Government Recordkeeping Surveys

What are the Government Recordkeeping Surveys?

Archives New Zealand runs an annual government recordkeeping survey which utilises section 31 of the Public Records Act. This requires the mandatory provision of information from government departments and other state sector organisations. We use the results of the survey to track indicators of improvement in recordkeeping across government including:

  1. Creating and maintaining full and accurate records
  2. Awareness of the regulatory environment
  3. Training and education
  4. Disposal, transfer and access decisions

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About the 2007 Survey

In June 2007 Archives New Zealand undertook the annual survey of recordkeeping in government. Research New Zealand was contracted to work with us on the project which had four broad phases:

  1. Prepare for the Survey
  2. Conduct the survey
  3. Report on the survey
  4. Communicate results

A total of 198 public offices were identified for the survey, and by the deadline for completion of the survey responses from 197 public offices (99.5%) were received. The high response rate means that the final results constitute an important benchmark for identifying current recordkeeping issues across government.

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Survey Results

Each agency that participated in the survey will receive a summary of their survey results. This will include a summary of your answers and compares the results from your agency with those of all survey participants.

Research New Zealand has also prepared a report ( 1.48 MB) on this year’s survey. This report analyses the survey responses and compares them with the results of last year’s baseline survey.

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How do we Use the Survey Results?

The results from the annual recordkeeping surveys allow us to identify current recordkeeping issues across government and enable us to target our advice, services and products.

The results of the survey also form the basis of the Chief Archivist’s Annual Report to Parliament on the State of Government Recordkeeping. In this there are a number of important recommendations on aspects of current recordkeeping practice public offices must develop over the coming year. The Annual Report on the State of Government Recordkeeping is part of our Annual Report which gets tabled in Parliament.

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Documents and Links

Full Report on 2007 Government Recordkeeping Survey ( 1.48 MB)
Annual Report 2007 (includes the Annual Report on Recordkeeping)
Annual Report 2006 (includes the Annual Report on Recordkeeping)
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Where to Find out More

If you have any questions about the Annual Government Recordkeeping Surveys please contact:
The Government Recordkeeping Programme
Archives New Zealand
Telephone: (04) 894 6037
Email: rkadvice@archives.govt.nz

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