Consultation on LINZ Record Retention & Disposal

As a public sector agency, Land Information New Zealand (LINZ) is legally required to maintain a retention and disposal schedule for all paper records it holds that are over 25 years old. To facilitate this, LINZ has developed a draft appraisal report and retention and disposal schedule to identify:

• high-value archival items that require long-term preservation
• items of no archival value that are still required for LINZ’s business purposes
• items of very little value no longer required for LINZ’s business purposes.

LINZ is currently consulting on the draft report and retention and disposal schedule. The purpose of this consultation is to seek feedback from interested groups on the recommendations outlined in the draft report.

Consultation

Refer to the following documents:

• draft appraisal report (pdf 277KB)
• retention and disposal schedule (xls 66KB)
• example implementation guide (pdf 39KB)
• guide to making comments on disposal recommendations (pdf 43KB).

You can provide feedback on these documents by emailing your comments to customersupport@linz.govt.nz with the subject heading ‘LINZ disposal and retention consultation’.

Feedback must be received no later than 5pm on Friday 11 February 2011.

Following consultation by LINZ and consideration of feedback received, the schedule requires approval from the Chief Archivist at Archives New Zealand. The Chief Archivist has final responsibility for authorising the appraisal report and retention and disposal schedule.

Notes

LINZ is able to retain records for business purposes that do not require preservation by Archives New Zealand for as long as they are needed. For example, records can be retained for a period of time if an external party presents good reasons to LINZ to retain the records. A reason may include retaining certain records essential to resolving a legal matter.

Some record types are being recommended for destruction once they are no longer required for business or archival purposes.

Please note, in the draft appraisal report, the term ‘destroy’ is applied to records that do not have permanent archival value, and are therefore suitable for destruction. However, some of these records may not be destroyed due to, for example, the relationship to other records of value, or if they are required for business purposes.

If you cannot download the documents, please request paper copies by emailing customersupport@linz.govt.nz or phoning 0800 665 463.