The Launch of the Disposal Authority in Archway Recordkeeping Forum 5 September 2007 Denise Williams, Manager Appraisal

2 Why today is important Launch of a new development in Archway Launch of a new reference tool for recordkeepers Greater transparency of recordkeeping in public agencies and of the decision making about the retention and disposal of public records The message that agencies need to ensure they have disposal authorities in place

3 DISPOSAL Disposal should be a systematic, routine and well managed part of any organisation’s recordkeeping Under the Public Records Act 2005, no-one may dispose of a public record without the authorisation of the Chief Archivist The Chief Archivist’s permission is given through the issue of a disposal authority to a public office

4 100% DISPOSAL AUTHORITY COVERAGE What records are covered? More active management by Archives NZ On-line guide to appraisal (in preparation) Tips for using external providers for appraisal – available from today On-line guide to preparing an appraisal report (under revision) Training and advice

5 ARCHWAY DEVELOPMENT Aims of the Archway disposal authority enhancement project: “to capture, manage and display disposal authority information in order the improve the accessibility and usability of these for Archives staff, public offices, records management consultants, and researchers.”

6 WHAT’S ON IT? (1) August 2006 project commenced to identify and capture into Archway: (1)all current (as at August 2006) pre-May 2002 continuing disposal authorities and their associated appraisal reports and disposal schedules (2)all current post-May 2002 disposal authorities (both continuing and one-off) and their associated appraisal reports and disposal schedules Currently over 400 Authorities appear on Archway

7 WHAT’S ON IT? (2) The Disposal Authorities can now be linked to: Agencies or public offices the Chief Archivist has issued with the responsibility of ensuring the appropriate use of the Disposal Authority or who may apply it to relevant records; and Associated public records that have been transferred under a Disposal Authority

8 SEARCHING ARCHWAY (1) You can search by: agency code disposal authority number (for pre-May 2002 authorities, this will be the Archives NZ documentation or job file number) keywords in an agency name, or in the general description or summary of the authority, or information on any discharged or cancelled public record series

9 SEARCHING ARCHWAY (2) You can also search by: disposal authority type, e.g., ad hoc or one-off, a schedule, GDA etc. status, i.e. whether it’s current, expired, revoked or replaced Date approved by the Chief Archivist Expiry Date

10 WHAT DO YOU FIND? A general description of the disposal authority and its coverage Dates it operates within and its current status Before & After or connections to other disposal authorities that vary or replace (supersede) it Documentation supporting its authorisation and use i.e. the appraisal report and schedule Link to the agency information on Archway whose records are covered by it Link to the records already transferred to Archives New Zealand under the Authority

11 BUT THAT’S NOT ALL… Under the Public Records Act 2005, the Chief Archivist is required to keep certain public registers: Discharge Register Access Register Prescribed Register Deferral Register

12 PUBLIC REGISTERS July further Archway enhancement to make available the first 2 public registers: Discharge Register - contains information on all discharged public records (i.e. cancelling their public record status) and the conditions of discharge Access Register - contains information on restrictions on public access to public records that have been transferred to Archives or that are over 25 years old

13 YOU ARE COVERED? DISPOSAL AUTHORITIES IN ARCHWAY If you don’t have a disposal authority or are having difficulty implementing one, contact: