4. > COMPILING TRANSFER LISTS

4.1. > WHAT IS A TRANSFER LIST?

All proposals for deposit of records in Archives New Zealand must be accompanied by a full and accurate list of the records to be deposited. Transfer lists provide both the intellectual and physical control of records. They detail the intellectual arrangement of the records into files and file series, and also indicate their physical arrangement into specific boxes or other packaging.

Transfer lists are the definitive record of items transferred from public office custody to Archives New Zealand. For the Chief Archivist to be properly accountable for responsibilities in respect of deposited archives, it is crucial to be able to clearly demonstrate which archives have been transferred. Deposit of records with Archives New Zealand changes the rights and obligations which exist in respect of such records.

The lists are integrated into our electronic archival management system, Archway, and used by a number of parties, including:

• Public offices, to request records from Archives New Zealand through the Government Loans Service;
• Archives New Zealand staff, to retrieve requested records for the public and agencies, and to meet requests for information from the public; and
• Reading Room users, who consult Archway directly to request items for use.