Government Recordkeeping Update March 2010 Patrick Power Manager Government Recordkeeping Programme

Update on Current Developments2 Overview Integration with Internal Affairs Audit Programme Update ERKSS Review Update Future perfect conference Review of Appraisal Building Capacity and Strategy Project

Update on Current Developments3 Integration with Internal Affairs For the past year, the State Services Commission has been undertaking a ‘machinery of government’ review of Archives New Zealand. Now we have an outcome - Cabinet has decided to amalgamate Archives New Zealand, the National Library, and the Department of Internal Affairs. The functions and services we provide now will continue. Minister’s statements at: Cabinet Paper available at:

Update on Current Developments4 Audit Programme Update Auditing standards and procedures Capability self assessment tool User acceptance testing May/June Panel of audit agents Audits with partner organisations June/July ‘Ready to go’ – July July-December focussed on fine tuning act-audit-programme act-audit-programme

Update on Current Developments5 ERKSS Review Update Proposing to adopt ICA-Req Modules One, Two & Three Project team busy on developing Chapter Zero Document Look out for exposure draft at start of April For more information, contact Lisa Judge, Senior Advisor, Government Recordkeeping Programme or see projects-and-news/electronic-recordkeeping-systems- standard-erkss-revie projects-and-news/electronic-recordkeeping-systems- standard-erkss-revie

Update on Current Developments6 Registrations are now open Keynotes Steve BaileyJISC InfoNET UK Seamus RossUniversity of Toronto Andy RauberVienna University of Technology The training courses are filling fast! Digital Continuity 101: The complete introduction Digital Preservation Master-class, for experts and practitioners Website: ( action-plan/future-perfect-digital-continuity- conference-2010) Contact:

Update on Current Developments7 What’s BarCamp??? BarCamps are unconference days - open, participatory workshop-events The structure consists of sessions proposed and scheduled by attendees They are ‘open’, i.e. all content is shared and usually creative commons / open source They make use of web 2.0 technologies BarCamp New Zealand

Update on Current Developments8 Review of Appraisal Issues to be addressed include: Current approach Retention rates Coverage of records What data and research is needed to assist appraisal decisions Opportunities for improvements

Update on Current Developments9 Building Capacity and Strategy Project Estimate the likely storage requirements of Archives New Zealand over 30 years and identify options for meeting those needs Produced estimates of the volume of record held by public offices, the proportion that is of archival value and the possible inflows of archives in Archives NZ Information provided by a sample of public offices in 2009

Update on Current Developments10 Summary of Capacity and Strategy Project Findings to lm of archival value records held by agencies Creation rate of archival value records around 2800 lm Creation rate decreasing significantly over time – 500 lm in 2039 Archival value records estimated at 6.6% of total Disposal rate is significantly lower than creation rate Volume of public records held could increase by lm over the next 10 years Further research in 2010 may amend these results

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