Records Toolkit

Archives New Zealand’s guidance on information and records management

Pages tagged 'Privacy'

Access Authority Form

Public office decisions to restrict access to information and records that have been in existence for 25 years or that are about to be transferred to the control of the Chief Archivist must be made in consultation with the Chief Archivist and formally submitted to Archives New Zealand as an Access Authority.


Disposal

Information and records disposal refers to the range of processes associated with implementing retention, transfer or destruction decisions.


High value and high risk information and records

High value and high risk information and records are determined by the business context.


Information and records management strategy

The strategy is the key document of your information and records management governance framework.


List of protected records for local authorities

The classes of local authority records listed may not be disposed of by the controlling local authority without the prior approval of the Chief Archivist, and without notifying the Chief Archivist of its intention to dispose of those records, identifying the protected record concerned, and specifying how the record will be disposed of.


List of protected records for local authorities - Explanatory notes

These explanatory notes have been produced to assist the application of the List of Protected Records for Local Authorities.


Maintenance of public archives - Instruction to approved repositories

This instruction specifies requirements for the maintenance of all physical (non-digital) public archives that have been transferred to the control of all approved repositories authorised under the Archives Act 1957 or the Public Records Act 2005.


Methods of destruction

Under Section 18 (i) of the Public Records Act 2005 (the Act) a public record or local authority protected record cannot be destroyed without the authorisation of the Chief Archivist.


Outsourcing business

It is important that organisations identify and address information and records management requirements associated with the outsourcing of business functions and activities.


Protection and preservation of protected records - Instruction to local authorities

Local authority archives are local authority records that are no longer in current use by the controlling local authority or have been in existence for 25 years or more.


Public access to information and records

Under the Public Records Act 2005 (the Act) Part 3, public offices and local authorities have special obligations to ensure members of the public have access to information and records.


Text messages

If an organisation uses text messaging or another instantaneous, non-sequential electronic communication mechanism to conduct business, these communications are considered records under the Public Records Act 2005.