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Records Toolkit

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Pages tagged 'What can be destroyed'

District Health Boards

DA262 is a disposal authority  for New Zealand District Health Boards (DHB’s) that identifies common classes (or groups) of records created by DHB’s, their retention periods and disposal actions (what to do with records long term – i.e.


Appraisal

Appraisal, within an information management context, is about enabling decisions.


Email and Good Recordkeeping

E-mail messages and their attachments, like other corporate records, are subject to the Public Records Act 2005 (PRA).


Universities

DA337 is a disposal authority developed for New Zealand Universities.


Disposal

Disposal is the final action concerning the fate of records, for example, destruction or transfer to archives.


Institutes of Technology and Polytechnics New Zealand (ITPNZ)

DA424 is a disposal authority that identifies common classes (or groups) of records created by Institutes of Technology and Polytechnics (ITPNZ) their retention periods and disposal actions (what to do with records long term – i.e.


So you want to dispose?

If you are looking to dispose of public records you have that are no longer of business use to your organisation the Records Toolkit has advice on the options available:


Schools

DA221 is a disposal authority that identifies common classes (or groups) of records created by schools, their retention periods and disposal actions (what to do with records long term – i.e.


Principle 5: Appraise Records and Dispose of them appropriately

• makes search and retrieval easier• controls storage, maintenance, access management and other costs• reduces privacy and security risks associated with retaining records, and• helps to protect records with long-term value and promote their re-use.


Public Records Act (PRA) and Local Government

The Public Records Act 2005 (PRA) replaces the document and archives provisions in the Local Government Act 1974.


Blog

The Records Toolkit is a key part of the work Archives New Zealand has been doing to make our services more useful, useable and responsive.


Multi-Agency Disposal Authorities

Some public offices responsible for the same or similar business functions use a joint disposal authority for the management of their core public records.


Guide to developing a recordkeeping policy

A recordkeeping policy is a vital component of any records management programme.


Guide to managing web records

The Guide to Managing Web Records is a good practice guide for public offices and local authorities managing web records and developing web information management frameworks in line with their organisation-wide recordkeeping policies and systems. The Public Records Act 2005 requires public offices and local authorities to create full and accurate records of their affairs in accordance with normal prudent business practice.


Authority to retain digitised public records in electronic form only

Digitisation changes the form of a record by converting non-electronic information to an electronic form.


Explanatory notes for retaining digitised local authority records in electronic form only

These explanatory notes have been produced to provide guidance on how a local authority can apply the authority to retain digitised public records in electronic form only to their records - in particular these explanatory notes address how a Local Authority can handle Protected Records under the terms of the authority.


Explanatory notes for retaining digitised public records in electronic form only

Under the Electronic Transactions Act (ETA) a legal requirement to retain information can be met by retaining the information in electronic form only.


What do you do with the hardcopies of records that have been digitised?

Here at Archives New Zealand we’ve had a number of queries from people thinking about digitising physical records held in their office.


Checklist: Destruction of source records after digitisation

Use this checklist to work out whether you can destroy physical records after digitisation.


Appraisal Report Functions, Activities and Records Evaluation Template

This template sets out the structure and guidance for public offices to create an appraisal report for a functions/activity appraisal of records.


Appraisal Report Legacy Functions, Activities and Records Evaluation Template

This template sets out the structure and guidance for public offices to create an appraisal report for a legacy appraisal of records.


General Disposal Authority (GDA) 6 - Common Corporate Service Public Records

General Disposal Authority 6 (GDA6) has been developed for the use of public offices wishing to dispose of common corporate public records legally.


General Disposal Authority (GDA) 7: Facilitative, Transitory and Short Term Value Records

General Disposal Authority 7 (GDA7) has been developed for the use of public offices wishing to dispose of facilitative, transitory, and short term value records legally.


Amended General Disposal Authority 7 (GDA7)

Archives New Zealand has now completed the process of assessing feedback on the proposed amendments to the General Disposal Authority 7 (GDA7) and the final document is now available on the records toolkit here and also on Archway as Disposal Authority 576 (DA576).


Risk management guide for disposal of records

This Guide provides assistance to public offices and local authorities in identifying, assessing and mitigating current and future risks associated with the over-retention of records.


The Appraisal Process: Part Four – Drafting Process

What do you need to do when drafting your Appraisal Report and Retention and Disposal Schedule?