Government Recordkeeping Surveys

What are the Government Recordkeeping Surveys?

Archives New Zealand runs an annual government recordkeeping survey which utilises section 31 of the Public Records Act. This requires the mandatory provision of information from government departments and other state sector organisations. We use the results of the survey to track indicators of improvement in recordkeeping across government including:

1. Creating and maintaining full and accurate records
2. Awareness of the regulatory environment
3. Training and education
4. Disposal, transfer and access decisions

From 2008 our annual survey will also include Local Authorities. While their completion of the survey is not manadatory we do encourage Local Authorities to particpate in the survey to give us a better picture of recordkeeping in local government and allow us to better target our products and services.

About the 2008 Survey

In May 2008 Archives New Zealand began the project to undertake the annual survey of recordkeeping in government. Research New Zealand is contracted to work with us on the project which has four broad phases:

1. Prepare for the Survey
2. Conduct the survey
3. Report on the survey
4. Communicate results
   

Survey Results

Each agency that participates in the survey will receive a summary of their survey results. This will include a summary of your answers and compares the results from your agency with those of all survey participants.

How do we Use the Survey Results?

The results from the annual recordkeeping surveys allow us to identify current recordkeeping issues across government and enable us to target our advice, services and products.

The results of the survey also form the basis of the Chief Archivist’s Annual Report to Parliament on the State of Government Recordkeeping. In this there are a number of important recommendations on aspects of current recordkeeping practice public offices must develop over the coming year. The Annual Report on the State of Government Recordkeeping is part of our Annual Report which gets tabled in Parliament.

Documents and Links

Full Report on 2007 Government Recordkeeping Survey ( 1.48 MB)
Annual Report 2007 (includes the Annual Report on Recordkeeping)
Annual Report 2006 (includes the Annual Report on Recordkeeping)

Where to Find out More

If you have any questions about the Annual Government Recordkeeping Surveys please contact:
The Government Recordkeeping Programme
Archives New Zealand
Telephone: (04) 894 6037
Email: rkadvice@archives.govt.nz