✨ Protected Local Authority Records
List of Protected Records for Local Authorities
Protected records of local authorities – Notice specifying classes of local authority records that may not be destroyed unless prior approval is given by the Chief Archivist.
Explanatory notes approved by the Chief Archivist to assist with interpreting and implementing this notice are available from Archives New Zealand and should be read alongside this list.
Pursuant to section 40 (1) of the Public Records Act 2005 ("Act"), the Chief Archivist gives notice that the classes of local authority records specified in this "List" may not be disposed of by the local authority having custody of them without the prior approval of the Chief Archivist, and without notifying the Chief Archivist of its intention to dispose of those records, identifying the protected record concerned, and specifying how the record will be disposed of.
This requirement is in addition to any other requirements that may exist in law for the preservation of local authority records. 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.
The Public Records Act defines a local authority as:
o A council-controlled organisation;
o A council-controlled trading organisation;
o A local government organisation.
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."
The classes of local authority records specified in this notice (unless specifically stated) apply to records regardless of the media on which they are created and stored. The Public Records Act 2005 defines a record as:
"... information, whether in its original form or otherwise, including (without limitation) a document, a signature, a seal, text, images, sound, speech or data compiled, recorded, or stored, as the case may be, in written form on any material, or on film, negative, tape or other medium so as to be capable of being reproduced, or by means of any recording device, or process, computer, or other electronic device or process."
If it is intended to maintain records in microform format only, the local authority must provide assurance to the Chief Archivist that the records will be maintained in compliance with international standard practice.
If it is intended to retain digitised records in electronic form only, the local authority must meet the requirements set out in the Electronic Transactions Act 2002. Protected records may be digitised and retained in electronic form only in some circumstances and guidance on this is available from Archives New Zealand.
All previous Local Government Schedule notices by the Chief Archivist published in the New Zealand Gazette are revoked and superseded by this "List".
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NZ Gazette 2013, No 117
✨ LLM interpretation of page content
🏛️ List of Protected Records for Local Authorities
🏛️ Governance & Central AdministrationProtected Records, Public Records Act 2005, Local Authorities, Chief Archivist
- Chief Archivist