Summary information from personnel management information systems documenting employees' name, position, salary, dates of employment, gender and date of birth. Help us improve your experience by taking this short survey, 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, This site is protected by reCAPTCHA and the Google, List of protected records for local authorities, Up to date information on the status of our reading rooms under the revised COVID-19 alert levels. 25. Principles for managing data and information held by the New Zealand Government. The Chief Archivist may identify these records to recommend their preservation or to obtain public access to the record by the public. Back; Apply for a visa; Tools and information for meeting criteria; Waiting for a visa. Archives which contain personal or classified information must be identified and protected. A guest post by Archives New Zealand. Tag Archives: protected. This section provides help in some key areas. In addition to files and documents affected by the requirements of any other section of this notice, records that document policy development or provide evidence of legal action, controversy, submissions on legislation, legal or administrative precedent, important instances of application of policy and records which provide evidence of performance of primary functions. All previous Local Government Schedule notices by the Chief Archivist published in the New Zealand Gazette are revoked and superseded by this “List”. 11. Patient records are a crucial part of medical practice. This system was designed for paper-based records; it is not easily adapted to modern government work and is not widely understood. For further information please contact us through our ask an archivist service. (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. The Chief Archivist instructs local authorities to maintain protected local authority archives (referred to below as ‘archives’) in accordance with the following requirements: 1. 26. 2/3 signup; 500; About Us; Activate gift subscription; Advertise; Archive Search Results; Audio Search Results; Cart; Checkout; Contact Us; Entry received; Free access to NZGeo.com for schools; Free access to NZGeo.com for schools; Free access to NZGeo.com for schools; Home ; How do I use my digital subscription? This copyright work is licensed under the Creative Commons Attribution 3.0 New Zealand licence. Dedicated storage areas for archives must be insulated from the climate outside. Research your family history. explain… The Access Register contains information on restrictions placed on public access to public archives, local authority protected records in the control of the Chief Archivist and public records that are 25 years or older. Managing patient records Introduction Patient records reflect a doctor’s reasoning and are an important source of information about a patient’s care. Protected records are local authority information and records declared by the Chief Archivist under section 40(1) to be protected for the purposes of the Act. Temperature ranges in Section 3.6 corrected. The dataset includes reserves but it is not a complete set. Electoral Records created by the local authority including signed rolls and ratepayers’ lists. To prevent an existing DNS record set against modification, apply a ReadOnly lock to the record set. When local authority functions are or have been contracted to a private company. Records which relate to property or assets owned by and/or administered by the local authority. You have a duty to protect the confidential data of your patients under the Data Protection Act (1998) and civil monetary penalties … Policy directives, instructions and memoranda. Procedures must be in place for retrieving, handling and re-shelving archives. The present list includes only those classes of local authority records which, in the opinion of the Chief Archivist, are worthy of preservation for administrative, accountability, heritage or research reasons. Birth, death, marriage, civil union and name change records are a public register — anyone can generally request copies of someone's information. This includes protected information and records that are no longer in current use or have been in existence for 25 years or more. Rating records, including special rating records but excluding those relating solely to the payment of rates. 13. and replaced with the Information and records management standard (16/S1) in July 2016. Archives must be stored using shelving or equipment appropriate to the format and size of the items. The Public Records Act defines a local authority record as: “…a record or class of records in any form, in whole or in part, created or received (whether before or after the commencement of this Act) by a local authority in the conduct of its affairs.”. Under section 40(2) of the Act a local authority must provide for the adequate protection and preservation of protected information and records it holds, in accordance with any applicable standards or instructions issued by the Chief Archivist. All records must be secured against unauthorised access, modification, theft and vandalism to ensure their authenticity and integrity. Visit us to find out how to apply for a visa or NZeTA, employ migrant workers, and assist students and refugees. Archives must be stored in conditions where temperature does not fluctuate by more than ±2 degrees Celsius in a 24hr period, and seasonal variations are not more than ±5 degrees Celsius over a year. All agenda, minutes and papers of meetings of the senior/executive management team. Māori became one of NZ's 3 official languages in 1987. Management of civil defence emergency events. Historic and heritage matters relating to the local authority and its region. Explanatory note added to 1.2 Background in square brackets. Guidance on this is available. It prevents the record set from being deleted, but it does not prevent it from being modified. Prescribed records could be public records, archives or protected records currently in private hands that the Chief Archivist has indicated an interest in. This notice is specifying classes of local authority records that may not be destroyed unless prior approval is given by the Chief Archivist. Archives must be arranged in an orderly manner and be well managed so that order is maintained. Local authority archives are local authority information and records that are no longer in current use or that have been in existence for 25 years or more.
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