to Parliament.

You need to ensure your organisation is prepared for this audit, understands its responsibilities and is ready to meet them.

In addition to managing the audit process, the Chief Archivist can direct a Chief Executive of a public office to provide a report on any specified aspect of the organisation's recordkeeping practice or the public records that it controls or possesses. The Chief Archivist can also, after giving reasonable notice, inspect public records (subject to security considerations).

Every year, the Chief Archivist is required to report to the Minister for Archives New Zealand on the state of recordkeeping within public offices. The report is also presented to Parliament.

"...Accountability is a crucial component of democracy, and good recordkeeping is an integral tool of accountability. Good recordkeeping ensures that New Zealanders can hold the government to account for its actions, and also allows Ministers to hold our agencies to account for the delivery of programmes and policies."

Hon. Judith Tizard, Minister responsible for Archives New Zealand, Archives New Zealand Statement of Intent, 2006-2009.

Issued October 2003/Revised June 2006