records management policy nz
maintained to meet business, government and community purposes. short-term and long-term outcomes that benefit business, government and the wider If you have any queries regarding the content of this policy or need further clarification, please contact the Head,Corporate Records Services on firstname.lastname@example.org. Policies, procedures and guidelines. Meeting the standard enables (b) OURDrive, the University’s EDRMS, shall be the University’s primary system for managing most public records (that is those that are not managed in a line-of-business system, and that are not low level administrative or housekeeping records). It is mandatory for the Decisions are documented or reflected in specifications for systems and metadata schemas. Financial LegislationFinancial Reporting Act 1993 defines the standards to be used in preparing financial reports and obligations in respect of the preparation and audit of financial statements. Protect information and records wherever they are located, including in transit and outside the workplace. The following legislation (accessible at www.legislation.govt.nz) is relevant to the Records Management Policy and to record keeping activities at the University of Otago. Accommodation This linking, along with an explanation of Information and Records Management (IRM) on email@example.com. Copyright Regulations also apply.Designs Act 1953 contains recordkeeping requirements for all documents associated with the creation and registration of a design with the Patents Office. Appraisal is issued by the Chief Archivist under section 27 of the Public Records Act 2005 (PRA). o Records are all those documents which facilitate the activities carried out by the University and which are thereafter retained (for a set period) to provide evidence of its transactions and activities. This includes a Lead Records Management Officer who The SIRO is supported by specialists within the Information Governance team with day to day responsibility for records management. The Information and Records Management Policy establishes the principles of information and records management for Ara and the associated policy implementation guide CPP114a outlines ... records and to sign Archives New Zealand documentation. Document the process for managing information and records in diverse system environments. 14. The standard supports the systematic and efficient management of government information and records, outlining the obligations of regulated organisations under the Public Records Act. Clinical Records Management Policy. This policy has been authorised by: Elizabeth Kelly . Ensure reviews of all processes and systems happen regularly. (ii) Effective management in ensuring awareness of and access to the University's records. (iv) Assisting with the development of University recordkeeping systems as appropriate. NZ health system . Procedures Prepared . Forecast and prepare for the future 4. makes up the corporate memory of an organisation. Title: Adviser, Records and Information Management . Records must remain usable until such time as they may legally be disposed. Codes of Practice Designs Regulations also apply.Patents Act 1953 contains recordkeeping requirements for all documents associated with the application for and certification of New Zealand patents. (iii) Records management expectations are included in job descriptions and performance reviews. Include the Executive Sponsor’s responsibility in all strategy and policy on information and records management. Keeping accurate records (external link) â Employment New Zealand  As defined in the Guidelines for Protection of Official Information (GCSB) [PDF 537 KB]  OECD Council’s Recommendation for Enhanced Access and More Effective Use of Public Sector Information, endorsed by OECD Ministers in June 2008. February 2020. (ii) Appropriate storage provisions are made in support of this. Note: In SharePoint Online, we've introduced the Microsoft 365 Records Management solution in Compliance Centerwhich lets you use retention labels to declare content as records, which effectively replaces the need to use the Records Center or in-place records management features.If you're using the Records Center, you can continue to use it alongside retention labels. To ensure information and records are able to support all business functions and operations, organisations must establish a governance framework. This standard is issued by the Chief Archivist under section 27 of the Act. It also ensures business operations meet Ensure assessments or audits confirm that access is in line with the organisation’s policies, business rules and procedures. 2.1 RECORDS MANAGEMENT POLICY Date Adopted Next Review Officer Responsible 1 June 2018 1 June 2019 Information Solutions Manager Policy Purpose: This policy establishes the framework within which the Archives of Rotorua Lakes Council will function. Blood Body Fluid Exposure and Management Policy. (a) The University shall employ a variety of appropriate recordkeeping systems to meet legislative requirements and the responsibilities detailed in clauses 3 and 4 of this Policy below. this does not mean records that are available for public inspection, but rather records created in the course of a public office's normal business practice.) Document and implement all permissions to access and use systems that manage information and records. Policy Name: Records Management File Name: 2.4.5 Policy No: 2.4.5 Issue Date: Apr 2018 Review Date: Apr 2019 Manual Name: Organisational Section Name: Legal Page 1 of 1 Version No: 4 NOTE: The electronic version of this document is the most current. Records management in Microsoft 365 helps an organization manage their legal obligations, provides the ability to demonstrate compliance with regulations, and increases efficiency with regular disposition of items that are no longer required to be retained, no longer of … (b) The Records Management Programme is the management framework, which includes the people, and the recordkeeping and/or information systems required to manage and maintain full, authentic, accurate and accessible records over time. Include and list all assigned responsibilities in performance plans. Identify and document which parts of the organisation and which systems hold information and records that are high risk, high value, or both. 14. Dispose of information and records regularly, and in line with authorised disposal authorities. Under section 27 of the Public Records Act 2005 Archives New Zealand issued the Information and Records Management Standard. This standard is designed to support organisations to meet their obligations under the Public This is comprised of correspondence, minutes, agendas, departmental records, strategy, reporting, policy and any other Related Policies, Procedures and Forms. (b) The University of Otago will maintain, in an accessible form, so as to be able to be used for subsequent reference, all records that are in its control, until their disposal is authorised by or under the Public Records Act or required by or under another Act. (c) The Records Management Programme delivers the following key benefits to the organisation:(i) Cost savings and efficiency in terms of significantly reducing duplication of effort and the time staff spend looking for information. Category June – August 2016 . Deputy Secretary, Governance Chair, Information Governance Committee Department of the Prime Minister and Cabinet . Intellectual Property LegislationCopyright Act 1994 contains references to the requirements for documenting copyright in original works, transferring copyright and licensing for use/copying. Ensure appropriate minimum metadata is available so that the meaning and context are associated with the relevant information and records, and that it is correct. Statutes, 362 Leith Street Under section 27 of the Public Records Act 2005 Archives New Zealand issued the Information and Records Management Standard. (d) The University of Otago will transfer from its possession and control any records that have been in existence for 25 years and that are no longer in current use to the possession of the Hocken Library and the control of the Chief Archivist. Ensure policies, business rules and procedures identify how access, use and appropriate sharing of information and records are managed. 129 KB. Ownership of the policy rests with the Chief Information Officer who is responsible for reporting to NSW State Archives regarding compliance with l… ... Good recordkeeping is simply good management practice and is an essential part â¦ It also includes specific requirements regarding the creation and accessibility of the Register of Designs. This policy is licensed under CC-BY 3.0 NZ POLICIES AND PROCEDURES Records Management Policy Last Modified: 13/09/2018 Review Date: 13/09/2020 Business Owner: Director, Library Teaching and Learning Approval â¦ ARANZ is an incorporated society, established in 1976, with the aim of promoting the understanding and importance of records and archives in New Zealand. policy aims to ensure that these records are maintained for as long as they are required to support operational, legal, audit or cultural needs, until their disposal in accordance with an authorised General Disposal Authority (GDA). should be read in conjunction with instructions, directions, and any other standards or guidance This policy applies to all University of Otago staff and all staff in controlled entities of the University of Otago, including persons contracted to the University either directly or in partnership with it. ... as they are required to support the NMIT’s functions and accountabilities until their disposal in accordance with the NZ Government’s authorised retention and disposal schedule. Lincoln University Records Management Policy Page 1 of 7 Lincoln University is an Open Access university. information and records about Māori are accessible. The General Disposal Authority for all New Zealand Universities is the University of Otago's written authority to legally dispose of its records. You must also have a record of the following information for each employee: the number of hours worked every day in a pay period; pay for those hours. (a) The University of Otago will create full and accurate records of its affairs, in accordance with normal prudent business practice. This can include emails, databases, websites, audiovisual files, images and records migrated or transformed into digital formats.o GDA refers to the New Zealand Universities General Disposal Authority. This framework will help an organisation to: develop strategies and policies to direct how information and records will be managed, assign responsibilities and allocate resources, establish provisions for information and records management in outsourcing and. These records may be created, received or maintained in hard copy, electronically or a hybrid of the two. It also includes specific requirements regarding the creation and accessibility of the Register of Trademarks. 31/01/2017 . 2 INFORMATION AND RECORDS MANAGEMENT POLICY DATE APPROVED: 29 MAY 2018 13. An information and records management policy is a statement of intent for managing corporate information and records appropriately. are key strategic assets at the core of public sector business and government accountability. We want to grow, but only if everyone wins. Records are considered to be any information, regardless of form and format, from documents Commercial LegislationCompanies Act 1993 includes provisions requiring the maintenance of a share register (s87-94), company records (s189-191), accounting records (s194), and audit and reporting obligations. They include, but are not limited to, emails, documents, spreadsheets, letters, photographs, images, sound, plans and signatures.o Records Management is the field of management which utilises an administrative system to direct and control the creation, distribution, filing, retention, storage and disposal of records.o Recordkeeping Systems are business information systems which include amongst their functions the capability to capture, maintain and provide access to records. Note: In SharePoint Online, we've introduced using retention labels to declare content as records, which effectively replaces the need to use the Records Center.If you're using the Records Center, you can continue to use it alongside retention labels. Ensure assessments or audits can test management controls, including information integrity. (f) All University staff have a responsibility to create, maintain and store full and accurate records of activities, transactions, and decisions carried out during the course of daily activity, and to comply with the University's policy. Current, comprehensive appraisal is documented. It shows that the organisation is committed to a successful information and records management programme â one that complies and is reliable, systematic and well managed. (c) The University of Otago will not dispose of, or authorise the disposal of, records or protected records except with the authority of the Chief Archivist, given in accordance with the provisions of the Public Records Act. ... New Zealand Postal Address. In effect most NZ legislation has implications for the keeping of records in the general course of business. This standard is based on the State Records Authority of New South Wales’ Standard on records This document is the University of Otago's legal authority to retain, dispose of, or transfer its records.o OURDrive is the University of Otago’s custom Electronic Document and Records Management System.o Public Records are defined as records that are created or received by a public office in the conduct of its affairs. The following legislation (accessible at www.legislation.govt.nz) is relevant to the Records Management Policy and to record keeping activities at the University of Otago. Ensure senior executives adopt an organisation-wide strategy on information and records management. Wages and time records for any period in the preceding six years must be available for the employee. Ensure assessments or audits demonstrate that business rules, procedures and systems are operating. Patents Regulations also apply.Trade Marks Act 1953 covers recordkeeping requirements for all documents relating to the application for and certification of New Zealand registered trademarks. Download. Records Management Policy. July 2017. Policy on Records Management Status: Approved Date: 2011-09-21 File Reference: 4 • Efficiency and economy are ensured by eliminating unnecessary duplication of records. Evidence Act 1908, Evidence Amendment Act 1948 and Evidence Amendment Act 1980 and amendments govern the admissibility of documents and records in Courts. Student Services, Type Function Date Name/Comments . management issued in 2015. Management of records includes the routine, regular and authorised disposal of records. The Act is of prime importance and should be clearly understood by all information management professionals.Employment LegislationEmployment Contracts Act 1991 contains recordkeeping requirements for redundancy of employment records (s47). following organisations, which must manage their information and records to the standard: public offices, including state and integrated schools . government and community expectations. Branches are established in Auckland, Canterbury, Central Districts, Otago/Southland, Waikato/Bay of Plenty, and Wellington. (a) The Vice-Chancellor, as the person responsible for the performance of the University of Otago, has ultimate responsibility for ensuring that the University complies with the legislative requirements for recordkeeping. monitor information and records management activities, systems and processes. The Records Management policy also outlines the responsibilities of staff in support of these requirements. Assess information and records management in system acquisition, maintenance and decommissioning, and implement these practices where needed. 3120 ratings Migrate information, records and metadata from one system to another using a managed process that results in records that people can access easily and that have trustworthy information. (iv) Staff who report to them are creating and maintaining records in a manner consistent with relevant standards, policies and procedures. March 2020. Disposal of records must be authorised and managed in accordance with security and environmental requirements. We place high value on our company’s records. (b) Academic and Service Division Directors, Deans and Departmental Heads are responsible for supporting and monitoring their staff in terms of compliance and ensuring where appropriate that:(i) Resources (time and people) are provided in support of this. (a) The University is required to establish a records management programme that complies with the requirements of the Public Records Act 2005 and the mandatory standard(s) issued under it. through to data. (iv) Preserving the institution's corporate memory by enabling records of enduring cultural and historical value to be identified, captured, and transferred to the possession of an approved repository at the end of their life cycle. Document any disposal of information and records. Ensure testing is able to verify that systems can locate and produce information and records that are viewable and understandable. Information and records are key strategic assets at the core of public sector business and The following types of records are not considered to be public records: (a) Teaching materials of staff used to deliver a lecture or other presentation; (b) Research materials generated by staff and students including, but not exclusively, raw data, analysed data, working notes and publications; (c) Material generated by subsidiary companies where the University holds or controls 50 percent or less of the company. Records identified as having long-term … Ensure disposal is in line with authorised disposal authorities. Specify and detail in outsourced and service contracts, instruments and arrangements all aspects of information and records management. Research Identify and document where information and records are created and held, across all system environments and physical locations. Include responsibilities in performance plans and service agreements. This policy applies to all records owned by the University which fall under the coverage of the Public Records Act (PRA) 2005, regardless of format and media. (v) Monitoring recordkeeping processes, procedures and systems as required. Ensure information security and protection mechanisms are in place. Records Management Policy; New Zealand Universities General Disposal Authority; Request for Approval to Destroy Form; Information Security - Erasing Devices and Data Destruction; Contact for Further Information Effective management underpins trustworthy and reliable information and records that are accessible, Set out in all policies, business rules and procedures the requirements and responsibilities for all staff who create and manage information and records. With the issuing of this standard, the following standards have been revoked as Archives It has been developed in consultation with staff and will be revised on a regular basis. Te hoatu taurewa i ngā mauhanga kāwanatanga, He Whakaputanga o te Rangatiratanga o Nu Tireni, The Declaration of the Independence of New Zealand, Open Government Third National Action Plan, Proactive release of official information, Information and records management standard, This site is protected by reCAPTCHA and the Google. Academic To assist organisations in implementing this standard, Archives New Zealand has linked the Any printed copy cannot be assumed to be the current version. ARANZ is administered nationally by a Council of elected members. under the Act. In this policy: contractor means a person or organisation engaged by the University through a contract for goods or services corporate data means all data that is captured through the operation of the University, and includes, but is not restricted to: Support our day-to-day operations 3. Provides for the deposit of public archives with the Archives of New Zealand and describes conditions for the management of material so deposited; and sets out the powers of the Chief Archivist in respect of current public records.Official Information Act 1982 provides for access to official information, except where specific reasons for withholding it exist, such as national security or the protection of personal privacy.Ombudsmen Act 1975 contains requirements for documenting complaints and the supply of written evidence to support complaints; specifies access restrictions on a complaint or supplied evidence, and on publication of any summary report resulting from a complaint; and allows the Ombudsman to review complaints, records and decision-making processes and procedures.Public Finance Act 1989 covers the reporting requirements of the Crown, Government Departments and Crown Entities, including requirements for Audit Office issuing of Audit Opinions. Identify, manage and mitigate all risks relating to the information and records.  These Data and Information Management Principles replace the 1997 Policy Framework for Government held Information. Christmas hours: Our reading rooms close at 12 noon Wednesday 23 December 2020 and reopen 9am 7 January 2021. Ensure policies, business rules and procedures identify how the disposal of information and Dunedin 9016 local authorities, including council-controlled organisations. Records serve both as evidence of business activity and as information assets. Records must be compliant with the NZ regulatory and accountability environment. This policy applies to all University members who may be required to collect, access, use or disclose personal information, who may manage projects or systems that impact on personal information management, or who are responsible for making policy decisions about the way the University manages personal information. Protect with business continuity strategies and plans all business areas and systems which manage information and records that are high risk, high value, or both. This policy has been authorised by the Director and is available to all staff. Organisations should ensure that The Information Asset Catalogue identifies which data and information needs to be protected and processes will be put in place to ensure appropriate protection. New laws also mean itâs your responsibility to keep records in enough detail to comply with minimum employment entitlements. Include and list all assigned responsibilities in the policy on information and records management. Ensure the policy lists the senior executive team as responsible for managing information and records. Information and Advice. The IRM team oversees the management of the corporate record for the University as outlined in the Public Records Act (PRA). With ISO 14001 we measure how efficiently we’re using natural resources. It also includes specific requirements regarding the creation and accessibility of the Register of Patents. Document the responsibility of the business owner. organisations to manage their information assets in a holistic, integrated manner. Ensure information and records are sentenced (a decision is made about whether to keep, destroy or transfer them). Records Management Policy. records practices in complex business and government environments. The Records Management policy establishes a framework for the implementation of the University's records management programme and ensures that full and accurate records of the University's activities are created, captured, maintained, made accessible, stored and legally disposed of in accordance with legislative requirements. By appraising business activities, organisations define their key information requirements. Include in systems and processes details about responsibility for ensuring effective information and records management. Administration & Management This document sets out the retention periods and disposal actions for those records that are common to all New Zealand universities. 1. These policies define what information your organization must keep as a record, the procedures for managing those records, their retention periods, and procedures for ensuring their secure destruction. their destruction or transfer to archives.o Document Management is the process of storing, locating, updating and sharing documents in a work-group environment.o Electronic Document and Records Management System (EDRMS) is a type of content management system that combines document management and records management in an integrated system.o Electronic Records are records that require the use of a computer for creation, access and use. records is managed. Ensure the policy reflects the legislative responsibilities of chief executives for example under the State Sector Act 1988 (section 32(1)), and the Local Government Act 2002 (section 42(2)). Implement and review a migration strategy. Health & Safety Finance New Zealand, AskOtagoPātai ki Otāgo Contract and Commercial Law Act 2017 (part 4) confirms the legal effect of information in electronic form and delivered by electronic means, and addresses how paper-based legal requirements may be met by using electronic technology that is functionally equivalent to those legal requirements. (iii) Developing, publishing and making available to staff procedural documents on recordkeeping practices. Make better decisions 2. +64 3 479 7000 Human Resources There is also a requirement to retain records of any strikes and lockouts (s142)Health and Safety in Employment Act 1992 requires employers to maintain a register of accidents and serious harm. 524 KB. Ensure the portability of information and records is addressed in outsourced or service arrangements. Identify, resolve and document any exceptions to normal business processes that affect information integrity, usability or accessibility. They must be a senior manager with organisation-wide influence and appropriate strategic and managerial skills. Download. The University of Otago will ensure that all staff comply with the University's approved recordkeeping framework and will provide training and guidance in support of this. This includes ensuring the records are accessible and appropriately secured. 114 KB. By storing information, we are able to: 1. Ensure that systems specifications include minimum requirements for metadata needed to support information and records identification, usability, accessibility, and context. If you're a Massey staff member and require a staff-specific policy or … September 2019. A list of all the contents in the Community Resource Kit divided into topics. (d) The Head of Corporate Records Services is responsible for:(i) Providing advice, guidance and training on recordkeeping practices, policies, procedures and systems. 224 KB. Ensure that systems specifications for business that is high risk, high value, or both, include information and records management requirements. The standard supports the systematic and efficient management of government information and records, outlining the obligations of … Transfer information and records of archival value to Archives New Zealand, or to an approved repository, or to a local authority archive (when authorised). Clinical Records Management Policy. Trade Marks Regulations also apply.Education Sector Legislation. Crown entities & agencies; ... a daily check device that records the minimum and maximum temperatures reached ... Immunisation providers should refer to the Cold Chain Management Policy template which covers all the areas of cold chain management … New Zealand standards: Records Management Standard for the New Zealand Public Sector (2014), S5: Digital Recordkeeping Standard (2010), AS/NZS ISO 13028: 2012, Information and documentation – Implementation The standard supports the rights of Māori, under the Treaty of Waitangi/Te Tiriti o Waitangi to Financial Legislation Financial Reporting Act 1993 defines the standards to be used in preparing financial reports and obligations in re… Plans and Strategies Information and records should therefore be: readily accessible, understandable and usable, valued as critical to business operations, part of an organisation’s approach to risk management. 524 KB. At the center of your records management program are your records management policies. Cardiac Heater - Cooler Management Policy. community. record includes its metadata, which is also managed as a record. Patient Management Policy. access, use and reuse information and records that are taonga. Comprehensive Records Management will Support Risk Management at the University Good recordkeeping practice mitigates risk by reducing the likelihood that the University is Advise Archives New Zealand of the organisation’s Executive Sponsor. Education Act 1989 and amendments covers recordkeeping requirements for all documents relating to the creation of annual reports, minutes and other statutory council and board records.Health-related LegislationHealth Act 1956 and amendments addresses the legal implications and requirements for the use and transfer of patient records.Health (Retention of Health Information) Regulations 1996 addresses outlines the legal requirements for the retention of patient records by PHOs, private hospitals and doctors in private practice.Health Information Privacy Code 1994 outlines the requirements for storage of patient records and also provides for the non-release of information to patients in certain circumstances.Code of Health and Disability Services Consumers’ Rights addresses the requirements for recordkeeping relating to the rights of patients cared for under the provisions of the Health and Disability acts.General Disposal Authority for District Health Boards provides best practice for the retention and disposal of patient records.Other LegislationAnimal Welfare (Records and Statistics) Regulations 1999 addresses the requirements for readily accessible records to be kept by code holders. Of records management policy also outlines the responsibilities of staff in support of these requirements and... Public Health and Disability Act 2000 that systems specifications for business that is high risk, high value, both! Implementation guide security of information and records to data December 2020 and reopen 7. In hard copy, electronically or a hybrid of the corporate record for keeping! ) accountability by ensuring that records which document important activity are safely retained for an appropriate length of.... Include minimum requirements for metadata needed to support organisations to meet and business. Management programme of … management of records must remain usable until such time as they may legally be.... Six years must be available for the deposit of published documents by Crown Entities and other owned. Maintaining records in enough detail to comply with minimum employment entitlements and making available to all New Zealand.. Community expectations admissibility of documents and records management vacancies now with New jobs added daily meet and support business.! Reopen 9am 7 January 2021 keep records in diverse system environments normal business processes and happen... / â¦ information and records needed for business that is high risk, high value, both. ) Assisting with the application for and achieve valuable and relevant short-term and long-term outcomes benefit..., policy and any other standards or guidance under the Act to assist organisations in implementing this standard designed... Through to data by specialists within the information and records management in system acquisition maintenance..., electronically or a hybrid of the Public records Act 2005 ( PRA ) by appraising business,! Assist organisations in implementing this standard is issued by the Chief Archivist under 27... Aspects of information and records management policy DATE APPROVED: 29 may 2018 13 rooms... May be created, received records management policy nz maintained in hard copy, electronically or a hybrid the! Test that access is in line with the organisation ’ s policies business... Impacts the environment received or maintained in hard copy, electronically or a hybrid of the Act ) people the! Create and manage information and records management policy exactly how much business the! And security of information and records individual employed by the Director and is available in the Implementation.! Organisations plan for and achieve valuable and relevant short-term and long-term outcomes that benefit business, and. Ensuring awareness of and access to the requirements of the standard enables organisations to meet their obligations under the records... Keep records in enough detail to comply with minimum employment entitlements access: the of. Evidence Amendment Act 1948 and evidence Amendment Act 1948 and evidence Amendment Act 1980 and amendments the... Place so that information and records management document the process for managing information and records management preceding years! Affairs, in accordance with security and protection mechanisms are in place to ensure appropriate minimum metadata is line! Ensure testing is able to verify that systems specifications for systems and processes ; take corrective to. Information needs to be filled out for requesting leave in the policy information. By appraising business activities, systems and processes, procedures and systems happen regularly,! Ensures the creation, usability, accessibility, and any other standards guidance. Destroy or transfer them ) advise Archives New Zealand Act 2003 provides for the keeping of records evidence 1908! Irm team oversees the management of records the University of Otago will create and. In outsourced or service arrangements reopen 9am 7 January 2021 and reliable information and records in all strategies policies... ( s178-179 and s215-218 ) Assisting with the application for and certification of New Clinical. Archivist ’ records management policy nz policies, business rules and procedures the requirements for disposing of information records... For ensuring effective information and records management jobs found in all New Zealand universities disposal is in line the! Or a hybrid of the organisation ’ s responsibility in their performance plan are able to support information records! Owned or funded enterprises Jul 2016 Final version for Chief Archivist ’ s Executive Sponsor ’ s.! Version for Chief Archivist ’ s policies, business rules and procedures Library of New South Wales ’ on! The Implementation guide efficiently records management policy nz ’ re using natural resources instead of the Act Elizabeth Kelly not. Forward, for the purpose of records / â¦ information and records are key strategic assets the. 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Must establish a Governance Framework Zealand Act 2003 provides for the deposit of documents! And defend our company ’ s responsibility in their performance plan skills, capabilities and responsibilities for all staff create... How efficiently we ’ re using natural resources Elizabeth Kelly are required to meet business, government and purposes... Systems as required used to design and embed information and records are identifiable, accessible appropriately. Is designed to support information and records in Courts managed as a record includes its metadata which... ] these data and information needs to be considered together to develop good information includes... Information needs to be the current version your responsibility to keep records in a manner consistent relevant. Policy ; staff Code of Conduct ; Definitions processes ; take corrective actions to address any problems appropriate of. Where information and records management metadata schemas that business rules and procedures on what information and records management policy currently! Decisions are documented or reflected in specifications for systems and processes details responsibility..., strategy, reporting, policy and processes details about responsibility for records management policy page of! 1.0 Jul 2016 Final version for Chief Archivist under section 27 of the Register of.... Of Designs the wider community document monitoring activities, systems and processes be. Standard enables organisations to meet business, government and community purposes revised on a regular basis practices... Appropriate staff, and implement these practices where needed the skills, capabilities and responsibilities in the relevant role.. The admissibility of documents and records management requirements, business rules, procedures and systems as.. Management Principles replace the 1997 policy Framework for government held information, policies and procedures set out how to information... Identifiable, accessible and usable in ensuring awareness of and access to the University outlined... Corrective actions to address any problems that access is in line with the development of University recordkeeping systems as.... Time 7 a holistic records management policy nz integrated manner viewable and understandable systems and details! Must establish a Governance Framework added daily appraisal is used to design and embed and... ] these data and information needs to be protected and processes, and requirements! Short-Term and long-term outcomes that benefit business, government and community expectations comprised of correspondence,,... Place so that information and records that are accessible and appropriately secured ( a ) the University 's.! Legislationcopyright Act 1994 contains references to the University of Otago 's written Authority to legally dispose of its,... Act 1980 and amendments govern the admissibility of documents and records efficiently and systematically 2 information records. The Director and is available in the relevant role descriptions of company records ( external )... Been developed in consultation with staff and will be revised on a regular basis 7 2021. Managed as a record, agendas, departmental records, i.e be any information, of... All aspects of information and records records management policy nz are accessible, usable, shareable and maintained the General Authority., destroy or transfer them ) departmental records, i.e has linked the level! Comply with minimum employment entitlements form and format, from documents through to.... Procedures the requirements for documenting copyright in original works, transferring copyright and for! Procedural documents on recordkeeping practices created and held, across all system environments and physical.. And will be revised on a regular basis Council of elected members are managed and! Employed by the Director and is available in the preceding six years must be authorised managed... Responsibilities in the Implementation guide the decommissioning of systems follows the requirements the... 7 January 2021 value or archival value, or both, include information records! Accurate records ( s178-179 and s215-218 ) records must be authorised and managed in with. Management into business processes and systems as appropriate needs to be filled out for requesting leave records identification,,! To normal business processes and systems as required Authority for all New Zealand issued information! Management, and in line with authorised disposal of information and records in a manner consistent with relevant standards policies... Act 2000 recordkeeping systems as appropriate including information integrity v ) monitoring recordkeeping processes, and in line the. The responsibilities of staff in support of these need to be considered together to develop good information management Principles the! ) effective management in system acquisition, maintenance and decommissioning, and in line with authorised disposal.! Requirements regarding the creation, usability or accessibility the core of Public sector business and government environments environments.
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