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.
There are approximately 2700 public offices covered by the Public Records Act 2005.
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 exactly how we will approach the audits under the Public Records Act 2005.
While the methodology still needs work we have established the following high level audit principles:
1. Audit compliance will be measured from a continuous improvement perspective rather than a strict pass/fail approach.
2. The audits will focus on risk analysis.
3. The audits will focus on the achievement of outcomes.
The audits will be measured against the major requirements of the Public Records Act 2005 and the requirements of the mandatory standards.
Archives New Zealand currently has three mandatory standards:
Electronic Recordkeeping Metadata Standard
• 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.
• 2008/2009
Internal audit capability will be strengthened by employing a project manager and audit manager.
An audit methodology will be developed to determine how we will approach audits and how and when each public office will be audited.
An audit workbook will be developed that will further expand on the requirements of the mandatory standards. This workbook will provide examples of how to meet each requirement and will allow public offices to perform self audits against the standards.
• 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 will be refined as a result of the pilot audits and external consultation.
• 2010/2011-2015/2016
The audits start in earnest. Approximately 500 agencies will be audited each year.
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