Government Recordkeeping Update March 2009

1. Kate Jones, Senior Advisor Government Recordkeeping Programme, Government Recordkeeping UpdateMarch 2009

2. Overview • PRA audit programme development • Appraisal standard review • E-recordkeeping systems standard review • Web information continuity • Storage guide • RK Survey 2009 • Continuum publication news • Government recordkeeping training update • Newcomers network Update on Current Developments

3. PRA Audit Programme Development • Audit Tool consultation period begins in early March • Briefings to be held in major centres • Details of the audit strategy are on the Continuum website: http://continuum.archives.govt.nz/public-records-act-audit-strategy.html • For more information please contact Kate Jones, Senior Advisor, Government Recordkeeping Programme kate.jones@archives.govt.nz Update on Current Developments

4. Appraisal Standard Update • 18 month programme of work, starting now • 1st project in initiation phase • Work programme will result in new guidance product, appraisal framework and standard redevelopment • More formal announcements will follow, once programme of work established, esp regarding consultation phase/s • For more information please contact Cheryl Pointon, Senior Advisor, Appraisal cheryl.pointon@archives.govt.nz Update on Current Developments

5. E-Recordkeeping Systems Standard Review We are reviewing ERKSS to reflect the rapid change in the digital information management landscape: • Phase 1 of the project is to embark on a research and scoping process to report back March / April 2009 • A cross disciplinary focus group was undertaken on 18/02/09 and we got really good feedback • Research outputs from the eDRMS Interest Group Survey will inform the process (it must be fit for NZ purpose) • An international research project to get an informed picture of the global environment is underway (adoption of an existing standard is an option) • Phase 2 will be to produce the new standard Update on Current Developments

6. Web Information Continuity Project Project will include: • A new Continuum Guide focussing on managing web information as records and continuity issues associated with managing web records over time • Disposal advice for web information • Research into current local and international trends on web information management and web archiving (research report and case studies) Project to be completed by June 2009 Update on Current Developments

7. Guide to Best Practice in Storage • Developing guide to support the Storage Standard • Provides support around: • risk management approach to storage • planning for improved records projects • disaster protection • Currently under going external review process • Publication expected by 30 June 2009 Update on Current Developments

8. Recordkeeping Survey 2009 • The project to undertake the 2009 Government Recordkeeping Survey is now underway • Letters to CEOs will be sent out shortly asking them to nominate a staff member to complete the survey • The survey will run, online, for 3 weeks • We are surveying public offices and local authorities • We look forward to receiving your responses! For more information on the 2009 Government Recordkeeping survey contact the Project Manager: Lisa Judge lisa.judge@archives.govt.nz Update on Current Developments

9. Continuum Publications News • Now available: • New Factsheet on Trusted Computing & Digital Rights Management (TC/DRM) for Records Managers. http://continuum.archives.govt.nz/F18.html Coming up: • New Guide to Administrative Change Update on Current Developments

10. ISO 15489 – Licence Expiry • Archives New Zealand’s licence arrangement with Standards New Zealand to supply public offices with ISO 15489 expires on 31 March. It will not be renewed. • Existing holders of standards are required to destroy their copies (letters have been sent) • Archives New Zealand has incorporated the principles of ISO 15849 into the Create and Maintain Recordkeeping Standard • From 31st March, please obtain copies from SNZ - www.standards.govt.nz • If you have any questions or concerns, please contact rkadvice@archives.govt.nz. Update on Current Developments

11. Government Recordkeeping Training – Update • A Recordkeeping Metadata course, to support the mandatory Electronic Recordkeeping Metadata Standard, is under development • The existing Disposal and Transfer course will be split into two separate courses • The new courses will further support the creation and maintenance of electronic records • For further information, contact Alice Patterson: alice.patterson@archives.govt.nz Update on Current Developments

12. It’s Time to Book Your Training! Introduction to the Public Records Act • Wellington – 20 May, 13 Aug, 25 Nov • Christchurch – 18 Jun • Rotorua – 20 Aug The Public Records Act and Local Government Records and Archives • Wellington - 14-15 Oct • Dunedin - 14-15 Jul • Christchurch - 21-22 Oct • Auckland - 18-19 Nov Update on Current Developments

13. Newcomers Network • Aim: support newer records people by building a community of practice • A collaboration between Archives New Zealand, RMAA, ARANZ, EDRMS SIG • First meeting: • Wednesday 8th April, 10.30am - 11.30am • Archives New Zealand Training Room, Mulgrave Street • To encourage discussion and networking, numbers will initially be limited to 40 people. • To register your interest, email rkadvice@archives.govt.nz Update on Current Developments

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