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Public Records Act 2005

Purpose, other preliminary provisions, and key administrative provisions - Key administrative provisions - Chief Archivist

11: Functions and duties of Chief Archivist

You could also call this:

"The Chief Archivist's jobs include looking after public records and archives in New Zealand."

Illustration for Public Records Act 2005

The Chief Archivist has many jobs. You will see them lead the way in keeping records in public offices and managing public archives in New Zealand. They make sure public records are looked after and make decisions about what to do with them, like getting rid of them or keeping them safe. They also create rules and guidelines for keeping public records, and check that public offices are following the rules. The Chief Archivist is in charge of public archives and makes sure they are preserved and available for people to use. They also help protect local authority records and create rules for keeping them. You can ask the Chief Archivist for advice on how to keep records, and they will make sure that public offices and local authorities are following the rules. The Chief Archivist can also provide services like storing records or teaching people how to manage them, and they will charge a fee for these services. They must make sure to talk to Māori when making decisions about their jobs, as stated in section 27 and other sections like section 22 and section 33. This helps them make good decisions about public records and archives.

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View the original legislation for this page at https://legislation.govt.nz/act/public/1986/0120/latest/link.aspx?id=DLM345720.

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Part 1Purpose, other preliminary provisions, and key administrative provisions
Key administrative provisions: Chief Archivist

11Functions and duties of Chief Archivist

  1. The functions of the Chief Archivist, in achieving the purposes of this Act, are—

  2. to exercise a leadership role in recordkeeping in public offices and in the management of public archives in New Zealand; and
    1. in relation to public records,—
      1. to authorise the disposal of public records; and
        1. to issue standards in accordance with section 27; and
          1. to review, amend, or revoke those standards; and
            1. to issue instructions in accordance with this Act; and
              1. to provide advice, or to issue guidelines, on the procedures or best practice for the creation, maintenance, or efficient management of public records and to review, amend, or revoke the advice or guidelines; and
                1. to monitor and report on the compliance of public offices with this Act; and
                  1. to provide protocols and processes for deferring the transfer of public records under section 22; and
                    1. to issue criteria for the independent auditing of public offices under section 33 and to review, amend, or revoke the criteria; and
                    2. in relation to public archives,—
                      1. to control and administer public archives; and
                        1. to ensure the preservation of public archives; and
                          1. to facilitate public access to, and promote the use of, public archives; and
                          2. in relation to local authority records,—
                            1. to protect certain local authority records for the purposes of this Act and to control the disposal of those records; and
                              1. to issue standards relating to the creation, maintenance, control, management, or appraisal for disposal of, or access to, local authority records, and to review, amend, or revoke those standards; and
                                1. to provide advice, or to issue guidelines, on the procedures or best practice for the creation, maintenance, or management of local authority records, and to review, amend, or revoke the advice or guidelines; and
                                  1. to monitor, and if necessary report on, the compliance of local authorities with this Act; and
                                  2. to provide advice to Ministers or other persons concerning the creation or maintenance of Ministers’ papers or private records; and
                                    1. to keep registers in accordance with the requirements of this Act; and
                                      1. to exercise a leadership role in facilitating and co-ordinating archival activities in New Zealand; and
                                        1. to perform any other functions or duties prescribed by or under this Act.

                                          1. In addition, the Chief Archivist may provide services relating to public records or local authority records (including, without limitation, storage services, or training services on the management of public records or local authority records) for a fee as agreed by the Chief Archivist and the relevant administrative head of the public office or local authority.

                                          2. For the purposes of performing any of the Chief Archivist’s functions referred to in subsection (1), the Chief Archivist must ensure that processes are in place for consulting with Māori.