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The Government Recordkeeping Survey 2008

Natalie Dewson, Senior Advisor, Government Recordkeeping Programme, Archives New Zealand. The Government Recordkeeping Survey 2008. Overview. The survey in context Results: Areas of improvement Results: Challenges Results: Local authorities What are the responses?. The survey in context.

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The Government Recordkeeping Survey 2008

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  1. Natalie Dewson, Senior Advisor, Government Recordkeeping Programme, Archives New Zealand The Government Recordkeeping Survey 2008

  2. Overview • The survey in context • Results: Areas of improvement • Results: Challenges • Results: Local authorities • What are the responses?

  3. The survey in context

  4. Compliance Framework Archives New Zealand must undertake independent audits of recordkeeping in public offices from 2010. Public Records Act – Section 33. Audit Audits will measure compliance against some of the requirements of the mandatory standards. Standards must have been in existence for 2 years before they can be audited against. Public Records Act – Section 27. Standards Archives New Zealand has the right to inspect the archives and records of public offices and local authorities. Public Records Act – Section 29. Inspection Public offices can be directed to report on any aspect of recordkeeping or on the records they control. Annual recordkeeping survey must be completed. Public Records Act – Section 31. Direction to report Chief Archivist must report to Parliament on the state of recordkeeping in public offices. Annual recordkeeping survey is a key input to this report. Public Records Act – Section 32. Annual report to Parliament

  5. Purpose of the survey • Tracking indicators of improvements in government recordkeeping • Identifying areas of risk • Measuring the effectiveness of Archives New Zealand’s programmes

  6. Reporting on the survey results • Survey reports available on Continuum website: http://continuum.archives.govt.nz/government-recordkeeping-surveys.html • Annual report on recordkeeping • Each organisation that participates in the survey receives a copy of their summary results and comparison information with other organisations.

  7. 2008 Government Recordkeeping Survey Update • 2008 summary results will be sent to each public office and local authority – they will be sent to the person who responded to the survey • Chief Executives will also receive a summary of results

  8. 2009 Government Recordkeeping Survey Timeframes • 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! • Contact Lisa Judge, Advisor, Government Recordkeeping Programme with any questions: lisa.judge@archives.govt.nz

  9. Public Offices who participated in the 2008 survey (by type)

  10. Local authorities who participated in the 2008 survey (by type)

  11. Results: Areas showing improvement

  12. Increase in the use of General Disposal Authorities • 2006 - 33% of public offices used GDA’s • 2007 - 59% of public offices used GDA’s • 2008 - 70% of public offices used GDA’s

  13. Increase in policies to assess PRA compliance • 2006 - 43% of agencies reported having policies in place • 2007 - 70% of agencies reported having policies in place • 2008 - 88% of agencies reported having policies in place

  14. Other results for public offices 2007-2008

  15. Results: Challenges

  16. Increase in digital information • 2007 - 54% of agencies reported having 25-year plus electronic records • 2008 – 61% of agencies reported having 25-year plus electronic records

  17. Types of digital information – a breakdown Among 196 public offices answering: • 36% say they hold electronic documents without appropriate titles or metadata • 20% hold records that require computer hardware or software that is no longer available • 15% hold records stored on obsolete storage media • 13% hold records stored used undocumented file formats • 8% hold records protected by unknown passwords

  18. Legacy records Of 196 public offices answering: • 127 hold records over 25 years old • 91 hold paper records over 25 years old • 29 hold electronic records over 25 years old • 19 hold other forms of records over 25 years old • 25 don’t know what form their records over 25 years old are in

  19. Results: local authorities

  20. Comparison with public offices

  21. Variation among local authorities

  22. What are the responses? • Archives NZ mandatory standards and guidance developed • Recordkeeping audits start in 2010 (central government only) • Archives NZ monitoring the state of government recordkeeping through an annual survey & report to parliament • Digital Continuity Action Plan • Legacy Records Programme • Continuum training programme • Web information continuity research & guide (available end of June) • School of E-govt at Victoria University has researched the management of e-mails in public offices

  23. http://continuum.archives.govt.nz/government-recordkeeping-surveys.htmlhttp://continuum.archives.govt.nz/government-recordkeeping-surveys.html Natalie Dewson Email:natalie.dewson@archives.govt.nz Telephone: (04) 894 6022 Further Information

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