Appraisal Report for Earthquake Commission (EQC) Disposal Schedule Draft for Feedback, August 2021

Appraisal Report for Earthquake Commission (EQC) Disposal Schedule Draft for feedback, August 2021

Our mission: To reduce the impact on people and 1 property when natural disasters occur.

Contents

1. Purpose ...... 3 2. About the disposal schedule ...... 3 2.1 Schedule overview ...... 3 2.2 Scope of the disposal schedule ...... 4 3. About the agency ...... 4 3.1 Functions and activities of EQC ...... 4 3.2 Structure of EQC ...... 5 3.3 Information and recordkeeping environment ...... 6 4. Methodology ...... 8 4.1 Development Activities ...... 8 4.2 Preceding disposal authorities of relevance ...... 8 4.3 Appraisal criteria ...... 8 4.4 Internal review ...... 9 4.5 External consultation ...... 9 4.6 Format of the schedule ...... 10 5. Description and evaluation of classes...... 11 5.1 Class no. 1 – Governance and Strategic Management...... 11 5.2 Class no. 2 – Management of the Natural Disaster Fund, Risk Transfer and Administration of the Earthquake Commission Act Insurance Scheme ...... 14 5.3 Class no. 3 – Claims Handling and Management ...... 19 5.4 Class no. 4 – Capability Management...... 24 5.5 Class no. 5 – Procedures, Guidelines, Instructions and Training ...... 26 5.6 Class no. 6 – Operational Contract Management ...... 27 5.7 Class no. 7 – Public Education and Sponsorship ...... 28 5.8 Class no. 8 – Research Management ...... 31 5.9 Class no. 9 – Policy Advice ...... 34 6. Appendix One – Internal consultation ...... 35 7. Appendix Two – External consultation ...... 38

1. Purpose

Disposal of the Earthquake Commission (EQC) information and records must be authorised by the Chief Archivist, as per the requirements of the Public Records Act 2005. There is a legal requirement to ensure there is an approved and up-to-date disposal authority available, providing authorisation for the disposal of EQC information and records. At the same time, there is a business requirement to ensure that the disposal of any information and records can be implemented practically by the Commission. The current EQC disposal authority DA467, expires in September 2022. Since it was first developed and approved there have been a number of changes at EQC, which need to be reflected with a more fit for purpose disposal schedule. This new disposal schedule will replace DA467. The purpose of this appraisal report is to outline the context in which information and records are created, managed, and disposed of at EQC, and to document the disposal recommendations and appraisal evaluation of EQC information and records not covered by the General Disposal Authorities (GDAs), for approval by the Chief Archivist. The accompanying disposal schedule identifies the different types of Commission-specific information and records that are created, received, and used by EQC, and the recommended time period for keeping information and records prior to their destruction or transfer to Archives New Zealand.

2. About the disposal schedule

2.1 Schedule overview The disposal schedule accompanying this report applies to information and records pertaining to the functions of EQC. It consists of nine EQC-specific classes of information and records, namely:

1. Governance and Strategic Management 2. Management of the Natural Disaster Fund, Risk Transfer and Administration of the Earthquake Commission Act Insurance Scheme 3. Claims Handling and Management 4. Capability Management 5. Procedures, Guidelines, Instructions and Training 6. Operational Contract Management 7. Public Education and Sponsorship 8. Research Management 9. Policy Advice. EQC will also utilise the Archives New Zealand General Disposal Authorities; GDA 6 Common corporate service public records and, for information and records covered by those disposal authorities. Approval of this disposal schedule is an important step in assisting EQC to meet best practice in the management of its information and records. It is expected that, following the approval of this disposal schedule, rules will be mapped into EQC’s electronic document and records management system to allow for the setup of regular systematic implementation of the schedule. Projects will also be undertaken to implement the disposal actions on non-current hard copy information and records, and electronic information stored in other repositories that have reached their disposal date. New Zealand’s EQC insurance cover is unique in the world and so are the functions of EQC. This disposal schedule recommends a relatively high percentage of records to be retained as archives, because:

• the agency’s functions have the potential to impact on all New Zealanders • the agency’s functions relate to an issue of interest to all New Zealanders (i.e., natural disasters) and to events that can have significant impacts on individuals and communities • some of its records have both enduring scientific and social history research value, and • the agency’s functions and the records generated as a result of its functions document a significant and unique activity of government and relationship between government and the public of New Zealand.

2.2 Scope of the disposal schedule This disposal schedule applies to all information and records within all systems (current and legacy), in any format, that have been created, received, and used by EQC. The disposal schedule covers the following:

Electronic documents and records

Information in line of business systems and databases

Hard-copy records

This disposal schedule does not cover information and records already covered by the GDAs. The schedule will supersede the current EQC schedule (DA 467) which has previously received an extension and is due to expire in September 2022.

3. About the agency

3.1 Functions and activities of EQC EQC is the New Zealand Crown entity that provides insurance cover (EQCover) for homeowners to help them recover from the effects of natural disasters. Although the title of the agency suggests that its main focus is earthquakes, EQC provides insurance for many different natural hazard types:

• Earthquake, natural landslip, volcanic eruption, hydrothermal activity, or tsunami. • In the case of residential land storm and flood damage. • Fire occasioned by or through or in consequence of any of these natural disasters.

EQC was established in 1944 as the Earthquake and War Damages Commission. The name was changed under the Earthquake Commission Act 1993 (the EQC Act), and its core functions as listed on their website are: 1. “To provide natural disaster insurance for residential property (dwellings and some coverage of land) 2. To administer the Natural Disaster Fund (NDF), including its investments and reinsurance 3. To fund research and education on natural disasters and ways of reducing their impact.”1

These three functions are essential for New Zealand to effectively manage natural disaster risk. To support these functions EQC collects premiums to pay for the insurance and manages the settlement of insurance

1 https://www.eqc.govt.nz/about-eqc/our-role

claims arising from natural disasters. This includes claims made directly to EQC, claims that EQC manages as an agent for Southern Response to support the final settlement for outstanding claims, and claims made via private insurer partners under the new Natural Disaster Response (also known as the Insurer Response Model (IRM)). EQC also administers the Government’s On-sold support package policy. For further information on claims and the claims process please see class 3. In 2018, the Government established the Public Inquiry into the Earthquake Commission (the Public Inquiry). The Public Inquiry role was to independently examine the role and work of EQC in the aftermath of the 2010-11 Canterbury earthquake sequence and ensure the lessons learned can be applied to improve the response to future events. The Public Inquiry made 70 recommendations directed at both EQC (47) and the Government (23) across eight areas: • EQC’s role and responsibilities • EQC’s approach to claimants • Assessment of damage • Managed repair • Processes for settling claims • Data and information management • Advance planning and preparedness • Resolution of disputes.

The Public Inquiry’s report has been a springboard for EQC to test its strategic direction and priorities, make changes that give effect to the Government’s response to the independent recommendations, and enable EQC to be best placed for the future. The Inquiry’s outcome has resulted in work to modernise the EQC Act which is currently underway. A key outcome of the inquiry has been the move towards a fully digital approach within EQC that will better support improved processes, both internal and within the claims process, for example with investment in M365 and SharePoint as a document management tool.

3.2 Structure of EQC EQC currently has a board of Commissioners. The EQC Board is accountable to the Minister Responsible for the Earthquake Commission. The EQC Board is the governing body of EQC, with the authority to exercise the powers necessary to perform the functions of EQC. The EQC Board is accountable to the Minister Responsible for the Earthquake Commission. All decisions relating to the operation of EQC are made by (or under the authority of) the EQC Board in accordance with the EQC Act and the Crown Entities Act 2004. The role of the EQC Board is to: • set the strategic direction for EQC • ensure resources and objectives are aligned • monitor financial, organisational and management performance • appoint the Chief Executive Officer • ensure, through the activities of management, that EQC complies with its legal obligations.

The EQC Board gives effect to government policy through the Statement of Intent and the Statement of Performance Expectations under which the Minister and EQC agree on specific deliverables. The EQC Board is also guided by a Letter of Expectations that sets out the Minister’s expectations for EQC. The EQC Board reviews and approves EQC’s Risk Management Policy and Risk Management Framework.

EQC's Executive Leadership Team is based in Wellington and Christchurch. The role of the Executive Leadership Team is to manage EQC’s operations and lead staff. They do this by:

• providing advice to the EQC Board to assist them in exercising their duties • implementing the strategic direction set by the EQC Board • defining organisational and business strategies and policies • building organisational capability • managing the organisation’s performance.

The Chief Executive is accountable to the EQC Board and reports to the Chair of the EQC Board. The Chief Executive works with the Board and managers to provide strategic direction to the business. The Chief Executive reports to Ministers and the public on EQC’s work. There are nine business groups that report to the Chief Executive.

Strategy

Readiness

Risk and Financing

Resilience and Research

Data and Information Technology

Canterbury Claims Chief Chief Executive

Performance and Reporting

On-Solds

People, Culture and Capability

3.3 Information and recordkeeping environment EQC has two full time information management professionals providing services to support the creation, management, use and disposal of EQC information and records. They report to the Chief Data Officer.

Since 2008 information and records at EQC have been primarily created and managed in digital form. The key information systems used that store information and records are:

Information system Use

SharePoint SharePoint – Official EQC Information management repository for all non- claims related functional information.

Shared Drives Shared Drives – EQC information repository for information not yet migrated to SharePoint or not able to be held in SharePoint.

Claims Centre & On-Base Claims information management suite.

Qlik Sense Claim Used by EQC Staff to report over legacy CMS4 (Claim Center v4), data - Information Centre (CIA) including the ability to access On-Base documents.

Information system Use

Data warehouse The data warehouse is a repository of EQC data supported by the Data Engineering team. The data warehouse includes but is not limited to data from KDMS (Kaikoura Data Management System), CMS4 (Claim Center v4), CMS8 (Claim Center System v8), SAPB1 (System Analyst Programme Business One), ECMLite (Earthquake Claim Management Lite), Power BI (Power Business Intelligence) and JadeStar. The data warehouse has been developed via the Data Vault methodology and surfaces data via Qlik Sense and Power BI.

Qlik Sense Self-service Enables EQC staff to report on the data in the data warehouse.

Salesforce EQC’s system of engagement, that will enable safe, secure, and simple engagement with Insurers in support of the Insurer Response Model (IRM). See sub-class 2.15

Information & Analytics The I&A platform has established a highly scalable formal data exchange (I&A) Platform capability which allows EQC to readily consume and share data with Partners to support EQC's future operating model. The platform enables Data Storage, Data Access and Data exchange capabilities to facilitate the sharing and secure storage of data between EQC and Industry Partners. EQC National Event Provides a single location for viewing a wide variety of geospatial Viewer information held by EQC and external parties. The EQC information in the viewer (such as claim locations and service requests) are drawn from the Data Warehouse daily.

ArcGIS A cloud-based Geographical Information System platform for sharing information with external partners and for developing interactive map- based dashboards, web apps and tools to suit workflows.

JadeStar Human Resources information system to capture pay and leave and to manage personnel information. System Analyst Finance information system used to capture invoices, remittance, and Programme Business vendors. One (SAP B1)

Loss modelling platform Used by EQC to estimate liabilities (total damage to affected properties) in a major event made up of software, datasets, and scientific formulae.

Hard copy information and records are largely non-current and stored off-site. There is an estimated 1,257 linear metres of records (3,773 boxes) stored with a commercial records storage provider. Access to these records is provided through standard access arrangements with the storage provider. There are no current hard-copy records systems still in operation within EQC as all business processes are now managed through digital processes and tools.

4. Methodology

4.1 Development Activities To develop the disposal schedule and appraisal report, the following activities were undertaken:

Draft disposal Consultation Workshop Submission to schedule from Draft appraisal Internal EQC with relevant draft schedule Archives New research report review external with EQC staff Zealand undertaken stakeholders

4.2 Preceding disposal authorities of relevance The current EQC disposal schedule (DA467) received a time extension and is due to expire in September 2022. The new schedule has been based on the DA467, with some refinement of classes, and additions of new classes to ensure appropriate coverage for all EQC information and records. Where appropriate, disposal decisions from DA467 have been carried over to this new disposal schedule if they fit with the current Archives New Zealand selection statement (see below). Nine of the ten classes from the existing schedule have been retained as class headings. The tenth class from DA467, September 2010 and subsequent Canterbury earthquakes records, has been amalgamated into Class 3 of this updated schedule which covers claims management for all claims. In addition, other sub-classes have been re- arranged or combined as appropriate to simplify the schedule to assist with implementation.

4.3 Appraisal criteria The following selection of principles have been used in assessing the archival or business value of the information and records covered by this disposal schedule. These principles have been taken from the Archives New Zealand Appraisal Public Sector Selection Statement August 2019, which has been developed to provide the rationale for selecting public records as archives.

Principle 1 – New Zealand public sector authority, functions, and activities Information and records that provide evidence of the authority and performance of the New Zealand public sector (including all public offices and local authorities as well as public/private partnerships and outsourced providers). This includes information and records that illustrate and provide clarity on the functions of governing New Zealand, such as the development and implementation of public policies and programmes in response to national as well as international issues. Particularly where the information and records: • set a legal precedent and/or impact the development and/or implementation of legislation

• generate public interest, debate and/or controversy due to the costs involved, risks taken and/or impact created

• affect the obligations, responsibilities and/or liabilities of a public organisation

• document the development and implementation of innovative, unique, or precedent-setting practices, techniques, or methods.

Principle 2 – Treaty of Waitangi/Te Tiriti o Waitangi Information and records that provide evidence of recognition and respect for, or fulfilment of the Treaty of Waitangi/Te Tiriti o Waitangi (the Treaty) principles and the Crown’s obligations, or in the absence of this, evidence of failure to fulfil these principles and/or obligations. Particularly where the information and records:

• provide evidence of negotiations and settlements between the Crown and iwi Māori in relation to the Treaty principles • detail how the principles of the Treaty are being acknowledged and embedded

• document strategies to identify opportunities for partnerships with tangata whenua.

Principle 3 – Individual and community knowledge, identity, and memory Information and records that contribute to the knowledge and understanding of New Zealand, its history, geography, society, culture and achievements, and to all New Zealanders’ sense of their local, regional and national identity and legal status, their Māori iwi/hapū and whānau, ethnic or other communities. Particularly where the information and records:

• involve land and/or resources considered to have community, cultural, Māori, environmental or heritage significance • enable connections across generations or communities, providing links between the past and the present • contribute to an understanding of New Zealand’s history and the health, well-being, and development of its society.

4.4 Internal review Following the development of a draft disposal schedule and accompanying appraisal report, a process of internal review was undertaken to ensure that the identified classes, recommended disposal actions and time periods were appropriate and suitable from the EQC perspective. The draft documentation was provided to the Data and Information Governance Forum (DIGF) and the Executive Leadership Team (ELT) for approval. Appendix One lists all the EQC staff consulted during the development of the disposal schedule or who reviewed the draft.

4.5 External consultation A number of organisations were identified as key external stakeholders for the EQC disposal schedule because they may have an interest in the disposal of EQC’s information and records.

Feedback from the external consultation was considered and included within the schedule as appropriate. Appendix Two lists all external stakeholders provided with the draft documents for review. Comments were received from the following external stakeholders: To add in list of external stakeholders that provided feedback once external stakeholder process has been completed.

4.6 Format of the schedule The disposal schedule spreadsheet accompanying this report has the following fields:

Field name Description Class ID The reference number of the disposal class.

Class/sub-class title The title of the broad class and sub-classes of information and records.

Description and Examples A description and/or examples of the information and records covered.

Disposal action The final disposal action for the information: D - Destroy A - Retain as public archives.

Trigger The point when the minimum retention period starts.

Minimum retention The minimum period of time for which the information must be kept after the trigger point before final disposal.

Notes For any additional notes that may assist with interpretation or implementation of the schedule.

5. Description and evaluation of classes

The sections below outline each class and provide details of information covered by that class, an evaluation and recommended disposal action. There are nine classes of information in the EQC disposal schedule which cover core functions that are not already covered by Archives New Zealand General Disposal Authorities (GDAs). EQC will utilise the GDA’s for the disposal of information and records covered by those authorities.

5.1 Class no. 1 – Governance and Strategic Management 5.1.1 Description This class covers information and records created, received, and used relating to EQC's high-level decision- making, governance, strategic planning, and accountability that are not covered by the Archives New Zealand General Disposal Authorities. Its sub-classes are:

• Commissioner appointments • Commissioner administration • Conflict of interest records • Reviews of operational capability • Strategic relationship management and co-ordination • Operational policy • Operational risk management.

Commissioner appointments (sub-class 1.1) covers information and records that document the appointment of EQC Commissioners. Examples are: • Curricula vitae • Letters of appointment or extension from the Minister • Advice papers about appointments.

Commissioner administration (sub-class 1.2) covers information and records that document administration activities associated with supporting the Commissioners. Examples are: • Remuneration and expenses records • Travel information • Records of conferences and seminars attended.

Conflict of interest records (sub-class 1.3) covers information and records documenting conflict of interest registers for the EQC Board and senior staff. Reviews of operational capability (sub-class 1.4) covers information and records of projects or processes, externally or internally managed, to review EQC's operational capability to respond to disaster events. Example reviews are: • Public Inquiry into the Earthquake Commission 2020 • Reviews specifically of the Catastrophe Response Programme • General reviews of EQC's operations • Assurance reviews.

Example information and records are:

• Terms of reference

• Final report.

Strategic relationship management and co-ordination (sub-class 1.5) covers information and records relating to the development of strategic relationships and co-ordination with other agencies involved in emergency management, disaster recovery and insurance. For example: • NEMA – National Emergency Management Agency • Treasury • NZDF - New Zealand Defence Force • LINZ - Land Information New Zealand • NZTA – Waka Kotahi NZ Transport Agency.

Example information and records are: • Correspondence • Memoranda of understanding.

Operational policy (sub-class 1.6) covers information and records relating to the development of policy in all areas of EQC's substantive functions. For example: • Claims settlement policy • Temporary accommodation policy • Volcanic eruption policy.

Example information and records are: • White papers • Research documents • Think pieces • Reports • Briefings • Approved policy documents.

Operational risk management (sub-class 1.7) covers information and records that document activities associated with managing operational risk for EQC. Examples are: • Individual business unit risk reports and registers • Privacy incident register • Privacy investigations and reports • Privacy impact assessments • Documented privacy breaches (near miss and incidents) • Commissioners Report - Privacy • Customer correspondence related to privacy and fraud allegations • Fraud investigation records and reports.

Prosecution records (sub-class 1.8) covers information and records that document EQC involvement in prosecutions, such as claim fraud prosecutions, prosecutions of insurance company’s or brokers regarding the premiums collected on behalf of EQC. Examples are: • Evidence gathered • Correspondence about litigation • Internal working papers • Legal file notes

• Summary of facts • Claim related information (third party contractor, victim, offender) • Interview transcripts (witness or suspect) • Victim impact information (statements) • Witness statements.

5.1.2 Value statement All sub-classes of information and records in this class that are recommended for retention as public archives, are justified under Principle 1 of the Archives New Zealand Appraisal Public Sector Selection Statement August 2019 as they provide evidence of the authority and performance of the agency. Commissioner appointment information, including curricula vitae (sub-class 1.1) are recommended for retention as public archives, as it provides information about the Commissioners, and can be seen as similar to the personnel records of Chief Executives, which are recommended for retention under GDA6. Conflict of interest registers for Commissioners and for senior EQC staff (sub-class 1.3) provide evidence of the accountability processes of the Commission and are recommended for retention as public archives. EQC has to meet the potential challenge of responding in a timely manner to assess and settle many claims in the event of a major disaster. Reviews of operational capability (sub-class 1.4) assist the agency to assess its readiness and capability and provide evidence of how EQC operates and plans to manage the response to a major disaster. These records are recommended for retention as public archives. As part of its role, EQC develops and maintains relationships with other agencies involved in emergency management, disaster recovery and insurance, such as the National Emergency Management Agency (NEMA), local authority emergency management groups and insurance assessors’ groups. Records of strategic relationship management and coordination (sub-class 1.5) provide evidence of EQC’s planning and document the means by which coordination will be achieved in the event of a major disaster. These records are recommended for retention as public archives. EQC’s internal operational policy (sub-class 1.6) provides evidence of how EQC operates its’ legislated functions and the delivery of its core business. These records are recommended for retention as public archives. Prosecution records (sub-class 1.8) provide evidence of legal prosecutions that EQC may be involved in. They document the process before, during and after the prosecution and provide evidence of how EQC supported its role and functions from a legal perspective with cases such as insurance fraud. They are therefore recommended for retention as public archives. All other information and records in this class are of a routine administrative or routine operational nature only. This includes sub-classes 1.2 and 1.7. They are therefore recommended for destruction as they have short–medium term business value only. 5.1.3 Disposal recommendations Information recommended for retention as public archives:

Sub-class Title 1.1 Commissioner appointments

1.3 Conflict of interest records

1.4 Reviews of operational capability 1.5 Strategic relationship management and co-ordination

Sub-class Title 1.6 Operational policy 1.8 Prosecution records

Information recommended for destruction:

Sub-class Title 1.2 Commissioner administration

1.7 Operational risk management

5.2 Class no. 2 – Management of the Natural Disaster Fund, Risk Transfer and Administration of the Earthquake Commission Act Insurance Scheme This class covers information and records relating to EQC's administration and protection of the funds collected for insurance against natural disaster, and EQC's collection of premiums and management of reinsurance to ensure growth and protection of the Natural Disaster Fund (NDF). Its sub-classes are:

• Ministerial directions • Investment policy and strategy • Investment reports • Investment advice • Administration of Section 16 Guarantee • Direct insurance records • Premium declaration forms • Insurance company checks and audits • Reinsurance strategy and programme • Reinsurance agreement and renewal records • Reinsurance strategy forecasting and modelling • Reinsurance tendering process records • Reinsurance reports and correspondence • Insurer response model • Actuarial valuation report.

5.2.1 Description One of the statutory functions of EQC is to administer the NDF and to protect its value, including by the investment of the money held in the fund. The quote below from DA467 describes the investment and management of the NDF, as well as the management of the premium collection process from insurance companies. “The Fund is the monies provided by insurance premiums for ‘EQCover’ paid by householders, and it is what is used to pay out claims against EQC. The Natural Disaster Fund is administered in accordance with a ministerial direction from the Minister of Finance, issued following consultation with EQC.

EQC develops a Statement of Investment Policies, Standards and Procedures (SIPSP) which is reviewed annually and sent to the Minister for approval. The SIPSP contains a statement of EQC’s investment beliefs

to guide the management and administration of the National Disaster Fund. It also contains details of EQC’s investment objectives and policies.

EQC contracts investment managers and utilises domestic and international securities custodians to hold assets on its behalf and report on how fund managers are complying with their guidelines. EQC receives investment advice, investment reports and investment transaction reports (stock trades, foreign exchange deals, etc) in relation to its investments. Premium is collected on behalf of EQC by insurance companies through the fire insurance policies they issue or renew. In a few cases EQC collects the premium directly for cover that it issues under section 22 of the Earthquake Commission Act 1993.

In order to ensure that EQC receives the correct premium amounts, checks are made by EQC on insurance company records and audit reports are obtained on the accuracy of their computer systems. The Commission maintains files on insurance companies and brokers to record the results of these checks and audits and any correspondence about issues arising from the checks and audits. Deliberate fraud by insurance companies is very rare, but if it occurs, a prosecution case file is created. “2 There are four sub-classes of information and records that document the management of the NDF and the investment of the funds. Ministerial directions (sub-class 2.1) cover information and records documenting Ministerial directions and associated records relating to the Natural Disaster Fund (NDF) and Earthquake Commissions Act Insurance Scheme. Examples are:

• Ministerial Directions • Correspondence with Minister and/or stakeholders • Briefing papers to Minister and stakeholders • Progress reports relating to Directions.

Investment policy and strategy (sub-class 2.2) covers information and records relating to statement of investment policies, standards, and procedures (SIPSP). Examples are: • Development working papers • Records of review of SIPSP • Risk modelling input and output data.

Investment reports (sub-class 2.3) covers information and records documenting investment reports. Examples are: • Managers' reports to EQC and investment portfolio reports to EQC. • Stock trades/deals reports • Foreign exchange deals reports.

Investment advice (sub-class 2.4) covers information and records documenting specific advice to EQC about investments and the taxation of investments. Examples are: • Correspondence to/from external advisors • Reports documenting advice.

2 Excerpt from Appraisal report for DA 467

EQC pays $10 million to the Crown annually from the NDF for the Crown Guarantee, EQC Act 1993, section 16. The section 16 guarantee is provision for when the NDF has been exhausted due to the need to settle large numbers of claims for events such as the Canterbury and Kaikoura earthquakes. The guarantee from the government ensures that financial support is available to EQC to enable it to cover its costs and pay out claims. Through the operation of the Crown Guarantee Deed, EQC maintains a minimum balance of $50 million in the Fund to ensure that it has sufficient resources on hand to meet its financial obligations as they fall due. Administration of Section 16 Guarantee (sub-class 2.5) covers information and records that document administration of the money provided to EQC under the EQC Act 1993, section 16 guarantee. Examples are: • Reports • Advice • Briefings • Correspondence • Agreements.

Direct insurance records (sub-class 2.6) cover information and records of insurance managed directly by EQC. Examples are: • Copies of policies • Renewals • Correspondence • Fire & Emergency Services NZ (FENZ) Levy Returns.

Premium declaration forms (sub-class 2.7) cover information and records of the Premium Declaration forms provided to EQC from its agents. Examples are: • Premium Declaration forms completed each month.

Insurance company checks and audits (sub-class 2.8) covers information and records relating to checks and audits of insurance companies' premium collection. Examples are:

• Correspondence with companies and brokers • Correspondence with auditors • Auditor inspection authorisations and reports.

EQC purchases reinsurance (effectively insurance for insurers) to provide additional financial resources to meet claims in the event of a major natural disaster. EQC negotiates to buy reinsurance on the international market on an annual basis. The role of reinsurance is to provide additional funds to help cover a significant loss. Currently the trigger for payment is $1.75 billion losses. Like many other forms of insurance, EQC must pay an excess or “deductible” for any claim it makes to reinsurers. Since 1988, EQC has paid over $2 billion in reinsurance premiums and has received more than $4 billion from reinsurers to cover claim costs from the Canterbury Earthquake Sequence. There are five sub-classes of information and records that document the overall reinsurance programme at EQC.

Reinsurance strategy and programme (sub-class 2.9) covers information and records relating to strategy development and programme planning for reinsurance. Examples are: • Development documentation • Reviews of reinsurance strategy and programme • External advice on investment options.

Reinsurance agreement and renewal records (sub-class 2.10) covers information and records documenting reinsurance agreements and renewal activities. Examples are: • Agreements • Policies • Renewals and related correspondence with reinsurers.

Reinsurance strategy forecasting and modelling (sub-class 2.11) covers information and records of earthquake claims and financial modelling input and output data. For example: • Loss modelling data.

Reinsurance tendering process records (sub-class 2.12) covers information and records of the process of tendering for reinsurance. Examples are: • Tender documentation and responses • Development of criteria • Evaluations and decisions.

Reinsurance reports and correspondence (sub-class 2.13) covers information and records documenting overarching reinsurance activities in response to event claims in general (i.e., not to do with a specific event). Examples are:

• Reports and correspondence to and from reinsurers • Confirmation of reinsurance.

Following lessons learnt from the Canterbury earthquake sequence, a central principle of readiness activities has been the development and implementation of the Insurer Response Model. This enables private insurers to deliver claims management services on EQC’s behalf through support and assurance frameworks. Under the model, EQC have partnered with eight private insurers, who represent more than 20 insurance brands, that will manage the total claim, including the EQC portion up to the statutory capped level of damage of $150,000, and then any claim under their private insurance to cover additional losses up to their sum insured. Insurer response model (sub-class 2.14) covers information and records documenting the Insurer Response Model. This sub-class is about the operational management of the model itself. The records generated in relation to specific claims (whether made through EQC or a private insurer) are covered by class 3. Examples are: • Risk reports • Information from insurers that will contribute to the demonstration of compliance with external requirements.

EQC engages independent actuaries to estimate EQC’s insurance liabilities every six months. The role of the independent actuaries is to estimate the final or ‘ultimate’ cost of each earthquake event. This is common practice in the private insurance industry and provides key information for EQC’s financial statements and ongoing financial forecasts, reinsurers, and the Crown (including for the section 16 Crown guarantee). Actuarial valuation (sub-class 2.15) covers information and records documenting the formal external reports from the external actuaries. Examples are: • Correspondence with external actuaries • Insurance Liability Valuation Report.

5.2.2 Value statement All sub-classes of information and records in this class that are recommended for retention as public archives, are justified under Principle 1 of the Archives New Zealand Appraisal Public Sector Selection Statement August 2019, as they provide evidence of the authority and performance of the Commission and its obligations and liabilities. The final current Ministerial Direction and SIPSP are published on EQC’s website. However, the records of the development and review of both these documents (sub-classes 2.1 and 2.2) are evidence of EQC’s performance of one of its statutory functions and also provide documentation of how EQC fulfilled the function of managing the NDF over time and through different economic climates. These records are recommended for retention as public archives. Records of the administration of Section 16 Guarantee (sub-class 2.5) provide evidence of how EQC administered the large grant provided by the government to support the payment of claims. These records are recommended for retention as public archives.

The reinsurance strategy and programme records and reinsurance reports and correspondence (sub- classes 2.9 and 2.13) provide evidence of how EQC performed a statutory function over time and are recommended for retention as public archives. All other information and records in this class are of a routine administrative or routine operational nature only. This includes sub-classes 2.3, 2.4, 2.6, 2.7, 2.8, 2.10, 2.11, 2.12, 2.14, and 2.15. They are therefore recommended for destruction as they have short – medium term business value only. 5.2.3 Disposal recommendations Information recommended for retention as public archives:

Sub-class Title 2.1 Ministerial directions 2.2 Investment policy and strategy

2.5 Administration of Section 16 Guarantee

2.9 Reinsurance strategy and programme

2.13 Reinsurance reports and correspondence

Information recommended for destruction:

Sub-class Title 2.3 Investment reports

2.4 Investment advice

2.6 Direct insurance records

2.7 Premium declaration forms

2.8 Insurance company checks and audits

2.10 Reinsurance agreement and renewal records

2.11 Reinsurance strategy forecasting and modelling

2.12 Reinsurance tendering process records

Sub-class Title 2.14 Insurer response model 2.15 Actuarial valuation

5.3 Class no. 3 – Claims Handling and Management This class covers information and records relating to EQC's management and handling of individual claims arising from a natural disaster, and to the development, implementation, and operation of the Readiness Programme for responding to large natural disasters. Its sub-classes are: • Individual claims records • Court proceedings • Claims analysis and reporting • Event investigations and reports • Readiness planning • Event-based claims simulation and claims processing modelling • Event response and specific programmes and initiatives as part of response to events.

The EQC insurance scheme provides capped compensation for the cost of repairing or replacing property damaged by an insured peril. Claims may be made for damage from: • Earthquake, natural landslip, volcanic eruption, hydrothermal activity, or tsunami • Residential land (within limits) against storm and flood damage. • Fire occasioned by or through or in consequence of any of these.

The claims procedure is initiated by the registration of a claim by an owner of damaged property. The claim then goes through a handling process to establish entitlement and amount, and then settlement is made. The handling process includes obtaining loss adjustment reports, engineering reports, and other expert advice on the claim. Claims range from a single claim for damage from a landslip or from hydrothermal activity to several thousand claims for damage caused by a single earthquake event. In years when there is no significant event, EQC may receive several thousand claims a year, but a single major catastrophe could result in tens of thousands of claims in a relatively short space of time, depending upon the nature and severity of the event.

At the end of 2019, EQC, under Ministerial Direction, took over responsibility for the settlement of a small number of outstanding claims that had been lodged with Southern Response. The records of those claims are managed within the EQC claims management system and processes. EQC currently maintains sufficient permanent staff to provide routine claims management, but not for the response it needs in the event of a significant natural catastrophe resulting in significant numbers of claims. EQC undertakes planning activities through its Readiness function to ensure it is able to respond in the event of a disaster of any scale. This forward planning is to:

• Ensure that EQC has adequate resources of people, equipment and consumables deployed, including setting up in the region of the disaster • Support the set up and maintenance of the necessary ICT systems • Establish and maintain liaison with other organisations like territorial local authorities, Civil Defence, and insurance companies • Manage and meet public expectations • Get claims settled fairly and expeditiously.

5.3.1 Description Individual claims records (sub-class 3.1) covers all information relating to an individual claim for damage caused by a natural disaster such as earthquake, flood, landslip, volcanic eruption, hydrothermal activity, tsunami. For example: • Tauramanui Earthquake 2018 • Kaiaua and Thames Coast Storm 2018 • Auckland - Coromandel Floods 2017 • Kaikoura Earthquake 2016 • Christchurch February 2016 Earthquake.

This sub-class covers records of claims lodged directly to EQC, records of claims being settled by EQC as the agent for Southern Response, records of claims lodged with private insurers as part of the insurer response model. All are considered to be individual claims records. This includes claim records for both accepted and declined claims and complaints about individual claims. All are captured as part of the claim record. All claims are lodged and managed in digital form. Any hard copy records produced are scanned and saved alongside the born digital claim records. Examples of information considered to be part of the claim record are: • Claim enquiries • Claim forms • Claim notification (accepted or declined) • Loss adjuster's reports • Engineer's reports • Drainage footage • Photographs • Plans and other supporting information • Correspondence.

Court proceedings (sub-class 3.2) covers information and records that document EQC’s involvement in Court proceedings and litigation relating to specific claims. This includes proceedings related to property specific claims, declaratory judgments and any other proceedings involving EQC as a party. Examples are: • EQC’s legal case file - including claim information • Court file including pleadings, discovery, submissions, briefs of evidence, affidavits, minutes, and judgments etc • Evidence gathered • Correspondence about litigation • Declaratory judgements • Internal working papers.

Claims analysis and reporting (sub-class 3.3) covers data from individual claims that is used to support claims reporting, analytics, and insights and EQC research functions and outputs produced from analysed data. Examples are: • Raw data • Collated and analysed datasets • National Event Viewer data • Regular reports created to support claims management and reporting processes • Adhoc reporting produced to support specific research, queries, projections etc

• Claims registers - summary claims records relating to older paper-based claims management data from individual claims that is used to support claims reporting, analytics, and insights and EQC research functions.

Event investigations and reports (sub-class 3.4) covers information and records that document investigations and reports concerning events i.e., not to do with individual claims, but rather an event as a whole. Examples are: • Engineers' geotechnical reports • Geographic Information System (GIS) reports • Investigation reports • Event debriefs and reports.

Readiness planning (sub-class 3.5) covers information and records relating to the development, implementation and operation of the Readiness function which is the planning that documents how EQC will be able to respond to any type of disaster of any scale. This includes information and records related to the Readiness Programme and to its predecessor the Catastrophe Response Programme. Examples are: • Committee agendas, minutes, and papers • Information and records documenting co-ordination with other emergency management agencies and groups • Programme planning • Training documentation • Testing documentation • Communications planning and strategies.

Event-based claims simulation and claims processing modelling (sub-class 3.6) covers information and records relating to the simulation of event-based claims and claims processing modelling to support planning processes. Examples are: • Loss modelling output relating to the specific event.

Event response and specific programmes and initiatives as part of response to events (sub-class 3.7) covers information and records documenting the development of specific programmes and initiatives as part of the response to large events such as the Canterbury earthquakes. For example: • Large claim pay-outs • Land damage solutions • Clean Heat Programme • On-sold Programme • Managed Repair Programme • Establishment of field offices to support event response • Deployment planning • Event communications and engagement strategies.

Example information and records are: • Plans and strategies specific to an event • Correspondence about specific programmes and initiatives • Reports • Memoranda of understanding • Contracts • Research material

• Meeting records • Event stakeholder lists • Media releases • Co-ordination with other agencies in an event • Reinsurance reports and correspondence related to claims for specific events.

5.3.2 Value statement Sub-classes of information and records in this class that are recommended for retention as public archives, are justified under both Principle 1 and Principle 3 of the Archives New Zealand Appraisal Public Sector Selection Statement August 2019. They provide evidence of the authority and performance of the Commission in fulfilling its statutory functions, and they also provide a valuable resource to build scientific knowledge within New Zealand. In addition, they provide evidence of the use of land, the rights and entitlements of individuals who participated in the claims process and they contribute to our understanding of New Zealand’s history and the natural disaster events that have shaped it. Individual claims records (sub-class 3.1) provide evidence of how individual claims were managed by EQC, which is a core function of EQC. They ensure accountability and transparency of decision-making throughout the claim process and beyond to ensure the fair and equitable settlement of claims over time. They also provide evidence of how EQC worked with individual claims and fulfilled the rights and entitlements of property owners. Claims can range from a single claim for a small landslip on one property resulting from heavy rain to claims for significant damage from a major disaster event such as an earthquake, volcanic eruption, or tsunami. Earthquake and flood and storm damage claims are the most common type of claims. Claims for damage resulting from hydrothermal activity are often single claims from an isolated event affecting one property. In terms of the processing, all claims are treated in the same way, no matter the type or extent of damage, and all claims’ records hold similar information.

Individual claims records are also the raw data from which scientific research relating to both assessing existing damage and predicting what future damage is based on. With regard to research for claims scientists and EQC need to understand past events and the impacts that they have, and the claim records are an evidence of those impact. Retaining the claim records allows for better modelling of the potential impact of future events. As with much scientific research those conducting the research do not necessarily know the value of a certain piece of information until a new approach or methodology is developed so it can be usefully analysed. Events such as earthquakes and volcanic eruptions may occur over hundreds of years. The claim records are often capturing rare events that do not happen often. For example, with seismology the information surrounding any seismology reports (i.e., the individual claims records) will be what tells the full story as information that did not necessarily add value at one time can add value at a later date. As information analytics, research methods and data management options change over time, greater use of the claims records for research is possible. For example, landslides and storms come under one category of claim when reporting (historically) but it has been found that being able to split this into two categories of claims can only be done if the actual claim file is examined, because such details were not captured at a summary level previously. It is likely such changes in what summary data is captured and how it is captured will continue to evolve, necessitating the retention of the individual claim file (or raw data) as it is the detail of the claim within the entire claim record that will allow changes in data analytics to occur. The individual claim record therefore provides the context and detailed information which helps with the interpretation of any event for which claims may be made, or ongoing research undertaken. And as such they have extremely high value for ongoing scientific research in New Zealand to build our knowledge of

natural hazards, disasters and their impact on the environment, community lives and outcomes. Requests from external researchers for access to claims records must gain the approval of the EQC Data and Information Governance Forum (DIGF) to ensure that information of a personal nature is appropriately protected and managed. It should be noted that the earlier EQC disposal schedule (DA467) recommended that some routine individual claims records may be destroyed. This new schedule reverses that recommendation and instead recommends that all individual claims records should be retained as public archives. Since the approval of DA467, no claim records have been destroyed. They are still accessed and used regularly by EQC and other research organisations and individuals to support scientific research, claims forecasting, and modelling and data driven insights from the claims made. In addition, they are referred to by new owners of property for which a claim has previously been made (with personal information redacted to ensure all privacy requirements are met). In a sense, such claim records are a ‘companion’ record to the local authority property records which must be retained as protected records by local authorities under section 40 (1) of the Public Records Act 2005 as they provide evidence of land use, and events that may have affected any piece of land in New Zealand. One of the concerns that drove the previous disposal recommendation was the quantity of paper-based files that would ultimately be transferred to Archives New Zealand and concern for the space they would take up. Since 2008, all claims records have been created and processed in a digital form. Any hard-copy information received to support a claim is digitised and attached to the digital claim record. EQC is planning to undertake a feasibility study to establish options about the possible back-scanning of all pre- 2008- paper-based claims files. If back-scanning did take place it is anticipated that all individual claims records transferred to Archives New Zealand in the future would be transferred in digital form. The individual claims records are recommended for retention as public archives under both Principle 1 and Principle 3 of the Archives New Zealand Appraisal Public Sector Selection Statement. Court proceedings relating to individual claims (sub-class 3.2) provides evidence of EQC involvement in legal cases that pertain to claims that have been made. The records of the proceedings are much more than the ‘court record’ held by the Ministry of Justice, as they contain other information relating to the case rather than simply the case pleadings that are filed with the Court. They demonstrate how EQC managed its legal obligations, responsibilities and liabilities, and how it worked within the New Zealand judicial system to take or respond to any court action. These records are recommended for retention as public archives as they provide evidence of EQC managing its accountabilities for claims management as well as individual and organisation rights and entitlements.

Claims analysis and reporting records (sub-class 3.3) provide information material to support EQC in managing its operations, gaining insights and intelligence for processed claims as well as enabling required reporting processes. In addition, this data and the analysis and reporting records created from it support ongoing scientific research, forecasting and modelling activities. The growth in use of data to support forward planning, analysis and modelling enables EQC (and other users) to better understand New Zealand’s natural hazard landscape and learn from the events that have occurred. These records increase the knowledge within New Zealand of natural hazards, disasters, their impacts and ongoing potential threats and issues they may cause. They are therefore recommended for retention as public archives. The event investigations and reports (sub-class 3.4) developed after any major event are also recommended for retention as public archives. They provide evidence of EQC’s processes to settle claims during an event, as well as information about the event, and the number and type of claims resulting from it. These records are a valuable source of summary information about events and how events were responded to that are referred to during subsequent similar events, or events in the same locations. They

increase knowledge of natural hazards across the country and support research activities. These records are recommended for retention as public archives. Records of event response and specific programmes and initiatives as part of response to events (sub-class 3.7) provide evidence of how EQC fulfils its statutory functions and manages the response to events such as the Canterbury Earthquakes across multiple claims. They are a valuable resource for both scientific and social research as they are centred around particular geographic locations and communities. These records are recommended for retention as public archives. All other information and records in this class are of a routine administrative or routine operational nature only. This includes sub-classes 3.5 and 3.6. They are therefore recommended for destruction as they have short–medium term business value only. 5.3.3 Disposal recommendations Information recommended for retention as public archives:

Sub-class Title 3.1 Individual claims records

3.2 Court proceedings

3.3 Claims analysis and reporting

3.4 Event investigations and reports

3.7 Event response and specific programmes and initiatives as part of response to events

Information recommended for destruction:

Sub-class Title 3.5 Readiness Programme 3.6 Event-based claims simulation and claims processing modelling

5.4 Class no. 4 – Capability Management This class covers information and records concerning EQC's involvement in building insurance industry capability and capacity to manage claims in the event of a large disaster. Its sub-classes are: • Loss adjuster training programme and employment incentive initiative - development • Loss adjuster training programme and employment incentive initiative – administration.

5.4.1 Description The rate of settlement of claims following an event is dependent upon several factors including the resources that can be marshalled to investigate and handle the claims. EQC supports the training of loss adjusters to address this potential constraint. Loss adjuster training programme and employment incentive initiative – development (sub-class 4.1) covers information and records relating to building the loss adjuster capability in the building insurance industry. Including development of: • A training programme for loss adjusters

• Employment incentive initiative to provide financial assistance to loss adjustment firms to employ and train new entrants.

Example information and records are: • Training proposals • Agreements with training providers • Training programme content • Reports from training provider • Employment incentive proposals • Employment incentive criteria and policy documents • Documentation and reports about the initiative.

Loss adjuster training programme and employment incentive initiative – administration (sub-class 4.2) covers information and records documenting the administrative aspects of the loss adjuster training programme and the employment incentive initiative. Examples are: • Trainee registration records • Correspondence • Reports • Financial statements.

5.4.2 Value statement The records relating to the development of the loss adjuster training programme (sub-class 4.1), including proposals, policy papers, pilot schemes, agreements with the training provider and reports from the training provider, documents EQC’s planning and processes to improve capabilities in the area of its statutory functions. Appropriately qualified and experienced loss adjustors are integral to the ability of EQC to settle claims effectively and efficiently. This sub-class is therefore recommended for destruction as it has medium term operational business value only. The administrative level information created to support the training programme and employment incentive (sub-class 4.2) is considered to be of a routine administrative or routine operational nature only. This sub-class is therefore recommended for destruction as it has short–medium term business value only. 5.4.3 Disposal recommendations No information and records in this class are recommended for retention as public archives:

Information recommended for destruction:

Sub-class Title 4.1 Loss adjuster training programme and employment incentive initiative – development

4.2 Loss adjuster training programme and employment incentive initiative – administration

5.5 Class no. 5 – Procedures, Guidelines, Instructions and Training This class covers information and records relating to EQC's development of processes, procedures, guidelines, and instructions in all areas of operations. These procedures, guidelines and instructions are provided to external parties as part of ongoing training and education initiatives to support aspects of EQC functions that are undertaken by others such as insurance companies, call centres and external contractors. All are produced to support the effective management and settlement of claims. Its sub- classes are: • Development of procedures, guidelines and instructions, training programmes • Finals of procedures, guidelines, instructions, training material

5.5.1 Description Development of procedures, guidelines and instructions, training programmes (sub-class 5.1) covers information and records relating to the development of procedures, guidelines, manuals, instructions, training documentation for use in all EQC operational areas. Such as: • Response to events • Insurer manual.

Example information and records are: • Procedures for claims processing • Insurance guidelines • Research material • Training courses for insurers.

Finals of all procedures, guidelines, instructions, training material (sub-class 5.2) covers all material that is widely available to external stakeholders to support EQC functions and effective operations. 5.5.2 Value statement The information and records in this class are considered to be of a routine administrative or routine operational nature only. They are therefore recommended for destruction as they have short–medium term business value only. 5.5.3 Disposal recommendations No information and records in this class are recommended for retention as public archives.

Information recommended for destruction:

Sub-class Title 5.1 Development of procedures, guidelines and instructions, training programmes

5.2 Published procedures, guidelines, instructions, training material

5.4 Training administration

5.6 Class no. 6 – Operational Contract Management This class covers information and records relating to the development and management of contractual relationships, agreements, and memoranda of understanding for operational processes, including the management of claims, investment management, support for Readiness Programme activities. It has a single sub-class:

• Contract management for operational activities

5.6.1 Description Contract management for operational activities (sub-class 6.1) covers information and records relating to the management of contracts for operational services, such as: • Claims processing • Loss adjustment services • Engineering services • Investment management • Education programme development • Reinsurance programme • Readiness Programme services.

Example information and records are: • Request for proposal • Terms of reference • Contracts • Correspondence • Reporting • Memos • Documents from suppliers to support the fulfilment of contracts.

5.6.2 Value statement The contract management for operational activities records (sub-class 6.1) are recommended for destruction. This is a reversal of the recommendation made in DA467 which recommended that operational contract records should be retained as archives. However, these records are not viewed as having long term value as they are of an operational nature only. The ongoing business need to refer to contract management records for operational activities will be met by having a relatively long retention period prior to destruction. 5.6.3 Disposal recommendations No information and records in this class are recommended for retention as public archives: Information recommended for destruction:

Sub-class Title 6.1 Contract management for operational activities

5.7 Class no. 7 – Public Education and Sponsorship This class covers information and records relating to EQC's education and sponsorship programmes regarding natural hazards and mitigation of natural disaster damage. Its sub-classes are: • Education and sponsorship strategy • Major sponsorships • Education campaign project management and deliverable development • Education campaign and major sponsorship deliverable finals • Education and sponsorship public surveys and monitoring.

It is one of EQC’s statutory functions to facilitate education about natural hazards and mitigation of natural disaster damage. EQC makes use of social marketing campaigns about New Zealand’s geological hazards and New Zealanders’ vulnerability to these hazards. EQC's public education programme includes sponsorship of exhibitions and events at museums and natural history centres, school programmes, and publications and web information with a focus on preparedness. The purpose of the EQC public education programme is to: • Raise New Zealanders awareness of natural hazard and disaster risks and how they could impact them and their homes, and • Show New Zealanders practical steps they can take to make their homes safer and prevent damage if there is a disaster.

This reduces the impact of disasters on people’s lives. From an insurance perspective, it limits the insurance liability and reduces the cost of reinsurance. Examples of current major sponsorship activities are: • Te Papa - EQC is a founding partner of the Museum of New Zealand, Te Papa Tongarewa in Wellington. EQC are sponsors of the Te Taiao | Nature and Quake Braker exhibits and the Earthquake Encounters learning programme. • Auckland War Memorial Museum – EQC sponsor the museum’s long-running Volcanoes! exhibition and associated school education programme. • Quake City - Canterbury Museum’s Quake City exhibition charts the aftermaths of the 2010-11 earthquakes and the extraordinary response of the emergency services, international rescue teams, thousands of volunteers who pitched in to help – and the incredible resilience of Canterbury’s communities.

EQC also provides education through: • presentations and displays about its work when requested by community organisations or at relevant conferences, such as Civil Defence or the New Zealand Society of Earthquake Engineers • organising conferences about the areas of its statutory responsibility • organising seminars to disseminate the findings of research sponsored by EQC.

5.7.1 Description Education and sponsorship strategy (sub-class 7.1) covers information and records relating to the development of over-arching education and marketing strategies and campaigns. Examples are: • Public Education Strategy • Sponsorship Strategy.

Major sponsorships (sub-class 7.2) covers information and records relating to major public education sponsorship programmes, such as: • Collaborations with museums for exhibitions and associated education programmes • Funding of major emergency management exercises • Funding for schools’ programme of work.

Example information and records are: • Activity plan • Agreements • Reports on activity and results.

Education campaign project management and deliverable development (sub-class 7.3) covers information and records covering the creation and development of the education campaign and its management. Examples are:

• Initial brief • Project plans • Project budget and budget bids • Project financial monitoring • Project reports and milestone reports • Discussion documents • White papers • Story boards • Working papers and drafts of deliverables • Legal advice and opinions • Correspondence • Advertising services orders.

Education campaign and major sponsorship deliverable finals (sub-class 7.4) covers information and records that are considered to be the final versions of the project output. Examples are:

• Final marketing plan • Final communication and engagement strategies • Final campaign executions e.g., poster, brochure, audio-visual content, website etc. • Campaign results summary.

Education and sponsorship public surveys and monitoring (sub-class 7.5) covers information and records documenting the quarterly survey of 1000 members of the public about EQC campaigns, the Neilson Quarterly Monitor. Examples are:

• Master questionnaires used • Agreements with survey company • Anonymised results.

5.7.2 Value statement Sub-classes of information and records in this class that are recommended for retention as public archives, are justified under Principles 1 and 3 of the Archives New Zealand Appraisal Public Sector Selection Statement August 2019. They provide evidence of the how EQC fulfils its statutory obligation to provide public education as well as having research value to support our understanding of New Zealand’s history and how public education about natural hazards and disasters has evolved over time.

The records documenting the development of EQC’s public education and sponsorship strategy (sub-class 7.1) provide evidence of how EQC has planned and fulfilled its statutory obligation and document the high- level decisions about education and sponsorship. Therefore, they are recommended for retention as public archives. The records of major sponsorship of public education (sub-class 7.2), such as the Te Papa ‘Awesome Forces’ exhibition and other museum collaborations, education and schools programme funding, emergency management exercise funding not only provide evidence of EQC’s role in public education about natural hazards and disasters, but also information that may be of research value into the development and content of public education about natural hazards and disasters over time.

The final versions of records of the development of major public education campaigns and sponsorship deliverable (sub-class 7.4), whether they be publications, television, radio, and/or internet advertising, are also evidence of EQC’s public education function and are of research value, as they also document the types of messages EQC developed to engage the audience over time and through different campaigns, providing some insights into social history as well as into the particular promotion campaigns. They are recommended for retention as archives on the basis that the final products alone do not capture the development process. Development records provide greater insight into the development of the messages and the educational approaches used over time by EQC. Records of the public survey and monitoring carried out on EQC education and sponsorship activities (sub- class 7.5) provide evidence of how the programmes are received by the general public. They demonstrate changes in understanding about natural hazards and disasters, and the outcomes of specific programmes. As such they provide evidence of how EQC carried out this important function of public education and how successful the programme provided are. Such records also have value from a research perspective as they provide insight into how public education programmes are received over time, their effectiveness, and the changing nature of topics of education and how education is provided to the public. Records related to education campaign project management and deliverable development (sub-class 7.3) are considered to be of a routine administrative or routine operational nature only. They are therefore recommended for destruction as they have short–medium term business value only. 5.7.3 Disposal recommendations Information recommended for retention as public archives:

Sub-class Title 7.1 Education and sponsorship strategy

7.2 Major sponsorships

7.4 Education campaign and major sponsorship deliverable finals

7.5 Education and sponsorship public surveys and monitoring

Information recommended for destruction:

Sub-class Title 7.3 Education campaign project management and deliverable development

5.8 Class no. 8 – Research Management This class covers information and records relating to the EQC function of facilitating research in matters relevant to natural hazards and disaster damage, and mitigation and prevention of damage. Its sub-classes are: • Development of strategy • Final approved strategy documents • Research programmes and/or projects funded and led by EQC • Research programmes and/or projects contributed to by EQC but led by another organisation/agency • Specialist conferences, seminars, workshops managed by EQC - planning and administration • Specialist conferences, seminars, workshops managed by EQC - output • Funding for non-EQC run conferences and seminars.

Under section 5(1)(e) of the Earthquake Commission Act 1993, EQC is charged with facilitating research about matters relevant to natural disaster hazards and damage, methods of reducing or preventing natural disaster damage, and the insurance provided under the Act. EQC fosters relevant research in the fields of earth science, civil engineering, architectural design, building technologies, social science, and emergency management. EQC both purchases research outputs and invests in research capabilities. It actively fosters research collaboration across sectors and provides input into the programmes of other government funding agencies and programmes. 5.8.1 Description Development of strategy (sub-class 8.1) covers information and records that document the development of strategic planning with regards to resilience and research. For example: • EQC Resilience Strategy (a 10-year strategy) • EQC Research Investment Priority Statement (a 2-year research plan).

Example information and records are: • Drafts of strategic papers • Working Papers • Input from stakeholders.

Final approved strategy documents (sub-class 8.2) covers the final and approved versions of strategies such as the: • EQC Resilience Strategy • EQC Research Investment Priority Statement.

The final of these strategic documents is published so must be lodged with National Library under the legal deposit scheme. EQC may wish to keep some copies for their own reference. Research programmes and/or projects funded and led by EQC (sub-class 8.3) covers information and records that document research programmes or projects funded and led by EQC. Includes both one-off projects and ongoing funding commitments. Example programmes are: • DEVORA (Determining Volcanic Risk in Auckland) • It's Our Fault • QuakeCentre • University research where EQC is the lead funder.

Example information and records are: • Business cases • Programme governance documentation and decisions • Annual reports • Agreements • Monitoring and reporting records • Correspondence • Publicity material • Research findings • Photographs, diagrams, and other graphic material related to the research project.

Research programmes and/or projects contributed to by EQC but led by another organisation/agency (sub-class 8.4) covers information and records that document EQC contributions to research programmes or projects led by other organisations or agencies, such as GNS and NEMA or a university. Example programmes are: • Biennial contestable grants programme • University post-graduate proposals • Science to practice programme • University capability funding • GeoNet.

Example information and records are: • Applications for grants • Selection criteria • Evaluation process and records of decisions • Agreements • Monitoring and reporting records • Correspondence • Research proposals • Business cases • Publicity material • Research findings • Photographs, diagrams, and other graphic material related to the research project.

Specialist conferences, seminars, workshops managed by EQC - planning and administration (sub-class 8.5) covers information and records relating to the planning and administration of specialist conferences, seminars, workshops run by EQC. Examples are: • Documentation to support organising speakers • Travel arrangements • Catering, venue, and equipment hire • Meeting/seminar/presentation planning • Advertisements and sponsorship arrangements • Attendee details.

Specialist conferences, seminars, workshops managed by EQC – output (sub-class 8.6) covers information and records relating to the final content and output of specialist conferences, seminars, workshops run by EQC. Such as:

• Seminars for research dissemination.

Example information and records are: • Presentations given.

Funding for non-EQC run conferences and seminars (sub-class 8.7) covers information and records documenting EQC's funding of non-EQC run conferences and seminars. Examples are: • Funding requests and decisions • Reports • Conference proceedings • Travel funding requests.

5.8.2 Value statement Sub-classes of information and records in this class that are recommended for retention as public archives, are justified under Principle 1 of the Archives New Zealand Appraisal Public Sector Selection Statement August 2019. They provide evidence of the how EQC fulfils its statutory obligation to support research and provide education as well as documenting innovation, new technologies or building and land management practices that may improve the outcomes in the event of a natural disaster. Records relating to EQC’s funding of research programmes and projects that are funded and led by EQC (sub-class 8.3) are not only evidence of the performance of a statutory function, but also provide information about the funding and management of significant research into natural hazard and disaster mitigation, response, and recovery. Records of the funding by EQC of university research and also provide evidence of and information about a government agency’s role in the development of science research and education in New Zealand. Therefore, these records are recommended for retention as archives. Records of the output of specialist conferences, seminars, workshops managed by EQC (sub-class 8.6) provide evidence of how EQC participates in ongoing education and development of the sector in which they operate, and the fulfilment of their education role. All other information and records in this class are of a routine administrative or routine operational nature only. This includes sub-classes 8.1, 8.2, 8.5, and 8.7. They are therefore recommended for destruction as they have short–medium term business value only. The information and records from sub-class 8.4 are also recommended for destruction as the full record will be held by the agency/organisation who is overseeing the research programme or project. 5.8.3 Disposal recommendations Information recommended for retention as public archives:

Sub-class Title 8.3 Research programmes and/or projects funded and led by EQC 8.6 Specialist conferences, seminars, workshops managed by EQC - output

Information recommended for destruction:

Sub-class Title 8.1 Development of strategy

8.2 Final approved strategy documents

Sub-class Title 8.4 Research programmes and/or projects contributed to by EQC but led by another organisation/agency

8.5 Specialist conferences, seminars, workshops managed by EQC - planning and administration

8.7 Funding for non-EQC run conferences and seminars

5.9 Class no. 9 – Policy Advice This class covers information and records relating to policy advice provided by EQC in the area of its statutory functions. It only has one sub-class: • Policy advice records

EQC has a strategic role in promoting, through the provision of robust policy advice to decision-makers, the adoption of policies that help build safer communities and contribute to the efficient management of the Crown’s assets and liabilities. EQC staff have expertise in hazard mitigation, disaster insurance/reinsurance and funds investment, and EQC also contracts for expert advice in these fields. EQC may provide policy advice to other agencies and to Ministers in its areas of expertise. 5.9.1 Description Policy advice records (sub-class 9.1) covers information records relating to policy advice provided by EQC to Ministers and other agencies regarding: • Natural disaster mitigation • Response and recovery • Risk management • Government response to disasters • Disaster reinsurance.

Example information and records are: • Policy development records • Briefing papers • Correspondence • White papers.

Note: Ministerial Directions, policy and investment advice relating to the Natural Disaster Fund are covered by sub-class 2.1. 5.9.2 Value statement Sub-classes of information and records in this class that are recommended for retention as public archives, are justified under Principle 1 of the Archives New Zealand Appraisal Public Sector Selection Statement August 2019. Records of EQC’s provision of policy advice to Ministers and other agencies (sub-class 9.1) provides evidence of the agency’s involvement in government initiatives or strategies that are related to its statutory functions and provide information of research value in the areas of EQC’s specialisation. They are recommended of retention as public archives.

5.9.3 Disposal recommendations Information recommended for retention as public archives:

Sub-class Title 9.1 Policy advice records

No information and records in this class are recommended for destruction.

6. Appendix One – Internal consultation

A number of staff participated in consultation during development, or internal approval processes as part of the development of the disposal schedule.

Role Functional area Team Leader Claims (On-Solds Team 1) On-Solds & Claims

Team Leader Claims (On-Solds Team 2) On-Solds & Claims

Team Leader Claims (On-Solds Team 3) On-Solds & Claims

Workflow Coordinator - Claims On-Solds & Claims

Business Analyst Claims Optimisation On-Solds & Claims

Team Leader Claims (Claims Assurance) On-Solds & Claims

Team Leader Claims (Construction) On-Solds & Claims

Team Leader Claims (Other Insurers) On-Solds & Claims

Team Leader Claims (Southern Response) On-Solds & Claims

Team Leader Claims (Disputes Litigation) On-Solds & Claims

Team Leader Claims (Disputes Escalations) On-Solds & Claims

Supplier Performance Manager On-Solds & Claims

Manager Quantity Surveying On-Solds & Claims

Business Analyst - Integration & Culture On-Solds & Claims

Manager Public Education - Resilience & Research Resilience & Research Manager Risk Reduction and Resilience Resilience & Research

Manager Research Resilience & Research

Programme Manager - Readiness Readiness

Head of Partnerships - Readiness Readiness

Head of Claim Delivery Readiness

Head of Event Strategy Readiness

Manager, Business Continuity - Readiness Readiness

Event Strategy Analyst Readiness

Role Functional area Chief Strategy Officer Strategy, Board, Governance Management & Steering Groups

Strategic Advisor - Data & info Technology Strategy, Board, Governance Management & Steering Groups

Head of Communications and Engagement Strategy, Board, Governance Management & Steering Groups

Manager Media and Engagement Strategy, Board, Governance Management & Steering Groups Head of Policy and Govt Relations - Policy & Govt Strategy, Board, Governance Management & Relations Steering Groups

Manager of the Office of the CE Strategy, Board, Governance Management & Steering Groups

Head of Risk Modelling Risk Modelling

Manager Financial and Assurance Analytics - Finance Risk Modelling & Assurance Analytics

I & A Platform Product Owner - Data & info Data & Information Technology Technology

Lead Data Engineer - Data Engineering Data & Information Technology

Head of Performance & Reporting Performance & Reporting

Senior Procurement Specialist Commercial Performance & Reporting

Consultant – Performance & Reporting Performance & Reporting

Manager Integration and Culture Performance & Reporting

Manager Customer Information - Customer Performance & Reporting Information Management

Communications Coordinator Communication & Engagement

Senior Operational Policy Advisor- Claim Delivery NDRA (Recordkeeping Guide also)

Head of Claim Delivery NDRA (Recordkeeping Guide also)

Strategic Advisor – People Culture & Capability People

Head of Risk Financing Risk & Financing

Head of Risk and Assurance - Risk & Assurance Risk & Assurance Manager Risk and Compliance - Risk & Assurance Risk & Assurance

Senior Compliance Analyst - Risk & Compliance Risk & Assurance

Fraud Manager - Risk & Assurance Risk & Assurance

Head of Financial Control Finance Control

Head of Finance Business Partnering and Analytics- Finance Risk and Financing

Role Functional area Head of Canterbury Claims Canterbury Claims

Head of Readiness Readiness

EQ Cover Product Specialist - Risk and Financing Risk & Finance

Listed below are roles that are on the Data and Information Governance Forum who formed part of the internal approval process during the development of the disposal schedule.

Role DIGF Role Head of Risk Modelling Chairperson

Chief Data Officer Executive Member – Data & Information Technology

Head of Performance and Reporting Executive Member – Performance & Reporting

Manager Financial and Assurance Analytics- Finance & Member – Financial & Assurance Analytics Assurance Analytics

I&A Product Owner Member – Data Hub

Enterprise Architect Member – Enterprise Architecture

Independent Advisor Member – Architecture Review Forum

Manager, Research Member – Resilience & Research

Manager, Digital Records Member – Information Management

Chief Information Security Officer Member – Information Security Head of Risk and Assurance - Privacy Officer Advisor to the Forum

Senior Legal Business Partner Advisor to the Forum Listed below are role titles of the members of the EQC Executive Leadership Team who formed part of the internal approval process during the development of the disposal schedule. Role Chief Executive Chief Strategy Officer

Chief Readiness Officer

Chief Financial Officer

Chief Resilience and Research Officer

Chief Data Officer

Head of Canterbury Claims

Head of Performance and Reporting Head of On-Solds

Chief People Officer (Interim)

7. Appendix Two – External consultation

Listed below are all organisations/roles invited to provide input on the development of the disposal schedule.

Role Organisation

GM Science Institute of Geological and Nuclear Sciences (GNS)

Director Resilience to Natures Challenges Institute of Geological and Nuclear Sciences (GNS)

Insurance Manager Insurance Council of New Zealand

Sector Programmes Manager Engineering NZ

Chief Executive Chief Executive, IBANZ (Insurance Brokers of New Zealand)

Senior Lecturer School of Geography, Environment and Earth Sciences, Victoria University of Wellington

Director Joint Centre for Disaster Research, Massey University

Executive Officer New Zealand Society for Earthquake Engineering

Civil Defence Controller Wellington City Council

Geotechnical & Geological Practice Lead Auckland City Council

Senior Advisor Natural Hazards Christchurch City Council

Advisor Information Management Office of the Ombudsman

Assistant Commissioner, Policy and Office of the Privacy Commissioner Operations

Information Management Advisor Information Services Group, Office of the Auditor General

President Professional Historians Association

Secretary

President RIMPA – Records and Information Professionals Australasia, NZ Branch

Secretary and Eric Boamah, President ARANZ – Archives and Records Association of New Zealand

Disaster Response Manager Chubb

Disaster Response Agent

Natural Disaster Specialist AA Insurance

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