RECORDKEEPING ESSENTIALS FOR CHIEF EXECUTIVES & SENIOR MANAGERS

2 > QUESTIONS TO ASK

The following checklist will help you determine if your organisation is compliant with the various legal recordkeeping requirements, including the Public Records Act, and if you have good recordkeeping policies and procedures in place. It will also help you identify any gaps.

Is the recordkeeping function adequately represented on the senior management team?
Do we have a recordkeeping policy that covers the whole organisation and clearly allocates responsibilities for the creation and management of authentic, reliable records to support our functions and activities?
Does our policy cover electronic records, including emails?
Do we have systems, processes and staff for implementing the recordkeeping policy?
Do we monitor our recordkeeping policy, systems and processes for effectiveness?
Is recordkeeping part of the induction for new staff?
Do staff have the knowledge and tools to keep and maintain records?
Do we have disposal authorities in place for all our records?
Do we destroy records appropriately and in accordance with disposal authorities?
Do we transfer records to Archives New Zealand regularly in accordance with disposal authorities?