Archives New Zealand
Archives New Zealand
Context
Archives New Zealand (Archives) is the official guardian of New Zealand's government archives. Archives selects, stores, protects, and provides access to a wide range of archives. Holdings include the originals of the Treaty of Waitangi, government files and records, maps, paintings, photos and digital records.
Archives two main outcomes are:
- to ensure government's activities are recorded and the records are kept permanently
- to provide access to these records.
Archives New Zealand E-government Initiatives:
- GLADIS
- Continuum
- New Website
Summary
Ready Access: Archives' website is of a high standard, providing ready access to its information and services. Archives have authored quality metadata records. Continuing to create records will allow people to find even more of the agency's information through the portal.
Alignment: Archives has a number of Internet based initiatives to improve storage of and access to archive information. Many of the initiatives are focused on assisting other agencies archive digital information, and provide all-of-government access to records using the Internet. Some online services for the public will be introduced in the near future.
Internet and Communications Technology
Archives upgraded its website in June 2004. The new site focuses on the needs of different audiences, and is mainly informational. Online transactional services are not yet available, but will be introduced once back office systems are able to support them.
Archives has a number of e-government initiatives to improve access to archive information. Many of these initiatives will improve internal access to information. Archives will progressively extend access more directly to the public using the Internet.
The Government Locator, Archival Documentation and Information System (GLADIS), is an automated documentation system that provides access to information about Archives' holdings using the Internet. Potentially, GLADIS will support inter-dependencies between agencies' systems to create and manage records. Archives expects to make the system available in its reading rooms in the near future.
Archives' Continuum programme is an all-of-government approach to record keeping. Continuum has been designed to provide the most effective tools and standards for agencies to meet best practice record keeping standards. The tools and standards address the challenges of archiving digital information including long-term access, security and information longevity. The New Zealand Government Locator Standard (NZGLS) is an example of a Continuum standard.
Archives is devoting some of its resources to promote other agencies and organisations' archiving initiatives. For example, Archives is upgrading and bringing in-house the IT platform for the National Register of Archives and Manuscripts (NRAM). This is an Internet based catalogue of archival collections held throughout New Zealand.
Archives is contributing to the Matapihi project. Matapihi is an Internet based system for people to find and locate digital images held by heritage institutions, such as the National Library of New Zealand, Te Papa, Culture and Heritage and various other agencies, as well as some private institutions. Matapihi enables people to view digital images without needing to know who holds them.
Within Archives, an Information Systems Strategic Plan and the IT Transition Scoping Project outline internal information system developments. For two years, Archives has been using an electronic document management system called 'Objective'. Lotus Notes, which was carried over from the Department of Internal Affairs, is about to be replaced with Microsoft Outlook for email and Objective is about to be upgraded. First tier helpdesk support is about to be moved in-house. As a result, staff can expect improved desktop support.
Ready Access to Information and Services
Metadata
Archives has 16 metadata records providing access to the agency's information and services. Titles and descriptions of records are clear and appropriate for Archives' audience, making it easy for people to find what they are looking for. A few additional metadata records would help people to find more Archives information and services through the portal.
Website Assessment
Websites assessed during June 2004 included: http://www.archives.govt.nz.
Overall, Archives' website is of a high standard.
The strengths of the website are in usability, information delivery and required government content.
Key quality issues noted during the assessment included:
- Good range, depth and presentation of information content.
- Missing accessibility features such as navigation skipping and style sheet problems may impede some physically impaired people's access.
- Some documents are in PDF only, excluding people who are unable or unwilling to read this format.
Alignment With E-government Goals
Convenience and Satisfaction
Access to archived information has improved with the use of Internet-based catalogues and search systems. Eventually, people should be able to search Archives' records using the Internet and view records online.
In the immediate future, people who search information held by Archives will still need to visit one of Archives' four reading rooms to view archive records (copies are mailed to people unable to visit an office). Archives intends to provide access to GLADIS in the reading rooms in the near future.
Integration and Efficiency
The Internet is integral to the archiving of agencies' information. Standards, policies and best practice guidelines are constantly evolving and being developed as technologies change.
Archives is collaborating with a number of government and other agencies to ensure that the storage of digital information is reliable and accessible in the long term. The Internet is now fundamental to access archives, and for integrating archive indexes throughout the country.
The Digital Recordkeeping Initiative has been formed to identify and promote an Australasian approach to digital record keeping. The initiative will promote a single Australasian approach to digital record keeping and provide a space for communication and information sharing.
Participation
Although Archives does not yet use the Internet to facilitate online consultation, Archives makes it easier for people to participate in government by selecting, storing and providing ready access to archived records.
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