‘Setting the Standard: Standards Setting for Supporting Public Records Act Auditing’ was the topic addressed at this month’s recordkeeping forum. We were pleasantly surprised at the level of interest in this topic. It was so popular that we had to close registrations after only four days! Many apologies to those who missed out or were turned away on the day, but we can only fit 85 people into our training room. Presentations are now available online. Note that the next forum will be held at the National Library Auditorium, which seats 200 people. The date is the 6th December and the topic is Website Archiving and Digital Preservation.
We have now updated the Continuum Recordkeeping Resource Kit for the Public Records Act (PRA). We’ve revised almost all the publications in the kit, and taken the opportunity to improve it at the same time. We’ve converted most of the advisory notices into fact sheets on disposal, digitisation, destruction, and email; incorporated advice for local government wherever possible; written a new Guide to the Public Records Act; added a Visual Guide to Continuum Publications; and a Table of Contents. The next step will be to update the Continuum website, which will be happening during October. Update packs for your kit are available now. You can download the order form and find out more about the project online.
As discussed at the forum, Archives New Zealand has developed an approved strategy and methodology for standards development under the Public Records Act. This was the result of a high level strategic consultation initiative, working with Standards New Zealand, and involving a range of interest groups. The methodology specifies how standards will be developed; while the strategy gives priorities and a timeline for standards development. The highest priority standards are those for physical storage, creation and maintenance of full and accurate records, digital recordkeeping, and recordkeeping metadata. Under the strategy, mandatory standards will be developed and implemented in all these areas by mid 2008. These standards will form the basis for recordkeeping audits of public offices, starting in 2010. More details about the strategy and methodology, including the full report from Standards New Zealand, can be found at our Standards Strategy and Methodology page.
Archives New Zealand is joining the International Standards Organisation Committee on Archives/Records Management, as well as the Standards Australia Committee IT/21. This means that the Australian committee will become a joint Australia/NZ committee. These initiatives mean that New Zealanders will be able to contribute to international standards development. Anyone who is interested in becoming involved should contact the Government Recordkeeping Programme at rkadvice@archives.govt.nz.
We recently released an exposure draft of a Digitisation Standard. This sets out requirements for digitisation processes and disposal of source documents. To comment on the exposure draft, check out our Digitisation Standard page.
We are also about to begin a review of the Recordkeeping Framework, which will become the ‘Create and Maintain’ standard. We will be considering a range of options, including possible adoption of ISO 15489, with an implementation guide and auditing tools.
Submissions on the existing storage standard closed in June. We’re now considering responses to feedback. A summary of submissions and decisions should be available some time in September, and an exposure draft of the new mandatory standard is scheduled for November 2006.
The purpose of this project is to develop a training programme for recordkeeping staff in public offices and local authorities. The first step has been to commission a Training Needs Analysis. Thank you to all who participated in this process. The analysis has now been delivered and recommends a range of training interventions including short courses, workshops, self-help and support services such as a training directory. We will consider the report and make decisions over next few months. For more information see our Training for Recordkeeping in Government Project page.
This year we undertook a census of public offices using the mandatory reporting powers in section 31 of the PRA. We surveyed 218 entities, including all Departments, all Crown Entities except Schools, all SOEs, and all Offices of Parliament. So far we have a 94% response rate to the survey, which we are very pleased with. The results of the survey will form the basis of our annual report on the state of government recordkeeping. We will also use the results to target our advice and support services where they are most needed.
This month we were very sad to say goodbye to Eamonn Bolger, Manager Appraisal, who is leaving Archives New Zealand for new pastures at the Department of Labour. Due to this and further staff changes, please be advised that normal appraisal and disposal services will be affected until the Appraisal Section is back to full operational levels in the new year. We will be doing our best to avoid any delay to core services but your patience during this time would be appreciated.
In the Government Recordkeeping Programme, Patrick Power is acting as Manager while Evelyn Wareham is on parental leave. As a result, Kate Fraser has been seconded from Access Services to become an Archives Analyst in GRP.
Recordkeeping enquiries: rkadvice@archives.govt.nz
Appraisal enquiries: appraisal@archives.govt.nz
Transfer enquiries: transfer@archives.govt.nz
Physical address: PO Box 12-050 / 10 Mulgrave St, Wellington
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