Topic 1

Sound recordkeeping standards reported under the Public Records Act 2005

Wed, 07/05/2014 - 11:52am

Public offices made substantive recordkeeping progress during 2011/12, with the public offices audited meeting the requirements of the Public Records Act 2005, says Chief Archivist Marilyn Little.  

The audits were summarised in the Chief Archivist’s report State of Government Recordkeeping and Public Records Act 2005 audits 2011/12 which has now been tabled in Parliament

Commenting on the report Marilyn Little said, “it’s pleasing to note that in only the second year of a five year audit programme public offices were increasingly aware of their requirements and responsibilities under the Act and were taking positive steps to build their recordkeeping capability.

“Awareness of the requirements under the Act was high among the audited organisations."

“Good recordkeeping practices assist organisations to better manage business risks and ensure records are maintained to uphold government accountability and transparency.” 

A total of 43 randomly selected public offices were independently audited in 2011/12. Public offices are audited on a five-year cycle, with 200 being audited by the completion of the cycle in July 2015.   

The report includes the Chief Archivist’s recommendations for managing records in times of change and disaster, the value of digitisation in records management, and disposing of routine records coupled with the transfer of important ones to the archives.  The report also acknowledges the impact of cloud computing.

The report combines both the annual state of recordkeeping and audit reports required by the Public Records Act in a single document.  

Marilyn Little said Archives New Zealand had an active education and advisory programme in place to assist organisations develop and maintain robust recordkeeping standards.  

More information including useful tools and training is on the Archives New Zealand website. Work is underway now to ensure a timelier finalisation of the reports for 2012/13 and subsequent years. 

ENDS

 

 

 

 

 

The April issue of Archives New Zealand's newsletter Ngā Tapuwae is out now

Wed, 16/04/2014 - 4:52pm

Ngā Tapuwae - the Footprints - is the newsletter of Archives New Zealand. It tells the stories of our people, our work and achievements. The April issue of Ngā Tapuwae is out now.

If you would like to receive regular updates when new issues of  Ngā Tapuwae are available please use our subscribe form.

Appointment: Chief Archivist and General Manager of Archives New Zealand

Mon, 10/02/2014 - 2:56pm

The new Chief Archivist and General Manager of Archives New Zealand is to be Marilyn Little. The appointment follows the resignation of the previous Chief Archivist, Greg Goulding.

Marilyn Little is currently the Internal Affairs General Manager Policy. She previously worked for the Office of the Auditor-General and the Department of Labour in senior roles. The appointment, for one year,  was announced today by Internal Affairs Deputy Chief Executive (Information and Knowledge Services) Sue Powell.

"I recommended the appointment to the Chief Executive based on an assessment of Archives New Zealand's immediate needs and the availability of strong managers within the wider department. This is one of the strengths of the placement of Archives New Zealand within a larger organisation: transitions in management can be much smoother because of the wide pool of talent.

"Marilyn has been a leader in the development of Strategic Information Management policy across the department, and is also a strong people manager. She has built a team of more than ninety people into one of the most effective policy teams in government. In Archives we are moving on to the implementation of the review of government record-keeping standards which will mean a new way of working for central government agencies, local government, and tertiary institutions. Marilyn's background and skills, combined with Archives existing in-depth technical expertise expertise, will be a powerful combination".

Marilyn Little takes up her appointment on 17 February. Her priorities will be to meet staff and stakeholders, implement the outcomes of the record-keeping review and ensure initiatives for better management of, and access to, archives are progressed effectively.

Ends

Media Contact:  Sandra Bennett

Communications Account Manager, Information and Knowledge Services

The Department of Internal Affairs Te Tari Taiwhenua

Phone 64 4 495 6024 mobile 64 027 839 1606

Email: sandra.bennett@dia.govt.nz

See the original Treaty on Waitangi Day

Tue, 04/02/2014 - 9:25am

Wellingtonians and visitors to the capital will be able to see the original 1840 Treaty of Waitangi on Waitangi Day when Archives New Zealand’s Wellington opens its doors to the public from 10.00am to 4.00pm.

On 6 February thousands of people nationwide celebrate Waitangi Day, and experiencing the original Tiriti on New Zealand’s national day adds to the special nature of the occasion.

Te Tiriti is not one single large sheet of paper, but a group of nine documents; seven on paper and two on parchment.  Together they represent an agreement drawn-up between representatives of the British Crown on the one hand and representatives of Māori, iwi and hapū on the other.

As the official guardian of New Zealand’s public record Archives New Zealand collects, stores and protects a range of material including important heritage documents.

These include the Treaty of Waitangi which since 1991 has been permanently on display in the specially controlled environment of the Constitution Room.

Te Tiriti o Waitangi is named after the place in the Bay of Islands where it was first signed on 6 February 1840, but it was also signed in a number of other locations around the country in the following months. These include the Waikato, Tauranga, Bay of Plenty, Cook Strait and the East Coast.

Entry to Archives New Zealand at 10 Mulgrave Street, Thorndon, is free and archivists will be giving talks about the origins and the history of the Treaty throughout the day.  

Find out more about Te Tiriti at http://www.archives.govt.nz/exhibitions/treaty and follow the Tweets at https://twitter.com/ArchivesNZ

Contact: Christine Seymour phone 494 0663 or 021 596 726

Christchurch office road closures

Mon, 03/02/2014 - 12:00pm

As part of the post earthquake rebuild, the streets around the Christchurch office at 90 Peterborough Street are undergoing major road works at the moment, which can make access a little difficult.

Researchers who are planning to visit the Christchurch office should check current road closures and traffic restrictions before setting off. This can be done on the following website: www.transportforchristchurch.govt.nz, or you can ring us for advice: 03 377 0760.

Good progress on getting World War l records digitised and on-line

Wed, 15/01/2014 - 8:35am

The acting Chief Archivist, John Roberts says people should be confident in the progress being made in making World War l records available on-line:

"The on-line plan was announced by the Minister in August 2013. No date for completion was stated, but we have been working towards having the information available by the anniversary of the start of the war.

"So far, 73,674 are on-line for public viewing. This is almost half (46%) of the total 160,740 records. A further 65,438 have been digitised, and are ready to go on-line. We are confident this will happen before the August anniversary of the beginning of World War l.  21,628 or 13% of the records are still to be digitised. These records are to be digitised and go on-line before the anniversary.

  Number Percent
Total records 160,740 100
On-line now 73,674 46
Digitised not yet on line 65,438 41
To be digitised 21,628 13

 

 "This is a major undertaking which is already substantially successful. New Zealand World War l records are now much more easily available that they have ever been. We are keen to meet the symbolic target of having every New Zealand service record available to anyone, anywhere, any time by the anniversary.  We continue to make good progress and are working hard to reach this informal target.

 "As Chief Archivist, my principal concern is that this vast number of records are preserved safely in their original state as far as possible, digitised in a way which will make them permanently accessible, and made available to the public. The digitisation of the records will preserve them for future generations. The records are available to the public now, but not all are available free of charge online. When all are on line, access will be free for all records.

"It is good to see the importance of the records and the work to preserve them recognised. It is disappointing that there should be emphasis on speculation about a possible failure to meet an informal target date rather than on the very substantial success already achieved by hard work and innovation by the skilled and dedicated staff of Archives New Zealand".

ENDS

Media contact:
Sandra Bennett | Information and Knowledge Services Account Manager | Communications |  Department of Internal Affairs
Direct dial: 04 495 6024 | Mobile: 027 839 1606

December issue of Ngā Tapuwae is out now

Wed, 11/12/2013 - 11:08am

Ngā Tapuwae - the Footprints - is the newsletter of Archives New Zealand. It tells the stories of our people, our work and achievements. The December issue of Ngā Tapuwae is out now.

If you would like to receive regular updates when new issues of  Ngā Tapuwae are available please use our subscribe form.

The latest issue of Ngā Tapuwae with news of the archives is out now

Tue, 22/10/2013 - 4:35pm

 The latest issue of Ngā Tapuwae with news of the archives is out now

Women’s Suffrage Petition on display at Archives New Zealand

Wed, 18/09/2013 - 12:02pm

This year marks 120 years since the Women’s Suffrage Petition was signed on 19 September 1893 and people are invited to see the original document at Archives New Zealand’s Wellington office in Thorndon.
 
“Many New Zealanders are proud to have a family connection to the world’s first suffrage petition,” says Greg Goulding, Chief Archivist Archives New Zealand.
 
“We are proud to have the petition on display at Archives New Zealand in Wellington together with the nation’s founding document the 1840 Tiriti o Waitangi,” he said.
 
The 1893 Women’s Suffrage Petition was assembled by Kate Sheppard and rolled down the central aisle of Parliament. It resulted in New Zealand becoming the first country in the world where women won the right to vote in a general election.
 
The suffrage movement was this country’s first truly mass movement – mobilising tens of thousands of New Zealanders with rallies and a series of massive petitions.
 
The Petition was signed by nearly 32,000 New Zealanders. Nearly 24,000 of those signatures have survived on the copy of the petition presented to Parliament.
 
The Suffrage Petition is on both the UNESCO International Memory of the World Register and on the inaugural UNESCO New Zealand Memory of the World Register established in 2011.
 
The Suffrage Petition can be viewed at Archives New Zealand, 10 Mulgrave Street, Thorndon, from 9am to 5pm, Monday to Friday and entry is free.
 
Find out more about the 1893 Women’s Suffrage Petition from Archives New Zealand and the Ministry for Culture and Heritage http://www.nzhistory.net.nz/politics/womens-suffrage
 
For more information: Christine Seymour 04 494 0663

Consultation on draft of new mandatory Records Management Standard has now closed

Fri, 13/09/2013 - 3:14pm

Archives New Zealand is developing a new, combined mandatory Records Management Standard to replace the four current mandatory Recordkeeping Standards.
We consulted on a draft version of this new standard between 17 June and 16 August. More information can be found on the Records Management Standard page