Records Toolkit

Archives New Zealand’s guidance on information and records management

General information

File formats for digital transfers – what you need to know

As you know Archives New Zealand is now accepting digital transfers.

New Information and records management standard released.

As some of you may be aware, we have been busy working on how we can improve how Archives New Zealand operates under the Public Records Act 2005 (the Act).

ALGIM symposium keynote from Chief Archivist

The 2016 Association of Local Government Information Management (ALGIM) Information Management / Records Symposium  was held in Wellington this week.   Marilyn Little, Chief Archivist, gave the opening keynote presentation.

What's new? Records toolkit changes to support new standard and guidance

Welcome to new users of the toolkit!

Training and supporting your users

How does your organisation train and support users in information and records management?  There are challenges in keeping up with this continual task.  Helping new staff get onboard and also engaging with more experienced staff are just two facets of this work.

Information and records management standard: what's next?

Archives New Zealand is working on improvements to the way we operate under the Public Records Act 2005 (the Act).  

Archives 2057 Discussion Document - your feedback needed

We need your input to help Archives New Zealand develop a long-term strategy.

New Guidance Release

 It has been three months, since we released the new look Information and records management standard and Implementation guide.  In that time, we have been busy receiving nominations for Executive Sponsors and developing new, refreshed and reviewed guidance. 

Digitisation guidance - what's current and what's happening?

We know that public offices and local authorities want the ability to manage information and records digitally instead of in paper (or other) form for various reasons.  Digitisation enables this.

An update on Archives New Zealand’s services after the earthquake.

The Archives Regional Offices in Auckland, Christchurch and Dunedin are open today (Wednesday) but we are still working to get our Wellington building open for the public. 

Archives NZ precautionary evacuation

Due to earthquake related damage all people have been evacuated from our Archives New Zealand Building at 10 Mulgrave Street.

Chief Archivist Update

Thank you for all the messages of support following last week's earthquake.

Earthquake update 6 December

Kia ora koutou!

Wellington services update and new guidance release

The current status of our Wellington office services are as follows:

Archives Wellington Services Update - 22 December 2016

The current status of our Wellington office services are as follows:

Direction and opportunities

Now that we are back in our Wellington building and into our work for the year here is an update on some of our projects of relevance to the sector.

Update on the progress of releasing the digitisation guidance

Kia Ora Koutou 

Digitisation – updated guidance now available

Update to blog text: the Contract and Commercial Law Act 2017 has replaced the Electronic Transactions Act 2002 - there was no substantive change related to digitisation.  The guidance has been updated to include reference to the new Act and a new blog was published,

Suspension of physical transfers to Archives New Zealand's Wellington repository

Archives New Zealand advises that it has suspended the transfer of physical records to its Wellington repository at Mulgrave Street until 1 December 2017.  

The Importance of Checksums

In the light of the recent interest in checksums, here is a revised version of the blog originally published last year.

New guidance on information assets and administrative change


Digital preservation pioneers needed now… talk to us about digital transfer

Recently there has been strong interest from the local IM community in checksums.  See our previous post on checksums. Inevitably, thinking about checksums takes us to the broader subject of digital preservation!  Something which Archives New Zealand is working through with public offices, even more so now our doors are officially open to digital transfers.

Chief Archivist's government recordkeeping report for 2015/16 now available

FYI - the Chief Archivist’s 2015/16 annual report to the Minister of Internal Affairs on the state of government recordkeeping was presented to the House of Representatives today.  It is availabe from the Archives New Zealand website  - Report: State of Government Recordkeeping 2015/16

Digitisation guidance and the new legislation

You may have noticed that new legislation, the Contract and Commercial Law Act 2017 (CCLA), came into effect on 1 September 2017.

Who holds the keys to your Content Management System?

Archives New Zealand released the first version of its Digital Transfer Readiness Characteristics guidance in October 2016.

Digital preservation at Archives New Zealand: the tools

Archives New Zealand’s tools for digital preservation come from a variety of sources and where possible are open-source and/or community driven, proven, and best-of-breed.

Government Loans Procedures Updated

We’ve updated the Government Loan Procedures on the Archives New Zealand website.

Managing records during changes to the machinery of government

Changes to the machinery of government are constant.

Meri Kirihimete me Te Tau Hou

Kia ora koutou katoa

Checksums and a digital transfer case study - new guidance released

Did you know that the beautiful marbling on the edges of index and register books, like the one pictured, has a purpose?

Suspension of Physical Transfers to the Wellington Office of Archives New Zealand

The suspension of physical transfers to the Wellington Office of Archives New Zealand has now been extended indefinitely.

New Year greetings from Chief Archivist Richard Foy

I hope you had a good Christmas and holiday break and wish you, as part of the government information and records management community, the very best for 2018.

File Format Migration – Considerations before you begin

Currently, Archives New Zealand openly accepts and encourages the transfer of all kinds of files, formats, and information; we do not prescribe one file format over another, nor do we require any particular type!

New and updated digital transfer guidance

Following completion of the first end-to-end born-digital transfer in August 2017, Archives New Zealand has updated existing guidance and released new material.

The Chief Archivist's government recordkeeping report for 2016/17 is now available

The Chief Archivist’s 2016/17 annual report on the state of government recordkeeping was tabled in the House of Representatives today, 28 March 2018.

Te Tiriti o Waitangi/Treaty of Waitangi settlements – What this means for Māori and government recordkeeping

Many public offices will already be aware and have an understanding of the TOW principles and their application in relation to their respective agencies, Acts, roles and responsibilities.

Taonga Tuku Iho – Māori Knowledge and Information and Māori Metadata

Formal agreements signed between Archives New Zealand and iwi, i.e.

Seeking feedback on draft Selection Statement: Identifying and selecting public archives

Archives New Zealand (Archives) is seeking feedback on our draft Selection Statement by 28 September 2018.

Feedback reminder - Draft Selection Statement: Identifying and selecting public archives

Archives New Zealand is seeking feedback on a refinement of our current statement about what information and records (including data) we want to retain as public archives.

Can’t open your old Word files – don’t panic!


Regulatory Programme engagement - doing the right things?

Archives New Zealand is developing a work programme focused on raising information management capability across both public offices and local authorities, and ensuring our regulatory approach is fit for purpose in an increasingly digital environment.

Archives digipres team and World Digital Preservation Day today!

 Photo: Carmen Heister, Francesca Chrystall, Carly Lenz and Joshua Ng (Archives New Zealand digital preservation team members) expressing what their digipres work means to them on Public Service Day 2018.

Digital transfer work and guidance refresh

As you know Archives New Zealand is now accepting digital transfers.

New cloud services guidance released and blog on shadow cloud

Shadow cloud means cloud services that are used without explicit organisational approval, or the knowledge and oversight of the ICT management, operations or information security departments within an organisation.   Shadow cloud services are increasingly used by business units and individual staff members to store official or personal information created in...

Selection Statement feedback and wishing you happy holidays

Thank you to everyone who provided feedback on the proposed Selection Statement.

Findings from Regulatory Programme engagement

From September to October 2018, Archives New Zealand conducted external engagement on its proposed Regulatory Programme.

New Year greetings from Chief Archivist Richard Foy

Ngā mihi nui mo te tau hou ki a koutou katoa

The Monitoring Framework - what's coming up?

At Archives New Zealand, a big focus over the past year has been on developing a new Framework for monitoring the performance of organisations covered by the Public Records Act 2005.

Disposal moratorium on records relevant to the Royal Commission issued by the Chief Archivist

On 28 March 2019 the Chief Archivist issued a General Notice revoking authority to dispose of public records under section 20 of the Public Records Act 2005 (the Act).  

Records Toolkit merging with new Archives NZ website in June

If you’re not already aware, Archives New Zealand has been redeveloping our websites, including the Records Toolkit, to improve our online information.

Testing new approach for disposal authorisation

Archives New Zealand’s focus over the last year has been to develop a work programme ensuring that our regulatory approach is fit for purpose in an increasingly digital environment.  In 2018 we shared some of our initial thinking of what this might look like through our engagement on the Regulatory Programme.

The annual survey of public sector information management is returning soon!

In our recent blog post, The Monitoring Framework - what’s coming up?, we mentioned the return of the annual survey of public sector information management. Read on for more information about the survey and the date!

Exciting changes coming from 10 June

The Records Toolkit is becoming part of the new Archives New Zealand website from 10 June.There will be a whole new website merging most of our existing separate sites.