How much preparation do I need to do?
Who will be responsible for overseeing the audit at my office?
How long do audits take?
What do audits cost?
What is the audit self-assessment application?
Who can I approach for recordkeeping advice?
What happens if I don’t cooperate with the audit programme?
Who can I contact to find out more?
Preparation for audits is not necessary, and activity that is being undertaken to ensure compliance with the Public Records Act should not be misrepresented as 'preparing for the Public Records Act Audit'.
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We will write to chief executives of the organisations included in the audit round asking them to identify a Senior Responsible Officer to coordinate audits and sign-off the organisation’s recordkeeping capability self-assessment.
The nominated Senior Responsible Officer (SRO) will be the point of contact for audits.
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The end-to-end time taken for an audit will vary depending upon the size and diversity of an organisation, and its ability to source the full range of documentary evidence required during the audit.
The Audit Team will contact the Senior Responsible Officer (SRO) for the audit to arrange an initial meeting. At this meeting we will provide the SRO with an overview of the process, agree key timings and the treatment of any specific issues or concerns.
The Public Records Act requires the Chief Archivist to commission and pay for the audits. There are no direct costs for audit clients.
Self-assessment of recordkeeping capability will form a key part of the audit process.
From 2010, those public offices being audited will have access to a web-based self-assessment application hosted and supported by Archives New Zealand.
The audit self-assessment application will have navigational aids, contextual help and the capability to produce standard reports which can be used in business planning, business performance improvement initiatives and legal compliance reporting.
Once the application has been deployed as part of the audit process, Archives New Zealand will investigate making it available more widely.
N.B The self-assessment application was formerly referred to as the Audit Tool.
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The Government Recordkeeping Programme team provides comprehensive recordkeeping advice.
The Audit Team will always look to work with audit clients in a constructive and cooperative manner.
However, in the event of non-cooperation – or serious instances of non-compliance with the requirements of the Public Records Act - the Chief Archivist has powers to:
For more information, please contact:
Public Records Act Audit Programme
Archives New Zealand
PO Box 12-050, Wellington
Telephone: 04 894 6032
Fax: 04 495 6210