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

         

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-----Original Message-----
From: Ross Francis [mailto:[FOI #6765 email]]
Sent: Sunday, 29 October 2017 2:36 p.m.
To: Archives SOS - Strategy
Subject: Official Information request - Record Keeping Audits

 

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

 

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

 

This is an Official Information request made via the FYI website.

 

Please use this email address for all replies to this request:

[1][FOI #6765 email]

 

Is [2][Archives New Zealand Te Rua Mahara o te Kāwanatanga request email] the wrong address for Official
Information requests to Archives New Zealand Te Rua Mahara o te
Kāwanatanga? If so, please contact us using this form:

[3]https://fyi.org.nz/change_request/new?bo...

 

Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:

[4]https://fyi.org.nz/help/officers

 

If you find this service useful as an Official Information officer, please
ask your web manager to link to us from your organisation's OIA or LGOIMA
page.

 

 

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

 

References

Visible links
1. mailto:[FOI #6765 email]
2. mailto:[Archives New Zealand Te Rua Mahara o te Kāwanatanga request email]
3. https://fyi.org.nz/change_request/new?bo...
4. https://fyi.org.nz/help/officers

hide quoted sections

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

 

 

         

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

 

-----Original Message-----
From: Ross Francis
[[5]mailto:[FOI #6765 email]]
Sent: Sunday, 29 October 2017 2:36 p.m.
To: Archives SOS - Strategy
Subject: Official Information request - Record Keeping Audits

 

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

 

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

 

This is an Official Information request made via the FYI website.

 

Please use this email address for all replies to this request:

[6][FOI #6765 email]

 

Is [7][Archives New Zealand Te Rua Mahara o te Kāwanatanga request email] the wrong address for Official
Information requests to Archives New Zealand Te Rua Mahara o te
Kāwanatanga? If so, please contact us using this form:

[8]https://fyi.org.nz/change_request/new?bo...

 

Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:

[9]https://fyi.org.nz/help/officers

 

If you find this service useful as an Official Information officer, please
ask your web manager to link to us from your organisation's OIA or LGOIMA
page.

 

 

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

 

References

Visible links
1. http://www.archives.govt.nz/
2. https://twitter.com/archivesNZ
5. mailto:[FOI #6765 email]
6. mailto:[FOI #6765 email]
7. mailto:[Archives New Zealand Te Rua Mahara o te Kāwanatanga request email]
8. https://fyi.org.nz/change_request/new?bo...
9. https://fyi.org.nz/help/officers

hide quoted sections