4.4. > Documentation and Promotion

Documentation describing records should be produced in a timely manner and made widely available. Access providers should actively promote use of records.

In order to use records, people need to know that the records exist and are available for consultation, and to be aware of the functions and services of the institutions that provide access to records.

Documentation

It is essential that records be documented in accurate finding aids. Finding aids should be accurate and easy to use. Documentation for newly received records should be produced in a timely manner to ensure prompt availability to the public.

Finding aids should be made as widely available as possible. Ideally, access providers should publish finding aids, in paper form or electronically through the Internet.

Full finding aids can generally be made publicly available, even where the records documented are withheld from access. However, in a small number of cases, item level finding aids need to be withheld from the public due to national security, or because they contain name identified personal information that could cause harm to individuals. An edited (or 'redacted') version of the finding aid should be made available in these cases, if possible.

For electronic records, information discovery is facilitated through descriptive information in the form of metadata. This should be applied consistently and conform to the New Zealand Government Locator Service metadata standard.

Promotion

The access provider should actively pursue communications and marketing strategies to raise awareness about the availability of the access service and the potential uses of records. Publicity can take varying forms, including press releases, advertising or newsletters. Access providers may also develop exhibitions or compile research guides to promote records relating to a topic, subject, period or geographical area of potential research interest.

Minimum Requirements

1. Accurate and easy to use finding aids for newly received records are produced in a timely manner.
2. Finding aids are made widely available (with sensitive information removed where necessary).
3. The access service and use of records are actively promoted to potential users.