4.6.3. > Additional Fields

You can complete the additional fields of the template, reproduced below, if necessary. Discuss this with the transfer archivist first, as not all fields may be relevant.

Restriction status	R. Expiry	Record Type	Alt. number

• Restriction Status

Restriction status relates to the availability of the item for public consultation. Some items will be restricted for a period of time due to the sensitivity of their contents.

If items are not restricted, this field should be left blank. Each restricted item should be marked in this column with an R.

• R. (Restriction) Expiry

This is the last year in which an access restriction applies. There are two ways of entering this:

1. If restricted items have an identifiable date after which they will be publicly available, a four digit year can be entered here, e.g. 2025.
2. If this is a period after date of file closure, e.g. 25 years, then the expiry can be calculated by the Archives New Zealand system after the list has been completed. In this situation, agencies should enter the number of years that the restriction applies e.g. 25, 70.

• Record Type

If all items being transferred are the same format (e.g. all files, or all maps, or all photographs, or all films) leave this field blank; it will be filled by the transfer archivist.

If the transfer includes several different record formats, you should discuss options with the transfer archivist. The different formats will need to be identified by a code in this column.

• Alt. (Alternative Record) Number

This can be used if the items have more than one record number, such as open and closed file numbers. Discuss this option with the transfer archivist.