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Maintenance of public archives
This instruction details how approved repositories must store and care for physical (non-digital) public archives deposited with them.
Who is this instruction for
Public archives are public records under the control of the Chief Archivist.
Approved repositories are bodies authorised to accept the deposit of public archives for safekeeping.
Under section 26(2)(c) of the Public Records Act 2005 (the Act), the Chief Archivist may impose standards or conditions, or issue instructions to, an approved repository for the purpose of ensuring the public archives in its care are properly maintained and appropriately accessible.
Why was this instruction issued
On 1 July 2014 the Storage Standard and other mandatory standards issued under the Act were revoked and replaced with the Records Management Standard for the New Zealand Public Sector. The Records Management Standard did not apply to public archives deposited in approved repositories. It was a records management standard rather than an archives management standard. The first version of the Instruction to approved repositories (16/Sp2) hereafter the Instruction, therefore provided for the continuation of the control regime set out in the Storage Standard beyond the life of that standard.
On 1 July 2016, the Records Management Standard for the New Zealand Public Sector (2014) was revoked and replaced with the Information and records management standard (16/S1). This standard applies to public offices and local authorities.
This version of the Instruction has been updated in line with international standards, in particular:
CSN EN 16893:2018 Conservation of Cultural Heritage: Specifications for location, construction and modification of buildings or rooms intended for the storage or use of heritage collections
BS 4971:2017 Conservation and care of archive and library collections
ISO 11799:2015 Information and documentation – Document storage requirements for archive and library materials, and
ISO 15489-1:2016 Information and documentation – Records management: Part 1 – Concepts and principles.
What the Instruction applies to
This instruction applies to:
all approved repositories authorised under the Archives Act 1957 or the Public Records Act 2005
all physical (non-digital) public archives that have been deposited for safekeeping with an approved repository.
Requirements to maintain physical public archives
The Chief Archivist instructs approved repositories to maintain physical public archives (referred to below as ‘archives’) in accordance with the following requirements:
Identification and Control
Archives are registered and described in a system that supports effective identification, location, retrieval and tracking.
Archives must be arranged in an orderly manner and be well managed so that order is maintained.
Procedures for managing the location and movement of archives are documented and implemented.
Procedures for handling archives are documented and implemented.
Facilities
Archives are stored in a dedicated area, separate from public spaces. Storage areas must allow ongoing access to archives by authorised users.
Archives are stored in areas that meet the preservation needs of their format.
The building in which archives are stored must comply with the New Zealand Building Code that applied at the time of construction and associated codes and standards and be appropriate for use in storing archives.
The building in which archives are stored must have adequate drainage systems to prevent flooding.
Dedicated storage areas for archives must be protected against the external climate.
Dedicated storage areas for archives must be protected against internal hazards, for example, piping systems, vermin, or fire caused by an electrical fault.
A building maintenance programme must be in place.
Protection against Disaster
Natural and human-made hazards have been identified, documented and mitigated.
A current disaster management plan and procedures must be in place, documented and known to staff.
Staff responsible for archives must be trained in emergency procedures to protect and salvage the archives.
There must be a comprehensive fire protection system and equipment for the building, in compliance with the New Zealand Building Code that applied at the time of construction.
Security
Restricted access archives are identified and protected from unauthorised access.
Access to archives storage areas must be controlled and restricted to authorised staff.
Dedicated storage areas for archives must be intruder resistant and have an intruder alarm system.
Shelving and Packaging
Archives must be stored using shelving or equipment appropriate to the format and size of the items.
The minimum height for the lowest shelf must be 150mm off the floor.
Archives must be packaged in containers which are clean, in good condition and appropriate to the format and size of the items.
Environmental Control
Archives must be stored away from sunlight and artificial light.
Magnetic media must be stored away from magnetic fields. NOTE: The term magnetic media is used to describe any record format where analogue or digital information is recorded to and retrieved from a coated matrix that can be magnetised, for example, video and audio tapes. For more information, visit our good practice guidance about audiovisual storage.
Food and drink are prohibited in areas where public archives are stored or handled.
Incoming collections are checked for signs of infestation before being introduced to storage areas.
Pest activity and potential pest habitats are regularly monitored and records of monitoring are kept.
Environmental conditions for archives must be regularly monitored, and records of monitoring must be kept.
Temperature
The annual average storage temperature or a set point should be less than 18 °C. The temperature may rise 10°C (but not above 25°C) or down as low as necessary while maintaining relative humidity (RH) control.
Archives should be stored in conditions where temperature does not increase or decrease from the annual average or from a set point by more than ±5 degrees Celsius within 7 days. For example, if the annual average or set point is 18 °C, the temperature should not rise above 23 °C or drop below 13 °C over the course of a week.
Relative humidity
The relative humidity (RH) level for the storage of traditional, mixed archive materials should be no more than 65% and no less than 30%. The RH must keep within ±10% of the annual average or set point in the repository. This average or set point may be set between 65% and 30%. For example, if the annual average or set point is 45%, relative humidity should not rise above 55% or drop below 35% over a season.
Archives should be stored in conditions where relative humidity does not increase or decrease from the annual average or from a set point by more than ±10% relative humidity within 30 days. For example, if the annual average or set point is 45%, relative humidity should not rise above 55% or drop below 35% over the course of a month.
NOTE: The relative humidity of the air is an indication of how much water vapour is in the air at a particular temperature, compared with how much water vapour the air could actually hold at that temperature.
References for requirements temperature and relative humidity
ISO 18934:2011 Imaging materials — Multiple media archives — Storage environment
ISO/TR 19815:2018 Information and documentation — Management of the environmental conditions for archive and library collections
BS 4971:2017 Conservation and care of archive and library collections, The British Standards Institution
American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE). 2019. A24 - Museums, galleries, archives, and libraries. In ASHRAE Handbook - HVAC Applications. (SI) ed., 24.1-24.46. Atlanta, GA: ASHRAE
Transfer and public access
The repository has identified all public archives in its possession and can distinguish them from other holdings.
All public archives in the possession of the repository have been formally transferred to the control of the Chief Archivist and deposited for safekeeping with the repository.
Open access public archives are available to members of the public free of charge as soon as is reasonably practicable after a request to inspect the archive is made.
Storage requirements for digital records and archives
This Instruction applies to physical (non-digital) public archives held by approved repositories only.
For more information about storing digital and born-digital public archives, refer to our best practice guidance on digital storage and preservation.
Storage requirements for public records
This instruction does not apply to public information and records still in active use. These should be managed in line with the Information and records management standard.
Refer to our guidance about storage of physical information and records for more information.
Support and guidance
For more information about caring for physical records and archives, refer to our preservation page.
You can also contact us or the Government Record keeping team.