Rārangi aratohu A-Z
A–Z list of guidance
Find all information management guidance for public offices and local authorities.
Showing all guidance A-Z
75 Results
- Access decisions
Under the Public Records Act, public sector organisations have obligations to ensure appropriate access to information and records. Learn more about how to make decisions about this access.
- Appraisal of information and records
Learn more about the benefits your organisation can get from appraising your information and records.
- Appraisal process
Read our guidance on doing an appraisal. You’ll find out how to assess your organisation's business activities to determine the appropriate management of your information and records.
- Appraisal statement
Read guiding principles for assessing the value of your information and records.
- Artificial intelligence and public and local authority records
Learn how your public sector organisation can continue creating and maintaining full, accurate and accessible records when using artificial intelligence.
- Audiovisual storage
Audiovisual (AV) media refers to any format used to house audio or video content such as an audio cassette, DVD or VHS.
- Audit schedule
A searchable schedule showing when each public office will be audited as part of the audit of public office recordkeeping
- Authority to retain public records in electronic form only
Public offices can replace the original versions of some physical records with digitised versions. Find out more about this Authority and what conditions you need to meet.
- Best practice guidance on digital storage and preservation
Guidance on digital storage and digital preservation for public sector organisations.
- COVID-19: Disposal authorisation for response records
What to do with records created during the COVID-19 pandemic
- Care of motion picture film
Read information on identifying and managing any motion picture film you may hold.
- Case study — First end-to-end born digital transfer
A case study of the first end-to-end digital transfer to Archives New Zealand.
- Checksums overview
Learn when public sector organisations need to use checksums and how to use them
- Cloud services
How to assess information management risks before your public sector organisation adopts cloud services.
- Destruction of source information after digitisation
Learn about which public office and local authority records can be replaced with digitised versions and how to carry out the digitisation
- Digital transfer and post-transfer
Find out about what you need to do before and after a full digital transfer.
- Digital transfer initiation eligibility
Digital records need to have certain characteristics to be transferred to us successfully. Find out more about our digital transfer eligibility requirements.
- Digital transfer initiation readiness
Learn more about tools and methods your public sector organisation can use to assess the readiness of eligible digital records for transfer to us..
- Digital transfer overview
Read an overview of the digital transfer process.
- Digital transfer planning
Learn more about how we’ll work with you to plan a transfer of digital records.
- Digital transfer preparation analysis
At this stage of the digital transfer process, we’ll check your digital records to identify any issues that may affect their transfer into the Government Digital Archive.
- Digital transfer preparation extract
Learn more about how to prepare a test sample of your digital records and their metadata for us to analyse.
- Digital transfer process
Everything you need to know about transferring digital records and their accompanying metadata to us.
- Digital transfer process quick guide
This guide takes you through all the digital transfer process stages and steps. It also provides links for you to read more detailed information about each one.
- Disposal authorisation
Read our guidance on getting authorisation to dispose of your organisation's information and records. Find out about the different types of disposal authorities, disposal actions and disposal of local authority protected information and records.
- Disposal of information and records
Learn more about the benefits of regular, authorised disposal of information and records.
- Disposal process
Read our step-by-step guidance on the disposal process. You’ll find out how your public office or local authority can dispose of records in line with the Public Records Act.
- Disposal sentencing
Get guidance on sentencing, the process you follow to apply a disposal authority and carry out disposal actions.
- Disposal statement
Read our guiding principles for the appropriate management of disposal under the Public Records Act 2005.
- Disposal transfer
How public offices and local authorities carry out transfer as part of the disposal process, along with transfer due to administrative change
- Documenting the COVID-19 Response
Learn how Covid-19 has influenced our records management advice and guidance.
- Education and training providers
We’ve collated information and contact details about organisations and individuals that provide education or training in information and records management.
- Effective information and records management
How executive sponsors and information managers can design information and records management processes that achieve the outcomes you need
- Executive sponsor - Roles and responsibilities
Under the Information and records management standard, public sector organisations must have an executive sponsor. Learn the responsibilities of the role
- File format migration
When you might need to change the format of your digital records, and what to consider when carrying out a file format migration.
- File formats for digital transfers
We accept all file formats for digital transfers. Find out what we need to know about your digital records before this can happen.
- General disposal authorities
General disposal authorities are ongoing authorities that apply to all public sector organisations. Learn which classes or types of common information and records they cover and download the GDAs.
- High-value and high-risk information and records
Guidance on how to identify, document and manage your high-risk and high-value information and records.
- How to develop an OIA information search policy
Find out how your organisation can meet their obligations under the Official Information Act 1982 when processing requests for government information.
- Implementation guide
We’ve created this guide to help your organisation understand and apply the requirements of the Information and records management standard.
- Information and records management capability
Guidance to help executive sponsors assess how well your organisation is set up to implement the Information and records management standard
- Information and records management policy
Read our guidance on developing an information and records management policy that will benefit your organisation. Learn what you should include in your policy and how to make sure it’s effective.
- Information and records management standard
View the Information and records management standard, which all public sector organisations must follow under the Public Records Act
- Information and records management strategy
Learn how to establish an effective information and records management strategy for your organisation.
- Information assets - Identification
How to identify what is and isn’t an information asset using a simple checklist
- Information assets overview
Learn about what information assets are and the benefits of managing your organisation’s information and records as an asset.
- Information assets – Management
How to appropriately manage, understand, access, share and dispose of your information assets
- Integrated information and records systems
Find out more about how your public sector organisation can integrate information and records management requirements with business systems, processes and practices.
- Key definitions
Definitions of key terms used throughout our guidance
- Key obligations under the Public Records Act 2005
Learn more about the Public Records Act 2005 including your key recordkeeping requirements, our responsibilities, the purpose of the Act and who it covers.
- List of protected records for local authorities
Local authorities need prior approval to destroy protected records. Learn what classes of records are protected and how to manage these records
- List of protected records for local authorities - Explanatory notes
Guidance on identifying the different classes of local authority protected records.
- Maintenance of public archives
This instruction shows approved repositories of public archives how they must maintain and store the physical public archives they hold
- Managing information during COVID-19
The way we live and work is rapidly evolving to meet the challenges of COVID-19. As we employ new ways of working it is important to ensure information continues to be managed effectively.
- Managing information during administrative change
Guidance on managing information and records during administrative change, such as mergers or restructures
- Managing websites as records
Read our guidance for public sector organisations managing websites as records.
- Metadata for information and records
An introduction to metadata for information and records, including why metadata is important and what different types there are
- Methods of destruction
Guidance for public offices and local authorities on suitable methods of destruction for records you have authorisation to destroy
- Microsoft 365
This guide is designed to assist public sector organisations adopting Microsoft 365 services.
- Minimum requirements for metadata
Metadata requirements under the Information and records management standard, including metadata for disposal
- Monitoring
Regular monitoring ensures information and records are managed efficiently and effectively according to best practice.
- Outsourcing business
Learn about your information and records management responsibilities when outsourcing business.
- Physical storage and preservation of protected information
This instruction details how local authorities must store and preserve protected records
- Public access to information and records
What public sector organisations must do to ensure public access to information and records
- Public offices subject to the Public Records Act 2005
Find out which public offices must follow the Public Records Act.
- Public sector archival selection statement
View the principles that Archives NZ follows when deciding what records are selected as public archives
- Regulatory statement
Archives NZ’s approach to our regulatory role, detailing how we work with public sector organisations to ensure compliance with the Public Records Act
- Resources for community-based archivists
Learn more about the assistance and guidance available to community-based archivists
- Storage of physical records
Learn what is meant by physical records and how public sector organisations need to maintain and store them.
- Taonga Tuku Iho
Māori knowledge and information and Māori metadata
- Text messages and other communications
Guidance on managing text messages and social media in line with the Public Records Act.
- The importance of checksums
Checksum tools, assessing how well your organisation is set up to use checksums and links to more resources
- Transfer process
What you need to know about the process for transferring public records to us.
- Transporting physical transfers to us
Guidance on packaging and transporting physical information and records that you’re transferring to us.
- Web archiving
Learn more about web archiving including when you should do it and the benefits and risks associated with different approaches.