Government Recordkeeping Update November 2009

Government Recordkeeping UpdateNovember 2009

Patrick Power, Manager, Government Recordkeeping Programme,

Archives New Zealand

17/11/2009 Update on Current Developments 2

Overview

• New standards projects: Disposal, ERKSS• EDRMS project• Training update• 2009 recordkeeping survey results• Annual report on recordkeeping• Changing faces at Archives NZ• Changes to our websites• New Continuum publications


New Standard on Disposal

• Principles-based, mandatory standard to support regular and effective disposal of records in the public sector

• Will replace existing Appraisal Standard, issued 1998• Project underway, Advisory Group meeting for first time

today• There will be consultation with all interested parties• For more information, contact Mark Crookston, Senior

Advisor, Appraisal ([email protected])

mailto:[email protected]


Electronic Recordkeeping Systems Standard

• Phase 1 Recommendations:• Standard needs to be revised• Standard should remain discretionary• Standard should address implementation issues• Develop overarching discretionary standard setting out the

high level principles, then a number of modules sitting below this standard, covering specific elements of electronic recordkeeping practice

• Phase 2: Revise Standard• Project initiated - currently forming advisory group• For more information, contact Lisa Judge

([email protected])


EDRMS project update

• Working with Government Technology Services• Focus for this year is defining the problems with EDRMS

purchase and implementation, and identifying viable solutions

• Our questions: Are EDRMS implementations delivering value for money? If not, why not? What can we do to help public sector organisations get more benefit from EDRMS?

• If you are interested in this work, please let us know. We do want to consult with all interested parties. Contact: [email protected]


Government Recordkeeping Training Update

• New/revised courses have been very popular:• Recordkeeping Metadata• Appraisal and Disposal

• Brand new workshop – ‘Preparing Records for Transfer’ developed.


Courses coming up in Auckland

Local Government & PRA – 18th/19th November (tomorrow!)

Recordkeeping Metadata – 30th March

For more information see our website:

http://www.archives.govt.nz/advice/training-and-events/government-recordkeeping-training


Digital continuity update

• The Digital Continuity Action Plan has been approved by Cabinet for public sector implementation.

• Now available in print and on our website.• Digital Transfer fact sheet (F22)• Fact sheet and research report on managing public

sector datasets for the long term (F20)• Contact – [email protected]



Government Recordkeeping Survey 2009

• 2009 report now available on web• Some very encouraging results:• 71% of respondents have established policies on

recordkeeping (compared to 56% in 2008)• 64% have specialised staff who are responsible

for records management (52% in 2008)• 52% have procedures for creating & filing

electronic mail (39% in 2008)

http://www.archives.govt.nz/advice/public-records-act/government-recordkeeping-surveys



Changing Faces at Archives New Zealand

New/moving staff• Richard Hipgrave, Manager, Public Records Act Audit Programme• Wendy Stokes, Senior Advisor, PRA Audit Programme• Lavina Edwin, Senior Advisor, PRA Audit Programme• Zowie Ransfield, Programme Coordinator, PRA Audit Programme• Euan Cochrane, Senior Advisor, Digital Continuity• Siobhan King, Senior Advisor, GRP• Anna Gulbransen, Advisor, GRP

Departures• Tom Norcliffe, Manager, Appraisal Team• Kate Jones, Senior Advisor, Government Recordkeeping Programme• Alice Patterson, Senior Advisor, GRP• Natalie Dewson, Senior Advisor GRP, on parental leave


Changes to our websites

• Based on testing with user groups• Easier access to advice and guidance• Most ‘Continuum’ content will be migrated to main

Archives NZ website (you will be redirected where this hasn’t happened)

• We still use the ‘Continuum’ brand on our RK advice products

• Check it out at www.archives.govt.nz


New Continuum publications

• G14 Technical Guide on Implementing Technical Specs in EDRMS• G15 Guide to Completing a Survey of Physical Records• G16 Guide to Best Practice in Storage• G17 Recordkeeping for Business Activities Carried out by

Contractors• G20 : Web Records Guide• F19 Factsheet: An Introduction to the Legacy Records Programme• F20 Factsheet: Managing Datasets• F22 Factsheet: Digital Transfer

http://continuum.archives.govt.nz/recordkeeping-publications.html


G14 Technical Guide to Metadata in EDRMS

• Supports Technical Specifications – beyond the minimum required by the standard

• Will assist in configuration of new EDRMS• Outlines options – 1 entity, 2 entity, 3 entity models• A new type of publication – a technical guide• Only available in HTML


G16 Guide to Best Practice in Storage

• Supports storage standard and goes beyond it• Good advice on storage of both records and archives• Links to other information – we will add to these over

time


G20 Guide to Managing Web Records

• Update of existing guidance in a rapidly changing area• Websites, intranets, extranets• Wide audience including IT and communications

professionals, web managers, developers, etc.• Gives advice on some of the key tools for managing web

records including an organisational recordkeeping framework; sentencing and disposal, metadata, CMS and/or EDRMS

• Also gives advice on management of websites that are no longer in current use

Further Information

• Website: http://www.archives.govt.nz/

• Email: [email protected]

• Telephone: (04) 499 5595


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Government Recordkeeping Update November 2009

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