Records Toolkit

Archives New Zealand’s guidance on information and records management

Findings from Regulatory Programme engagement

Posted by Archives New Zealand on 19 December 2018

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From September to October 2018, Archives New Zealand conducted external engagement on its proposed Regulatory Programme. The purpose of the engagement was to get our stakeholders’ views on what we’re planning for our regulatory role and a sense of where they think we should target our efforts, so that we undertake the right activities. 

Engagement methods

For the engagement, we primarily used a New Zealand-based collaboration tool called Loomio to run moderated discussions. We had 144 people sign-up to the online discussion, either to view content or participate in polls and post comments. We also had two Wellington-based information sessions to promote the online engagement and received four written submissions from individuals.

Engagement findings

The online discussion helped us to identify the top priorities for our IM practitioner stakeholders. These were:

· implementing a new relationship management model

· clearly and explicitly demonstrating IM leadership

· getting ahead of the technology trends affecting IM, so that we can better advise practitioners on the challenges they’re facing

The discussion also validated our current focus on developing a monitoring framework (including audit) and transforming disposal. The full findings report is available on the Loomio site and the Archives New Zealand website.

Thanks and next steps

A big thank you to everyone who took the time to participate in the engagement. Your thoughts and ideas are valued and they’ve certainly shaped, and will continue to shape, the focus of the programme.

We’ll be continuing engagement as we develop individual activities in the programme, to ensure that they meet stakeholder needs and expectations. This will include face-to-face modes, like working groups and participatory design, as well as opportunities to test or pilot tools. Engagement opportunities for the monitoring framework will be first up.   

As a result of the engagement, in Years 1 and 2 of the programme we’ll be focusing on:

· developing and trialling a new relationship management model

· designing, testing and rolling-out the monitoring framework (including audit)

· piloting and implementing a new model for disposal authorities and

· a technology-focused research programme.

In addition, we’ll also be progressing work on IM supporting Crown-Māori relations. Together, these activities will contribute towards effective government recordkeeping for the benefit of all New Zealanders.

We are proceeding with this work in a way that is flexible enough to continue under various future resourcing scenarios or in light of any changes that might come out of the work of the National Archival and Library Institutions Ministerial Group (NALI) 

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