Appendix 1 - Relationship to previous pan-Government
The table below is intended to re-assure data and information managers that these Policies and Standards have been developed with an emphasis on building on existing public service best practice resources. Agencies that have sought to follow NZ public service best practice in developing their internal policies should have few difficulties with these Policies and Standards.
The table demonstrates the tight correlation between the Guiding Principles of these Data Management Policies, and two information policy documents with significant profiles across the public service - "Guiding principles for the Justice Sector Information Strategy" (JS) and "Policy Framework for New Zealand Government-Held Information" (PFNZ).
These Data Management Policies and Standards are seen as a merging and evolutionary progression of the Justice work on information management policy and Ministry of Social Policy's (MSP) data management policies. They also represent a 'fleshing out' of PFNZ.
Additional columns demonstrate relationships to other key sources, and show that the Policies are a genuine corollary of the Principles.
|
JS |
PFNZ |
Relationships to other work |
Relationships to Policies |
|
|
Standardisation of policies within an agency and across agencies is beneficial to both the agency and to government as a whole. |
1 |
2 |
Adapted from Delphi: "Standardisation of business rules across the enterprise, across agencies" |
General |
|
Agencies must manage data and business documents in ways that are both deliberate and explicit, based on the adoption of relevant international and industry standards and guidelines. |
- |
- |
- |
General |
|
Policies and standards should be straightforward and beneficial, applicable to any size of organisation and formulated to encourage good practice. |
6 |
9 10 |
- |
General |
|
Data and business documents owned by the Crown are strategic assets. |
1 |
4 7 |
Cabinet Paper CAB (98) M 22/28 29 June 1998 |
CONTROL: Ownership |
|
Government agencies will be good corporate citizens, behaving responsibly with the data and business documents held by them. |
- |
- |
Chief Executives agreement with SSC Cabinet Paper(EXG) (98) 65 On criteria for stewardship |
CONTROL: Stewardship Custodianship |
|
Treaty obligations and cultural awareness issues pertain to data and document management. |
- |
3 |
- |
CONTROL: Treaty of Waitangi Obligations and Cultural Awareness |
|
Data and business documents will be publicly and equitably available and accessible unless explicit reasons preclude this. |
9 3 |
1 2 11 |
Official Information Act Statistics Act "Security in Government Departments and Organisations. A handbook for staff", published by the Department of the Prime Minister and Cabinet |
CONTROL Charging/Cost recovery Access Rules |
|
Privacy and confidentiality of individuals and commercial interests will be protected. |
- |
- |
Official Information Act Statistics Act Privacy Act "Security in Government Departments and Organisations. A handbook for staff" |
CONTROL: Access Rules |
|
Collection, use, retention and disposal of data and documents must be subject to legal and defined business requirements. |
7 |
6 8 |
Adapted from OGO (Aus) "Collection, use and disposal of information must be subject to legal requirements" Archives Act Statistics Act |
CONTROL: Access Rules DEFINITION: Data Identification Document Identification and Capture Source INTEGRITY: Interchange, Replication and Interfaces Retention |
|
Data and business documents must be controlled, defined, and have integrity so that they are fit for the purpose of their collection. |
6 |
9 10 |
- |
DEFINITION: Data Identification Document Identification and Capture Context Identification of Data Sources INTEGRITY Auditability |
|
Data and business documents should be collected or created once into a prime authoritative data source, then used many times. |
4 |
5 |
- |
DEFINITION Source INTEGRITY Authenticity, Integrity and Retrievability Interchange, replication and interfaces |
|
Data and document management policies apply irrespective of storage medium. |
- |
- |
Archives Act |
DEFINITION Source INTEGRITY Authenticity, Integrity and Retrievability Interchange, Replication and Interfaces |
Key to Table:
JS = Justice Sector Guiding Principles
PFNZ = Policy Framework for NZ Government-held information
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