National Library of New Zealand
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FAQs

 
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? 

How much preparation do I need to do?

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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Who will be responsible for overseeing the audit at my office?

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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How long do audits take?

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.

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What do audits cost?

The Public Records Act requires the Chief Archivist to commission and pay for the audits. There are no direct costs for audit clients.

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What is the audit self-assessment application?

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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Who can I approach for recordkeeping advice?

The Government Recordkeeping Programme team provides comprehensive recordkeeping advice.

For further information on Archives New Zealand's recordkeeping advisory services, contact the Government Recordkeeping Programme at: rkadvice@archives.govt.nz
 
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What happens if I don’t cooperate with the audit programme?

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:

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Who can I contact to find out more?

For more information, please contact:
 
Programme Coordinator
 
Email: audit@archives.govt.nz
Public Records Act Audit Programme
Archives New Zealand
PO Box 12-050, Wellington
Telephone: 04 894 6032
Fax: 04 495 6210

 

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