Contents

1. Introduction
2. Mandate and Responsibilities
3. Overview of Requirements
4. Principles
5. Glossary
6. Appendix: Checklist of Minimum Requirements

Executive Summary

This standard sets minimum requirements for storage of physical records and archives under the Public Records Act 2005. Its purpose is to support and encourage government recordkeeping.

The standard applies to physical records such as paper files, photographs, microfilms, maps and plans. It does not apply to digital records.

The standard applies to central and local government records only.

The standard applies whether records are in active use, are held in storage for occasional use, are allowed to be destroyed, or must be kept because they are of archival value.

The standard is mandatory for all of central and local government, except schools. It is also mandatory for community archives which have been approved to hold government records.

To comply with this standard, you must make sure that:

• Records are controlled so that they are able to be identified and retrieved easily, without damage or loss.
• Records that are not in active use are stored in facilities that enable access and ensure preservation for as long as they are required.
• Disaster management programmes are established and maintained to minimise risks.
• Records are secure against theft, vandalism, misuse, or inadvertent release.
• Records are protected through appropriate packaging and shelving or storage equipment.
• Records are stored in environmental conditions which will ensure they are preserved for as long as they are required.

The standard contains a checklist to help you measure your compliance. If you have any questions, Archives New Zealand can advise on what is required in particular cases.

Chief Executive and Chief Archivist

Signed:

Date: 30 June 2007
Review Date: 2012

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Acknowledgements

The original version of this standard was developed during 1999-2000 by Evelyn Wareham, Archives Analyst at Archives New Zealand, with advice and guidance from a working party comprising:

• Jocelyn Cuming, National Preservation Officer, National Preservation Office / Te Tari Tohu Taonga, National Library of New Zealand
• Jonathan London, Head of Preservation Services, Archives New Zealand
• Russell McArtney, Branch Manager, Recall Total Information Management
• Jenny McDonald, Information Services Manager, and Jackie Jean, Information Management Adviser, Land Information New Zealand.

This revised version of the standard was developed during 2006-2007 by Patrick Power and Kate Jones, Archives Analysts in the Government Recordkeeping Programme at Archives New Zealand, in collaboration with an advisory group comprising:

• Tharron Bloomfield, National Preservation Officer Māori, National Preservation Office / Te Tari Tohu Taonga, National Library of New Zealand/Te Puna Mā-tauranga o Aotearoa
• Heather Cameron, National Recordkeeping Manager, New Zealand Police/Nga Pirihimana o Aotearoa
• Diana Coop, Manager Preservation Services, Archives New Zealand/Te Rua Mahara o Kāwanatanga
• Russell McArtney, Wellington Operations Manager, Recall Total Information Management
• Sarah Padey, City Archives Manager, Auckland City Council
• Frans van Straaten, Manager Business Assurance, PricewaterhouseCoopers.

The Chief Archivist acknowledges the advice and guidance of the working party and advisory group members, which has been central to the development of this standard.

The storage principles in this standard are drawn from international best practice. In particular, the standard draws on British Standard BS 5454-2000: Recommendations for the Storage and Exhibition of Archival Documents, International Standard ISO 11799-2003: Information and Documentation — Document Storage Requirements for Archive and Library Materials, International Standard ISO 15489-2001: Information and Documentation — Records Management, and the Canadian Conservation Institute’s Technical Bulletin No. 23: Guidelines for Humidity and Temperature in Canadian Archives, 2000.

The standard was also informed by government storage standards issued by the National Archives of Australia and the State Records Authority of New South Wales. The Chief Archivist gratefully acknowledges their assistance in preparing this standard.

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