1718 0225 HARRIS Reply.pdf

Archives New Zealand, Mulgrave Street, Wel ington
Phone +64 499 5595
Website www.archives.govt.nz
Alex Harris
www.dia.govt.nz
Via fyi.org.nz
fyi-request-7060-
[email address]
Dear Alex Harris
Official Information Act request reference: 17/18-0225
Thank you for your request for official information, received by Archives New Zealand on
8 January 2018. You requested:
A copy of the register of deferred transfers [made under section 19(2) of the Public
Records Act 2005].
The Public Records Act 2005 (PRA) requires that public records that have been in existence
for 25 years are transferred to the control of the Chief Archivist. A mandatory transfer is not
required if:
• the public records are authorised for destruction in accordance with the Public
Records Act or are required to be destroyed under another Act;
• the public records are transferred to the control of the Chief Archivist before 25
years; or
• the transfer of records is deferred.
A public office may request a deferral of transfer for records 25 years or older that are
appraised as records of archival value. For a deferral to be approved, the disposal action is
likely to be ‘retain as a public archive’, or ‘transfer to Archives New Zealand’. Deferred
records must also have an Access Authority (AA) agreed, in accordance with section 44 of
the PRA. They must also be stored securely and preserved in sound conditions, in
accordance with the Information and records management standard.1
Section 22 (1)(d) of the PRA provides for the deferral of transfer for records of archival value
that contain sensitive information. A deferral of transfer under this section can only apply in
certain circumstances, which are set out in section 22(6) of the PRA. Such a deferral must
also be certified by the Minister responsible for the requesting public office, in consultation
with the Minister of Internal Affairs (who is responsible for Archives New Zealand).
1 https://records.archives.govt.nz/resources-and-guides/information-and-records-management-standard/.

The recommended period of time for deferral is no longer than five years. This is part of
Archives New Zealand’s policy to ensure that public offices are not paying for storage
unnecessarily, and it assists with the control of archival records. The public office may
revoke the agreement if it wishes to transfer prior to the end of the deferral period. The
Chief Archivist may choose to impose additional conditions as part of the agreement to
defer transfer; these will be documented if so.
I am releasing to you a copy of the Register of Deferred Transfers. The register lists all
classes of records that are or have been deferred, and any conditions placed on their
deferral. The register does not record any subsequent actions taken (e.g., transfer to
Archives NZ) at the expiration of the deferral period; that information is recorded elsewhere
as it is a separate action under the PRA. The register does not record instances where a
deferral was denied. No deferrals have been approved since 2014.
The Legacy Records Programme referred to in the register was launched in 2008 to help
public offices comply with their obligations to manage records in their custody that were
over 25 years old (records over 25 years of age are known as legacy records). A number of
public offices were granted deferrals of transfer as a result of the programme.
Please note that our Wel ington office is not accepting transfers due to the need for
remedial work to the Wellington repository following the Kaikōura earthquake. This
suspension is indefinite. We are working through the implications for deferral of transfer
this might have. To date, no deferrals have been processed as a result of this suspension.
You have the right to seek an investigation and review by the Ombudsman of this decision.
Information about how to make a complaint is available at www.ombudsman.parliament.nz
or freephone 0800 802 602.
Yours sincerely
Richard Foy
Chief Archivist (acting)
Archives New Zealand
Page 2 of 2

Register of Deferred Transfers
Deferral  Public office
Description of records
File reference
Period of deferral
Commencement  Expiry date
Notes
Status
Number
date
GCSB
All records over 25 years or older
25 years from date of
24/01/2002
24/01/2027 Under Archives Act 1957 remains in force under s64 of PRA
CURRENT
authorisation
2005
DT1
Security Intelligence Service
All records which carry a security
2005/1949
5 years for records over 50
21/06/2005
21/06/2010 (for records over 50 years old); Deferred by ministerial direction under s 22(1) d)
EXPIRED
classification, and all records
years old; 10 years for records
21/06/2015 (for records less than 50 years
provided by overseas governments
under 50 years old
old)
DT2
Maritime New Zealand
Seafarer candidate files
2005/2756
65 years from the date of the
14/11/2005
2070
CURRENT
last paper on file
DT3
New Zealand Police
Open unsolved offence and incident  2005/4857
70 years after the date of the
8/11/2005
2075 Signed by Deputy Commissioner
CURRENT
files
last paper or last activity on
the file
DT4
Minister of Foreign Affairs
Selected records which carry a
2005/4857
10 years from 10 April 2007
10/04/2007
10/04/2017 for those records over 25 yea s S gned by the Ministers
EXPIRED
security classification -- refer
old
eA30644
DT5
Securities Commission
Minute books, monthly meeting
2005/4857
10 years from 28 May 2007
28/05/2007
28/05/2017
EXPIRED
papers, sealed documents
DT6
Museum of New Zealand Te
Organisational records over 25 years 2011/4385
10 years from date of
24/12/2007
24/12/2009 This deferral is applied only to Te Papa's organisational records - EXPIRED
Papa Tongarewa
authorisation
not their special collections.
DT7
Wairarapa District Health
Wairarapa Hospital records over 25
2005/4857 (original file  5 years from date of
1/0 /2009
1/01/2014 Records currently held by the Wairarapa Museum. Deferral
EXPIRED
Board
years
2009/1739)
authorisation
granted to allow Museum to seek and be granted Approved
Repository status. Ref A344509
DT8
Rongotai College
Admissions and Withdrawal
2009/4984
30 Years from date of def rral
4/09/2009
4/09/2039 Not signed but Chief Archivist gave approval in letter A377264
CURRENT
Registers
agreement be ng signed
DT9
Maori Land Court
All records that are 25 years or older
2009/5694
5 ye rs fr m the date of the
23/09/2009
23/09/2014 Maori Land Court to keep in close contact with Archives NZ and  EXPIRED
de erral agreement being
to contact us in March 2010 during the development of their
signed
appraisal report and continuing as needed.
DT10
External Assessments Bureau All records over 25 years or older
2008/5597
5 years from the date of
13/01/2010
12/01/2015
EXPIRED
deferral authorisation
DT11
Archives New Zealand
Classes 2.3.1, 3.0.2, 3.0.4  and 3.0 5  2009/0929
10 years from date of
15/03/2010
15/03/2020
CURRENT
of DA350
authorisation
under the Official Information Act 1982
DT12
Ministry of Transport
Classes  8  4.1 and 4.3 of DA319.
2009/7762
10 years from date of
5/02/2010
5/02/2020 The records will be transferred to Archives NZ once they cease  CURRENT
authorisation
to have a business purpose and/or administrative function
DT13
Massey University
All records that are 25 years or older
2008/5932
5 years from date of
14/04/2010
14/04/2015 Massey University is conducting a Legacy Records Project and  EXPIRED
authorisation
will report their progress to us.
DT14
Scion / NZ  orest Research
All records that are 25 years or older
2008/6632
5 years from date of
28/04/2010
28/04/2015 Scion is conducting a Legacy Records Project and will report
EXPIRED
Institute
authorisation
their progress to us.
Released
DOC ID: KYDT2QVSND5F-857593654-47

REGISTER OF DEFERRED TRANSFERS
Deferral  Public office
Description of records
File reference
Period of deferral
Commencement  Expiry date
Notes
Status
Number
date
DT15
University of Waikato
All records that are 25 years or older
2010/3404
5 years from date of
21/07/2010
21/07/2015  Deferral requested under Legacy Records Programme
EXPIRED
authorisation
conditions.
DT16
University of Auckland
All records that are 25 years or older
2009/8772
5 years from date of
28/07/2010
28/07/2015  Deferral requested under Legacy Records Programme
EXPIRED
authorisation
conditions.
DT17
Department of Conservation
All records that are 25 years or older
2008/5703
to 31 December 2015
26/04/2010
31/12/2015 Deferral requested under Legacy Re ords Programme
EXPIRED
conditions.
DT18
University of Canterbury
All records that are 25 years or older
2009/9105
5 years from date of
14/07/2010
14/07/2015  Deferral requested under Legacy Records Programme
EXPIRED
authorisation
conditions.
DT19
Ministry of Fisheries
All records that are 25 years or older
2008/6052
5 years from date of
28/06/2010
28/06/2015  Defer al requested under Legacy Records Programme
EXPIRED
authorisation
conditions
DT20
Meridian Energy Limited
All records that are 25 years or older
2010/5809
1 year from date of
8/09/2010
8/09/2011 Deferral requested under Legacy Records Programme
EXPIRED
authorisation
conditions.
DT21
Industrial Research Limited
All records that are 25 years or older
2008/5891
5 years from date of
10/01/2011
10/01/2016 Deferral requested under Legacy Records Programme
EXPIRED
authorisation
conditions.
DT22
Victoria University of
All records that are 25 years or older
2011/0372
5 years from date of
28/01/201
28/01/2016 Deferral requested under Legacy Records Programme
EXPIRED
Wellington
authorisation
conditions.
DT23
Ministry of Social
All records that are 25 years or older
2008/6215
5 years from date of
10/02/2011
10/02/2016 Deferral requested under Legacy Records Programme
EXPIRED
Development
authorisation
conditions.
DT24
New Zealand Defence Force
Site and building plans (GDA4/13.6)
2010/7291
10 years from date of
24/03/2011
24/03/2021 The records will be transferred to Archives NZ once they cease  CURRENT
authorisation
to have a business purpose and/or administrative function, and
once security classification has lapsed.
DT25
Plant & Food Research
All records that are 25 years or older
2011/1343
2 years from date of
7/04/2011
7/04/2018 Deferral requested under Legacy Records Programme
CURRENT
authorisation
conditions.
Extended to 2018 on 07/04/2013.
DT26
Auckland University of
All records that are 25 years or older
2009/8758
Until 31/06/2015
2/09/2011
31/06/2015 Deferral requested under Legacy Records Programme
EXPIRED
Technology
conditions.
under the Official Information Act 1982
DT27
The Treasury
Records scheduled as "retain" under  2011/0078
5 years from date of
5/08/2011
5/08/2016 Records were considered for Appraisal as part of DA465. Long  EXPIRED
DA465
authorisation
term value was considered to be still uncertain, so 5 further
years were requested to make an appraisal decision.
DT28
Christchurch Polytechnic
All rec rds that are 25 years or older
2012/1039
5 years from date of
1/02/2012
1/02/2017 Deferral requested under Legacy Records Programme
EXPIRED
Institute of Technology -
authorisation
conditions
Legacy Records
DT29
Museum  f New Zealand Te
All records that are 25 years or older
2011/4385
10 years from date of
4/04/2012
4/04/2022 Signed agreement between the Chief Archivist and the CE of Te  CURRENT
P pa  ongarewa
authorisation
Papa
Released
DT30
AgResearch Limited
All records that are 25 years or older
2010/5794
5 years from date of
1/12/2012
1/12/2017 Deferral requested as part of their Legacy project which will be
EXPIRED
authorisation
completed by 2017
DOC ID: KYDT2QVSND5F-857593654-47