Transfer of Physical Records to Archives New Zealand

New Transfer Process for Physical Records Developed

Archives New Zealand has improved the process of transferring physical records to Archives New Zealand, ensuring that both the transferring public office and Archives New Zealand are clear about expectations and timeframes for transfer. We will build on the client portfolio management model we have introduced, working with public offices to plan and project manage transfers.

Legislative Context:

Section 21 (1)(a) and (2)(b)(i) of the Public Records Act 2005 (the PRA) is the legislation that determines the transfer of physical records to Archives New Zealand.

Sections 43 - 46 of the PRA is the legislation that determines classifying the access status of public records, which must occur when physical records are transferred to Archives New Zealand.

Four Stage Approach:

The transfer of physical records to Archives New Zealand has been split into four stages:

•Stage 1: Transfer Planning - Archives New Zealand collaborates with a public office to determine and plan a physical transfer from a public office to Archives New Zealand

•Stage 2: Transfer Preparation - Archives New Zealand collaborates with a public office to physically prepare for a transfer of physical records from a public office to Archives New Zealand

•Stage 3: Transfer - The physical transfer of physical records from a public office to Archives New Zealand

•Stage 4: Post Transfer - Completion of ‘Archway’ contextual description requirements and administrative tasks after the records are received by Archives New Zealand.

For your benefit we have developed a Transfer Process for Physical Records Flow Chart. This flow chart provides you with a visual overview of the end to end process.

Initiating a Transfer of Physical Records:

Check you have a valid disposal authority

Only records with a valid disposal authority can be accepted for transfer. A disposal authority (DA) is the Chief Archivist’s legal permission for you to dispose of public records. It is important to obtain a disposal authority for all your records before you dispose of them.

If you don’t have a valid disposal authority, please email us at rkadvice@dia.govt.nz

Contact Archives New Zealand

Contact us as soon as you know you have records to transfer and before you start any preparation work. This will ensure the transfer process is planned and runs smoothly. You will be assigned a transfer archivist who will guide you through the process.

Contact us directly via: rkadvice@dia.govt.nz

Specific Regional Requirements

Across the four offices of Archives New Zealand: Auckland, Wellington, Christchurch and Dunedin the process for the transfer of physical records slightly varies (due to differences in location and resourcing). Please contact Archives New Zealand to discuss your specific transfer.

Transfer Guidance and Templates

Transfer Process for Physical Records Flow Chart - a visual overview of the end to end process designed for public offices.

Transfer Agreement Form - Agreement that formalises the transfer of physical records from the controlling public office to the custody of the Chief Archivist and Archives New Zealand.

Access Authority Form - Agreement that formalises the access status of physical records that are transferred from the controlling public office to the custody of the Chief Archivist and Archives New Zealand.

Archives New Zealand has a number of additional tools and templates to use throughout the transfer process that can be accessed when Archives New Zealand is contacted and a transfer of physical records is initiated.