Ngā whakamāramatanga matua
Key definitions
Our guidance and advice is based on international and national best-practice information management, including standards issued by the Chief Archivist, and the International Standards Organisation (ISO) as well as the Australian (AS) and New Zealand (NZS) Standards organisations.
We have created this list of plain language definitions for some of the more technical terms used in our guidance. These terms are primarily sourced from national and international standards and can also be accessed through ISO’s Online Browsing Platform (OBP) which allows you to preview the most up-to-date content in ISO standards, graphical symbols, codes or terms and definitions before you buy.
A
Access
Access is the right, opportunity, means of finding, using, or retrieving information.
Source: Adapted from ISO 15489-1:2016, 3.1; AS/NZS ISO 13008:2022, 3.1
Access authority
An access authority is a legal instrument authorising an access condition (the status (open or restricted), reasons for, time period and scope) for public records made by the administrative head of a public office when they have been in existence for 25 years or are about to be transferred to the control of the Chief Archivist.
Source: Adapted from the Public Records Act 2005 (s43; s44); our guidance on access decisions
Access register
The Chief Archivist maintains a register of access restrictions placed on public archives (and associated metadata). The access register is available for public inspection.
Source: Adapted from the Public Records Act 2005 (s19(1)(d))
Accession
Accession can be:
(a noun) a group of records or archives from the same source transferred to us at the same time (see also Definitions of archival terms).
(a verb) the process of formally taking intellectual and physical receipt of public records into the custody of the Chief Archivist.
Source: Adapted from the Society of American Archivists' Dictionary of Archival Terminology
Accountability
Accountability is the principle that an organisation is answerable to its governing bodies, legal authorities, and more broadly, its other stakeholders regarding its decisions and activities.
Source: Adapted from AS/NZS ISO 30300:2020, 3.1
Active preservation
Active preservation of intellectual content requires:
assessing risks relevant to information, records and file formats
generating technical, administrative and preservation metadata, and
deploying preservation actions, such as format migration,
in order to provide meaningful access to said intellectual content in the future in spite of technological change.
See also 'Bitstream preservation'.
Source: Adapted from our Digital Preservation Statement, December 2020.
Activity (business activity)
An activity (business activity) is a major task performed by a business entity or organisation as part of one function, or it may be performed in relation to many functions.
See also ‘Business activity’.
Source: Adapted from ISO 15489-1:2016, 3.2
Administrative head
The administrative head is the position responsible for the performance of a public sector organisation (a public office or local authority) within the meaning of the Public Records Act 2005.
Source: Adapted from the Public Records Act 2005 (s4)
Administrative metadata
Administrative metadata are necessary to manage and use digital records and provides information about:
how the digital records were created and stored
intellectual property rights
the original source from which the digital records derive, and
the provenance.
See also ‘Preservation metadata’ and ‘Technical metadata’.
Source: Adapted from the Metadata Encoding and Transmission Standard (METS), Library of Congress, 2022; Society of American Archivists' Dictionary of Archival Terminology
Appraisal
Appraisal is the process of evaluating an organisation's business activities. It includes analysis of business context, business activities and risk to decide what records to create and capture, and how to ensure their appropriate management over time.
Source: Adapted from ISO 15489-1:2016, 7.1; ISO 30300:2020, 3.3.1
Approved repository
An approved repository is a place or organisation authorised by the Minister to accept deposits of public archives for safekeeping.
Source: Adapted from the Public Records Act 2005 (s4, s26)
Archival value
Archival value is the ongoing usefulness or significance of information and records, based on the administrative, legal, fiscal, evidential, or historical information they contain, justifying their continued preservation.
See also 'Evidential value'.
Source: Adapted from BS ISO 24083:2021, 3.8.5
Archives
Archives can be:
a collection of historical records maintained for continuing use; and
a repository or place where archives are preserved and made accessible.
Source: Adapted from ISO 5127:2017, 3.2.3.01
Archives New Zealand
Te Rua Mahanga o te Kawanatanga Archives New Zealand is the repository for public archives started by the Archives Act 1957 and continued by the Public Records Act 2005.
It's also the name of the government organisation responsible for the repository.
It's the official guardian of New Zealand's public archives and works to promote good information management as New Zealand's recordkeeping regulator.
Source: Adapted from the Public Records Act 2005 (s4)
Asset
An asset is anything that has potential or actual value to an organisation.
Examples include:
information
software
computers
services
people, competencies, skills, experience
reputation and image.
Through time, an asset may have a different value to an organisation.
Source: Adapted from ISO 30300:2020, 3.2.1; ISO TR 21965:2019, 3.1.5
Authentic, authenticate or authenticity
Authentic, authenticate or authenticity is the quality of a record that can be proven to:
be what it claims to be
have been created or sent by the person claiming to have created or sent it, and
have been created or sent when claimed.
Source: Adapted from ISO 30300:2020, 3.2.2
B
Bitstream
Bitstream, also known as binary sequence, is a sequence of bits transmitted, stored, or received as a unit without regard for internal organisation or grouping. A stream of data in binary form.
Source: Adapted from Society of American Archivists' Dictionary of Archival Terminology
Born-digital record
A born-digital record is a record that has been created originally in digital form.
Source: Adapted from ISO 24083:2021, 3.5.7
Business activity
Business activity is an umbrella term covering all the functions, processes, activities and transactions of an organisation and its employees.
Source: Adapted from ISO 23081-1:2017, 3.4
Business continuity
Business continuity is the capability of an organization to continue delivery of products or services within acceptable timeframes at predefined capacity during a disruption.
Source: Adapted from ISO 22301: 2019, 3.3
C
Checksum
A checksum is a computer-generated string of letters and numbers that act as a digital fingerprint for a digital record. Checksums can be used to determine whether a digital record or data was altered during storage or transmission.
Source: Adapted from ISO 12640-3:2022, 3.1; ISO 16609:2022, 3.5
Chief Archivist
The Chief Archivist is the person and office referred to in section 10 of the Public Records Act 2005.
Source: Adapted from the Public Records Act 2005 (s4)
Chief Executive
Chief Executive means the chief executive of the department responsible for administration of the Public Records Act 2005.
Source: Adapted from the Public Records Act 2005 (s4)
Collections search
Collections search is the archival finding aid system we use, which replaced Archway in 2022.
Source: Archives New Zealand
Compliance
Compliance means meeting the requirements of the Public Records Act 2005 and associated standards, instructions and directions.
Source: Adapted from our Regulatory statement.
Controlling local authority
In relation to a local authority record, the controlling local authority can be:
the local authority that controls the local authority record; and
any successor to that local authority.
Source: Adapted from the Public Records Act 2005 (s4)
Controlling public office
In relation to a public record, a controlling public office can be:
the public office that controls the public record; and
any successor to that public office.
In relation to a public archive, a controlling public office is the public office that has power to determine conditions of access to that public archive.
Source: Adapted from the Public Records Act 2005 (s4)
D
Data
Data can be a set of characters or symbols to which meaning is or could be assigned. Data are the smallest units of factual information that can be used as a basis for calculation, reasoning, or discussion.
Source: Adapted from ISO 30300:2020, 3.2.4
Database
A database is a collection of data organised according to a conceptual structure describing the characteristics of the data and their relationships.
Source: Adapted from ISO/TR 8344:2024, 3.3
Deferral of transfer
Deferral of transfer is when the mandatory transfer to us of public records that have been appraised as having archival value and that are 25 years or older, is postponed for a period mutually agreed between the Chief Archivist and the administrative head of a public office.
Source: Adapted from the Public Records Act 2005 (s22)
Destruction
Destruction is the process of eliminating, erasing or deleting a record or records, beyond any possible reconstruction.
Source: Adapted from AS/NZS ISO 13028: 2012, 3.4; ISO 30300:2020, 3.4.7; ISO 15489-1:2016, 3.7
Digital preservation
Digital preservation is a series of managed activities necessary to ensure continued access to digital records for as long as necessary.
Note: This includes all the actions required beyond the limits of media failure or technological and organisational change.
Source: Adapted from ISO IEC TS 22424-1:2020, 3.1.12; the Digital Preservation Coalition
Digital record
A digital record can be information in any format created, received and maintained by digital means, and used as evidence and information by an organization or person, for legal obligations or in the transaction of business.
Note: The term 'born-digital' is used for records which are created in digital form without a non-digital equivalent. Whereas 'digitised' is used for analogue or paper records which have been converted to a digital medium.
Source: Adapted from ISO 15489-1:2016, 3.14; ISO 17068:2017, 3.5
Digitisation
Digitisation is the process of converting hard-copy or non-digital records into digital format.
Examples can include:
scanning or imaging
taking digital photographs of the non-digital source records
converting analogue voice recordings to digital media.
Source: Adapted from AS/NZS ISO 13028:2012, 3.5
Discharged record
Discharged record refers to the process of cancelling the public status of information and records created by a public office at their request. The Chief Archivist must decide if the public records are suitable for discharge and under what conditions they may be discharged.
Source: Adapted from the Public Records Act 2005 (s4)
Disposal
In relation to a public record or local authority record, disposal means:
the transfer of control of a record; or
the sale, alteration, destruction, or discharge of a record.
Source: Adapted from the Public Records Act 2005 (s4)
Disposal authority
A disposal authority is a legal instrument that defines the disposal actions that are authorised by the Chief Archivist for specified groups or classes of information and records.
Source: Adapted from ISO 15489-1:2016, 3.9
Disposal class
A disposal class is a grouping of information and records documenting similar functions or activities.
Source: Adapted from our guidance on disposal.
Disposal schedule
A disposal schedule is a systematic listing of information and records created by an organisation which governs the life of these records from the time of their creation to their disposal. This forms part of a Disposal Authority and includes:
the disposal classes of information and records covered
how long the information and records should be retained and what will trigger the start of the retention period
how each class will be disposed of (that is, the disposal action).
Source: Adapted from our guidance on disposal.
Document
A document can be:
(a noun) something written, inscribed, etc., which furnishes evidence or information upon any subject such as a manuscript, title-deed, tomb-stone, coin, picture
(a verb) to prove or support (something) by documentary evidence.
Source: Adapted from the Oxford English Dictionary
E
Electronic document and records management system (EDRMS)
An electronic document and records management system (EDRMS) is a specific type of business information system with the dedicated functionality of managing an organisation’s digital records and information resources.
Source: Adapted from AS/NZS ISO 13028:2012, 3.2
Estray record
An estray record is a public record, archive, or protected record that is outside the control of the Chief Archivist or a public sector organisation (that is, a public office or local authority), and that has not been discharged.
Source: Adapted from the Public Records Act 2005 (s4)
Evidence
Evidence is information that could be used either by itself or in conjunction with other information, to establish proof about an event or action.
Source: Adapted from ISO 30300:2020, 3.2.6
Evidential value
Evidential value is the value of information, records and archives for providing evidence of their creator’s origins, functions and activities. Also known as business value.
See also ‘Archival value’.
Source: Adapted from ISO 5127:2017, 3.3.1.06
Executive sponsor
An executive sponsor is a person or position within an organisation who is assigned strategic and managerial responsibility for the oversight of information and records management.
Source: Adapted from our guidance on Executive Sponsors
Exit strategy
An exit strategy is a strategy that describes risk analysis, triggers, and concrete ways and approaches for migrating from one digital preservation system or environment to another. This is usually to avoid vendor-lock-in. It details how the data and metadata is structured, how they can be moved without losing any context and content, and a way to test and verify that migration is possible, that is, that the exit strategy can be successfully executed in practice.
Source: Adapted from Exit Strategies and Techniques for Cloud-based Preservation Services. Matthew Addis. iPres 2016 (Proceedings p. 276-7/ PDF p. 139).
F
File format
Also known as file type, file format is a standard way that information is organised or encoded and stored for particular software or hardware.
Source: Adapted from AS/NZS ISO 13008:2022, 3.8
Fixity
Fixity, in the preservation sense, means the assurance that a digital record or object has remained unchanged, that is, fixed or protected against unauthorised alteration or corruption. This is usually accomplished through the use of checksums to monitor the fixedness of a digital record's bitstreams (or binary sequences).
Source: Adapted from ISO 23081-1:2017, 3.8
Format
Format can be:
(a noun) a pattern, plan, or arrangement; the way in which something is shown or arranged.
(a verb) to organise or arrange, according to a chosen pattern; to prepare a computer disc for use with a particular type of computer.
Source: Adapted from the Cambridge Dictionary
Function
A function is a group of core and general activities that support one or more goals or business performed by or the responsibility of an organisation.
Source: Adapted from ISO 15489-1:2016, 3.11; ISO 3030:2020, 3.1.12
Functional Disposal Authority (FDA)
A functional disposal authority (FDA) is a disposal authority based on the functions and activities carried out by and/or common to more than one public office but not to all public sector organisations.
See also 'General Disposal Authority (GDA)'.
Source: Adapted from the Public Records Act 2005 (s4)
G
General Disposal Authority (GDA)
A general disposal authority (GDA) is a pre-approved legal instrument issued by the Chief Archivist that authorises the disposal of information and records resulting from administrative functions and activities that are common to many public sector organisations.
See also 'Functional Disposal Authority'.
Source: Adapted from the Public Records Act 2005 (s4)
Government Digital Archive
The Government Digital Archive is the name we use to describe the various applications, systems and processes used for preserving, storing, accessing, and managing digital records that have been transferred to the custody of the Chief Archivist.
Note: This is not the same as the National Digital Heritage Archive (NDHA).
Source: Adapted from our guidance on digital transfer and preservation.
I
Information
Information can be facts or data about somebody or something, in the context of a particular meaning.
Source: Adapted from ISO 30300:2020, 3.2.7
Information asset
An information asset is an aggregation or grouping of information and records that is of value to an organisation, and that can be defined and managed as a single unit.
Source: Adapted from ISO 24143:2022, 3.1.4; our guidance on information assets
Information asset register
An information asset register is a simple way to help organisations document and manage their information assets and the risks to them. Also referred to as an Information Asset Catalogue.
Source: Adapted from our guidance on information assets
Information management
Information management is the field of management responsible for the efficient and systematic control of the creation, maintenance, use and disposal of information resources, including processes for capturing and maintaining evidence of, and information about, business activities and transactions.
See also ‘Records management’.
Source: Adapted from AS/NZS ISO 15489-1:2016, 3.15; ISO 5127:2017, 3.2.1.23
Integrity (digital content)
Within this context, the integrity of a digital record is the quality of its content remaining uncorrupted and free of unauthorised and undocumented changes.
Note: Integrity is part of concept of authenticity. If the integrity of a digital record is comprised, then the authenticity will also be comprised.
See also 'Authentic/Authenticate/Authenticity'.
Source: Adapted from our Digital Preservation Statement
Intention to dispose
Under the Public Records Act 2005, we are required to notify members of the public if a public office intends to dispose (that is, destroy or archive) its public records, for the purpose of seeking public comments prior to authorisation.
Source: Adapted from the Public Records Act 2005, (s20(2))
Local authority
The Public Records Act 2005 defines a local authority as a regional council or territorial authority, and includes:
council-controlled organisations
council-controlled trading organisations
local government organisations.
Source: Adapted from the Public Records Act 2005 (s4)
Local authority archive
A local authority archive is a local authority record that is no longer in current use or is 25 years or older, including a record that is protected by the Chief Archivist and a local authority record that is preserved permanently by a local authority.
Source: Adapted from the Public Records Act 2005 (s4)
Local authority record
A local authority record can be information, records and data in any form or media, created or received by a local authority during the conduct of its business activities.
Source: Adapted from the Public Records Act 2005 (s4)
M
Maturity assessment
Maturity assessment is a tool that organisations can use to monitor and improve their performance of certain aspects of their business activities, such as information management. Organisations can use the tool to determine their current maturity and to guide their advancing maturity.
Source: Adapted from Queensland State Archives Recordkeeping maturity assessment tool, v1.1.0, June 2019.
Metadata
Metadata is structured or semi-structured information, which enables the creation, management, and use of information and records through time, and within and across organisations.
Source: Adapted from AS/NZS ISO 30300:2020, 3.2.9
Migration
Migration is the process of moving records from one hardware or software configuration to another without changing the format.
Source: Adapted from ISO 30300:2020, 3.4.10; ISO 15489-1:2016, 3.13
O
Ontology
An ontology models the type of objects and concepts that exist within a given domain, together with their properties and relationships. It identifies the terminology within that domain and categorises the individual terms by assigning a class to create relationships between them. It is the formal categorisation, strict rules and relationships that distinguish an ontology from a thesaurus or taxonomy.
Source: Adapted from our All-of-Government Ontology Options Paper, July 2021.
Open access record
An open access record are information and records that have no restrictions placed on their public accessibility and use.
Source: Adapted from the Public Records Act 2005 (s4)
Organisation
An organisation can be a person or group of people that has its own functions with responsibilities, authorities and relationships to achieve its objectives.
Note: The concept of organisation includes, but is not limited to, a sole trader, company, corporation, firm, enterprise, authority, partnership, charity or institution, working together in some form, with common objectives.
Source: Adapted from AS/NZS ISO 30300:2020, 3.1.19
P
Portability
Portability is the state or quality of being portable; the ability to transfer, to be moved; etc.
Source: Adapted from the Oxford English Dictionary
Prescribed record
The Chief Archivist may ask the Minister to declare that a record is a prescribed record, or that one or more classes of information and records are prescribed records. Prescribed records are afforded a level of protection regarding who possesses them until their status is revoked.
Source: Adapted from the Public Records Act 2005 (s38)
Preservation actions
Preservation actions are technical strategies that aim to protect the integrity and authenticity of digital records being preserved in the context of inevitable technological change. Examples of preservation actions include, but are not limited, to file format migration and emulation.
See also 'Authentic/Authenticate/Authenticity' and 'Integrity (digital content)'.
Source: Adapted from the Digital Preservation Coalition (DPC) Handbook Glossary
Preservation metadata
Preservation metadata supports the distinct requirements of digital preservation to maintain the availability, identity, persistence, renderability, understandability and authenticity of digital records over long periods of time.
Preservation metadata may be used to:
store technical information supporting preservation decisions and actions
document preservation actions taken such as migration of emulation policies
record the effects of preservation strategies
ensure the authenticity of digital resources over time, and
note information about collection management and the management of rights.
See also ‘Administrative metadata’ and ‘Technical metadata’.
Source: Adapted from the OCLC/RLG Working Group on Preservation Metadata. Preservation Metadata for Digital Objects: A Review of the State of the Art. OCLC/RLG, January 31, 2001.
Protected record
The Chief Archivist may determine that certain classes of local authority information and records are 'protected records' and may not be destroyed or transferred to an archival repository without approval.
Source: Adapted from the Public Records Act 2005 (s40)
Public archive
A public archive is a public record that has been transferred to the control of the Chief Archivist.
Source: Adapted from the Public Records Act 2005 (s4)
Public office
A public office is an organisation that is listed in s4 of the Public Records Act 2005 or fits the definition of a public office. See our website for a list of public offices subject to the Act.
Source: Adapted from the Public Records Act 2005 (s4)
Public record
A public record is information and records, including data, in any format, created or received by a public office as it carries out its functions.
Source: Adapted from the Public Records Act 2005 (s4)
R
Record
A record can be:
(a noun) information created or received and maintained in any format as evidence and as an asset by an organisation, for legal or business purposes.
(a verb) the process of capturing and documenting information.
Source: Adapted from ISO 30300:2020, 3.2.10; ISO 15489-1:2016, 3.14
Records management
Records management is the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposal of records, including processes for capturing and maintaining evidence of, and information about, business activities and transactions in the form of records. Also referred as Recordkeeping.
See also ‘Information management’.
Source: Adapted from ISO 15489-1:2016, 3.15
Retention period
A retention period is the period of time that information and records should be retained before they are transferred to an archive, destroyed or otherwise disposed of.
Source: Adapted from ISO 5127:2017, 3.6.5.09
Risk
In relation to information and records, records processes, control and systems, risk is the possibility of exposure to harm or loss.
Source: Adapted from ISO 18128:2024, 3.2.7
Rosetta
Rosetta is a digital preservation system and the core component of the Government Digital Archive. It allows us to manage and preserve digital records so that access to their intellectual content is possible now and in the future.
Source: Adapted from our guidance on digital transfers and preservation.
S
Sentencing
Sentencing is a process of implementing a disposal authority by deciding which disposal classes apply to which information and records in an organisation in order to initiate appropriate retention periods and disposal actions.
Source: Adapted from our guidance on disposal sentencing.
Standards
Standards can be the standards issued by the Chief Archivist under section 27 of the Public Records Act 2005, as well as those issued under other authorities, for example, by the International Standards Organisation (ISO).
Source: Adapted from the Public Records Act 2005 (s4)
System
A system is a set of interrelated or interacting elements. In the context of information and records management, a system that captures, manages and provides access to information and records over time.
Source: Adapted from ISO 30300:2020, 3.6.5; ISO TR 21965:2019, 3.1.21
T
Taxonomy
Taxonomy is a scheme of classification that can be used to organise things into groups or types, a type of hierarchy which deals with generalised/specialised relationships. In the context of information and records management, taxonomy may be used interchangeably with the terms 'file plan' and 'business classification scheme'.
Source: Adapted from ISO 25964-2:2013, 3.84; ISO/IEC 5394:2024, 3.20
Technical metadata
Technical metadata are metadata that highlight technical information about a digital record, including:
the software and hardware on which it can be rendered or executed
its checksum or digital signature that ensures its fixity and authenticity
more content type-specific data like its sample rate or colour depth.
See also ‘Administrative metadata’ and Preservation metadata’.
Source: Adapted from our guidance on digital transfer and preservation.
Transfer
Transfer is the process of moving the custody of information and records from one organisation to another, which may or may not involve a change of location, control or legal ownership.
Source: Adapted from AS/NZS ISO 30300:2020, 3.4.15
V
Vital records
Vital records are information and records that are essential for preserving, continuing or reconstructing the operations of an organisation, and for protecting the rights of an organisation, its employees, its customers and its stakeholders. Also known as high-value or high-risk information and records.
Source: Adapted from ISO 27031:2011, 3.16; our guidance on high-value, high-risk information and records