Government Recordkeeping Update November 2009

1. Patrick Power, Manager, Government Recordkeeping Programme, Archives New Zealand Government Recordkeeping UpdateNovember 2009

2. Overview • New standards projects: Disposal, ERKSS • EDRMS project • Training update • 2009 recordkeeping survey results • Annual report on recordkeeping • Changing faces at Archives NZ • Changes to our websites • New Continuum publications Update on Current Developments

3. New Standard on Disposal • Principles-based, mandatory standard to support regular and effective disposal of records in the public sector • Will replace existing Appraisal Standard, issued 1998 • Project underway, Advisory Group meeting for first time today • There will be consultation with all interested parties • For more information, contact Mark Crookston, Senior Advisor, Appraisal (mark.crookston@archives.govt.nz) Update on Current Developments

4. Electronic Recordkeeping Systems Standard • Phase 1 Recommendations: • Standard needs to be revised • Standard should remain discretionary • Standard should address implementation issues • Develop overarching discretionary standard setting out the high level principles, then a number of modules sitting below this standard, covering specific elements of electronic recordkeeping practice • Phase 2: Revise Standard • Project initiated - currently forming advisory group • For more information, contact Lisa Judge (lisa.judge@archives.govt.nz) Update on Current Developments

5. EDRMS project update • Working with Government Technology Services • Focus for this year is defining the problems with EDRMS purchase and implementation, and identifying viable solutions • Our questions: Are EDRMS implementations delivering value for money? If not, why not? What can we do to help public sector organisations get more benefit from EDRMS? • If you are interested in this work, please let us know. We do want to consult with all interested parties. Contact: rkadvice@archives.govt.nz Update on Current Developments

6. Government Recordkeeping Training Update • New/revised courses have been very popular: • Recordkeeping Metadata • Appraisal and Disposal • Brand new workshop – ‘Preparing Records for Transfer’ developed. Update on Current Developments

7. Courses coming up in Auckland Local Government & PRA – 18th/19th November (tomorrow!) Recordkeeping Metadata – 30th March For more information see our website: http://www.archives.govt.nz/advice/training-and-events/government-recordkeeping-training Update on Current Developments

8. Digital continuity update • The Digital Continuity Action Plan has been approved by Cabinet for public sector implementation. • Now available in print and on our website. • Digital Transfer fact sheet (F22) • Fact sheet and research report on managing public sector datasets for the long term (F20) • Contact – evelyn.wareham@archives.govt.nz Update on Current Developments

9. Government Recordkeeping Survey 2009 • 2009 report now available on web • Some very encouraging results: • 71% of respondents have established policies on recordkeeping (compared to 56% in 2008) • 64% have specialised staff who are responsible for records management (52% in 2008) • 52% have procedures for creating & filing electronic mail (39% in 2008) http://www.archives.govt.nz/advice/public-records-act/government-recordkeeping-surveys Update on Current Developments

10. Update on Current Developments

11. Changing Faces at Archives New Zealand New/moving staff • Richard Hipgrave, Manager, Public Records Act Audit Programme • Wendy Stokes, Senior Advisor, PRA Audit Programme • Lavina Edwin, Senior Advisor, PRA Audit Programme • Zowie Ransfield, Programme Coordinator, PRA Audit Programme • Euan Cochrane, Senior Advisor, Digital Continuity • Siobhan King, Senior Advisor, GRP • Anna Gulbransen, Advisor, GRP Departures • Tom Norcliffe, Manager, Appraisal Team • Kate Jones, Senior Advisor, Government Recordkeeping Programme • Alice Patterson, Senior Advisor, GRP • Natalie Dewson, Senior Advisor GRP, on parental leave Update on Current Developments

12. Changes to our websites • Based on testing with user groups • Easier access to advice and guidance • Most ‘Continuum’ content will be migrated to main Archives NZ website (you will be redirected where this hasn’t happened) • We still use the ‘Continuum’ brand on our RK advice products • Check it out at www.archives.govt.nz Update on Current Developments

13. New Continuum publications • G14 Technical Guide on Implementing Technical Specs in EDRMS • G15 Guide to Completing a Survey of Physical Records • G16 Guide to Best Practice in Storage • G17 Recordkeeping for Business Activities Carried out by Contractors • G20 : Web Records Guide • F19 Factsheet: An Introduction to the Legacy Records Programme • F20 Factsheet: Managing Datasets • F22 Factsheet: Digital Transfer http://continuum.archives.govt.nz/recordkeeping-publications.html Update on Current Developments

14. G14 Technical Guide to Metadata in EDRMS • Supports Technical Specifications – beyond the minimum required by the standard • Will assist in configuration of new EDRMS • Outlines options – 1 entity, 2 entity, 3 entity models • A new type of publication – a technical guide • Only available in HTML Update on Current Developments

15. G16 Guide to Best Practice in Storage • Supports storage standard and goes beyond it • Good advice on storage of both records and archives • Links to other information – we will add to these over time Update on Current Developments

16. G20 Guide to Managing Web Records • Update of existing guidance in a rapidly changing area • Websites, intranets, extranets • Wide audience including IT and communications professionals, web managers, developers, etc. • Gives advice on some of the key tools for managing web records including an organisational recordkeeping framework; sentencing and disposal, metadata, CMS and/or EDRMS • Also gives advice on management of websites that are no longer in current use Update on Current Developments

17. Website: http://www.archives.govt.nz/ Email:rkadvice@archives.govt.nz Telephone: (04) 499 5595 Further Information