Te porowhiu i ngā mōhiohio me ngā mauhanga

Disposal of information and records

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In the context of information and records, disposal means a range of processes or actions associated with implementing appraisal decisions.

Section 4 of the Public Records Act 2005 (the Act) outlines 5 types of possible disposal actions.

These are:

• transfer of control

• sale

• alteration

• destruction or

• discharge.

Public offices and local authorities (public sector organisations) must get the Chief Archivist’s authorisation or approval to dispose of public or protected information and records under sections 20 and 40 of the Act.

Implementing authorised disposal actions is an important part of managing information and records. It is a legal requirement. By managing information and records through disposal, your organisation can meet its statutory obligations and support its business needs.

The benefits of authorised and regular disposal of information and records can include:

• increasing efficiency by making discovery faster and easier

• controlling how you store, maintain, access and manage information

• decreasing the costs of managing information and records

• reducing the risk of privacy and security breaches

• supporting better decision making

• helping identify and protect information and records that are high-risk, high-value or both

• promoting the use, reuse and sharing of information and records

• minimising the risk of illegal or unmanaged access or unmanaged destruction

• facilitating legislative compliance.

Managing the current and future risks associated with disposing of information and records helps your organisation meet government and community expectations.

These expectations include:

• effective and responsible stewardship of public information assets

• creation and maintenance of information and records that may be used to hold a public sector organisation to account

• preservation of information and records with long-term value.

Keeping information and records for longer than required exposes your organisation to 3 major risks:

• costs

• efficiency

• reputation.

Costs

The costs of maintaining, accessing and preserving information and records over time are significant.

Efficiency

Systems managing information and records are less efficient if they contain too much information and too many records. This makes it harder and more time-consuming to find the information and records needed to carry out business functions.

Reputation

Not disposing of information and records responsibly and on time puts your organisation at risk of non-compliance. This also increases the risk of inappropriate access or release.