Record Keeping Audits

Ross Francis made this Official Information request to Archives New Zealand Te Rua Mahara o te Kāwanatanga

The request was partially successful.

From: Ross Francis

Dear Archives New Zealand Te Rua Mahara o te Kāwanatanga,

I would like to make the following request for information.

On 17 April 2015, Tina Wakefield from the Justice Ministry emailed Archives New Zealand. She made the following comment to the Chief Archivist:

“The Audit of the Ministry’s record keeping has failed to identify some fundamental and important gaps in our recordkeeping systems and processes. The audit is promoted by Archives New Zealand as a value-adding activity that will provide a gap analysis of our current recordkeeping capability against Public Record Act requirements and standards. The audit, however, has failed to accurately identify areas for improvement by overstating the current level of the Ministry’s compliance.”

What fundamental and important gaps in the Ministry’s recordkeeping was Ms Wakefield referring to? What advice and or recommendations (if any) did Archives provide the Justice Ministry in response to Ms Wakefield’s concerns? Please provide me with copies of all internal and external communication, including any discussion of Ms Wakefield’s concerns among any Archives’ employees, in regards to these questions. This includes information held in the minds of officials.

Please note that in Archives’ reply to me dated 26 October 2017, some documents supplied referred to meetings that were held which were attended by Archives’ employees. However, I have not been given a copy of any notes from these meetings. Were notes created? If so, please forward all information that Archives holds about these meetings, which may have been held in 2014 and 2015. This includes information held in the minds of officials. This part of my request is urgent as it should have been included in your response of 26 October. As an example of one such meeting, on 1 April 2015, Rebecca Smart from Archives emailed Bronwen Clifton from the Justice Ministry. Ms Smart wrote:

“As discussed on the phone, a two hour meeting between Maria, Rob, you and I would be beneficial to ensure we've covered all aspects of the audit plan. I have just gone through the audit plan and identified what extra evidence will be required, so please find attached that request. I look forward to hearing from in regards to the times available to meet.”

I have not been supplied with any information about the phone call between the two parties nor have I been supplied with notes from the two hour meeting that was to take place. I require all such records, including records of any other meetings or phone calls between Archives and the Justice Ministry in regards to recordkeeping in 2014 and 2015.

Please contact me if I you have any queries regarding my request.

Yours faithfully,

Ross Francis

Link to this

From: Archives SOS - Strategy
Archives New Zealand Te Rua Mahara o te Kāwanatanga

OIA reference: 17/18-0145

 

Dear Mr Francis

 

Thank you for your request for official information from Archives New
Zealand. You can expect a response on or before 27 November 2017. We will
endeavour to respond to your urgent request sooner than 27 November.

 

Kind regards

 

 

Strategy and Operational Service Group

Archives New Zealand Te Rua Mahara o te Kawanatanga

Direct Dial: +64 4 894 6098

www.archives.govt.nz | @ArchivesNZ

Archives New Zealand is part of the Department of Internal Affairs

         

--------------------------------------------------------------------------

 

show quoted sections

Link to this

From: Lillie Le Dorre
Archives New Zealand Te Rua Mahara o te Kāwanatanga


Attachment image001.png
7K Download

Attachment image002.png
31K Download

Attachment 1718 0145 Documents Released.pdf
3.6M Download View as HTML

Attachment 1718 0145 Reply to Ross Francis.pdf
288K Download View as HTML


Ref: 17/18-0145

 

 

Dear Mr Francis

 

Please see attached the response to your request for official information
from Archives New Zealand.

 

Kind regards

 

Lillie

 

Strategy and Operational Services Group
Archives New Zealand Te Rua Mahara o te Kawanatanga
+64 4 499 5595
[1]www.archives.govt.nz | [2]@ArchivesNZ

[3]http://www.dia.govt.nz/diawebsite.nsf/Fi...

 

Archives New Zealand is part of the Department of Internal Affairs

[4]Logo-test

 

 

         

--------------------------------------------------------------------------

 

show quoted sections

Link to this

Things to do with this request

Anyone:
Archives New Zealand Te Rua Mahara o te Kāwanatanga only: