Editing Archives New Zealand (section)

== Functions ==
Archives New Zealand:

* manages the Public Records Act 2005 and works with government agencies to administer the Act;
* makes sure records of government decision making are created and those of long-term value, including digital, are transferred into its care;
* provides recordkeeping advice and information to government agencies;
* makes public archives accessible to government departments, other organisations and the public;
* manages the public archives in a protected and secure environment; and
* provides leadership and support for archival activities across New Zealand.<ref name=":4">{{Cite web|url=https://www.dia.govt.nz/About-Internal-Affairs---Department-structure---Business-units |title=About Internal Affairs – Department structure – Business units – dia.govt.nz|website=www.dia.govt.nz|access-date=12 July 2019}}  [[File:CC-BY icon.svg|50px]] Material was copied from this source, which is available under a [https://creativecommons.org/licenses/by/4.0/ Creative Commons Attribution 4.0 International License].</ref>

'''Information and Records Management Standard'''

Archive information and records management standards are of the utmost importance as it ensures consistency of delivery for organisations utilising Archive NZ's services. For Archives New Zealand, they act as underpinning principles for their purpose of collecting, preserving, and providing access to records which hold historical, legal and cultural significance.<ref name=":02">{{Cite web |url=https://www.archives.govt.nz/manage-information/how-to-manage-your-information/key-obligations-and-the-standard/information-and-records-management-standard |title=Paerewa whakahaere mōhiohio, mauhanga Information and records management standard |access-date=2023-04-10 |website=www.archives.govt.nz}}</ref> Under section 27 of the Public Records Act 2005, the Chief Archivist of Archives New Zealand holds this responsibility and has issued such standards.<ref name=":02" /> To issue a standard, the Chief Archivist must make a copy of the draft available and have a process in place to communicate with every public office, approved repository, local authority and any other person considered to be impacted by or interested in the proposed standard.<ref>{{Cite web |title=Public Records Act 2005 No 40 (as at 01 September 2022), Public Act – New Zealand Legislation |url=https://www.legislation.govt.nz/act/public/2005/0040/latest/whole.html#DLM345747 |access-date=2023-04-10 |website=www.legislation.govt.nz}}</ref>

These standards support and establish how Archive NZ can manage their information and records systematically and efficiently. It outlines the obligations of Archives NZ and other regulated organisations under the Public Records Act and sets out the minimum level of compliance that these organisations must meet.<ref>{{Cite web |url=https://www.archives.govt.nz/manage-information/how-to-manage-your-information/key-obligations-and-the-standard/your-responsibilities |title=Ō kawenga Your responsibilities |access-date=2023-04-10 |website=www.archives.govt.nz}}</ref> ‘Records are considered to be any information, regardless of form and format, from documents through to data’.<ref name=":02" /> Alongside this, they are also used as evidence of business activity and information assets. They also include metadata which is managed as a record.<ref>{{Cite web |title=Digital information management |url=https://www.digital.govt.nz/standards-and-guidance/governance/digital-information-management/ |access-date=2023-04-10 |website=New Zealand Digital government |date=14 December 2020 |language=en-NZ}}</ref>

The standard also supports the rights of Māori, under the Treaty of Waitangi/Te Tiriti o Waitangi to access, use and reuse any information and records that are taonga.<ref name=":02" />

Information and records are key strategic assets for the public sector. Therefore, managing information and records appropriately is important in various different ways for Archives NZ including enabling the public to hold the government accountable; helps any organisations plan for and achieve their objectives; gives information to support informed decision making; outlines individual responsibilities; documents individuals and different groups entitlements; encourages collaboration and communication; facilities groups to be creative and also ensures that important public knowledge is available for research, discovery and reuse.<ref name=":02"/>

With these important factors to consider, all information and records should be:

* trustworthy and managed accountably
* readily accessible, understandable and usable
* valued as critical to business operations
* part of an organisation’s approach to risk management
* maintained to meet business, government and community purposes<ref name=":02" />

===Regulatory role and powers===
Archives New Zealand are the regulators of all information created by the public sector in New Zealand.<ref>{{cite web |title=Our regulatory role |url=https://www.archives.govt.nz/manage-information/how-we-regulate/our-regulatory-role |website=Archives New Zealand |access-date=10 April 2023}}</ref> Their regulatory role is to ensure information is created and managed to a high standard, to ensure transparency and accountability and support the rights and entitlements of New Zealand citizens.

In order to execute this role, Archives New Zealand are granted several directive powers. Their regulatory tools include:

*Direction to report: A report back order issued by the Chief Archivist to organisations with record keeping practices that arise concern.<ref name="Our regulatory tools">{{cite web |title=Our regulatory tools |url=https://www.archives.govt.nz/manage-information/how-we-regulate/our-regulatory-tools |website=Archives New Zealand |access-date=10 April 2023}}</ref>
*Inspection: The inspection of public records, local authority records and local authority archives by the Chief Archivist if information management issues have arisen within public offices or local authorities.<ref name="Our regulatory tools"/>
*Audit: Audits are regularly carried out by independent auditors in order to determine the health of information management in the public sector.<ref name="Our regulatory tools"/>
*Issuing of penalties: It is an offence under the Public Records Act to willfully or negligently damage, dispose of, or destroy any public record, unless it is authorised under by the Chief Archivist. Archives New Zealand can impose penalties on individuals or organisations that do not comply with the PRA. Persons convicted of an offence may also be trespassed from Archives offices and services.<ref name="Our regulatory tools"/>