Archway Database

Craig Innes made this Official Information request to Department of Internal Affairs

The request was refused by Department of Internal Affairs.

From: Craig Innes

Tena koe,

This is a request for information under the Official Information Act 1982.

Please provide a copy of the Archway Database, the database of holdings of Archives New Zealand..

Naku noa, na,

Craig Innes

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From: OIA
Department of Internal Affairs

Mōrena Craig,

Your enquiry has NOT been accepted by the Department of Internal Affairs as an Official Information Act request, as it does not meet due particularity - i.e. we are not able to identify the specific information you are asking for.

In order to make a duly particular request that the Department can respond to, please clarify what specific information you are asking for.

For example:

Are you asking for the IT information and source code for the Archway database?

Are you asking for a status update on the archway database?

Are you asking for all of the 6 million+ (i.e. hundreds of millions of pages of information) archived documents in the database to be uploaded and attached to this FYI.org.nz thread?

Are you asking for particular documents that may be held in Archive?

I note that all of the publicly accessible information in the archway database remains accessible through the Collections search tool (on the Archives NZ website). It is also accessible, as always, via a research request to Archives NZ. If you would like to withdraw your request, please let me know.

Nāku noa, nā

Michelle Reed (she/her)  
Kaitohutohu Ārahi, te Ture Pārongo Ōkawa | Lead Advisor Official Correspondence 
Te Urūngi | Organisational Strategy & Performance
Level 6, 45 Pipitea St | PO Box 805, Wellington 6140, New Zealand |  www.dia.govt.nz

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From: Craig Innes

Tena koe Michelle,

I disagree with your statement about the accessibility of records. I have accessed Archives records over a period of more than twenty years. I am have used Archives records for many historical research reports. Many of the records I am familiar with cannot be located on the new search engine.

I have requested databases under the Official Information Act 1982 in the past and I know what I am asking for. I want a copy of the database for the Archives records. A simplified version of the record is acceptable, but at the minimum I require a list of the full inventory by the 'R' number. I also require the following fields: Title, Years, Item ID, Agency, Series, Accession, Record group, Box / Item, Sep Record no., Part Alternative no., Record type, Former archives ref.

Naku noa, na,

Craig Innes.

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From: OIA
Department of Internal Affairs

Kia ora Craig,

Apologies for the time taken to come back to you. There was a miscommunication about which business area would be sending acknowledgement. We have accepted your request as duly particular as of the date on which you provided clarification about what you were specifically seeking here. (included in train).

The Department will provide its response as soon as practicable and within twenty working days. The 20th working day is 4 May 2022.

Please note that in cases where the Department’s response provides information that is identified to be of general public interest, the response may also be published on the Department of Internal Affairs website. If the Department publishes its response to your OIA request, all personal information, including your name and contact details, will be removed.

Nâku, nâ

Michelle Reed (she/her)  
Kaitohutohu Ârahi, te Ture Pârongo Ôkawa | Lead Advisor Official Correspondence 
Te Urûngi | Organisational Strategy & Performance
Level 6, 45 Pipitea St | PO Box 805, Wellington 6140, New Zealand |  www.dia.govt.nz

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From: Archives SOS - Strategy
Department of Internal Affairs


Attachment Archives NZ Response to Craig Innes.pdf
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Tçnâ koe Mr Innes,

 

Please find attached Archives New Zealand’s response to you.

 

Ngâ mihi maioha,

Advisor, Planning and Development

Archives New Zealand | Te Rua Mahara o te Kâwanatanga

10 Mulgrave Street | PO BOX 12-050 | Wellington 6011

[1]www.archives.govt.nz | 04 499 5595

 

References

Visible links
1. http://www.archives.govt.nz/

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From: Craig Innes

Tena koe,

I wish to make a complaint against Archives New Zealand for its refusal to supply information requested under the Official Information Act 1982.
The refusal to supply the information includes two false statements, each is addressed in turn:

"While your request is duly particular, the information requested cannot be made "available without substantial collation or research. Archives New Zealand does not "have the resources or administrative capacity to supply the information that you "have requested. The enormity of the database of Archway is a considerable "barrier as Archives New Zealand holds over seven million records. 

I am familiar with databases and I gather that the Archway database is still operational and being used by staff at Archives New Zealand.  The transfer of the underlying data for seven million entries is not an overwhelming task by any stretch of the imagination.

"In addition, the individual records held in the Archway database are publicly "available via the Collections Search function, although not in the format you have "requested.

This is completely untrue.  I have over twenty years experience with Archives New Zealand records.  I have tried to find records that I know for a fact are held, but found that references to the records cannot be retrieved with the Collections Search.  I will provide a list of example records to prove this point if it assists your investigation.  Further to this, it is my understanding that the reason that Archives staff continue to use the Archway database because they themselves cannot use the publicly available search engine.  

To see the full correspondence on the subject see the following link:

https://fyi.org.nz/request/18973-archway...

Please find attached the letter refusing to supply the requested information.

Naku noa, na,

Craig Innes.

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Craig Innes left an annotation ()

The complaint about the refusal to supply the requested information was sent to the Ombudsman on 4 May 2022.

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