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Legacy Records Programme

Legacy Records Programme. Programme Launch Government Recordkeeping Forum 3/9/2008 Tom Norcliffe, Acting Manager Appraisal. Legacy defined. s21/s43 definition: a record that “has been in existence for 25 years”

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Legacy Records Programme

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  1. Legacy Records Programme Programme Launch Government Recordkeeping Forum 3/9/2008 Tom Norcliffe, Acting Manager Appraisal

  2. Legacy defined • s21/s43 definition: a record that “has been in existence for 25 years” • Legacy records definition: “those records potentially covered under s21 and s43 of the PRA due to their age”

  3. Project Background • Public Records Act, s21 and s43 • Good business practice • Risk management • Chief Archivist’s 2007 Report to Parliament • A planned, strategic approach to the management of legacy records and…

  4. Numbers • 61% of public offices hold records 25 years or older

  5. More numbers • Big spike in offices with legacy electronic records

  6. More numbers still • 73% have significant quantities of between 10m – 10 km +

  7. Project Methodology • Cross organisational team • Appraisal • A&D/repository management • GRK • Access • Context • Shared work environment • 6 month project • Development of a programme & communications plan

  8. The Big Picture • Part of Archives New Zealand’s commitment to support efficient and high quality information management across government • Creation of a 5 year legacy programme • Products developed to support and achieve it • Customer-focused programme to assist public offices and ensure the preservation of records of long-term value • Potentially scalable to all (ie, non-legacy) transfers

  9. Strategic Aims of the Legacy Programme • Project identified 15 strategic aims, which can be distilled into three categories: • Archives New Zealand will proactively provide support enabling public offices to manage their legacy records, and thus enhance their information management • disposal coverage for all public offices will be achieved by 2013 • systems and tools to assist compliance and full disposal coverage will be built

  10. Products • Key products • Public Office ‘Road Map’ • Transfer criteria • Archives New Zealand monitoring tool

  11. Road Map • Outline of steps public offices will complete to secure full legacy records disposal • Component –based “agreement” • Legal instruments • s22 deferral of transfer agreement • s43 access agreement • both agreements to be publicly registered under PRA, ensuring public office compliance for the duration of the road map • Agreement would establish time frames and responsibilities between ANZ and public offices for the completion of identified tasks

  12. Road Map (cont) • Project Plan for agencies, detailing requirements, processes, advice and guidance as they work towards full legacy disposal • Various stages of the Road Map require public offices to ‘check in’ with Archives New Zealand; this informs the Monitoring Tool

  13. Stages of the Road Map 11 stages, including: • First Contact • Records survey • Transfer category identified • DA Coverage check • Meeting to negotiate formal agreement/legal instruments signed for deferral of transfer and access • Disposal Authority – consists of a series of contingencies, depending on coverage; may including re-activation of old authority, development of new one etc…

  14. Stages of the Road Map (cont) • Transfer window determined • Coordination with Archives NZ re transfer window • Records sentencing • Boxing and listing • Transfer and destruction

  15. Monitoring Tool • Internal tool providing Archives New Zealand with a ‘holistic’ view of public offices’ progression along their respective road maps • Provides up to date information for all Archives New Zealand sections affected by the Legacy Project • Assists sections to plan, manage and anticipate workload • Helps to ensure public offices are provided with the most timely, accurate and relevant information • Ensures ANZ can provide the best customer service

  16. The monitoring tool

  17. Transfer criteria • Three categories of transfer: • Regular, high use • ‘user driven’ by previous expectations; includes records such as probates • High Risk/Significant • Public offices closing; cabinet papers etc • Legacy Records • Perceived value (different from appraisal) • Disposal readiness • Records’ age • Conditions • Public office resources • Benefits

  18. Supporting tools/products • Supporting the key products and the programme are a series of background tools, papers, and proposed process changes, incl: • guides/fact sheets (issued through Continuum) covering topics such as • initial records identification • workflow changes, incl • deferral of transfer delegation passed to Appraisal; built into appraisal reports • Archway DA functionality • Programme included in Archives New Zealand’s Recordkeeping Courses

  19. Nuts and bolts • Lots of public offices to talk to – around 210 (not all hold legacy records however) • Appraisal staff will be starting this month to contact their clients: • public offices bunched into portfolios for Appraisal staff to manage • Circa 40 per staff member • Head Offices based outside of Wellington managed by Archives New Zealand Regional Archivists • Aim is for contact to have been made with all public offices by end of the financial year

  20. Questions?

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