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General Information


Why are we undertaking audits of recordkeeping?
Who will be audited?
How are public offices selected for audit?
When will audits commence?
What notice will we give?
What months will audits take place?
Who carries out the audits?
How will the quality of the audits be assured?
Where to find out more
 

Why are we undertaking audits of recordkeeping?

The Public Records Act 2005 targets public office recordkeeping outcomes that are important for all New Zealanders.
 
Good public office recordkeeping promotes:

The Public Records Act requires the Chief Archivist to:

Through the Public Records Act Audit Programme and the tabling of a summary report to the House of Representatives, New Zealanders have assurance that:

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Who will be audited?  

Public offices will be audited. 
 
Public offices are subject to audits under the Public Records Act 2005, and are as defined in part 1, section 4 of the Act.
 
Local authorities will not be audited.
 
While local authorities are covered by the Public Records Act 2005, their recordkeeping will not be audited.

For more information about how local authorities are covered by the Public Records Act 2005, see the Public Records Act 2005 (PRA) and Local Government Factsheet.
 
Schools will not be audited.
 
Although state schools are public offices, they are not subject to the mandatory standards that are central to the audit regime.

The approach to auditing schools is yet to be determined.
 
The recordkeeping practices of the Chief Archivist will be audited.
 
The Public Records Act 2005 requires the recordkeeping practices of the Chief Archivist to be audited. The Minister Responsible for Archives will decide on the scope and criteria for this audit on the advice of the Archives Council.

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How are public offices selected for audit?

So that government recordkeeping progress can be monitored from year-to-year, a reasonably consistent approach is required for determining who gets audited and when.
 
Sampling is based on three simple rules:

A typical year's audit programme might comprise:

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When did audits commence?

Audits began in mid-2010. They occur on a 5-year cycle, i.e. each public office will be audited once every 5 years.
 
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What notice will we give?

We will give Chief Executives at least six months notice of our intention to conduct an audit.
 
Notice will be in the form of a letter from the Chief Archivist.
 
This letter will ask the Chief Executive to identify a Senior Responsible Officer (SRO) to be the point-of-contact for the Archives New Zealand Audit Team.
 
The SRO will be accountable for coordinating your organisation's input into audits and signing off self-assessments and other representations.
 
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What months will audits take place?

Audits will take place throughout the year, with a break over the Christmas–January period.
 
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Who carries out the audits?

Audits will be conducted by the Archives New Zealand Audit Team and contracted service providers.
 
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How will the quality of the audits be assured?

Audits will be conducted to formal auditing standards and procedures that are monitored through independent quality assurance.
 
Audit clients will be surveyed to identify their perceptions of the audit process, and to identify ways in which the audit programme can deliver further value.
 
An independent quality assurance project was commissioned during the audit programme’s implementation phase to review the fitness-for-purpose of the programme’s methodology, procedures and resource management.
 
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Where 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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