Te arohaehae i ngā mōhiohio me ngā mauhanga

Appraisal of information and records

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Appraisal is the process of analysing your organisation’s business context, business activities and risks, so you can decide:

• what information and records to create

• what information and records are high-risk, high-value, or both

• how long do you need to manage information and records to meet business and community needs and expectations.

Under section 17 of the Public Records Act 2005 (the Act), public offices and local authorities (public sector organisations) must create and maintain full and accurate records of their business activities. When your public sector organisation assesses the purpose and value of its business activities, you can define its key information and records requirements enabling your organisation to meet its statutory obligations and support its business needs.

Appraisal is an essential part of effective information and records management. Along with regular, authorised disposal (transfer to us or destruction), it supports normal prudent business practice. The reasons for doing an appraisal may vary but will directly influence the scope of your analysis. These can include:

• the loss or gain of business functions, business activities, or both

• changes to the regulatory environment

• the introduction of new systems or system upgrades

• changing perceptions of risk or priorities.

The benefits can include:

• more efficient use of resources – information and records are not stored for longer than necessary or migrated when they could be destroyed

• maximising discovery – information and records that are high-risk, high-value, or both, are identified and managed for immediate and ongoing business needs

• saving time – information and records are easier to locate and retrieve, use, reuse and share

• enabling public accountability – information and records documenting your organisation’s actions and decisions are transparent and accessible

• complying with the law –the disposal of information and records is managed in line with the Act and other relevant legislation

• preservation of New Zealand’s historical and cultural heritage – information and records of permanent value are identified and managed over time.

The results of an appraisal have a range of uses for your organisation, such as:

• developing policies and procedures for creating and managing information and records

• designing and implementing information and records systems incorporating information and records requirements in new or redesigned work processes or systems

• defining  metadata requirements

• developing disposal authorities, access settings and permissions rules

• identifying information and records requirements as part of a migration strategy.