4%  Te Tari Taiwhenua

InternalAffairs

12 February 2018 New Zealand, Mulgrave Street, 
Phone +54 495 5595


dia.govt.nz

Official Information Act request reference: 17/18--0228

Thank you for your email dated 8 January 2018, in which you requested official information
from Archives New Zealand. You asked:

1. How many temporary returns to originating departments under 24 happen per
year?

The number of items temporarily returned to originating or controlling public offices differs
each year based on demand. The Government Loans service processed 3,482 files for offsite
loan during the 2017 calendar year. For 2016, a total of 3,408 items were issued; 4,166 items
were issued in 2015. These numbers cover all of our offices (Auckland, Wellington,
Christchurch and Dunedin).

2. How many records or documents are lost, misplaced, or simply not returned to
Archives NZ after such temporary returns?

We find that our government loans clients take the security of the items they borrow very
seriously. There are 22 items listed as 'Missingi Government Loans' in our system.

Items are only declared 'missing' after a series of checks, which is in line with our internal
procedures. We are currently reviewing these as part of the regular review cycle to ensure
they remain fit-for-purpose.

We are also exploring options that would make digital copies of government loans available
to Government Loans Clients in a secure online environment. This would help to reduce the
number of items physically leaving our buildings and reduce the risk of items going missing.

3. What processes does Archives NZ have in place to ensure that all records temporarily
transferred are returned intact?

Our Government Loans policy and procedures, which govern the Government Loans service,

can be found on our website: 

The public archives held by Archives New Zealand are assigned a unique number, which
identifies them within the archives location system we have in place. This barcoding system
is linked to our online finding aid, Archway, and it tracks items through our buildings, from
the box on the shelf, to the reading room, and to any of our other areas, such as the
digitisation suite or preservation laboratory. When an item is issued to a reader, its status
is changed to ‘issued’ against the person’s reader card number. Government Loans are also
tracked through this system.
Government Loans Clients are responsible for “the safe custody and preservation of the
public archive during the time that it is in the possession of the public office” (s24 of the
PRA). Government Loans Clients must follow any directions given by Archives New Zealand
as to the care and handling of archives on loan. This includes having systems in place to
record the whereabouts of loaned items at all times, adding nothing to, taking nothing from
and writing nothing on an archive; using acid-free paper markers (and not post-it notes);
maintaining the original order of an item; and returning items in the same condition as
when it was issued. Government Loan Clients are liable for any costs incurred in repairing
and restoring items damaged while on loan, including during transit. Government Loans
Clients that do not comply with these conditions may have their access to the service
reduced or suspended.
Under the PRA, serious offences include loss of an archive; alteration of an archive; and
serious damage to an archive. No major issues with the care of temporarily loaned public
archives to government loan clients have been recorded. No prosecutions have been made
under the PRA.
4. Is there any other process by which departments can gain access to archived records,
and if so, how often is it used, has anything gone missing via that process, and what
processes does Archives NZ have in place to prevent any offence against the Public
Records Act?
Government Loans Clients may order and be issued items in the reading room. There is no
cost to the public office for this service. The Government Loans service issued 118 files to
government loans clients in the reading room. For 2016, a total of 129 items were issued;
110 items were issued in 2015. These numbers cover all of our offices. Digital copies can
also be provided. In 2017, 64 digital copies were provided, 78 digital copies were provided in
2016, and 82 digital copies were provided in 2015. No items have gone missing through
these processes.
You have the right to seek an investigation and review by the Ombudsman of this decision.
Information about how to make a complaint is available at www.ombudsman.parliament.nz
or freephone 0800 802 602.
Yours sincerely

Richard Foy
Chief Archivist (acting)
Archives New Zealand
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