Government Recordkeeping Update March 2010

1. Patrick Power Manager Government Recordkeeping Programme Government Recordkeeping UpdateMarch 2010

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-act-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 Programme Lisa.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 Update on Current Developments

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