Arranging the Transport of Records for Transfer to Archives New Zealand
This factsheet advises public offices on how to safely transport boxes to Archives New Zealand as part of the pre-arranged transfer process. This information is valuable for both the transferring public office and courier companies to ensure packing and transport requirements are met.
Contact Archives New Zealand
Requirements specific for the transferring office
Requirements for the transferring office and the courier
Regional specific requirements
Contact Archives New Zealand
Prior to listing and boxing records for transfer or for assistance concerning a specific transfer contact the relevant Archives New Zealand office:
Wellington rkadvice@dia.govt.nz phone 04 499 5595
Auckland Auckland@dia.govt.nz phone 09 270 1100
Christchurch Christchurch@dia.govt.nz phone 03 377 0760
Dunedin Dunedin@dia.govt.nz phone 03 477 0404
Requirements specific for the transferring public office
The transferring public office is responsible for arranging and coordinating the safe and secure transport of records for transfer to Archives New Zealand. Only records that have been approved for transfer by Archives New Zealand will be accepted. To ensure records are delivered safely and securely, the transferring public office must:
- advise Archives New Zealand at least three working days prior to the physical transfer of records. This ensures that there will be staff available to meet and process the transfer on that day. Archives New Zealand staff reserve the right to re-schedule a time if the proposed date is not convenient
- contact Archives New Zealand if the transfer contains special format records, or unusually large documents to discuss packaging and boxing options
- ensure boxes are arranged in box number sequence where appropriate
- inspect the records loaded onto the truck to confirm that the requirements have been met, e.g. the pallets have not been stacked too high
- call the transferring archivist on the day to confirm the estimated time of arrival of the records at the Archives New Zealand repository.
It is the responsibility of the public office transferring the records to ensure correct handling methods are carried out by the courier. Any inappropriate handling by the courier will be referred to the transferring public office and expenses sought for the cost of repairing records and replacing boxes as a result of damage.
Requirements for the transferring public office and the courier
To protect the records, the boxes in which they are packed need to be handled and transported with care. Both the transferring public office and the courier must ensure that:
- boxes are not stacked more than three boxes high for London boxes, no more than six boxes high for Flat File, Archives or Index boxes
- if using pallets, boxes should be securely shrink-wrapped onto the pallet with no overlap. Pallets should not be stacked on top of each other
- the records for transfer are secure at all times. If the records are not being loaded in a secure area such as a dedicated dock way, loading should be supervised at all times to ensure records are not left unattended in public areas
- the boxed records are protected from the elements, e.g. not left in the rain before being loaded onto the truck or left uncovered during transport
- no other freight items are stacked on top of the boxes whilst in transit to Archives New Zealand.
The transfer must arrive directly from the transferring agency to Archives New Zealand to maintain the security of the records.
Regional specific requirements
Contact your local Archives New Zealand office if you need advice on recommended transport companies.
It is important to contact Archives New Zealand first before delivering records for transfer to ensure that dock- ways are open and that staff are available to accept the delivery. Do not leave deliveries unattended.
Auckland
- Will accept loose boxes: Yes
- Can receive pallets: Yes
- Clearance of covered dock way: 3.6 metres
- Equipment: scissor lift: N/a
- Equipment: Forklift: Yes
- Special Requirements: Do not place pallets over wheelbase of truck. There is a 20 pallet maximum limit per shipment and deliveries should arrive before 1pm
Wellington
- Will accept loose boxes: Yes
- Can receive pallets: Yes
- Clearance of covered dock way: 3.6 metres
- Equipment: scissor lift: Yes
- Equipment: Forklift: N/a
- Special Requirements: Rear loading truck only (not side loading) for unloading at the dock way. Trucks with a tail-lift or roller door are preferred
Christchurch
- Will accept loose boxes: Yes
- Can receive pallets: Yes
- Clearance of covered dock way: 3.3 metres
- Equipment: scissor lift: N/a
- Equipment: Forklift: With prior arrangement
- Special Requirements:Not receiving new transfers until further notice. Please contact Christchurch Regional Office or Government Recordkeeping Programme for further information
Dunedin
- Will accept loose boxes: Yes
- Can receive pallets: Yes
- Clearance of covered dock way: 3.2 metres
- Equipment: scissor lift: N/a
- Equipment: Forklift: With prior arrangement
- Special Requirements: Trucks or vans used for transfer must have a side loading option
Issued: September 2011
Expiry: September 2013
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