Government Recordkeeping Update September 2009

1. John Roberts, Acting Group Manager, Government Recordkeeping Group, Archives New Zealand Government Recordkeeping UpdateSeptember 2009

2. Overview • New Continuum publications • New standards projects: Disposal, ERKSS • EDRMS project • Training update • Legacy and transfer programmes • 2009 recordkeeping survey results • Annual report on recordkeeping • Changes to our websites • Changing faces at Archives NZ Update on Current Developments

3. New Continuum publications Now available: • 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 • 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 Coming up: • Technical Guide on Implementing Technical Specs in EDRMS • Web Records Guide Update on Current Developments

4. 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 being established • First consultation round scheduled November 2009 • For more information, contact Mark Crookston, Senior Advisor, Appraisal (mark.crookston@archives.govt.nz) Update on Current Developments

5. 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 • Currently initiating project and forming advisory group • For more information, contact Alice Patterson, Senior Advisor, GRP (alice.patterson@archives.govt.nz) Update on Current Developments

6. 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: rkadvice@archives.govt.nz Update on Current Developments

7. Government Recordkeeping Training Update • New/revised courses have been very popular: • Recordkeeping Metadata • Appraisal and Disposal • Brand new workshop – ‘Preparing Records for Transfer’ developed. A wellington course is scheduled for December Update on Current Developments

8. It’s time to book your training! Appraisal & Disposal – 16/17th September Recordkeeping Metadata – 8th October Local Government & PRA – 14/15th October For more information see the Continuum website at: http://continuum.archives.govt.nz/government-recordkeeping-training.html Update on Current Developments

9. 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 – evelyn.wareham@archives.govt.nz Update on Current Developments

10. Legacy and Transfer Programmes • Legacy Programme continues into this new financial year apace. Highlights so far include: • One agency discovered legacy records dating from the 1860s • Another identified significant cost savings by disposing legacy holdings • Wellington office now focussing on transfer of high risk, high value records, especially those over 25 years old. For example the Patent & Trademark Office (IPONZ) recently transferred records dating back to 1861 • 59 transfers to Wellington office over past year • For legacy or transfer queries contact rkadvice@archives.govt.nz . Update on Current Developments

11. 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://continuum.archives.govt.nz/government-recordkeeping-surveys.html Update on Current Developments

12. Update on Current Developments

13. Changes to our websites - coming soon • 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 Update on Current Developments

14. Website Sneak Preview Update on Current Developments

15. Changing Faces at Archives New Zealand New staff • Richard Hipgrave, Manager, Public Records Act Audit Programme • Euan Cochrane, Senior Advisor, Digital Continuity Departures • Tom Norcliffe, Manager, Appraisal Team • Kate Jones, Senior Advisor, Government Recordkeeping Programme • Natalie Dewson, Senior Advisor GRP, on parental leave Opportunities • Advisor/Senior Advisor positions in the Government Recordkeeping Programme – one permanent, one fixed term (secondment considered for fixed term position) • Looking for communication, relationship management, project management skills • See http://www.archives.govt.nz/workanz/vacancies.php for details Update on Current Developments

16. Continuum Website: http://continuum.archives.govt.nz/ Email:rkadvice@archives.govt.nz Telephone: (04) 499 5595 Further Information