Introduction and Workshop Objectives Workshop on Improving storage and archival of civil registration records and documents Dates: 1-3rd October 2018 Suva, Fiji

Session I Introduction Key expectations Background , Objectives of the workshop Outline of the Agenda Format of engagement

Objectives of the workshop Three key objectives of the workshop: To build our knowledge and awareness on effective record keeping, record management and record preservation To gain practical experience about on how to preserve, store and archive our civil registration documents To share our experiences on some of our best practices in keeping our civil registration records and documents

Objectives of the workshop cont.. We have two main formats of records within our civil registration offices i.e. Paper and digital records Paper records which are used in all our countries are mainly in the form of: Registers (unused, used and old registers), Certificates (unissued copies and copies of issued certificates) and notification forms Digital records could be from primary entries (captured electronically during registration) or secondary entries (entered from the paper records after registration) or scanned copies of documents During the workshop, we aim at discussing record management practices in the context of the above mentioned formats. Records in this case refer to the information and variables captured for legal and statistical purposes.

PARBICA/ New Zealand Archives Agenda; Day 1 Day/ Time Topic: Facilitator 8:30 - 9:00 Registration All participants 9:00 - 9:30 Opening and welcome remarks Objectives of the workshop, key expectations and outline of the agenda SPC 9:30 -10:00 Basic principles and concepts of civil registration and vital statistics: National, regional and international commitments towards civil registration and vital statistics, the role of BAG, role of PCRN   10:00-10:30 Coffee break 10:30 - 12:00 Country presentations: Highlights on recent developments in CRVS and upcoming plans PCRN 12:00 - 1:00 Lunch 1:00 - 1:30 Overview of records management: Discussion PARBICA/ New Zealand Archives 1:30 - 2:30 Country experiences: Risks associated with recording, managing and storage of civil registration records, data and documents Samoa/SPC 2:30 - 3:00 Some best practices on creation and maintenance of civil registration records and documents Discussion, Q&A 3:00 – 4:00 4:00 - 4:45 Record storage: managing current/frequently referenced files

Agenda; Day 2 Day 2: 9:00 - 12:00 Visit to the Fiji National Archives   9:00 - 12:00 Visit to the Fiji National Archives Fiji National archives 12:00 - 1:00 Lunch 1:00 – 1:30 Background: National Archives, PARBICA Fiji National archives, PARBICA 2:00 - 3:00 Visit to the Civil Registration office of Fiji All participants 3:00 – 4:30 Return to Registry, Coffee + Discussion (if time allows)

Agenda; Day 3 9:00 - 10:00 Reflection on day 2; key lessons and follow up actions SPC 10:00 - 10:30 Coffee break   10:30 - 11:00 Record Archival: managing old records and documents Discussion, Q&A PARBICA/New Zealand archives 11:00 - 11:30 IT for record management: - key benefits and associated risks - key strategies to mitigating risks Object consulting 11:30 - 12:30 Overview of CRVSNOW Platform 12:30 - 1:30 Lunch 1:30 - 2:00 Disaster mitigation and disaster management SPC/PCRN 2:00 - 3:00 Country feedback: follow up actions / areas of support 3:00 - 3:30 3:30 - 4:00 Wrap up and closing

Format of engagement Please feel free to share your experiences as we proceed, our key aim is to learn as much as possible from each other