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Public Records Bill

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Title: Public Records Bill


1
Public Records Bill
  • Presentation to SLIS
  • Wellington
  • 16 November 2004

2
Purposes of statutory recordkeeping system
  • Democratic accountability (Crown to public)
  • Management accountability (Agencies to the
    Crown)
  • Collective memory and historical heritage
  • Good management
  • These purposes are unchanged but the means of
    achieving them need revision

3
Archives Act 1957
  • Gives sole authority over disposal of public
    records to Chief Archivist
  • Enables Chief Archivist to advise, but not
    instruct, on current records management
  • Requires transfer of valuable records to
    Archives at 25 years
  • Assumes records will be created and maintained
    until this happens

4
New Legislation
  • Reflects changes in
  • technology (electronic records, email, Web)
  • business practice (devolution, corporatisation
    eg State Owned Enterprises)
  • other legislation (OIA, Privacy)
  • Blue sky approach i.e. complete review of
    legislation rather than tinkering

5
New Legislation
  • Process of consultation since 2001- discussion
    papers, submissions and focus groups
  • Policy framework approved 2002
  • Coverage approved March 2003
  • Draft bill released to departments December 2003
  • Introduced 1 September 2004
  • First reading 16 September 2004

6
New Legislation
  • Framework developed for regulation of public
    records and archives
  • Flexible to handle the diversity of government
    business and future circumstances
  • Enabling legislation not all conceivable
    situations dealt with in the Bill itself
  • Providing a comprehensive public records
    framework (Public Records Bill, not Archives Act
    Mk 2)

7
Significant Changes
  • Requirement to create and maintain records
    clause 17
  • Standard-setting role for Archives mandatory
    and voluntary clause 27
  • Audit and reporting role for Archives clauses
    32 and 33
  • Local Government included within records
    legislation rather than in Local Government Act
    Clauses 40,45, 46 and throughout PRB

8
Significant Changes (cont.)
  • Disposal authorities must be made available for
    public inspection and comment before approval
    Clause 20
  • Electronic records - Potential for management by
    agency at Archives expense for historic
    records Clause 22(1)( c) and 22 (5)

9
Significant Changes (cont.)
  • Archives Council, established to advise Minister
    on
  • Archives and recordkeeping issues generally
  • Appeals by public offices against decisions by
    the Chief Archivist to apply standards, require
    transfer etc

10
Coverage
  • Wide definition of organisations and activities
    to be covered by PRB

11
Coverage
  • Public Offices include
  • Departments as per State Sector Act
  • Officers of Parliament
  • PCO, Parliamentary Service and Clerk of the House
  • NZ Police, NZ Defence Force and NZSIS
  • State Owned Enterprises
  • Crown Entities eg
  • Te Papa
  • Universities and other Tertiary Education
    Institutions
  • State Schools
  • This clarifies coverage issues that are unclear
    under Archives Act

12
Coverage
  • Wide definition of records
  • record means information, whether in its original
    form or otherwise, including (without limitation)
    a document, a signature, a seal, text, images,
    sound, speech, or data compiled, recorded, or
    stored, as the case may be,
  • (a) in written form on any material or
  • (b) on film, negative, tape, or other medium so
    as to be
  • capable of being reproduced or
  • (c) by means of any recording device or process,
  • computer, or other electronic device or process

13
Coverage
  • public record
  • means a record or a class of records, in any
    form, in whole or in part, created or received
    (whether before or after the commencement of this
    Act) by a public office in the conduct of its
    affairs
  • (c) Does not include a special collection
  • Only records excluded are ballot papers
  • To remove doubt, Order in Council can be used to
    designate records as public

14
Disposal
  • Disposal, in relation to a public record or
    local authority record means
  • (a) the transfer of control of a record
  • (b ) the sale, alteration, destruction, or
    discharge of a record

15
Disposal
  • Only with the authority of the Chief Archivist
  • Mandatory transfer at 25 years unless
  • Agreement to defer transfer
  • Agreement to transfer earlier
  • Records are authorised for destruction
  • Mandatory transfer will be the exception rather
    than the rule majority of records will have a
    disposal authorisation before expiry of 25 years

16
Standards
  • Mandatory Standards potentially cover all aspects
    of recordkeeping, from creation to disposal
  • Chief Archivist must consult with affected
    agencies
  • Agencies may be exempted, for example through
    executive mechanism such as Order in Council

17
Audits
  • Chief Archivist must commission (and will pay
    for) independent audits of recordkeeping in
    government clause 33
  • Audits must commence five years after enactment
  • Audits for each public office will happen at
    intervals of between 5 and 10 years
  • Audits will be reported to Parliament

18
Access
  • Public Offices to make decision on records at 25
    years (or earlier if transferred to archives)
    open or restricted This decision required,
    regardless of where records held Clause 43
  • Access to restricted access records through OIA
    or other relevant legislation
  • Right of public inspection of open access records
    free of charge Clause 47

19
Variations
  • Not all provisions must apply to all public
    records. Mechanisms for change include
  • Public offices and Chief Archivist may agree to
    defer transfer Clause 22,
  • Chief Archivist may exempt public office from
    application of standard/s Clause 30)
  • Order in Council may release public offices from
    compliance with requirements other than
  • Create and Maintain
  • Disposal by Chief Archivist Authority

20
Appeal
  • Public offices may appeal to the Minister against
    Chief Archivist decisions to
  • Decline a request to defer transfer of public
    records
  • Instruct a public office to maintain electronic
    records beyond 25 years
  • Decline a request for an exemption from
    application of standards

21
Census Returns
  • The only public records for which disposal
    outcome determined in the PRB rather than using
    PRB processes
  • To be kept by Government Statistician for 100
    years then transferred to Chief Archivist
    control.
  • Made available for statistical purposes after
    100 years

22
Local Authorities
  • Subject to standards for recordkeeping
  • No general obligation to transfer to Chief
    Archivist
  • Chief Archivist may declare certain records
    protected
  • Protected records not to be disposed of without
    obtaining Chief Archivist's authorisation clause
    40
  • most elements of Local Government Act 1974
    archives provisions continued

23
Community Archives
  • Minister may approve repositories (museums,
    libraries etc) to hold public archives. This
    continued from Archives Act, but more flexibility
    Clause 26
  • eg not limited to archives surplus to
    requirements
  • Chief Archivist to take a leadership role in
    facilitation and coordinating archival activities
    Clause 11

24
Transition Arrangements
  • Existing arrangements, such as disposal
    authorities, access agreements, carried through
  • Existing standards do not automatically become
    mandatory must follow PRB process
  • Ensure support for implementation and adequate
    lead time eg five years to first audit

25
Want to know more ?
  • Read the PRB at
  • www.knowledge-basket.co.nz/gpprint/docs/welcome.ht
    ml
  • Or buy from Bennetts Bookshops
  • Parliamentary Library summary
  • http//www.clerk.parliament.govt.nz/Content/BillsD
    igest/1148PublicRecords.pdf
  • Summary, progress reports, background info
  • http//www.archives.govt.nz/about/legislation.html

26
Questions ?
  • Or contact us at
  • policy_at_archives.govt.nz
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