TABLE OF CONTENTS

• 1.

  INTRODUCTION
• 1.1.

  PURPOSE
• 1.2.

  SCOPE
• 1.3.

  ACCESS TO PUBLIC RECORDS HELD UNDER DEFERRED TRANSFER AGREEMENTS
• 1.4.

  AUDIENCE
• 1.5.

  STRUCTURE
• 2.

  RESPONSIBILITIES
• 2.1.

  LEGISLATIVE FRAMEWORK FOR ACCESS TO PUBLIC RECORDS
• 2.2.

  ACCESS UNDER THE PUBLIC RECORDS ACT
• 3.

  SUMMARY OF PRINCIPLES
• 4.

  PRINCIPALS
• 4.1.

  RIGHT OF ACCESS
• 4.2.

  PARTNERSHIP WITH USERS
• 4.3.

  ACCESS CHANNELS
• 4.4.

  DOCUMENTATION AND PROMOTION
• 4.5.

  ACCESS FACILITIES
• 4.6.

  SERVICE QUALITY
• 4.7.

  COPYING AND USE
• 4.8.

  PROTECTION OF RECORDS
• 4.9.

  RESTRICTED RECORDS
• 5.

  CHECKLIST OF MINIMUM REQUIREMENTS
• 6.

  APPENDIX
• 6.1.

  EXTRACTS FROM THE PUBLIC RECORDS ACT 2005
• 6.2.

  EXTRACTS FROM THE OFFICIAL INFORMATION ACT 1982
• 7.

  FURTHER GUIDANCE
• 7.1.

  LEGISLATIVE FRAMEWORK FOR ACCESS TO PUBLIC RECORDS
• 7.2.

  LEGISLATIVE FRAMEWORK FOR ACCESS TO LOCAL AUTHORITY RECORDS
• 7.3.

  READING LIST
• 7.3.1.

  RECOMMENDED READING FOR ACCESS PROVIDERS
• 7.3.2.

  RECOMMENDED READING FOR USERS
• 7.4.

  ADVICE

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ARCHIVES NEW ZEALAND

GOVERNMENT RECORDKEEPING GROUP

> ISSUED UNDER PUBLIC RECORDS ACT 2005, SECTION 27
> SCOPE: ARCHIVES NEW ZEALAND, APPROVED REPOSITORIES AND LOCAL AUTHORITIES
> STATUS: DISCRETIONARY BEST PRACTICE STANDARD

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STANDARD FOR PROVISION OF ACCESS TO PUBLIC ARCHIVES CONTROLLED BY ARCHIVES NEW ZEALAND AND TO LOCAL AUTHORITY ARCHIVES.

THIS STANDARD SETS OUT LEGISLATIVE REQUIREMENTS AND GUIDANCE ON BEST PRACTICE FOR THE PROVISION OF ACCESS TO PUBLIC ARCHIVES AND LOCAL AUTHORITY ARCHIVES.

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ACKNOWLEDGEMENTS

This Standard was originally issued in 2001. Development of this Standard was co-ordinated by Evelyn Wareham, Senior Archives Analyst, in the Statutory Regulatory Group, Archives New Zealand. The Standard was developed with the advice and guidance of a working party, comprising:

• Brian Clarke, Registrar General of Births, Deaths and Marriages, and Christine Richardson, Business Development Co-ordinator, Identity Services, Department of Internal Affairs
• Hinerangi Himiona, independent Māori heritage consultant
• Claudia Orange, General Editor, Dictionary of New Zealand Biography, Senior Historian, Ministry for Culture and Heritage (nominated representative of New Zealand Historical Association)
• Lauren Perry, Manager Constitutional Team, and Sarah Murphy, Senior Legal Adviser, Public Law Group, Ministry of Justice
• Blair Stewart, Assistant Privacy Commissioner, Office of the Privacy Commissioner
• Mark Stoddart, Auckland Regional Archivist, Archives New Zealand
• Lynn Williams, Information Centre Manager, and Russell Clarke, Records Manager, Ministry for Social Development

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

The provisions in the Standard draw on New Zealand archival practice, international professional literature and various institutional standards and policies. In particular, the Standard draws on Michel Duchein's Obstacles to the Access, Use and Transfer of Information from Archives: RAMP Study (Paris, 1983); the Historic Manuscripts Commission, Standard for Records Repositories (London, 1997); the draft United Kingdom National Standard for Access to Archives (London, 1999); and the Archives and Records Association of New Zealand Policy on Access to Archives (1991).

The Standard was revised in 2006 to take account of the Public Records Act 2005, and reissued as a discretionary standard.

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