Review of protected records for local authorities – January 2024 Update
Following the initial consultation on the Review of the List of Protected Records for Local Authorities (18 April – 31 July 2023) with 32 responses, and a second targeted consultation (29 September – 30 November 2023) with 13 responses, Archives New Zealand are now commencing the final consultation round of this review.
Archives New Zealand are now asking for final feedback on the updated draft versions of the List and the Notes, and want to hear your thoughts. Using the linked form, please share your feedback and any questions for us or ALGIM before 5pm, 1 March 2024 by emailing firstname.lastname@example.org.
Feedback from this consultation will be reviewed before submitting the final List and Notes to the Poumanaaki Chief Archivist, for approval and issue as a New Zealand Gazette Notice.
You can find out more about the review process on Archives New Zealand’s website: https://www.archives.govt.nz/about-us/whats-new/review-of-protected-records-for-local-authorities-second-update.
Review of protected records for local authorities – September 2023 Update
A revised List of protected records for local authorities (the List) and Explanatory Notes (the Notes) were released for internal and external feedback from 18 April until 31 July 2023. The revised drafts were sent to the Executive Sponsors, Administrative Heads and information management contacts of 81 local authorities, ALGIM, the Professional Historians’ Association of NZ/Aotearoa (PHANZA), Local Government New Zealand, the Local Government Branch of the Department of Internal Affairs, and the NZ recs and RIMPA listservs, as well as various individuals. The drafts were also posted on Archives New Zealand’s website and a webinar was held by ALGIM on 7 June with a reminder email sent out on 9 June.
Read the updated draft version of the List (PDF, 422KB)
Read the updated draft version of the Notes (PDF, 600KB)
In total, 32 written submissions were received: 29 from local authorities and 3 from individuals. A preliminary review of the concerns raised has been completed and Archives New Zealand will be revising and improving the draft List and Notes, initially with those who provided feedback, before final consultation with the wider group.
After this, further feedback will be reviewed before submitting the final List and Notes to the Poumanaaki Chief Archivist for approval and issue as a New Zealand Gazette Notice. Please note that finalisation of an updated List, supporting Notes and any associated Te Rua Mahara Archives New Zealand guidance may not be until the current local government reform is more settled.
Why review the List?
The current List of protected records for local authorities (the List) is based on the Local Government Schedule. This was first published in 1990 under the Archives Act 1957 and Part 17 of the Local Government Act 1974.
In 2004, ALGIM and consultancy SWIM Limited developed the ALGIM Information Management Toolkit. This contained a Retention and Disposal Schedule, which included the Local Government Schedule.
The Public Records Act 2005 repealed the Archives Act and Part 17 of the Local Government Act. The Local Government Schedule was reviewed and updated in 2006, but it wasn’t until 2013 that it was refreshed and replaced by the List and issued under section 40 of the Public Records Act.
We led this collaborative piece of work with SWIM Limited representing ALGIM. It resulted in changes to the ALGIM Information Management Toolkit Retention and Disposal Schedule. It also led to the creation of the accompanying Notes to the List.
There has been little change to the content of the List since 2013, apart from a legislation reference change in 2017. It is well overdue for an extensive review to complement the current and evolving needs in the local government sector. It also needs to be more future-focused and format neutral.
Additionally, there have been changes in our advice and guidance on appraisal and disposal, particularly with the Public Sector Archival Selection Statement.
The objectives of the review are to: