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Setting the Standard for Storage

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  1. Recordkeeping Forum - Wellington - 05/09/2007 Setting the Standard for Storage Patrick Power Government Recordkeeping Progamme Archives New Zealand

  2. Recordkeeping Forum - Wellington - 05/09/2007

  3. Recordkeeping Forum - Wellington - 05/09/2007 Overview of this presentation • How we set the standard • An introduction to the standard • Implementing the standard • Questions and discussion

  4. Recordkeeping Forum - Wellington - 05/09/2007 Setting the standard: What did we do? • Formed an advisory group • Consulted on the existing standard • Developed a draft • Consulted and reviewed • Sought approval

  5. Recordkeeping Forum - Wellington - 05/09/2007 Advisory group • Tharron Bloomfield, National Preservation Office • Heather Cameron, New Zealand Police • Diana Coop, Archives New Zealand • Russell McArtney, Recall Total Information Management • Sarah Padey, Auckland City Council • Franz van Straaten, PricewaterhouseCoopers

  6. Recordkeeping Forum - Wellington - 05/09/2007 Consultation process • Methods • Letters to public offices, local authorities, approved repositories, associations, commercial storage providers • Publicity via listservs, websites, contact lists • Consultation workshops on exposure draft • Results • 62 submissions on existing standard • 127 people attended workshops • 88 submissions on exposure draft, including 396 specific and general comments

  7. Recordkeeping Forum - Wellington - 05/09/2007 Some of the key issues • Minimum requirements or best practice? • Clarity • Security and sensitive records • ‘We’re not an archive!’ • Non-paper records • Whether it should be mandatory, and the timeline for compliance

  8. Recordkeeping Forum - Wellington - 05/09/2007 Where are we now? • Final standard approved by Chief Archivist on 30 June 2007 • Now preparing it for publication • Launch will be on 19 September

  9. Recordkeeping Forum - Wellington - 05/09/2007

  10. Recordkeeping Forum - Wellington - 05/09/2007 Five key facts about the standard • It sets minimum requirements • Physical records not digital records • Local and central government records only • It’s all about risk management • Different requirements for active records, inactive records, and archives

  11. Recordkeeping Forum - Wellington - 05/09/2007 Active records

  12. Recordkeeping Forum - Wellington - 05/09/2007 Inactive records

  13. Recordkeeping Forum - Wellington - 05/09/2007 Archives

  14. Recordkeeping Forum - Wellington - 05/09/2007 Storage Standard Principles • Records are controlled so that they are able to be identified and retrieved easily, without damage or loss. • Records that are not in active use are stored in facilities that enable access and ensure preservation for as long as they are required. • Disaster management programmes are established and maintained to minimise risks. • Records are secure against theft, vandalism, misuse, or inadvertent release. • Records are protected through appropriate packaging and shelving or storage equipment. • Records are stored in environmental conditions which will ensure they are preserved for as long as they are required.

  15. Recordkeeping Forum - Wellington - 05/09/2007 A Mandatory Standard • The standard is mandatory for all public offices except schools, for all local authorities, and for approved repositories. • Public offices, local authorities, and approved repositories are now expected to be working towards compliance with the standard. • Full compliance with all requirements in the standard will be expected from 1 January 2010.

  16. Recordkeeping Forum - Wellington - 05/09/2007 Implementing the Standard • What is expected • What we are doing to help • Monitoring and audit

  17. Recordkeeping Forum - Wellington - 05/09/2007 What is Expected • Assign responsibility • Assess compliance • If necessary, plan for improvement • If necessary, seek resources

  18. Recordkeeping Forum - Wellington - 05/09/2007 What We are Doing to Help • Accompanying publications • Exploring third-party accreditation for commercial storage facilities • Providing advice and support • Exemptions policy

  19. Recordkeeping Forum - Wellington - 05/09/2007 Monitoring • 2007 government recordkeeping survey • 82% of respondents said they store inactive records in a dedicated storage area • 57% of respondents said they have procedures in place for handling and retrieving records • We will continue to monitor compliance

  20. Recordkeeping Forum - Wellington - 05/09/2007 Audit • Recordkeeping audits are required by the PRA • in every public office (not local authorities) • over 5-10 year cycle • starting as soon as is practicable after April 2010 • Compliance with the requirements in the storage standard will be examined in these audits

  21. Recordkeeping Forum - Wellington - 05/09/2007 Key Points • The standard will help government to manage risks to records • It is now mandatory, and you need to put compliance plans in place • Archives New Zealand can help

  22. Recordkeeping Forum - Wellington - 05/09/2007 Any Questions? • Patrick Power • Telephone 04-894 6035 • Email patrick.power@archives.govt.nz • Website: http://www.archives.govt.nz/continuum/currentprojects/storagereview.php