23 June 2022
Archives New Zealand, 10 Mulgrave Street, Wellington
Phone +64 499 5595
Websit
es www.archives.govt.nz
Michael Pringle
www.dia.govt.nz
fyi-request-19457-
[email address]
Dear Michael,
Official Information Act request: OIA 2122-0802
Thank you for your official information request provided to my office on 20 May. Your letter
was received via the FYI website. You requested:
1. All briefing papers from the Chief Archivist, or other relevant DIA staff to the
Minister of Internal Affairs on the Collections Search project
2. Briefings to the Minister made after the date of the PtNM briefing which was
included in a proactive release of information on 25 June 2020; i.e. briefings
made after Budget 2019, to date. This will include those, if any, which cover the
rollout of Collections Search in February 2022 and any briefings covering the
implementation of this system and public response to it up to 25 May 2022.
Information in scope has been released to you. Personal information in the Internal Affairs
Status Reports has been redacted under section 9(2)(a) to protect the privacy of natural
persons.
1. All briefing papers from the Chief Archivist, or other relevant DIA staff to the
Minister of Internal Affairs on the Collections Search project
2.
Briefings to the Minister made after the date of the PtNM briefing which was
included in a proactive release of information on 25 June 2020; i.e. briefings made
after Budget 2019, to date. This will include those, if any, which cover the rollout
of Collections Search in February 2022 and any briefings covering the
implementation of this system and public response to it up to 25 May 2022.
Kia pono ai te rua Mahara – Enabling trusted government information
Auckland Regional Office, 95 Richard Pearse Drive, Mangere, Auckland
Christchurch Regional Office, 15 Harvard Avenue, Wigram, Christchurch
Dunedin Regional Office, 556 George Street, Dunedin
Date
Paper Provided
Decision
19 May 2022
Internal Affairs Status
Some information withheld
Report
under section 9(2)(a).
10 May 2022
Meeting with Archives
Council Aide Memoire
5 May 2022
Internal Affairs Status
Some information withheld
Report
under section 9(2)(a).
2 April 2022
Internal Affairs Status
Some information withheld
Report
under section 9(2)(a).
10 February 2022
Internal Affairs Status
Some information withheld
Report
under section 9(2)(a).
31 March 2020
Internal Affairs Status
Some information withheld
Report
under section 9(2)(a).
26 November 2019
Internal Affairs Status
Some information withheld
Report
under section 9(2)(a).
5 November 2019
Internal Affairs Status
Some information withheld
Report
under section 9(2)(a).
Page 8 of 8
19 May 2022 – Internal Affairs Status Report
1982
Act
9(2)(a)
Information
Official
the
under
Released
Page 8 of 8
1982
10 May 2022 – Archives Council Aide Memoire
Act
AIMS/Collections search
1.
Archives New Zealand launched a new archival management and search tool on 11
February 2022. The objective was to replace the previous end-of-life system and
improve the experience of New Zealanders accessing the public collections.
2.
Several issues with the system have been identified over the past seven weeks by
the public, specialist researchers and staff. These issues include slowness of the
public facing platform, lack of advanced search functionality and cumbersome
business processes for staff.
Information
3.
A dedicated incident management team has been set up to urgently investigate
these issues and work with the vendor, customers and staff to identify and deliver
solutions to improve user experience.
4.
Public communications are focussing on acknowledging concerns expressed by
customers, being transparent about what we are doing to address these and how
Official
long it will take.
5.
The new Collections Search tool remains a solid platform that has addressed
significant risks posed by the old system. It provides capacity for our ongoing
the
digitisation project, that will enhance public accessibility to information. It will also
allow for the storage and retrieval of a future influx of data that is born-digital.
Once issues are addressed, Archives New Zealand are confident that this will be a
fit for purpose tool for the future.
under
Released
Page 8 of 8
5 May 2022 – Internal Affairs Status Report
1982
Act
9 (2
9()(2a)
)( a)
Information
Official
the
2 April 2022 – Internal Affairs Status Report
under
Released
9(2)(a)
Page 8 of 8
10 February 2022 – Internal Affairs Status Report
1982
Act
9(2)(a)
Information
Official
the
under
Released
Page 8 of 8
31 March 2020 – Internal Affairs Status Report
1982
Act
9(2)(a)
Information
Official
the
26 November 2019 – Internal Affairs Status Report
under
Released
9(2)(a)
Page 8 of 8
5 November 2019 – Internal Affairs Status Report
1982
Act
9(2)(a)
Information
Please note that in cases where the Department’s response provides information that is
identified to be of public interest, the response may also be published on the Department of
Official
Internal Affairs website.
the
If the Department publishes its response to your OIA request, all personal information,
including your name and contact details will be removed.
You have the right under section 28 of the OIA to seek an investigation and review by the
Ombudsman of this decision. Information about how to make a complaint can be found at
under
https://www.ombudsman.parliament.nz/ or freephone 0800 802 602.
Yours sincerely
Released
Honiana Love
Chief Archivist
Archives New Zealand
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