future-proofing core survey and title paper records

Future-prooFing Core Surveyand title paper reCordS

Strategy paper for the Minister for land information

oCtober 2007

�Future-Proofing Core Survey and Title Paper Records

ContentsForeword 3Scopeofthestrategy 3Successfactors 31Executivesummary 51.1Theneedforastrategy 51.2Strategyoverview 52LINZ'sresponsibilities 83Environmentaloverview 93.1 How to find core survey and title paper records now93.2ArchivesNewZealand 93.3Customers 104 Strategiccontext 124.1Strategyvision 134.2Objectivesofthestrategy 134.3Measuresofsuccess 134.4Barrierstosuccess134.5Workingacrossgovernment 135 Keyconsiderations 146 Theaccessproblem 166.1Currentaccess 167Futureaccesssolutions 177.1Electronicaccess–aLINZvirtualcounter 177.2Accesstooriginalpaperrecords 188Thestorageproblem 209Thestoragesolution:thirdpartyproviderandArchivesNewZealandtostoreallLINZcoresurveyandtitlepaperrecords 2110Keyissuesforfuturestorage2210.1ArchivesNewZealandspaceandcapacity 2210.2Processformovingrecords 2211 Preservationandknowledgesharingopportunities 2411.1Preservation–digitisationprogramme 2411.2Sharingtheknowledge–workingwithArchivesNewZealand 2512Strategyrecommendations 2712.1Governance 2712.2Accesssolutions 2712.3Interimarrangements 2712.4Storagesolution 2812.5Preservationandknowledgesharing 2813Financialimplications 2913.1Continuedandenhancedaccess 2913.2Imagingofsomerecordsets 2913.3MovingtherecordstoArchivesNewZealand 2914Glossary 3015Appendices 3315.1LINZvirtualcounter 3315.2LocationofLINZcoresurveyandtitlepaperrecordsasat1July2007,cont’d 3515.3Recordsetsrecommendedfordigitisationprogramme 38

Contents

FoRewoRd 2

�. exeCuTive SummaRy 4

2. LiNZ’S ReSPoNSibiLiTieS 7

3. eNviRoNmeNTaL oveRview 8

4. STRaTegiC CoNTexT ��

5. Key CoNSideRaTioNS �3

6. The aCCeSS PRobLem �5

7. FuTuRe aCCeSS SoLuTioNS �7

8. The SToRage PRobLem 20

9. The SToRage SoLuTioN 2�

�0. Key iSSueS FoR SToRage 22

��. PReSeRvaTioN aNd KNowLedge ShaRiNg oPPoRTuNiTieS 24

�2. STRaTegy ReCommeNdaTioNS 27

�3. FiNaNCiaL imPLiCaTioNS 29

�4. gLoSSaRy 30

�5. aPPeNdiCeS 33

2 Future-Proofing Core Survey and Title Paper Records

ForewordLandInformationNewZealand(LINZ)ismovingtowardsa100%electroniclodgementenvironment,whichmeansthatbylate2008transactionswillbeconductedelectronically.100%electroniclodgementwillgiveLINZandourcustomers efficiency gains, and is consistent with the Government’s Digital Strategy.

AsLINZmakesthistransition,theuseofpaperrecordswillbephasedout.

Also contingent with the move is a significant decrease in manual processing work,areductionintheLINZworkforce,andarequirementforfewerprocessingcentres. LINZ will retain two of the current five processing centres, in Hamilton and

Christchurch, and residual counter services will be available only at these two offices. The intention is that processing centres will provide back-office functions and that in time there will be no public counters.Whiletransactingwillbeelectronicandkeytitleandsurveyrecordswillbeavailabledigitally,LINZalsohas stewardship of 167 years’ worth of paper records – many of them with historical significance. LINZ has worked with Archives New Zealand to develop this Future-Proofing Core Survey and Title Paper RecordsStrategytoenableaccessto,andstorageandpreservationof,theserecordsforthefuture.

SCoPe oF The STRaTegy

All survey and title paper records held in processing centres and in LINZ’s national office are covered in thisstrategy.Theserecordsarecomprisedof:

field booksdeedstraverserecordsindexesdocumentstitlesplansmapslodgementsfiles and foldersregisters,andmicrofilm.

Topographicmaps,hydrographicchartsandCrownpropertyrecordsarenotincludedinthescopeofthisstrategy.

Crown property record sets that were in microfilm and have already been digitised are included, so they canbeaccessedmoreeasilybymembersofthepublic.TheseincludeCrownpurchasedeeds,proclamationplansandSurveyor-Generalplans.

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3Future-Proofing Core Survey and Title Paper Records

SuCCeSS FaCToRS

LINZ’sprimaryroleinthisstrategyistomeettheneedsofourbusinesscustomersengagedinlandtransactions.WealsorecognisethatawiderangeofNewZealandershaveaninterestinlandrecordsandtherighttoaccessthem.Withcustomerrequirementsinmind,asuccessfulstrategywillalso:

assurecontinuedandimprovedaccessbyLINZcustomerstocoresurveyandtitlepaperrecordsinanelectronicenvironmentassure safe and efficient storage of the records, andensuretherecordsarepreservedforfuturegenerations.

ThetimehascomeforpaperrecordswitharchivalvalueandlimitedbusinesspurposestobestoredsafelywithArchivesNewZealand.Paperrecordsthatarenecessaryforbusinesspurposes,andthatdonotyethavearchivalvalue,willbestoredwithathirdpartystorageprovider.

Thisstrategyaimstocontinue,andtoenhance,NewZealanders’accesstotheserecordsthroughthedevelopmentofa‘virtual’internet-basedcounterwhichwillreplacephysicalpubliccounterfunctions.Adigitisationprogrammeandthedevelopmentofgoodsearchingtoolswillalsoimproveaccessinthefuture.

Itistherighttimeforthisstrategyanditsimplementation.

BrendanBoyleChiefExecutiveLand Information New Zealand

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exeCutive summary

Thisstrategybringstogetherinitiativesforaccessto,andthestorageandpreservationof,coresurveyandtitlepaperrecords.

Togethertheseinitiativeswill:

providethepublicandlandprofessionalswithaccesstopaperrecordswhenLINZclosesprocessingcentres in Auckland, Wellington and Dunedinprovidethepublicwithelectronicaccesstothelandregister(comprisedofpaperandelectronicrecords)whenLINZcounterscloseinlate2008,andenableLINZtomanagecoresurveyandtitlepaperrecordsasitmakesthetransitionfrombeingpaper-basedtobeinganexcellente-deliveryorganisation.

�.� The Need FoR a STRaTegy

AsLINZmovestowardsa100%electroniclodgementenvironment,paperisbeingphasedout.ContinuingtorunbothapaperandanelectronicsystemisuneconomicandmorecostlyforLINZandourcustomers.Delivering services electronically and working across government to achieve optimum outcomes is also consistentwithgovernmentpolicy.

Coresurveyandtitlepaperrecordsarecurrentlystoredatvarioussites,namelyinLINZprocessingcentres,withathirdpartyprovider,andwithArchivesNewZealand.Therecordscanbeaccessedviafax,post,Skylight(LINZ’sinternet-basedorderingtool)andpubliccountersinLINZprocessingcentres.Withthe scheduled closure of public counters and three of the five processing centres, it is time for LINZ to proposeawayforwardforprovidingaccesstocoresurveyandtitlepaperrecords,andfortheirappropriatefuturestorageandpreservation.

�.2 STRaTegy oveRview

The key points of the Future-Proofing Core Survey and Title Paper Records Strategy are:

PubliccountersatprocessingcentreswillbereplacedbyavirtualcounterenteredfromtheLINZwebsite.Thevirtualcounterwillevolveasmoredigitalcontentandbettersearchtoolsbecomeavailable.Itwillalsolinkcustomersintootherrelevantlandrecordservicesthatareavailableonline.

LINZpaperrecordswillberemovedfromprocessingcentres,anddigitisedorstored(eitherinArchivesNewZealandorwithathirdpartystorageprovider)inatimeframethatalignstotheLINZscheduleforclosingprocessingcentres.

Untildigitisationandtransferiscomplete,readingroomsinLINZprocessingcentreswillbemadeavailableforviewingoriginalrecordsthatarenotcapableofbeingsuppliedelectronicallyorasphotocopies.

LINZwillimplementaprogrammeforthedigitisationofrecommendedrecordsetstoprovidemoredigitalcontent.Thiswillimproveaccessandreducetheneedforcustomerstoviewandtouch

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originals,andwillallowtheserecordstobestoredsafelywithArchivesNewZealand.

AteamofLINZandArchivesNewZealandexpertswillundertakethedigitisationinprocessingcentrestoensurerecordsmanagementstandardsaremet,knowledgeissharedandinteroperablemetadataisdesignedandcaptured.

RecommendedrecordsetsthathavebeendigitisedwillthenbetransferredandstoredwithArchivesNewZealand.ArchivesNewZealandwillprovidethepublicwithphysicalaccesstooriginalrecordsattheirreadingrooms,andwillenableaccesstorecordsrequiredbyLINZstaff,shouldtheyneedtobeamended.

ThetimingofrecordstransferwilldependontheabilityofArchivesNewZealandtophysicallystoreLINZrecordsthatareavailablefortransfer.

Paperrecordsthatdonothavearchivalvalue,orcannotbestoredbyArchivesNewZealandduetolackofstoragespace,willbestoredwithathirdpartystorageprovideruntiltheycanbedisposedofinaccordance with LINZ’s Disposal Schedule, as approved by Archives New Zealand.

AmemorandumofunderstandingwillbeagreedbyLINZandArchivesNewZealand,whichwillinclude:

apolicyforenablingappropriateaccessforLINZstafftoamendphysicalrecordswhennecessaryapolicytoenableappropriateaccesstopaperrecordsrequiredforbusinesspurposes,withappropriateturnaroundtimesifrequiredajointprojecttoassess,catalogueanddigitiserecommendedrecordsetsaworkprogrammetoensureknowledgeabouttherecordsandtheirinter-relationshipsissharedwithArchivesNewZealanda work programme that fits in with LINZ’s need to store records safely and the need of Archives NewZealandforextrastoragespace,andanorderlyandincrementalprocessforthetransferoforiginalpaperrecordstoArchivesNewZealand.

ThesuccessfulimplementationofthisstrategydependsontheapprovalofthebusinesscaseandthetimelyavailabilityofArchivesNewZealandstorage.

Thediagramonthenextpageisanoverviewofthestrategy.Itdescribesthestrategyfromtheperspectiveofcustomergroupsandtypesofexistingandproposedaccess,andstoragearrangements.Thecomponentsaccommodatedigitalandphysicalaccessandviewing,andelectronicandpaperstorage.Thesecomponentsarediscussedinmoredetailthroughoutthestrategy.

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Land professionals- Conveyancing professionals- Surveyors- Territorial authorities- Crown agents

Non-land professionals- General public- Historians- Genealogists- Researchers

All customers

Landonline Scanned LINZ record sets (existing plus results of digitisation programme) plus databases of scanned material from elsewhere

Directory for paper records

Requested, retrieved, scanned and returned to storage

Paper

- Warehouse(s)

- Third party providers- Archives New Zealand

Electronic

- Landonline

- Historic repositories LinZone Archway (Archives New Zealand)

Landonline- Transact- Search- Download- Order paper records

Virtual counter- Browse- Search- Download electronic records- Order paper records- Pay- Request to view original paper records

Physical viewing facilities- View- Copy/digital photograph

FiguRe �: oveRview oF The FuTuRe-PRooFiNg CoRe SuRvey aNd TiTLe PaPeR ReCoRdS STRaTegy

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LinZ's responsibiLities

LINZauthorisesandmaintainslandsurveyandtitlerecords,providinganaccurateandup-to-datepictureofregisteredinterestsinland.Theregistercompriseselectronicandpaperrecordsandisopentopublicinspection.

As identified in the 2007/08 Statement of Intent, LINZ’s responsibilities include:

thedevelopmentoflandinformationpolicyregulatory frameworks used to define and transact land, andprovidingasecureenvironmentforthebuying,sellingandsubdividingoflandpropertythrough:

guaranteedtitlesforpropertydealings,andan accurate system of land boundary definition.

ParticularlyrelevanttothecoresurveyandtitlerecordsaretheresponsibilitiesoftheRegistrar-GeneralofLandtomaintainaregister(thatconsistsofpaperandelectronicrecords)undertheLandTransferAct1952,andtheChiefExecutive’sstatutoryresponsibilityforstoringandprovidingaccesstocadastralsurveydataundertheCadastralSurveyAct2002.Inaddition,theSurveyor-Generalsetsstandardstoprotecttheintegrityofthecadastre.

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environmentaL overviewThissectiondescribes:

how to find core survey and title paper records nowArchivesNewZealandresponsibilities,andLINZ’scustomers.

3.� how To FiNd CoRe SuRvey aNd TiTLe PaPeR ReCoRdS Now

Just like a library, all LINZ core survey and title paper records have unique identifiers or reference numbers.ItisestimatedthatLINZholds30millionrecordsintotal.

CustomerscanaccesssurveyandtitlerecordsdirectlyfromLINZthroughavarietyofchannels.Theycan:

accessLandonline,thesubscriber-basedsystemforlandprofessionalspostinarequesttoaLINZprocessingcentrefaxinarequesttoaLINZprocessingcentreuseSkylight(theinternetorderingsystemfornon-landprofessionals),orvisitaLINZprocessingcentreandusethepublicterminals(selfhelp).

BeforeacustomercanobtainacopyofarecorddirectlyfromLINZ,theyneedtoprovide:

a unique identifier/reference number of the record (eg the Certificate of Title reference or Survey Plan number)thelanddistrict,andtherecordtype.

Customers who use Landonline in their office or at a public terminal at a processing centre can search using a variety of attributes, such as the legal description of the land, the registered proprietor’s name and/oraddress.Landonlineistheprofessional’stoolwithmoresophisticatedsearchfunctionality.Skylightisanorderingservice,accessedviatheinternetanddesignedforthepublic.Customerswhodonotknowhow,ordonothavetime,toprovidetheinformationrequired,canemployacommercialprovidersuchasasearchagent(egSearchlink)oraLandonline-registereduserwhooffersapublicsearchservice(egTerranet).

3.2 aRChiveS New ZeaLaNd

Archives New Zealand is the official guardian of New Zealand’s public records. Its role is:

toensuregovernment’sactivitiesarerecordedandtherecordsarekeptpermanently,andtoprovideaccesstotheserecords.

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ArchivesNewZealandregulatesthelong-termretentionandpreservationof,andaccessto,publicrecordsundertheprovisionsofthePublicRecordsAct2005.

The 2005 Act reflects current technology and record-keeping practices. The objectives of the legislation are to:

promoteaccountabilitybetweentheCrown,thepublicandgovernmentagenciesenhance public confidence in the integrity of public records enhanceandpromoteourhistoricalandculturalheritage,andencouragethepartnershipandgoodwillenvisagedbytheTreatyofWaitangiinrelationtopublicrecords.

ThePublicRecordsAct2005providesthreemechanismsenablingthegoodgovernanceofthepublicrecords:

controloverdisposal1

transfer of significant material to the custody of Archives New Zealand, and provisionofaccessrights.

LINZisworkingcloselywithArchivesNewZealandtoensurecoresurveyandtitlepaperrecordsareresponsiblylookedafterforcurrentandfuturegenerations.

3.3 CuSTomeRS

Usersofcoresurveyandtitlepaperrecords(inalphabeticalorder)include:

banksgenealogistsgeographershistorianshomeowners/buyersiwilawyersandconveyancersNew Zealand government departments and agencies (eg Department of Conservation)NewZealandterritorialauthoritiesNewZealandutilitycompanies(egpowerandgascompanies)realestateagentsresearcherssearchagentssurveyors,andvaluers.

� Note that ’disposal' is a technical term under the Public Records act 2005 and refers to the final decision concerning the fate of records. disposal in relation to a public record or local authority record means: (a) the transfer of control of a record; or (b) the sale, alteration, destruction, or discharge of a record.

record

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�0 Future-Proofing Core Survey and Title Paper Records

Customers use core survey and title paper records to:

confirm land ownershipidentifyregisteredtransactionsidentifyregisteredinterestslocatelegalpropertyboundariescarryoutnewcadastralsurveys,orundertakeresearch.

LINZ staff use core survey and title paper records to:

recordinterestsandencumbrancesagainstparcelsoflandregistertitletransactions,andvalidatenewsurveyinformation.

Land professionalsLandprofessionalssuchasconveyancers,cadastralsurveyorsandterritorialauthoritiesuseLandonline.Theyrequireaccesstopaperrecordsformattersrelatingtolandtransactions,includingsearchingthelandregister,whichcompriseselectronicandpaperrecords.

Other customers Thelandregisterisapublicregisterandanyonecaninspectlandrecords.Theserecordsalsoholdrichhistoricinformationofparticularinteresttogenealogists,historians,iwiandresearchers.

3.3.� what customers want

MarketresearchconductedbyandonbehalfofLINZestablishesthatourcustomerswantquick,easyandaccurateaccesstotherecords.Electronicsearchtoolswillhelpimprovetheseaccessfactors.

Wealsoknowthat92%ofourcustomerswouldprefertoaccesstitleandsurveyrecordselectronically.

Whencountersclose,accesstorecordsisrequiredirrespectiveofthephysicallocationofthepaperrecords.

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��Future-Proofing Core Survey and Title Paper Records

strategiC ContextThis strategy gives practical effect to e-government goals and the Digital Strategy.

Aspartofthe100%electroniclodgementprogramme,publiccountersarescheduledtocloseduring2008.The development and implementation of a strategy to manage access to core paper records is identified in LINZ’s Statement of Intent (SOI) as a key focus in 2007/082.

Thisstrategyseekstocontributetotheoutcomes3belowbyrecognisingthat,despitethe100%e-environment,thepaperrecordsstillhaveanimportantparttoplayandmustremainaccessibletoLINZstaff,landprofessionals,researchersandthepublic.

LiNZ’S STaTemeNT oF iNTeNT 2007/08 – ouTComeS

Contribution to end outComes strategy Contribution

CertaintyofNewZealand’spropertyrightsandinterests.Availabilityoflandinformation.

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Itwillensurelandinformationisavailableelectronically.e-accesswillenableanyonetoorderlandrecordsfromanylocationwithinternetaccess.

Contribution to intermediate outComes strategy Contribution

An effective system for defining and transacting land

readilyobtainableinformationatareasonablecostgreaterreliabilityofinformationonrightsonwhichtobaseinvestmentordevelopmentdecisions,andsystemsthatareeasytouse,bothinternallyandexternally.

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Authoritativedatawillbeavailableviaastraightforwardelectronicservice,augmentedbyskilledrecordsmanagementtoenablee-copiesofpaperrecordstobeprovidedatareasonablecosttotheenduser.

Convenientaccesstointegratedlandinformation

discoverable – meaning it is well indexed, easy to find, and thesourceofthedataisunderstoodconvenienttoaccessandatareasonablecostfit for the purpose for which it was collected, andinteroperable–meaningitcanbecombinedwithotherlandinformationdata.

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Inventoryandindexing,digitisationofrecommendedrecordsets,exposingexistingdigitalcontent,facilitatingeasyaccesstootheronlineserviceproviders,andmetadatadevelopmenttocomplywithe-GIFprinciples,arecomponentsofthestrategy–designedtodeliverconvenientaccesstointegratedlandinformation.

2 LiNZ Statement of intent 2007/08, p 24.

3 LiNZ Statement of intent 2007/08, p �0.

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4.� STRaTegy viSioN

The vision of the Future-Proofing Core Survey and Title Paper Records Strategy is:

Authoritativelandrecords,openchannelsofcommunication,readyaccessandsafestorage.

4.2 objeCTiveS oF The STRaTegy

Theobjectivesofthestrategyareto:

assurecontinuedandimprovedaccessforLINZcustomerstocoresurveyandtitlepaperrecordsinanelectronicenvironmentassure safe and efficient storage of the records, andensuretherecordsarepreservedforfuturegenerations.

4.3 meaSuReS oF SuCCeSS

Thepublicunderstandshowtoaccessthelandregister(electronicandpaperrecords)whenpubliccountersclose.Thepubliccanvieworiginalpaperrecordsthatarenotcapableofbeingsuppliedinotherformats.Landprofessionalscanreadilyaccessoriginalpaperrecordsthatarenotcapableofbeingsuppliedinotherformatswhenrequiredforsurveyandtitlebusinesspurposes.PaperrecordsarestoredinappropriateconditionstoArchivesNewZealandstandards.Records that are digitised will meet Archives New Zealand’s Digitisation Standard.

4.4 baRRieRS To SuCCeSS

ThechallengesinimplementingthisstrategyasLINZcontinuestoworkthroughandmanagesignificant change in its move to 100% electronic lodgement.TheimplementationofthisstrategywillbesubjecttotheLINZbusinesscasebeingapproved.SuccessfulimplementationwillrelyonArchivesNewZealandsecuringfundsandprovidingappropriatestorageforLINZpaperrecords.Therearesomerisksinworkingacrossgovernment.Forexample,LINZandArchivesNewZealandwillneedtomanagethecomplexitiesaroundco-ordinatingfunding,timingandpriorities.

4.5 woRKiNg aCRoSS goveRNmeNT

LINZandArchivesNewZealandrecognisethatbyworkingtogether,wecanstrengthenthedeliveryofeachdepartment’scorebusiness,preservetherecordsandenhanceaccesstothem.ThisstrategyrecommendstheestablishmentofagovernancestructurethatincludesArchivesNewZealandtodriveimplementation.

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�3Future-Proofing Core Survey and Title Paper Records

Key Considerations

Indesigningthisstrategy,LINZconsideredthefollowingfactors.

LegislationLINZmustactwithinitsstatutoryobligationsandwiderlegislation4tomaintaintheintegrityofNewZealand’slandsystem.

Treaty of Waitangi obligationsLINZ recognises the need for Māori to have access to core survey and title paper records for research. A goalofthestrategyisforLINZtoprovide,ortofacilitate,widerremoteaccesstoelectronicrecordsforMāori and all customers.Customers have different needsLandprofessionalsandmembersofthepublicrequireaccesstocoresurveyandtitlepaperrecordsformattersrelatingtolandtransactions.ThisiscoreLINZbusiness.

Othergroups(egresearchers,historiansandgenealogists)accesscoresurveyandtitlepaperrecordstominetherichhistoricinformationcontainedinthem.ThisisnotacoredriverforLINZ,butitisavaliduseofthesepublicrecords.Researchhasshownthat92%ofcustomersprefertoaccessrecordselectronically.5

Implications of counter closuresApartfromtransitionalresidualservicesatprocessingcentresinHamiltonandChristchurch,publiccounterswillnolongerbeopenfromlate2008.Thestrategywillprovidealternativeoptionssothepubliccancontinuetohaveaccesstocoresurveyandtitlepaperrecordsintheelectronicenvironment.

Statutory obligations to manage recordsManagingcoresurveyandtitlepaperrecordsispartofLINZ’sstatutoryrole.

As the official guardian of government records, Archives New Zealand also has a significant part to play –ithasauthorityoverthestorageandaccessconditionsofallLINZcoresurveyandtitlepaperrecordsthatare25yearsandolder.

LINZandArchivesNewZealandareworkingtogethertoensurethepaperrecordsarestoredandaccessible–meetingbothbusinessandarchivalpurposes.

Scope of records under considerationAll survey and title paper records held in processing centres and in LINZ’s national office are included in thisstrategy.

Topographicmaps,hydrographicchartsandCrownpropertyrecordsarenotincludedinthescopeofthisstrategy.

4 The Cadastral Survey act 2002; Land Transfer act �952; deeds Registration act �908; Public Records act 2005; official information act �982. under the Land Transfer act �952 and the Land Transfer (Computer Registers and electronic) amendment act 2002, the Registrar-general of Land is responsible for keeping the register that records land transactions – whether the register is paper or electronic – and to provide public access to it. under the Cadastral Survey act 2002, the Chief executive of LiNZ is responsible for storing and providing access to cadastral survey data.

5 LiNZ Paper Records Research 2005, bRC marketing and Social Research.

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Crownpropertyrecordsetsthathavealreadybeendigitisedareincluded,sotheycanbeaccessedmoreeasilybymembersofthepublic.

ThisstrategywillformthebasisforthetreatmentofallLINZrecordsinthefuture.

Need to maintain the historic recordCoresurveyandtitlepaperrecordsformameaningfulpartofthehistoricfabricofNewZealand.Therecordsareinvaryingstatesofrepair.Theyneedtobemaintainedandaccessibleforfuturegenerations.ManysetsofthesedocumentsgobacktotheearlydaysofEuropeansettlementinNewZealand.Someoftheolderpaperdocumentsaredeteriorating–particularlythosedocumentsstillbeinghandled.

Digitisation of recordsDespite some benefits, digitising all paper records is not feasible:

becausetherearetoofewrequeststojustifythecostofscanningallcoresurveyandtitlepaperrecordsbecauseofthelargecostofcapturingthedata,andbecause of the large cost of capturing metadata to assist with finding records in an electronic environment.

However,thestrategydoesrecommendthatparticularsetsorpartialsetsofhistoricrecordsaredigitised.Thiswillenableelectronicaccessandpreservetheoriginalpaperrecordswhicharedeterioratingfromrepeateduseandaccessbythepublic.Onlyrecordswithbothbusinessandarchivalvaluearerecommendedfordigitisation(seeAppendix15.3).

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the aCCess probLem

ExceptforaresidualcounterserviceattheHamiltonandChristchurchprocessingcentres,allotherLINZpubliccounterswillcloseinlate2008.

Thepublichastherighttoaccessthelandregister,whichiscomprisedofpaperandelectronicrecords.Underlegislation,LINZmustprovideaccesstoanyrecordsthatarenotcapableofbeingsuppliedelectronically at a land registry office. Access to the land register must be provided and fees are set by regulation.

6.� CuRReNT aCCeSS

Current,transitionalandpermanentarrangementsaredescribedinthissection.

6.�.� Landonline – the land professional’s tool

Landonlineisasubscriber-onlyservice.

Landonlineprovidesremote,secureaccessforlandprofessionalstoNewZealand'sauthoritativetitlesregisterandthedigitalcadastremaintainedbyLINZ.Thesystemenablesregistereduserstosearchsurveyandtitlerecordsandtoconductsecureelectronictitleandsurveytransactionsinrealtime,automatingandspeedinguptraditional(andsometimesprolongedandcomplex)manualprocesses.Landonlinecanbeaccessedfromanycomputerwithaninternetconnection.

Landonline’ssurveyandtitlelodgementandregistrationfacilitiescanonlybeaccessedbyauthenticatedsubscribers.Thesearrangementsensurethattheintegrityofthetitlesregisteranddigitalcadastreissecurelymaintainedatalltimes.

Landonlineprovidesaccesstoservicesunderthreemainareas:e-search,e-surveyande-dealing.Landonline also offers Territorial Authority Online Certification, a service specific to local authorities that allowsthemtocertifysurveyplansonline.CopiesofpaperrecordscanberequestedviaLandonline.

ClosureofthepubliccounterswillnotaffectLandonlinesubscribers,whocanaccesstheelectronicinformationonline.

6.�.2 other channels the public can use to access land records

TheclosureofLandonlinepublicterminalsatprocessingcentrepubliccounterswillremoveonlyoneofthechannelscustomershavetoaccesslandrecords.Althoughoriginallydesignedtopromoteself-helpaccess, the public terminals are currently not easy for members of the public to use without significant assistancefromstaff.

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Whenpubliccountersclose,thepubliccancontinuetoorderlandrecordsby:

postingorfaxingarequesttoaLINZprocessingcentreusingSkylightemployingasearchagent,oremployingaLandonline-registereduserwhooffersapublicsearchservice.

LINZrecordsarealsoavailableviathirdpartyproviderssuchasTerralinkandQuotableValue,whichofferelectronicservices.

Therecommendationsinthisstrategybuildontheseoptionsbyreplacingphysicalcountersatprocessingcentreswithavirtualcounter.

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Future aCCess soLutions

This section of the strategy identifies access solutions for the future. These solutions will be phased in. The first phase can be put in place by the time the public counters close. From there, the next phases will enable enhancedelectronicaccesstolandrecords.

Accesstooriginalpaperrecordsisalsodiscussedinthissection.

7.� eLeCTRoNiC aCCeSS – a LiNZ viRTuaL CouNTeR

Avirtualcounterwillreplacepubliccounters.

ThediagramatAppendix15.1givesanoverviewoftheproposedLINZvirtualcounter,whichwillprovidethepublicwithelectronicaccesstothelandregister.ThepublicwillenterthevirtualcounterfromtheLINZwebsite.

Thevirtualcounterservicewillevolveovertime.Belowarethethreephasesofdevelopmentforthecounter.

Accesstothelandregister(includingpaperrecords)willbemaintainedduringtheimplementationofthesephases.

Phase 1: Transitional arrangements Skylightistheinternetorderingsystemfornon-landprofessionals.Itwillberenamedandenhancedtoprovideeasynavigationanduser-friendlyinstructionsformembersofthepublicwantingtoordercopiesoflandrecords.LINZwillofferachoicefordeliveringrequestedrecords,includingbypost,faxoremail.Informationaboutgettingassistanceformorecomplexsearches,orvalue-addedproducts,willbeprovided.

Phase 2: Develop a gateway into other land record sitesAgateway,accessedfromtheLINZwebsite,willdirectcustomersintoarangeofdatabases(includingArchway,whichistheopenaccesssearchengineforCrownrecordsheldbyArchivesNewZealand)tohelppeoplesearch,viewandordercurrentandhistoricrecords.

Thegatewaywillprovideasinglepointofentrytoallthedatabasesthatholdinformationaboutourrecords,eitherindigitisedformorremainingaspaperrecords.LINZwillalsoprovideadditionalguidancefor where to go to find records, and give commercial providers that offer value-added services with LINZ’s coredatatheopportunitytohot-linkfromLINZ’swebsitetotheirowndatabases.Thiswillgivecustomersmoreserviceoptions.

Thisphaseletscustomerssearchavarietyofdatabases,accordingtothetypeofrecord(currentorhistoric)they need. They can use the existing metadata and finding aids held on the various databases.

Phase 3: Advanced search capabilityEventuallythissolutioncouldbedevelopedtoamoreintuitivesystemwheretheuserdoesnotnecessarilyneedtobeawareofthesystemthatholdstherecordstheyneed.Thisphaseisdependentonhavingconsistentgood-qualitymetadatawhichcanbeusedtoroutethecustomertothecorrectdatabase.

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7.2 aCCeSS To oRigiNaL PaPeR ReCoRdS

Whilethisstrategyemphasiseselectronicdelivery,accesstovieworiginalrecordscanbeaccommodatedwherenecessary.Thispartofthestrategyoutlineshowthiswillhappen.ForpaperrecordsinthecustodyofArchivesNewZealand,customerscanviewthematArchivesNewZealandreadingrooms.Inthefuture,andinaccordancewithastandardofaccessacceptabletotheSurveyor-General,remoteaccesstotheserecordswillbepossible.EitherArchivesNewZealandcansendscannedimagestocustomers,orthecustomerscanemployanagenttovisittherepositoryandcopytherecord.

ForrecordsthatareinthecustodyofLINZanditsthirdpartystorageproviders,customerswillbeencouragedtorequestthemonlineandtoreceiveacopyviafax,postoremail.

Ifacustomermustphysicallyviewarecord6witharchivalvaluebeforeithasbeentransferredtoArchivesNewZealand,thisstrategyrecommendsthatanappointmentismadeforviewingtherecordinthenearestLINZprocessingcentrereadingroom.Thiswillbeatransitionalarrangementuntiltheprocessoflisting,boxingandtransferringrecordstoArchivesNewZealandiscomplete.

Asummaryoftheproposedsolutionsforimprovedaccessfollows.

aCCeSS SoLuTioNS

The public will continue to have five channels for accessing core survey and title records when publiccountersandpublicterminalscloseinlate2008,withoutLINZtakinganyadditionalaction.

Avirtualcounterwillreplacepubliccounterterminalsandthiswillenhanceaccessformembersofthepublic.

Thefollowinginitiativeswillensurecontinuedaccessforthepublicduringthetransitiontoauser-friendlyvirtualcounter.

LiNZ viRTuaL CouNTeR

TheLINZvirtualcounterwillenhanceaccesstocoresurveyandtitlelandrecordsforanyonewithinternet access, irrespective of the location of LINZ offices or its customers. This will evolve over threephases:

6 Note this applies to records that electronic copies cannot be provided for – due to their size and/or fragility. viewing physical records is a last resort and the preference of both LiNZ and archives New Zealand is to supply, where possible, electronic copies to customers.


Phase 1TheLINZinternetorderingsystem(currentlyknownasSkylight)willbeenhanced.

Phase 2ThevirtualcounterwillbedevelopedtoprovideacommongatewayviatheLINZwebsiteintootherlandrecorddatabasesheldbyLINZ,ArchivesNewZealandandotherswhoproviderelevantlandrecordservices(egQuotableValue,Terranet,SearchLink,etc).

Phase 3Usingsmartmetadata,thethird-phasevirtualcountercouldprovideanadvancedsearchcapabilityandmoreseamlessinterfacethatletscustomersaccesslandrecordsheldbyLINZandothers.Thisphaseisdependentonthecaptureofmetadatafortherecordsandonbalancingthecostsagainstthebenefits (including awareness of services that are provided by the private sector).

iNTeRim aRRaNgemeNTS

Processingcentrereadingroomswillcontinuetobeopenuntiltherecordstheyholdaredigitisedonsite(iftheyarepartofthedigitisationprogramme)andmovedtosafestoragewithArchivesNewZealand.

Recordswhicharenotscheduledfordigitisation,butwhicharescheduledfortransfer,willbemovedtoArchivesNewZealandwhen:

ithasthecapacitytostorethem,andmetadatahasbeencollectedtoenableeasysourcingbyLINZandArchivesNewZealandstaff.

RecordsthatarenotpartofthedigitisationprogrammeandarenotscheduledtobetransferredtoArchivesNewZealandwillbemovedoffsitetothirdpartystorageproviderswhenmetadatahasbeencollected.Overtime(ieaftertherecordsarenolongerneededforLINZbusinesspurposes)these records will be disposed of in accordance with the LINZ/Archives New Zealand Retention and Disposal Schedule.

••


the storage probLem

CoresurveyandtitlepaperrecordsarecurrentlystoredinLINZprocessingcentres,inthirdparty-providedfacilities and with Archives New Zealand. Storage locations for each record set are identified at Appendix 15.2.

ConditionsinLINZprocessingcentresarenotsuitedtolong-termrecordsstorageanddonotmeetthestorage standard recommended by Archives New Zealand. By 2015, three of the current five LINZ processingcentresarescheduledtoclose.Theyholdrecordsonsite.

Astheyclose,LINZseestheopportunitytotransfertherecordsheldineachprocessingcentretoArchivesNew Zealand as required under the Public Records Act 2005. This will benefit the records by keeping them inappropriatestorageconditions,andwillprovideappropriateaccessforthepublicwhowishtovieworiginal records and use them for research purposes. Archives New Zealand has four offices throughout New Zealand. LINZ’s two remaining processing centres in Christchurch and Hamilton will provide back-office functionsonly.

ThisstrategyalsorecommendsmovingtherecordsheldintheremainingtwoLINZprocessingcentresintoArchivesNewZealandandthirdpartystorage.ThismeansLINZcanwithdrawcompletelyfromthebusinessofstorageandretrievalofrecordsonsite.LINZwillcontinuetoretainauthorityoverthecontentoftherecordsheldwiththirdpartyproviders,andthiswillbemanagedunderstandardcontractmanagementprocesses,asitisnow.

ArchivesNewZealandhasstatutoryresponsibilitiesforrecords25yearsandolder.Coresurveyandtitlepaperrecordscanstillbeneededforbusinesspurposes7regardlessoftheirage.ThismeansanyplanfortransferringolderrecordstoArchivesNewZealandcustodywillalsoneedapolicyensuringaccesstothembyLINZstaffwhoneedtoupdaterecordsorscanthem.

LINZ and Archives New Zealand have been working closely together to achieve outcomes that fit with each organisation’sstatutoryobligationsandcorebusiness.

LINZconsideredarangeofstoragesolutions,includingonebigwarehouserunbyLINZalone,orinpartnershipwithArchivesNewZealand,andcontinuedstorageonsiteintheremainingtwoLINZprocessingcentres.Afteranalysingthepotentialsolutions,therecommendedoneisdescribedinthenextsection.

7 LiNZ business purposes and archival value are criteria applied within this strategy – see the glossary for details.

8.

2�Future-Proofing Core Survey and Title Paper Records

the storage soLution: third party provider and arChives new ZeaLand to store aLL LinZ Core survey and titLe paper reCords

Records that have both business purpose and archival value (eg field books and deeds books) and form partofthedigitisationrecommendationswillbedigitisedonsiteatLINZprocessingcentresbeforetheyclose.AteamofexpertsfromLINZ,ArchivesNewZealandandthepreferreddigitisationprovider,willworktogethertoassess,scan,capturemetadata,list,boxandtransfertherecordsinanorderlyway.NorecordswillbeheldattheremainingLINZprocessingcentresinHamilton,ChristchurchandLINZ’s national office. All paper records will be stored by third party storage providers under contract toLINZandatArchivesNewZealand.

Paperrecordsthatdonotyethavearchivalvalueandarecurrentlystoredonsiteatallprocessingcentres and LINZ’s national office will be transferred to third party storage providers.8

LINZrecordsmanagerssituatedintheHamiltonandChristchurchprocessingcentreswillprocesspaperrecordrequestsinthesamemannertheydonow.ThepublicwillordercopiesofpaperrecordsinamannersimilartothewayLandonlinecustomersdo.ThesewillbesourcedbyLINZstaff(fromstorageorArchivesNewZealand)andprovidedtocustomerselectronicallyorviafaxormailforthosewithnocomputerfacilities.

RecordswitharchivalvalueheldbyLINZwill,overanagreedperiodoftime,betransferredtoArchives New Zealand. Where possible, records will be stored in the Archives New Zealand office (orwiththeChiefArchivist’sconsent,asuitableapprovedrepository)nearesttothelanddistrictstheyrelateto.ArchivesNewZealandwillneedtoguaranteeLINZstafftimelyaccesstooriginalrecordsifrequiredforbusinesspurposes.(Forexample,ontherareoccasionwhenaparceloflandisheldundertheDeeds System, an approved LINZ staff member would provide an annotation service to the original register.)Whennecessary,duetothesizeorfragilityoftheoriginal,thepublicwillbeprovidedwithaccesstotheoriginalpaperrecordsatArchivesNewZealandreadingrooms.

8 archives New Zealand can stipulate conditions for storage and access for Crown records that are held by an organisation under a deferred transfer agreement.

9.

•

•

•


Key issues For Future storage

AkeyissueforstoringtheLINZcoresurveyandtitlepaperrecordsinthefutureisthecapacityofArchivesNewZealandtodoso.Movinglargequantitiesofrecords,aswillbethecasehere,isalsoalargeexercise.

�0.� aRChiveS New ZeaLaNd SPaCe aNd CaPaCiTy

Intermsofimplementingthepreferredlong-termstorageoption,itiscriticalthatArchivesNewZealandhasenoughspaceavailabletoreceiveLINZrecordswitharchivalvalue.Atpresentitadvisesthereisnotsufficient space.

Archives New Zealand has repositories in Auckland, Wellington, Christchurch and Dunedin. These vary in ageandsize:

Aucklandhasjustbuiltanewbuildingwithconsiderableroomforexpansion.Alotofthespacehasalready been allocated. A large transfer from LINZ would require some re-configuration and potentially anextensionofthebuilding.Wellington’s building has sufficient space for the next five years of standard transfers. It has no capacityfortheproposedtransferofadditionalrecordsfromLINZ.Christchurch’sbuildinghasreachedcapacity.Dunedin’s building has some space available, but may be unable to take the full volume of LINZ records.

ArchivesNewZealandadvisesthatanystoragefacilitywillberequiredto:

providefreeandreasonablephysicalaccesstothecoresurveyandtitlepaperrecordsheld(oralternatively,provideelectroniccopiesifthisispossible)operateabuildingandprocessescompliantwiththeArchivesNewZealandstoragestandardensurethatpublicarchivesarestoredinpropercontainersandpackaging,andensurethatallrecordsarecoveredunderadeferredtransferagreement,approvedbytheChiefArchivist (who may set specific conditions, and who will monitor and may inspect the premises or records).

�0.2 PRoCeSS FoR moviNg ReCoRdS

Theimplementationplanforthisstrategywillprovidedetailregardingtheprocesstobefollowedforon-sitedigitisation,metadatadevelopment,listing,boxingandtransfer,andstoragewithArchivesNewZealand or a third party storage provider. This will take place over a five to 10 year period and involve ateamofexpertsmadeupofapreferredsuppliertodigitise,ArchivesNewZealandexperts,andLINZtechnicalexperts.Theteamwillworkonsiteateachprocessingcentreorattheoff-sitestoragelocation,dependingonwheretherecordsarehoused.

Toavoidunnecessaryhandlingofthepaperrecords,thestrategyrecommendsmovingthemonlyonce.

10.

•

•

••

•

•••


Asummaryoftheproposedsolutionforthefuturestorageofpaperrecordsfollows.

iNTeRim aRRaNgemeNTS


Recordsthatarenotpartofthedigitisationprogramme,butwhicharescheduledtobetransferredtoArchivesNewZealand,willbemovedwhenArchivesNewZealandhasthecapacitytostorethemandmetadatahasbeencollectedfortheireasysourcingbyLINZandArchivesNewZealandstaff.

Recordsthatarenotpartofthedigitisationprogramme,andwhicharenotscheduledtobetransferredtoArchivesNewZealand,willbemovedoffsitetothirdpartystorageproviderswhenmetadatahasbeencollectedfortheireasysourcingbyLINZrecordsstaff.Overtime(ieaftertherecordsarenolongerneededforLINZbusinesspurposes)theserecordswillbedisposedofinaccordance with the LINZ/Archives New Zealand Retention and Disposal Schedule.

SToRage SoLuTioN

UltimatelyLINZwillholdnopaperrecordsonsite.AthirdpartyproviderandArchivesNewZealandwillstoreallLINZcoresurveyandtitlepaperrecords.


preservation and KnowLedge sharing opportunities

ThissectionofthestrategydescribeshowpaperrecordswithbothLINZbusinesspurposeandarchivalvaluewillbemanaged.ArchivesNewZealandhasstatutoryresponsibilityandcansetstoragestandardsforCrownrecordsaged25yearsandolder.

The following definitions are used.

LINZ business purpose ThosepaperrecordsthatarenecessaryforLINZstaffandprimarycustomerstoconductsurveyandtitlebusiness.

Archival value“Thevalues[…]thatjustifythecontinuingretentionof records as archives.

Evidentialvalue.Thevalueforprovidingevidenceoftheorigins,structure,functions,policiesandoperationsofthepersonoragency thatcreatedtherecords[…]

Informationalvalue.Thevalueforreferenceorresearchderivingfromtheinformation therecordscontain,asdistinctfromtheirevidentialvalue.Recordsandarchivesoftencontaininformationthathasreference orresearchusesnotenvisagedbyitscreators. Alsoreferredtoassecondaryvalue[…]”

(JudithEllis,ed,Keeping Archives, 2nded,PortMelbourne,1993,asusedbyArchivesNewZealandGlossaryofTerms,June2006.)

��.� PReSeRvaTioN – digiTiSaTioN PRogRamme

AdigitisationprogrammeisrecommendedtoensurethatparticularrecordsetswithbothLINZbusinesspurposeandarchivalvalueare:

preservedandnotatriskoffurtherdeteriorationaccessible,andstoredwithArchivesNewZealandinappropriateconditions.

ThetableatAppendix15.3setsouttherecordsetsthatarerecommendedfordigitisation.Theserecommendationsweregatheredfromthefollowingsources:

customerresearchandfeedbackthe Office of the Surveyor-General workshopsheldwithLINZstaff,andArchives New Zealand recommendations, as per the Retention and Disposal Schedule, on which recordshavearchivalvalue.

Digitisation will consist of a five to 10 year programme and involve a team of experts made up of a preferredsuppliertodigitise,ArchivesNewZealandexpertise,andLINZtechnicalexperts.

11.

•••

••••


Theteamwillworkonsiteintheprocessingcentresacrossthecountrytosystematicallyassess,scan,allocate metadata, list, box and, finally, transfer to Archives New Zealand custody.

��.2 ShaRiNg The KNowLedge – woRKiNg wiTh aRChiveS New ZeaLaNd

LINZrecognisesArchivesNewZealand’sauthorityunderthePublicRecordsAct2005toprovidesafestorageof,andaccessto,Crownrecordswitharchivalvalue.ChangestoLINZ’sbusinesspractice,ie100% electronic lodgement, back-office functionality and contingent office closures, present an excellent and timely opportunity to fully implement the Retention and Disposal Schedule agreed between LINZ and ArchivesNewZealand.Thiswillensurerecordswitharchivalvaluearesafelystored.

LINZrecommendstheestablishmentofagovernancestructuretodrivetheimplementationofthestrategy.ArchivesNewZealandwillbeincludedinthisstructure.

InPhase1oftheimplementationprogrammeamemorandumofunderstandingbetweenArchivesNewZealandandLINZwillbeagreed.

Itiscriticalthattheknowledgeofhowtosearchtherecordsremainswiththerecordsthemselves.ThereforeLINZstaffwillworkwithArchivesNewZealandtosharetheirunderstandingoftheinter-relationshipsbetweenthevariousrecordssetsLINZhasmaintainedoverthelast167years.ArchivesNewZealandhasrecommendedthatLINZexpertsbesecondedforhandoverfollowingthetransferofcoresurveyandtitlepaperrecords.

ArchivesNewZealandwilladviseonthebestpracticefordevelopingmetadata,listing,boxingandtransfer,sothatbothorganisationsmaintainconsistentsystems.9LINZwouldlikeArchivesNewZealandexpertstobesecondedintheprocessofthisdigitisation,metadataallocationandtransfer.

Asummaryoftherecommendationsforpreservationandknowledgesharingfollows.

9 over the past �8 months LiNZ has undertaken a large knowledge capture, inventory and indexing exercise across all offices. LiNZ holds approximately 30 million paper records in total. To date, a LiNZ family tree/whakapapa, matrix of record locations, thesaurus and knowledge centre have been compiled to preserve knowledge of the record types, their inter-relationships and how they are used. an important aspect of this project has been to collect and record corporate tacit knowledge.


ReCommeNdaTioNS FoR PReSeRvaTioN aNd KNowLedge ShaRiNg

Agovernancestructurewillbeestablishedtodrivetheimplementationofthestrategy.ArchivesNewZealandwillberepresented.

LINZrecordswithbothbusinesspurposeandarchivalvaluewillbedigitised.Thiswillenhanceelectronicaccessto,andenablepreservationof,theoriginalpaperrecords.SeerecommendationsatAppendix15.3.

Records with archival value only (as described in the Retention and Disposal Schedule agreed betweenLINZandArchivesNewZealand)willbestoredwithArchivesNewZealandviaamanaged transfer process over a period of approximately five to 10 years.

Knowledgeoftherecordsandtheirinter-relationshipswillbesharedwithArchivesNewZealandtoensurecontinuedaccesstopaperrecordsbyLINZ,ArchivesNewZealandandthepublic.

LINZandArchivesNewZealandwilldevelopamemorandumofunderstandingwithinthenext12months.Thiswillensurebothorganisationsworktogethertoachieveoutcomesthatalignwiththeirowncorebusinesses,andwillenhancetheaccessto,andstorageandpreservationof,LINZ’scoresurveyandtitlepaperrecords.


strategy reCommendations

Asummaryoftherecommendationsmadeinthestrategyfollows.

�2.� goveRNaNCe

Agovernancestructurewillbeestablishedtodrivetheimplementationofthestrategy.ArchivesNewZealandwillberepresented.

�2.2 aCCeSS SoLuTioNS

The public will continue to have five channels for accessing core survey and title records when public countersandpublicterminalscloseinlate2008,withoutLINZtakinganyfurtheraction.

Avirtualcounterwillreplaceterminalsatpubliccounters.Itwillenhanceaccesstocoresurveyandtitlelandrecordsforanyonewithinternetaccess,irrespectiveofthelocationofLINZprocessingcentresorofitscustomers.Thevirtualcounterwillevolveoverthreephases:

Phase 1TheLINZinternetorderingsystem(currentlyknownasSkylight)willbeenhanced.

Phase 2 ThevirtualcounterwillbedevelopedtoprovideacommongatewayviatheLINZwebsiteintootherlandrecorddatabasesheldbyLINZ,ArchivesNewZealandandotherorganisationsthatproviderelevantlandservices(egQuotableValue,Terranet,SearchLinketc).

Phase 3 Thevirtualcountercouldpotentiallybedeveloped,usingsmartmetadatatointerfacebehindthescenes,toprovideanadvancedsearchcapabilityoflandrecordsheldbyLINZandothers.Theabilitytoundertakethisphaseisdependentonthecaptureofmetadatafortherecordsandonbalancingthecostsagainstthebenefits (including awareness of services that are provided by the private sector).

�2.3 iNTeRim aRRaNgemeNTS


Recordsthatarenotpartofthedigitisationprogramme,butwhicharescheduledtobetransferredtoArchivesNewZealand,willbemovedwhenArchivesNewZealandhasthecapacitytostorethemandmetadatahasbeencollectedforeasysourcingbyLINZandArchivesNewZealandstaff.

Recordsthatarenotpartofthedigitisationprogramme,andwhicharenotscheduledtobetransferredtoArchivesNewZealand,willbemovedoffsitetothirdpartystorageproviderswhenmetadatahasbeen

12.


collectedforeasysourcingbyLINZrecordsstaff.Overtime(ieaftertherecordsarenolongerneededforLINZ business purposes) these records will be disposed of in accordance with the LINZ/Archives New Zealand Retention and Disposal Schedule.

�2.4 SToRage SoLuTioN

Ultimately,LINZwillholdnopaperrecordsonsite.AthirdpartyproviderandArchivesNewZealandwillstoreallLINZcoresurveyandtitlepaperrecords.

�2.5 PReSeRvaTioN aNd KNowLedge ShaRiNg

LINZrecordswithbothbusinesspurposeandarchivalvaluewillbedigitised.Thiswillenhanceelectronicaccessto,andenablepreservationof,theoriginalpaperrecords.SeerecommendationsatAppendix15.3.

Records with archival value only (as described in the Retention and Disposal Schedule agreed between LINZandArchivesNewZealand)willbestoredwithArchivesNewZealandviaamanagedtransferprocess over a period of approximately five to 10 years.

Knowledgeoftherecordsandtheirinter-relationshipswillbesharedwithArchivesNewZealandtoensurecontinuedaccesstopaperrecordsforLINZ,ArchivesNewZealandandthepublic.

LINZandArchivesNewZealandwilldevelopamemorandumofunderstandingwithinthenext12months.Thiswillensurebothorganisationsworktogethertoachieveoutcomesthatalignwiththeirowncorebusinesses,andwillenhancetheaccessto,andstorageandpreservationof,LINZ’scoresurveyandtitlepaperrecords.


FinanCiaL impLiCations

Eachcomponentofimplementation,particularlyintermsofthedigitisationandtransferoftherecords,willrequire accurate quantification and costing. Particular variables encompass the size, condition (readability andfragility)andquantityoftherecords.

Specific information on each record set, or parts of each record set, will be collected as part of implementationplanning–beginninginAugust2007andincludinganArchivesNewZealandassessmentofthevolumeandnatureofrecordstobemovedfromeachoftheprocessingcentres.

Theimplementationoftheinitiativesoutlinedinthisstrategywilloccuroverthenexteightyears.Thecomponentsofthestrategyandfundingsourcesaredescribedbelow.

�3.� CoNTiNued aNd eNhaNCed aCCeSS

InitialenhancementstoSkylight(LINZ’sonlineorderingtoolfornon-landprofessionals)arescheduledforcompletion by December 2007, in advance of counter closures in late 2008. The virtual counter will evolve in two subsequent stages over the next two to five years – depending on the availability of capital. Access tothephysicalrecordswillbeprovidedonalimitedbasisandfundedfromLINZ’soperatingbudget.

�3.2 imagiNg oF Some ReCoRd SeTS

Foreaseofaccessandtheprotectionofthepaperrecords,thisstrategyrecommendstheimagingofrecordsets(partiallyorcompletely)onthebasisoftheirhistoricalvalueandtheirongoingrequirementforbusiness purposes. These records consist of field books, deeds, deeds indexes and other indexes (including proclamationandlegalisationcards).

ThecostofthedigitisationofLINZrecordsisheavilydependentonthesize,conditionandnumberofpagestobedigitisedandthestandardofimagingrequired.Othercostingfactorsincludethedigitalstorageandongoingmaintenanceoftherecords.

Digitisation is a tool to enhance access to these records, largely for business purposes, and LINZ will recoverthecostsofimagingfromcustomers.

�3.3 moviNg The ReCoRdS To aRChiveS New ZeaLaNd

ThetransferofthecoresurveyandtitlepaperrecordsfromLINZprocessingcentreswilloccurbeforeLINZ offices close. Since the records have been identified in Archives New Zealand’s disposal schedule as belongingwiththem,CrownfundingwillbesoughtforallcostsassociatedwithpreparingandtransferringtherecordstoArchivesNewZealandorthirdpartystorageintheinterim.

TransferringtherecordstoArchivesNewZealandwillrequireaninvestmentinarchivalrepositorycapacity,aswellastheadditionalcostsforpackagingandarchivaldescription.

13.


gLossary

Access 1. The "right, opportunity, [or] means of finding, using, or retrieving information". (ISO15489-2001,Part1,3.1)or2.Theavailabilityofrecords/archivesforconsultationasaresultofbothlegalauthorisationandtheexistenceoffinding aids.(InternationalCouncilonArchives,Dictionary of Archival Terminology)10

Archway Archway, previously known as GLADIS (Government Locator, Archival Documentation and Information System), is Archives New Zealand’s automated documentationsystemthatmanages:

informationaboutgovernmentrecordsinformationaboutthecontextinwhichtheywerecreated,andthecorearchivalbusinessprocesses(appraisal,transferanddescription)thatgeneratethisinformation.

ArchwaywasdevelopedinitiallytoprovideaccesstoinformationaboutArchivesNew Zealand’s holdings through web-based finding aids. It also contains contextualdataaboutthestructureandfunctionsofgovernmentandhowtheyhaveinteractedovertime.ItisdesignedtosupportotheractivitiesundertakenbyArchivesNewZealand,suchasappraisal.Potentially,thesystemwillsupportinter-dependenciesbetweenArchivesNewZealandandagencysystemsinthecreationandmanagementofrecords.Seewww.archway.archives.govt.nz11

•••

Archival value “Thevalues[…]thatjustifythecontinuingretentionof records as archives.

Evidentialvalue.Thevalueforprovidingevidenceoftheorigins,structure,functions,policiesandoperationsofthepersonoragency thatcreatedtherecords[…]

Informationalvalue.Thevalueforreferenceorresearchderivingfromtheinformation therecordscontain,asdistinctfromtheirevidentialvalue.Recordsandarchivesoftencontaininformationthathasreference orresearchusesnotenvisagedbyitscreators. Alsoreferredtoassecondaryvalue[…]”

(JudithEllis,ed,Keeping Archives, 2nded,PortMelbourne,1993,asusedbyArchivesNewZealandGlossaryofTerms,June2006.)

Cadastre CadastremeansallthecadastralsurveydataheldbyorfortheCrownandCrownagencies.Asurveyplanorcadastralsurveyplanisakeypartofthecadastre.

14.


Certificate of title

ArecordofownershipandinterestsregisteredundertheLandTransferAct1952(alsocalledacomputerregisterinLandonline).

Conveyancer A conveyancer is a person qualified to undertake land transactions. At present thesearelawyersandlandbrokers.WhentheLawyersandConveyancersAct2006comesintoforce,conveyancerswillbethoseregisteredwiththeNewZealandSocietyofConveyancers.

Core survey and title paper records

Forthepurposesofthisprojecttheserecordsaredescribedasthefollowingdocuments:

field booksdeedstraverserecordsindexesdocumentstitlesplansmapslodgementsfiles and folders (including survey reports)registers,andmicrofilm.

••••••••••••

Digitisation Alsoknownasimagingorscanning,digitisationisthemeansforconvertinghard-copyornon-digitalrecordsintodigitalformat.Hard-copyornon-digitalrecordsinclude audio, visual, image or text. Digitisation may also be undertaken by takingdigitalphotographsofthesourcerecords.(Source:ArchivesNewZealandDigitisation Standard January 2007.)

ForLINZ,digitisationalsomeansconvertingdatatostructureddataformats.However,forthepurposesofthisstrategy,digitisationreferstoscanningorimaging unless specified otherwise.

Instrument Anyprintedorwrittendocument,map,orplanrelatingtothetransferof,orotherdealingwith,land,orevidencingtitlethereto[includingamemorandumwithinthemeaningofsection155A(1)oftheLandTransferAct].

Landonline Landonlineistheonlineserviceforsurveyors,lawyersandotherlandprofessionals,providingaccesstoNewZealand'sauthoritativedatabaseforlandtitleandsurveyinformation(whichmayormaynotbeusedfortransactionsrelatingtolandownership).Itenableslandprofessionalstosearchandlodgetitledealingsandsurveydata(whichmayormaynotbeusedfortransactionsrelatingtolandownership)digitally.

�0 glossary of archives and Recordkeeping Terms, archives New Zealand, issued February 2003 and revised june 2006.

�� glossary of archives and Recordkeeping Terms, archives New Zealand, issued February 2003 and revised june 2006.


LINZ LandInformationNewZealand.

LinZone LINZ’selectronicdocumentmanagementsystem.

LINZ business purpose

ThosepaperrecordsthatarenecessaryforLINZstaffandprimarycustomerstoconductsurveyandtitlebusiness.

RGL Registrar-GeneralofLand.

SG Surveyor-General.

Skylight LINZ’sinternetorderingsystemforsurveyandtitlelandrecords.

Title ArecordofownershipandinterestsinlandregisteredundertheLandTransferAct1952.


appendiCes

�5.� LiNZ viRTuaL CouNTeR

15.

LINZ NON-LANDONLINE CUSTOMERSFor example: Historians

Researchers Genealogists Members of the public

They need access to the land register to order current records, search and order, or arrange to view, public records.

Accesswww.linz.govt.nz via home computer, e-café or library, etc. Navigate from front page to ‘Find a land record’.

Functionality will be developed in a phased way to include:

Browse: requires excellent finding aidsSearch: if unique identifier is knownDownload electronic records: may come from any of the databases belowOrder paper records: delivered electronicallyPay for records requested: cost of disseminationRequest to view the paper record: locationwill be advised.

PHASE 1Skylight upgrade

PHASE 3Advanced search capability

Landonline records searchable but withouttransactional privileges.

Historical repositoryFinite scanned historic record sets, eg microfilm imaging project and records recommended for digitisation in the strategy – field books, deeds, indexes, etc.

Archives databasewhich holds some LINZ land records.

Hot links into private providers who are listed on LINZ website and offer value-addedproducts and services.

CUSTOMER PAYS AND RECEIVES ELECTRONIC RECORD

CUSTOMER VIEWS PAPER RECORD

Staff find out where the record is stored.

Staff scan paper record, convert to electronic record and save electronic record into appropriate database.

Staff send electronic record to customer via email, post or fax.

Staff email customer and arrange for them to view original paper record and advise location (ie at a reading room while still on site or at an Archives New Zealand office).

PHASE 2Gateway into a range of databases

Customer requests a paper record.

OR


�5.2 LoCaTioN oF LiNZ CoRe SuRvey aNd TiTLe PaPeR ReCoRdS aS aT � juLy 2007

oFFiCe Land distriCt

reCord type(thesaurus term)

LinZ third party provider

arChives other

Auc

klan

d

Nor

thA

uckl

and

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Documents ü ü ü HamiltonFieldbooks ü

Filesandfolders ü ü ü

Indexes ü ü ü

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Maps ü ü ü

Microfilm ü ü ü

Noncore ü

Plans ü ü ü

Registers ü ü ü

Titles ü ü

Traverserecords ü




arChives other

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ilton

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Notes:

Each record set aligns with the primary name classification in the thesaurus developed by the Auckland team.Secondleveldescriptorsforthemanyrecordsetswithineachcategoryhavenotbeendetailed.Theserecordsetsareoften,butnotalways,superseded.Whenorifthedigitisationprogrammeisagreedandimplemented,experiencedstaffwithtechnicalexpertisewillneedtoprepareadetailedanalysis to determine their status and business value so these estimates can be more clearly defined andcosted.RecordswithpurelyarchivalvaluewillbetransferredtoArchivesNewZealand,anditcandecideiffurtherdigitisationtakesplace.

The Digitisation Standard issued by Archives New Zealand in January 2007 applies.

The following considerations, as described in the Digitisation Standard, were taken into account:

Do the records document a process or function that continues to be done?Is the equivalent information in the records now recorded electronically?Do the records contain a rich information source, required by current business processes?Are the records a coherent and complete set?Are the records required for constant or continuing access?Aretherecordsconstantlyorcontinuouslyrequestedforusebypeopleeitherinternalorexternaltothe organisation?Istheinformationintherecordsenhancedbybeingavailableindigitalform(egadditionalindexing, sorting capability)?Are the records in a form which is suited to digitisation?Are the items in a standard format which will enable single equipment settings to be applied?Will this act as a precedent for future projects?Have the records been appraised as being required for long-term retention?Is there legislation that prevents these records being held only in electronic form?Aretherecordsfragileorsubjecttodamagethroughrepeatedphysicalhandlingwhichwillbeminimised after digitisation?

•

•

•

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