Archives New Zealand is developing an ongoing programme for the audit of government recordkeeping under the Public Records Act 2005. This page will provide information on the audit process and the development of Archives New Zealand’s audit strategy.
The comment period is now closed. A report on the feedback we received will be made available on this website in July.
The final Audit Tool will be available on the website from mid 2009.
Thanks to all those who participated in the process.
Public Records Act Audit Tool Exposure Draft (RTF 439Kb)
Public Records Act Audit Tool Exposure Draft Feedback Form (RTF 138Kb)
From 9 March to 1 May 2009 Archives New Zealand sought feedback on the Public Records Act Audit Tool.
The Audit Tool will be used by Archives New Zealand to assess recordkeeping practice in public offices as required under s33 of the Public Records Act 2005. It is also intended that the Audit Tool will provide public offices with a reliable basis for undertaking regular recordkeeping self-assessments and developing plans to continuously improve their recordkeeping capability.
The Audit Tool is based on the major requirements of the Public Records Act 2005 and the requirements of the mandatory standards.
An Exposure Draft of the Tool was available for comment until 1 May 2009.
In developing the draft Tool we held workshops with stakeholders from several communities, including recordkeeping practitioners from public offices, information management consultants and vendors, internal auditors and representatives from the risk and assurance communities. We would like to acknowledge the valuable input from these sectors.
Under the Public Records Act 2005 (external link) the Chief Archivist is required to commission and pay for independent audits of recordkeeping in state sector agencies. The results of these audits will then be reported to Parliament.
The purpose of these audits is to ensure good recordkeeping across government to support accountability and good business practice.
• Public offices
Public offices are subject to audits under the Public Records Act 2005.
Public offices include all government departments, crown entities, crown research institutes, state enterprises, district health boards, tertiary institutions and state schools.
For more information see the list of public offices and the fact sheet, Public Records Act and Central Government.
Archives New Zealand is a public office and will also be audited under the Public Records Act 2005. The Minister Responsible for Archives will decide on the scope and criteria for Archives New Zealand’s own recordkeeping audit on the advice of the Archives Council.
• Local authorities
While local authorities are covered by the Public Records Act 2005 their recordkeeping will not be audited.
For more information about how local authorities are covered by the Public Records Act 2005 see the fact sheet, Public Records Act and Local Authorities.
Archives New Zealand is currently developing an audit methodology to determine how we will approach the audits under the Public Records Act 2005.
We have established the following high level audit principles:
• 2006
The first mandatory standard, the Storage Standard was issued.
• 2007
A business case for the Public Records Act audits was developed with external audit expertise provided by Deloitte.
The development of the Create and Maintain Standard and Electronic Recordkeeping Metadata Standard was initiated.
• 2008
In the May Budget Archives New Zealand received funding for the development of the Public Records Act audit programme.
More information on the 2008 Budget results can be found in a media release by the Minister Responsible for Archives.
Darrin Goulding of Darrings Business Solutions Ltd. has been employed as project manager to lead the establishment of Archives New Zealand's audit programme.
• 2009
Audit Tool Exposure Draft released.
• 2009
Internal audit capability will be strengthened by employing an audit manager.
Audit Tool finalised and made available on the Continuum website.
An audit methodology will be developed to determine how we will approach audits and how and when each public office will be audited.
• 2009/2010
Pilot audits of a range of public offices will be undertaken to test the audit methodology. We will consult with stakeholders during this process.
The audit methodology and Tool will be refined as a result of the pilot audits and external consultation.
• 2010/2011-2015/2016
Audits commence.
For more information, please contact:
Kate Jones
Senior Advisor
Government Recordkeeping Programme
Archives New Zealand
PO Box 12-050, Wellington
Telephone: 04 894 6002
Fax: 04 495 6210
Email: kate.jones@archives.govt.nz