4.8. > Protection of Records

Procedures and physical measures should protect records from unauthorised access, destruction, alteration and removal.

Because records are unique and valuable sources of information, use conditions should be in place to protect them from unauthorised access, destruction, alteration and removal, so that they continue to be available for future generations. This is achieved by ensuring records are used responsibly, by retaining records in secure custody, and by withholding access to very fragile originals.

Measures should be taken to minimise the possibility of removal or irreversible alteration to records, and to reduce wear and tear through use of records. For example, where access to original records is provided in a designated study area, formal rules should govern users' behaviour and facilities and work practices should enable constant professional supervision of users. Guidelines should be issued to ensure users and staff handle records with care, and procedures should be in place to limit the quantity of records in use at one time.

Records custody arrangements should be secure, in accordance with Archives New Zealand's Storage Standard and the Security in the Government Sector manual. For security purposes, tracking systems should document which user accesses which records. For online access to electronic records, robust security mechanisms should be in place to prevent alteration, removal or unauthorised access. Original records should not be loaned out of secure custody, other than for administrative use by the controlling public office or local authority, court evidence, or exhibition purposes. Where records are released for these purposes, requirements for their protection during the period of the loan should be clearly stated and supported through monitoring (refer to s24 Public Records Act 2005).

A record can be withheld from public access if this is necessary to ensure its safe preservation. Where this occurs, a copy of the record should be made, if it is practicable to do so without detriment to the preservation of the original. This copy will then be available for public access (subject to any access conditions). Copying can also be used as a general strategy to protect records from deterioration by reducing use.

For public archives, any prohibition on access must be noted in the public access register maintained by Archives New Zealand.

Minimum Requirements

1. Reading room rules and handling guidelines are clearly communicated to users.
2. Records are not loaned out of secure custody, other than for use by the depositing agency, court evidence, or exhibition.
3. Requirements for protection of loaned records are clearly stated and supported.
4. Restrictions are in place where necessary to ensure the preservation of fragile records.
5. For public archives, any prohibition on access is noted in the public access register.