Government Recordkeeping Update March 2008

1. Evelyn Wareham, Manager, Government Recordkeeping, Archives New Zealand Government Recordkeeping Update March 2008

2. Overview • Standards Update • ICA / ADRI Standards • Continuum Training Programme • Forum Dates for 2008 • New Continuum Publications • Appraisal Policy • New Faces at Archives New Zealand Update on Current Developments

3. Public Records Act Standards Update • Consultation on two draft standards Nov-Jan • Recordkeeping Metadata Standard • Standard on Creation and Maintenance of Full and Accurate Records (Create and Maintain) • Thanks for your feedback! • Over 100 people at focus groups • Over 80 submissions on each standard • Generally positive. Issues raised: Are risks useful? When should compliance start? Should coverage be mandatory for schools? Which e-systems should be covered? • Advisory groups are meeting to consider feedback • On track to issue both standards in June Update on Current Developments

4. International Standard on e-Recordkeeping • Principles and Functional Requirements for Records in Electronic Office Environments - three modules: • Module 1: Overview and Statement of Principles • Module 2: Guidelines and Functional Requirements for Electronic Records Management Systems • Module 3: Guidelines and Functional Requirements for Records in Business Systems • Developed by International Council on Archives (ICA) / Australasian Digital Recordkeeping Initiative (ADRI) • Call for comments on exposure drafts. Due 31 March • Archives NZ project manager: Stephen Clarke • Further information at: http://www.adri.gov.au/content.asp?cID=3 Update on Current Developments

5. Continuum Training Programme • Programme now up and running with three courses: • Introduction to the Public Records Act (1 day) • Disposal and Transfer of Public Records (2 days) • The Public Records Act and Local Government Records and Archives (2 days) • Courses have been very popular: • Still places available on courses running from June onwards • Will be running an extra local government course in August - keep an eye on our website • For further information and registrations see our website at: http://www.archives.govt.nz/continuum/training.php • Flyers available in the foyer Update on Current Developments

6. 2008 Forum Dates • Dates for the 2008 Government Recordkeeping Forums: • Wednesday 4th of June • Wednesday 3rd September • Wednesday 3rd December • Will be held in the National Library Auditorium • Would like to know what topics you are interested in hearing about: If you have suggestions please fill in the feedback form available in the foyer • Further information available on our website at: http://www.archives.govt.nz/continuum/rkforums.php Update on Current Developments

7. New Continuum Publications • G9: Beginners Guide to Appraisal (electronic only) available this week on the Continuum website • G10: Guide to Implementing a Disposal Authority (electronic only) available by the end of March on the Continuum website • New look Continuum website on the way • Continuum publications available at: http://www.archives.govt.nz/continuum/rkpublications.php Update on Current Developments

8. Appraisal Policy • Sets out high level principles for the appraisal and disposal of public records • Exposure draft out for comment mid March: • Will be on the Archives New Zealand website • Will send notification to nzrecords listserv when available Update on Current Developments

9. New Faces at Archives New Zealand • Tom Norcliffe: Senior Advisor, Appraisal • Jessica MacDonald: Senior Advisor, Appraisal • Alison Fleming: Chief Information Officer Update on Current Developments

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