Recordkeeping Forum - Wellington - 05/09/2007 Setting the Standard for Storage Patrick Power Government Recordkeeping Progamme Archives New Zealand

Recordkeeping Forum - Wellington - 05/09/2007

Overview of this presentation I.How we set the standard II.An introduction to the standard III.Implementing the standard IV.Questions and discussion

Recordkeeping Forum - Wellington - 05/09/2007 Setting the standard: What did we do? Formed an advisory group Consulted on the existing standard Developed a draft Consulted and reviewed Sought approval

Recordkeeping Forum - Wellington - 05/09/2007 Advisory group Tharron Bloomfield, National Preservation Office Heather Cameron, New Zealand Police Diana Coop, Archives New Zealand Russell McArtney, Recall Total Information Management Sarah Padey, Auckland City Council Franz van Straaten, PricewaterhouseCoopers

Recordkeeping Forum - Wellington - 05/09/2007 Consultation process Methods –Letters to public offices, local authorities, approved repositories, associations, commercial storage providers –Publicity via listservs, websites, contact lists –Consultation workshops on exposure draft Results –62 submissions on existing standard –127 people attended workshops –88 submissions on exposure draft, including 396 specific and general comments

Recordkeeping Forum - Wellington - 05/09/2007 Some of the key issues Minimum requirements or best practice? Clarity Security and sensitive records ‘We’re not an archive!’ Non-paper records Whether it should be mandatory, and the timeline for compliance

Recordkeeping Forum - Wellington - 05/09/2007 Where are we now? Final standard approved by Chief Archivist on 30 June 2007 Now preparing it for publication Launch will be on 19 September

Recordkeeping Forum - Wellington - 05/09/2007

Five key facts about the standard 1.It sets minimum requirements 2.Physical records not digital records 3.Local and central government records only 4.It’s all about risk management 5.Different requirements for active records, inactive records, and archives

Recordkeeping Forum - Wellington - 05/09/2007 Active records

Recordkeeping Forum - Wellington - 05/09/2007 Inactive records

Recordkeeping Forum - Wellington - 05/09/2007 Archives

Recordkeeping Forum - Wellington - 05/09/2007 Storage Standard Principles 1.Records are controlled so that they are able to be identified and retrieved easily, without damage or loss. 2.Records that are not in active use are stored in facilities that enable access and ensure preservation for as long as they are required. 3.Disaster management programmes are established and maintained to minimise risks. 4.Records are secure against theft, vandalism, misuse, or inadvertent release. 5.Records are protected through appropriate packaging and shelving or storage equipment. 6.Records are stored in environmental conditions which will ensure they are preserved for as long as they are required.

Recordkeeping Forum - Wellington - 05/09/2007 A Mandatory Standard The standard is mandatory for all public offices except schools, for all local authorities, and for approved repositories. Public offices, local authorities, and approved repositories are now expected to be working towards compliance with the standard. Full compliance with all requirements in the standard will be expected from 1 January 2010.

Recordkeeping Forum - Wellington - 05/09/2007 Implementing the Standard What is expected What we are doing to help Monitoring and audit

Recordkeeping Forum - Wellington - 05/09/2007 What is Expected 1.Assign responsibility 2.Assess compliance 3.If necessary, plan for improvement 4.If necessary, seek resources

Recordkeeping Forum - Wellington - 05/09/2007 What We are Doing to Help Accompanying publications Exploring third-party accreditation for commercial storage facilities Providing advice and support Exemptions policy

Recordkeeping Forum - Wellington - 05/09/2007 Monitoring 2007 government recordkeeping survey –82% of respondents said they store inactive records in a dedicated storage area –57% of respondents said they have procedures in place for handling and retrieving records We will continue to monitor compliance

Recordkeeping Forum - Wellington - 05/09/2007 Audit Recordkeeping audits are required by the PRA –in every public office (not local authorities) –over 5-10 year cycle –starting as soon as is practicable after April 2010 Compliance with the requirements in the storage standard will be examined in these audits

Recordkeeping Forum - Wellington - 05/09/2007 Key Points The standard will help government to manage risks to records It is now mandatory, and you need to put compliance plans in place Archives New Zealand can help

Recordkeeping Forum - Wellington - 05/09/2007 Any Questions? –Patrick Power –Telephone – –Website: rentprojects/storagereview.php