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Setting the Standard for Storage

Setting the Standard for Storage. Patrick Power Government Recordkeeping Progamme Archives New Zealand. Overview of this presentation. How we set the standard An introduction to the standard Implementing the standard Questions and discussion. Setting the standard: What did we do?.

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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

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