The whole appraisal process is made much easier when we know what to expect from each other. The most important thing to remember is to stay in touch with Archives New Zealand during all stages of the process, even if you are only just beginning to plan the appraisal. We are happy to be asked any questions which will help you to complete your work.
As the agency you can expect Archives New Zealand to fulfil certain obligations. Archives New Zealand also has expectations of government agencies. These expectations are listed below and are available as a checklist.
Archives New Zealand will:
explain the full process for creating/amending a retention and disposal (R&D) schedule, including the level of engagement between the agency and any consultants
provide the current versions of forms/templates that need to be used
advise the agency when the draft R&D schedule is ready for the final review stage
manage the formal review process, including recommendations for changes as a result of the review/s
manage the Intention to Dispose (ITD) online process - this includes analysing comments received and liaising with the agency if any issues are raised
manage the ITD and Disposal Authority (DA) approval process with the Chief Archivist
create public access to the DA through the Archway website including issuing the DA number
advise the agency of the approval of the DA and that the disposal actions can now be implemented
set a follow-up meeting to discuss implementation of the R&D schedule.
Archives New Zealand expects agencies to:
contact Archives New Zealand before creating an R&D schedule or before the current DA expires
nominate a designated individual to be a single point of contact, e.g. records manager, information manager for liaison with Archives New Zealand about DA expiry or the need to create a DA
research your agency functions and role in government when creating an R&D schedule
use the current templates provided by Archives New Zealand for the schedule, transfers etc - if unsure about these to check with Archives New Zealand before submitting the draft R&D schedule
submit your draft R&D schedule for formal review
ensure the records manager or consultant (if employed) maintains contact with Archives New Zealand during the appraisal process
ensure the records manager or consultant (if employed) is available for making amendments to the R&D schedule based on any comments received - allow for this when the initial quote for services is made
seek out a broad range of stakeholders to involve in the external consultancy process, e.g. government agencies, iwi, involved parties, professional history associations
discuss questions raised by the review process
amend the R&D schedule if changes are required following the Intention to Dispose process and as recommended by the Chief Archivist - approval cannot be granted before this process is complete
implement the DA within the agency once the schedule is published. If support is needed during this process please contact us at firstname.lastname@example.org
We welcome feedback so if you have comments or questions about these expectations please feel free to comment on the blog post or contact Archives New Zealand at email@example.com
This is our final blog in the appraisal series.