A New Standard for Disposal Mark Crookston Senior Advisor Appraisal Government Recordkeeping Group.

A New Standard for Disposal

Mark CrookstonSenior Advisor AppraisalGovernment Recordkeeping Group

Government Recordkeeping Forum 2

Overview

• Why we are developing a disposal standard• The methodology• What is in the Exposure Draft• Feedback


Definition

Disposal:

A range of processes associated withimplementing records retention, destructionor transfer decisions which are documented in a disposal authority.


Standards Strategy Programme 2009-2012

S4 Access Standard

S8 Electronic Recordkeeping Metadata Standard

S7 Create & Maintain Recordkeeping Standard

S2 Storage Standard

S6 Digitisation

S5 Electronic Recordkeeping Systems Standard (ERKSS)

Existing standards for review

File formats

Business continuity and disaster planning for records

Migration and/or transfer*

Disposal

2013 2012201120102009New standards

S4 Access Standard

S8 Electronic Recordkeeping Metadata Standard

S7 Create & Maintain Recordkeeping Standard

S2 Storage Standard

S6 Digitisation

S5 Electronic Recordkeeping Systems Standard (ERKSS)

Existing standards for review

File formats

Business continuity and disaster planning for records

Migration and/or transfer*

Disposal

2013 2012201120102009New standards


Why a Disposal standard?

• Supports key sections of the Public Records Act (ss17-18)

• A fundamental accountability exercise, which is undertaken regularly by organisations

• Support and ensure the benefits of regular disposal are being achieved • Organisational benefits

– costs / accountability / efficiency• Public sector and community benefits

– public trust in government information management– Total cost savings (organisational costs x 210)


Methodology

• Advisory group established in October • 3 meetings have taken place• Review relevant international precedents

• State Records NSW• Public Records Office of Victoria• Queensland State Archives• ISO 15489

• Assessment on their relevance to NZ circumstances.

• Draft principles and requirements• Review, review, review….


New Standard on Disposal

• Principles and requirements based standard to support regular and effective disposal of records

• Mandatory for public offices (excluding schools) and local authorities

• Covers all types of disposal• Exposure draft timetabled for 8 weeks over February

and April 2010 – that’s NOW!• We are looking for your feedback• See the website


Structure of standard


Disposal Standard Principles and Requirements

Principle 1: Disposal Authorisation

Disposal of records must be authorised

Requirements1. Must be approved by the Chief Archivist2. Must be authorised by the controlling organisation 3. Must be undertaken using authorisation that is current

and relevant



Principle 2: Disposal Planning and Implementation

Disposal of records must be planned and regularly implemented

Requirements4. Must be undertaking according to organisational

policies and procedures5. Must be undertaken on a regular and routine basis 6. Organisations must plan for appropriate protection and

preservation of records it controls of archival value



Principle 3: Disposal Accountability

Organisations must be able to accountfor their disposal activities

Requirements7. Must be documented8. Must be regularly monitored and reviewed 9. Must be carried out by personnel who have appropriate

skills and knowledge



Principle 4: Disposal Security

Disposal must be undertaken usingappropriate security methods

Requirements10. Methods used to dispose must comply with any privacy

and confidentiality requirements 11. Methods used to destroy records must be irreversible


Have your say on the compliance date


Questions to consider

General feedback• Will it help improve public sector recordkeeping?• Will it enable assessment of organisational capability?• Does it clearly specify minimum requirements?

Think about• Do the requirements help or hinder your work processes?• Do the explanations provide clarity on the intent of the

Requirements?• Are there any requirements that should be added or removed?


Feedback by April 15

Further Information

• Website: http://www.archives.govt.nz/

• Email: [email protected]

• Telephone: (04) 499 5595

http://www.archives.govt.nz/

mailto:[email protected]

A New Standard for Disposal Mark Crookston Senior Advisor Appraisal Government Recordkeeping Group.

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