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Core Paper Records Project

January 2000 Update

PAPER RECORDS: DECIDING ON STORAGE SOLUTIONS

Landonline is drawing nearer. With it comes the impending closure of branch offices and relocation of the tonnes of paper records that won't be electronically captured.

What records does LINZ have, how should they be stored, where and by whom? These issues have been addressed by questioning client groups and through internal research analysing records inventories and working with National Archives.

For the external research, an initial phone survey of 401 LINZ clients was followed by a discussion paper in mid-October last year. The paper outlined three options for comment. These ranged from regional/national centralisation of records (heavily accessed records held at LINZ regional offices), to a "diverse locations" option. This also allowed for some records to be retained and managed in local communities where a LINZ office may have closed.

The discussion paper yielded 133 written submissions, representing a wide range of interest groups and points of view. Of those who expressed a preference, most said the "diverse locations" option for storage would suit them best. Mortgages and encumbrances, non-live documents, deeds and old block sheets were picked as the most urgently required (<24 hour access).

A series of regional meetings followed at the end of October. LINZ Information Services Manager (of that time) Jenny McDonald says these public meetings provided excellent feedback and were well attended.

The internal research has involved workshops with LINZ regional and branch staff representatives. It has resulted in the identification of essential record sets, the processes they're used for, and needs for access.

In December last year the LINZ Executive Committee accepted a recommendation that a non-binding Request for Proposal (RFP) from LINZ will go out to the market this month. It opened on 10 January 2000, will close on 3 March, and seeks detailed proposals from commercial suppliers and community groups to house and manage certain LINZ paper records. The RFP is based on the records categories documented in the paper records inventory database and in the Retention and Disposal policy developed by LINZ and National Archives.

Jenny says the next steps will be shaped partly by the results of this RFP, but a priority will be to ensure consistency of access and timeliness of information retrieval throughout New Zealand. Future strategic priorities for LINZ will also play a part.

"We now have documented information on what records we have and where, associated retention information, principles and standards, and those are important steps forward in our records management," she says.

Contact for further information contact us.

At a glance:

  • Internal and external research into types of paper records needed by clients and LINZ staff and their access requirements has been completed.
  • LINZ and National Archives have developed a retention policy and schedules.
  • Record keeping standards have been developed and are on the LINZ website.
  • LINZ is issuing a Request for Proposal from commercial providers and community groups interested in managing LINZ paper records.

SETTING STANDARDS FOR STORAGE AND ACCESS

The proposals from commercial suppliers and community groups to house and manage LINZ paper records will be required to meet the LINZ Core Paper Records Standards that were drawn up last month.

"LINZ will also be required to meet these standards. They're more stringent than current practices," explains Jenny McDonald, "but it's timely that we draw a line in the sand stating how our records should be kept."

The standards cover:

  • Access: allows for appropriate access; sets standards for readability, identification and classification systems, and physical handling.
  • Timeliness: delivery must conform to LINZ operational standards.
  • Storage environment: must be accessible but safe, with appropriate risk management in place.
  • Handling and transport: must minimise risk of damage.
  • Security: access must be controlled to ensure sensitive information is protected and unauthorised access to or tampering with records is prevented.
 
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