4.2. > THE IMPORTANCE OF COMPILING ACCURATE LISTS TO SET STANDARDS

It is essential that the transfer list accurately represents the items to be transferred, as public offices have a responsibility to account for the proper disposal of records.

Archives New Zealand has specific requirements for lists. These requirements enable lists provided to be easily integrated with Archives New Zealand's existing systems. The lists compiled by public offices act as an import format for Archives New Zealand's electronic archival management system, so accurate listing is essential. The list template is outlined in Section 4.6 below.

Records managers should ensure that staff compiling lists understand the need for accuracy and the requirements of the listing template. If the individual responsible for the records does not personally compile the list, periodic checks should be made to ensure that the standard of listing is being maintained, particularly if temporary assistance is being used.

If you have any questions about the listing process, or terms and definitions used in the following guide, please contact Archives New Zealand. We are happy to provide advice throughout the listing and boxing process.

Please note: Failure to meet the listing standards may prevent acceptance of the transfer until the required amendments are made.