Government Recordkeeping UpdateMarch 2010

Patrick Power

Manager

Government Recordkeeping Programme

Update on Current Developments 2

Overview

• Integration with Internal Affairs

• Audit Programme Update

• ERKSS Review Update

• Future perfect conference

• Review of Appraisal

• Building Capacity and Strategy Project

Update on Current Developments 3

Integration with Internal Affairs

• For the past year, the State Services Commission has been undertaking a ‘machinery of government’ review of Archives New Zealand.

• Now we have an outcome - Cabinet has decided to amalgamate Archives New Zealand, the National Library, and the Department of Internal Affairs.

• The functions and services we provide now will continue.• Minister’s statements at:

http://www.beehive.govt.nz/minister/nathan+guyhttp://www.beehive.govt.nz/minister/tony+ryall

• Cabinet Paper available at:http://www.ssc.govt.nz/mog-cab-paper-march-2010

Update on Current Developments 4

Audit Programme Update

• Auditing standards and procedures• Capability self assessment tool• User acceptance testing May/June• Panel of audit agents• Audits with partner organisations June/July• ‘Ready to go’ – July• July-December focussed on fine tuning• http://www.archives.govt.nz/advice/public-records-a

ct-audit-programme

Update on Current Developments 5

ERKSS Review Update

• Proposing to adopt ICA-Req Modules One, Two & Three

• Project team busy on developing Chapter Zero Document

• Look out for exposure draft at start of April

• For more information, contact Lisa Judge, Senior Advisor, Government Recordkeeping ProgrammeLisa.Judge@archives.govt.nz or see

• http://www.archives.govt.nz/advice/work-progress/current-projects-and-news/electronic-recordkeeping-systems-standard-erkss-revie

Update on Current Developments 6

Registrations are now open• Keynotes

• Steve Bailey JISC InfoNET UK• Seamus Ross University of Toronto• Andy Rauber Vienna University of Technology

• The training courses are filling fast! • Digital Continuity 101: The complete introduction• Digital Preservation Master-class, for

experts and practitioners

Website: http://bit.ly/6a59YE (http://www.archives.govt.nz/advice/digital-continuity-

action-plan/future-perfect-digital-continuity-conference-2010)

• Contact: stephen.clarke@archives.govt.nz

Update on Current Developments 7

What’s BarCamp???

• BarCamps are unconference days - open, participatory workshop-events

• The structure consists of sessions proposed and scheduled by attendees

• They are ‘open’, i.e. all content is shared and usually creative commons / open source

• They make use of web 2.0 technologies • BarCamp New Zealand http://barcamp.org.nz/ 

Update on Current Developments 8

Review of Appraisal

Issues to be addressed include:

• Current approach• Retention rates• Coverage of records• What data and research is needed to assist appraisal

decisions• Opportunities for improvements• rkadvice@archives.govt.nz

Update on Current Developments 9

Building Capacity and Strategy Project

• Estimate the likely storage requirements of Archives New Zealand over 30 years and identify options for meeting those needs

• Produced estimates of the volume of record held by public offices, the proportion that is of archival value and the possible inflows of archives in Archives NZ

• Information provided by a sample of public offices in 2009

Update on Current Developments 10

Summary of Capacity and Strategy Project Findings

• 140000 to 166000 lm of archival value records held by agencies

• Creation rate of archival value records around 2800 lm• Creation rate decreasing significantly over time – 500 lm

in 2039• Archival value records estimated at 6.6% of total• Disposal rate is significantly lower than creation rate• Volume of public records held could increase by 450000

lm over the next 10 years• Further research in 2010 may amend these results

Further Information

• Website: http://www.archives.govt.nz/

• Email: rkadvice@archives.govt.nz

• Telephone: (04) 499 5595