Records Toolkit

Archives New Zealand’s guidance on information and records management

Digitisation – updated guidance now available

Posted by Archives New Zealand on 4 May 2017

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Given the government's digital direction, digitisation is a continuing hot topic. Archives New Zealand has now released the updated Authority to retain public records in electronic form only and a new associated guide titled Destruction of source information after digitisation.  These two documents replace all of the previous digitisation guidance as from 5 May 2017.

Authority to retain public records in electronic form only (17/Sp7)

Destruction of source information after digitisation (17/G13)

The Implementation guide has been updated to include this new guidance.

The Authority is required for public offices, under section 25(2) of the Electronic Transactions Act 2002 (ETA).  Local authorities do not need to use the Authority as the ETA does not require it for those organisations.  

However, the ETA does cover both public offices and local authorities and the guide Destruction of source information after digitisation is relevant to both.  The guide explains the conditions of the ETA and includes recommended minimum technical specifications and quality assurance considerations. 

Thanks to those people who have given time to review the documents and comment - we appreciate the collaboration.

Ask questions if you need further clarification – you will be asking on behalf of others – and we will publish FAQs around digitisation if continuing questions arise or, if needed, provide other opportunities for discussion.

As usual, please use rkadvice@dia.govt.nz as your first point of contact.

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