Government Recordkeeping Update December 2008 Greg Goulding, Group Manager, Government Recordkeeping Group, Archives New Zealand

3/12/2008 Update on Current Developments2 Overview New Minister Transferring Records to Archives New Zealand News from Appraisal Guide to Administrative Change New Projects Recordkeeping Training Digital Continuity Strategy 2009 Forum Venue Update Changing Faces

3/12/2008 Update on Current Developments3 New Minister Responsible for Archives New Zealand Hon. Dr Richard Worth Also the Minister for Internal Affairs; Land Information; Associate Minister of Justice and Minister responsible for the National Library

3/12/2008 Update on Current Developments4 Transferring records to Archives NZ Physical records The waiting list for transfers has been cleared. If you want to transfer to the Wellington office, get on the transfer list. The purpose of the list is so that transfers can be properly managed. Not everyone that is on the list is transfer-ready. Contact Margaret Parbhu: Digital records Interim Digital Archive live, and accepting trial transfers First four transfers received – all parliamentary records If you are interested in digital transfer contact Evelyn Wareham:

3/12/2008 Update on Current Developments5 News from Appraisal Legacy Records Programme 42 public offices contacted as part of programme so far - if you've not heard from us yet, please call! First public office signed up to Legacy Road Map in September; several more since First draft of 'Guide to Completing a Records Survey' complete, waiting on external feedback prior to publication - this supports the initial stages of the Legacy Programme Road Map

3/12/2008 Update on Current Developments6 Administrative Change Guide What do we mean by administrative change? The transfer of a function between public offices / local authorities The creation of a new function The abolition of an existing function Guide is currently being drafted, and will be available online in early 2009 For advice on managing records during administrative change contact:

3/12/2008 Update on Current Developments7 New projects ERKSS Review, Phase One Research into public sector experience with implementation of EDRM systems Review of Electronic Recordkeeping Systems Standard Investigation of options for phase two Standards New Zealand assisting with phase one Contact: Web Information Continuity Project Goals include: –Research into current government web information management practice –Development of case studies –Provide guidance on good web information recordkeeping practice and strategies –Provide a structured process for web information disposal –Update/replace the existing Continuum Guide G20 RFP issued November To be completed by June 2009 Contact:

3/12/2008 Update on Current Developments8 Government Recordkeeping Training 2009 Introduction to the Public Records Act –Wellington – 19 Feb, 20 May, 13 Aug, 25 Nov –Christchurch – 18 Jun –Rotorua – 20 Aug Disposal and Transfer of Public Records –Wellington Feb The Public Records Act and Local Government Records and Archives –Wellington Feb, Oct –Dunedin Jul –Christchurch Oct –Auckland Nov

3/12/2008 Update on Current Developments9 Digital Continuity Strategy Consultation completed – thanks! 63 written submissions, and 100+ people at meetings Main issues raised: Should local government be covered? What about whole country? How would procurement and shared service actions work in practice? Advisory group meeting to review comments this week

3/12/2008 Update on Current Developments Forum Venue Update National Library Auditorium closing March and June 2009 forums will be at Bowen State Building, behind Parliament MSD Auditorium, Level 3

3/12/2008 Update on Current Developments11 Changing Faces at Archives New Zealand Denise Williams: Section Head, Access Services and Regional Services Zowie Green: Administration Assistant, Government Recordkeeping Group

Further Information Continuum Website: Telephone: (04)