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Government Recordkeeping Update December 2009 John Roberts, Acting Group Manager, Government Recordkeeping Group, Archives New Zealand Overview • • • • • • • • • 7/12/2009 Disposal standard Electronic Recordkeeping Systems Standard Training update Digital Continuity Legacy and transfer programmes 2009 recordkeeping survey results Annual report on recordkeeping New Website Changing faces at Archives NZ Update on Current Developments 2 New Standard on Disposal • Principles-based standard to support regular and effective disposal of records • Mandatory for public offices (excluding schools) and local authorities • Advisory Group established and had first meeting in November • Exposure draft timetabled for 8 weeks over February and March 2010 • We will be looking for your feedback • For more information, contact Mark Crookston, Senior Advisor, Appraisal ([email protected]) 7/12/2009 Update on Current Developments 3 Electronic Recordkeeping Systems Standard • Project underway to revise the Electronic Recordkeeping Systems Standard • Looking at adopting ICA/ADRI Principles & Functional Requirements for Records in Electronic Office Environments • Advisory Group meeting in Wellington next week • We will be looking for your feedback in March – May 2010 • For more information, contact Lisa Judge, Advisor, Government Recordkeeping Programme [email protected] 7/12/2009 Update on Current Developments 4 It’s time to book your training! • Training course dates are now available for 2010! • Plan your own or your team’s training for the coming year. • See http://www.archives.govt.nz/advice/training-andevents/government-recordkeeping-training 7/12/2009 Update on Current Developments 5 Digital continuity – new projects • • 1964 mobile phone at Tauranga hospital. Archives New Zealand ADHL A1659/99b. 7/12/2009 • Digital Continuity Glossary: Enabling different professions to understand one another. Will replace Continuum glossary. Targeting At Risk Information: Collaborative project to analyse risks to maintenance of digital information, develop a risk model and publish guidance. Contact – [email protected] Update on Current Developments 6 FUTURE PERFECT: DIGITAL CONTINUITY CONFERENCE 2010 • Wellington Convention Centre, 3-5 May 2010 • Southern hemisphere’s premiere digital preservation event, with training, conference and action barcamp. • Contact: [email protected] 7/12/2009 Update on Current Developments 7 Legacy and Transfer Programmes • The Legacy Records Programme is charging ahead • 210 public offices were contacted by end of 2008/09 • ongoing discussions with 58 public offices • Support available from us: – Feedback on your Legacy records project proposal – Legacy Records Project plan template • Wellington Transfer Programme • Continuing to focus on transfer of high risk, high value records, especially those over 25 years old • Please contact the Arrangement and Description team prior to making any commitments to transfer • Contact [email protected]. 7/12/2009 Update on Current Developments 8 Recordkeeping Survey 2009 • Summary report for all organisations available online http://www.archives.govt.nz/advice/public-records-act2005/compliance-tools/government-recordkeepingsurveys • Individual agency results will now be with your Chief Executives • Electronic copies will be sent shortly to nominees who completed the survey • Thank you to all who participated 7/12/2009 Update on Current Developments 9 New Website 7/12/2009 Update on Current Developments 10 Ground Floor Redevelopment • Started on 7 September– will be complete on 18 December • Working on now: • Staff area • Adjustments to main Gallery Space – to link through as the main path to the Constitution Room • Main benefits from project: • Spaces that are fit for purpose • Access staff closer to customers • More facilities for public and upgraded facilities for staff 7/12/2009 Update on Current Developments 11 Changing Faces at Archives New Zealand New staff • Siobhan King, Senior Advisor, Government Recordkeeping Programme • Anna Gulbransen, Advisor, Government Recordkeeping Programme • Sara McInally, Administrative Assistant, Government Recordkeeping • Lavina Edwin, Senior Advisor, Public Records Act Audit Programme • Wendy Stokes, Senior Advisor, Public Records Act Audit Programme • Zowie Ransfield, Programme Coordinator, Public Records Act Audit Programme Departures • Alice Patterson, Senior Advisor, Government Recordkeeping Programme 7/12/2009 Update on Current Developments 12 Further Information • Website: http://www.archives.govt.nz/ • Email: [email protected] • Telephone: (04) 499 5595