Digital information management includes both data management and records management. There are standards and principles governing data and public records in the digital space, as well as requirements for protecting people’s privacy and managing security online. All of these need to be considered together to develop good information management practices.
The Public Records Act 2005 establishes a regulatory framework for information and records management across the public sector.
The regulatory framework is managed by Archives New Zealand. They administer the mandatory Information and records management standard and maintain the Records Toolkit which includes supporting resources and guides for practitioners.
Public offices and local authorities have obligations under the Act to create and manage of information and records. Responsibilities for preserving and providing access to information and records of long-term, cultural and historical value are also included in the Act.
Information and records management standard
The mandatory Information and records management standard covers information and records in any format. It is designed to support digital information management as the public sector continues its transition to digital business processes.
The standard recognises the rights of Māori under the Treaty of Waitangi to access, use and reuse information that is taonga.
The standard outlines 3 principles, including advice about the minimum compliance requirements and examples of how to meet them. An implementation guide is also available in the Records Toolkit.
- Organisations are responsible for managing information and records
- Information and records management supports business
- Information and records are well managed.
Data and Information Management Principles
The NZ Data and Information Management Principles require that data and information held by government, on behalf of the public should be:
- trusted and authoritative
- well managed
- readily available
- without charge where possible
- reusable, both legally and technically.
Personal and classified data and information must be protected.
The Declaration on Open and Transparent Government, approved by Cabinet in August 2011, is supported by the Data and Information Management Principles.
Managing information, data and records appropriately:
- enables the public to hold the government accountable
- provides the foundation for sustainable and effective products and services
- supports decision making
- outlines responsibilities
- documents rights and entitlements
- drives collaboration and communication
- facilitates and enables creativity and growth
- preserves public knowledge for discovery and reuse
- makes up the corporate memory of an organisation.
The Information and records management standard and implementation guide helps agencies meet the requirements of the Public Records Act 2005.
Consult the Records Toolkit for detailed information about digital information and records management for the public sector.
You can use the enterprise architecture template and guidelines as a starting point to develop an information asset register. This is the best way to document information and records as strategic assets.
The Records Toolkit blog is another tool to help you keep up to date.
Contact Archives New Zealand via email if you have specific questions.