Transcript Update_on_Current_Developments

Government Recordkeeping Update
November 2009
Patrick Power, Manager, Government
Recordkeeping Programme,
Archives New Zealand
Overview
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New standards projects: Disposal, ERKSS
EDRMS project
Training update
2009 recordkeeping survey results
Annual report on recordkeeping
Changing faces at Archives NZ
Changes to our websites
New Continuum publications
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New Standard on Disposal
• Principles-based, mandatory standard to support regular
and effective disposal of records in the public sector
• Will replace existing Appraisal Standard, issued 1998
• Project underway, Advisory Group meeting for first time
today
• There will be consultation with all interested parties
• For more information, contact Mark Crookston, Senior
Advisor, Appraisal ([email protected])
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Electronic Recordkeeping Systems Standard
• Phase 1 Recommendations:
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Standard needs to be revised
Standard should remain discretionary
Standard should address implementation issues
Develop overarching discretionary standard setting out the
high level principles, then a number of modules sitting
below this standard, covering specific elements of
electronic recordkeeping practice
• Phase 2: Revise Standard
• Project initiated - currently forming advisory group
• For more information, contact Lisa Judge
([email protected])
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EDRMS project update
• Working with Government Technology Services
• Focus for this year is defining the problems with EDRMS
purchase and implementation, and identifying viable
solutions
• Our questions: Are EDRMS implementations delivering
value for money? If not, why not? What can we do to
help public sector organisations get more benefit from
EDRMS?
• If you are interested in this work, please let us know. We
do want to consult with all interested parties. Contact:
[email protected]
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Government Recordkeeping Training Update
• New/revised courses have been very popular:
• Recordkeeping Metadata
• Appraisal and Disposal
• Brand new workshop – ‘Preparing Records for Transfer’
developed.
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Courses coming up in Auckland
Local Government & PRA – 18th/19th November
(tomorrow!)
Recordkeeping Metadata – 30th March
For more information see our website:
http://www.archives.govt.nz/advice/training-andevents/government-recordkeeping-training
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Digital continuity update
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The Digital Continuity Action Plan has been
approved by Cabinet for public sector
implementation.
Now available in print and on our website.
Digital Transfer fact sheet (F22)
Fact sheet and research report on managing public
sector datasets for the long term (F20)
Contact – [email protected]
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Government Recordkeeping Survey 2009
• 2009 report now available on web
• Some very encouraging results:
• 71% of respondents have established policies on
recordkeeping (compared to 56% in 2008)
• 64% have specialised staff who are responsible
for records management (52% in 2008)
• 52% have procedures for creating & filing
electronic mail (39% in 2008)
http://www.archives.govt.nz/advice/public-recordsact/government-recordkeeping-surveys
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Changing Faces at Archives New Zealand
New/moving staff
• Richard Hipgrave, Manager, Public Records Act Audit Programme
• Wendy Stokes, Senior Advisor, PRA Audit Programme
• Lavina Edwin, Senior Advisor, PRA Audit Programme
• Zowie Ransfield, Programme Coordinator, PRA Audit Programme
• Euan Cochrane, Senior Advisor, Digital Continuity
• Siobhan King, Senior Advisor, GRP
• Anna Gulbransen, Advisor, GRP
Departures
• Tom Norcliffe, Manager, Appraisal Team
• Kate Jones, Senior Advisor, Government Recordkeeping Programme
• Alice Patterson, Senior Advisor, GRP
• Natalie Dewson, Senior Advisor GRP, on parental leave
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Changes to our websites
• Based on testing with user groups
• Easier access to advice and guidance
• Most ‘Continuum’ content will be migrated to main
Archives NZ website (you will be redirected where
this hasn’t happened)
• We still use the ‘Continuum’ brand on our RK
advice products
• Check it out at www.archives.govt.nz
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New Continuum publications
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G14 Technical Guide on Implementing Technical Specs in EDRMS
G15 Guide to Completing a Survey of Physical Records
G16 Guide to Best Practice in Storage
G17 Recordkeeping for Business Activities Carried out by
Contractors
G20 : Web Records Guide
F19 Factsheet: An Introduction to the Legacy Records Programme
F20 Factsheet: Managing Datasets
F22 Factsheet: Digital Transfer
http://continuum.archives.govt.nz/recordkeeping-publications.html
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G14 Technical Guide to Metadata in EDRMS
• Supports Technical Specifications – beyond the
minimum required by the standard
• Will assist in configuration of new EDRMS
• Outlines options – 1 entity, 2 entity, 3 entity models
• A new type of publication – a technical guide
• Only available in HTML
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G16 Guide to Best Practice in Storage
• Supports storage standard and goes beyond it
• Good advice on storage of both records and archives
• Links to other information – we will add to these over
time
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G20 Guide to Managing Web Records
• Update of existing guidance in a rapidly changing area
• Websites, intranets, extranets
• Wide audience including IT and communications
professionals, web managers, developers, etc.
• Gives advice on some of the key tools for managing web
records including an organisational recordkeeping
framework; sentencing and disposal, metadata, CMS
and/or EDRMS
• Also gives advice on management of websites that are
no longer in current use
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Further Information
• Website: http://www.archives.govt.nz/
• Email: [email protected]
• Telephone: (04) 499 5595