Archives New Zealand

1Archives New Zealand Government Loans Service Client ProceduresGOVERNMENT LOANS SERVICEArchives New Zealand’s Government Loans Service provides for the temporary return of public archives to controlling public offices or their successors when required for administrative use, as per Section 24 of Public Records Act 2005.The guiding principles of both Policy and Procedures are that public archives are made accessible to public offices when required for administrative use, and protected and available to meet the needs of current and future users.SERVICES AVAILABLE Loan of archives  Digitisation and Online Access (by arrangement)  Viewing of archives at an Archives New Zealand office  Online informationCONTENTS1. Registration 2. Requesting 3. Transfer Lists 4. Research 5. Physical Condition of the Archive 6. Collection and Return 7. Loan Periods 8. Inspection of Long-Term Loans 9. Census 10. Overdues 11. Care and Handling 12. Breaches of Loan Conditions 13. Contact DetailsLast updated November 2017 V1.1/PRR/ACC/TRPA/TemporaryReturnofPublicArchivesAdministration 21. REGISTRATIONPublic Offices1.1 All organisations that Archives New Zealand has identified as public offices, as defined by the Public Records Act 2005, can register staff as Government Loans Clients. These include:. Government departments . Crown entities . Crown research institutes . State-owned enterprises . District health boards . Tertiary institutions . State schools.1.2 Public office staff must register as Government Loans clients in order to request the return of archives.1.3 Application for registration must be made using the Government Loans Service Client Registration Form: http://archives.govt.nz/government-loans-service-client- registration-form 1.4 Registration of Government Loans Clients must be authorised by the administrative head, or the staff member to whom this role has been delegated. 1.5 The administrative head or the staff member to whom this role has been delegated must notify Archives New Zealand immediately of any changes to authorised staff.Private companies1.6 Where a private company transfers public archives, a loan agreement can be negotiated relating to those archives it transferred. If approved, the private company must register as a Government Loans Client (see details above).1.7 Any private company wishing to view archives has the same research privileges in Archives New Zealand reading rooms as any researcher and must abide by the same rules.2. REQUESTING2.1 Only authorised staff registered as Government Loans clients can request the temporary return of public archives.Last updated November 2017 V1.1/PRR/ACC/TRPA/TemporaryReturnofPublicArchivesAdministration 32.2 Requests for public archives can be made using the Archives New Zealand Government Loans Service Item Request Form or as agreed with Archives New Zealand staff by email.2.3 A public office can request up to 10 items per week without charge. 2.4 Additional requests over the 10 per week are charged (see current fees list).2.5 A larger public office, or an office undergoing a period of sustained and exceptional demand can negotiate with an office of Archives New Zealand for a temporary increase to the 10 per week limit. Any such agreements would apply only to that office of Archives New Zealand unless otherwise agreed. 2.6 A larger public office can negotiate with Archives New Zealand to have its business units acknowledged as possessing separate client registrations and order limits. 2.7 Urgent Requests, supplied within 24-hours (working days only), are charged (see current fees list).2.8 A request is each discrete physical object being requested, such as a record part or volume.2.9 Essential details required to facilitate a request:. Government Loans Client Number e.g. G1234 . Government office/agency name . Client Agency Code . Authorised contact name . Phone/fax . Email . Physical delivery address . Administrative use (purpose for loan). A copy of the permission-to-access letter or email received from the controlling public office, if the requesting office is neither the controlling public office nor its successor.. Turnaround time required:  Standard – within 3 working days for the loan of original records  Urgent - 24 hours from time of request (working days only)2.10 Government Loans under an access authority of another public office:. Written permission is required to borrow Government Loans that are under the access authority of another public office. This includes open access archives.. A Government Loans Client must not borrow archives and then on-loan these to another public office. All archives must be returned to Archives New Zealand and re-issued to the requesting public office. Last updated November 2017 V1.1/PRR/ACC/TRPA/TemporaryReturnofPublicArchivesAdministration 42.11 As much of the following information must be supplied, either from Archives New Zealand’s online finding aid http://archway.archives.govt.nz/ or from transfer lists:. Item code (e.g. R1234567) . Agency . Series . Accession . Box/Item . Record/Part . Title/Years Please contact your local Archives New Zealand office for further advice about using Archway.2.12 Delays are likely if more information is needed from the agency making the request because details provided in the original request are insufficient or incomplete.2.13 Requests may be rejected if incomplete information is provided. This may result in Archives New Zealand requiring payment of research charges if substantial research is required. 2.14 Requests may not be processed if incorrect or insufficient information is available2.15 In certain circumstances Archives staff may offer a digital copy of a record in lieu of the loan of original documents where doing so will preserve the record and meet Client requirements. No charges will be applied in these cases. The ability to offer digital copies will be limited by the size/condition of the archives and the demand on Archives’ digitisation capacity at the time.3. TRANSFER LISTS 3.1 On completion of a transfer of archives from a public office to Archives New Zealand a list of the transferred records is supplied to the public office.3.2 If the original transfer list is no longer available, a Government Loans Client can request a copy of the list in order to facilitate requests. 3.3 Archives New Zealand reserves the right to charge for the supply of additional copies of transfer listsLast updated November 2017 V1.1/PRR/ACC/TRPA/TemporaryReturnofPublicArchivesAdministration 54. RESEARCH4.1 Archives New Zealand staff will undertake up to one half hour of research to identify records that have been requested (such as searching registers and indexes). Requests for more extensive research are subject to Archives New Zealand’s standard fees and charges.5. PHYSICAL CONDITION OF THE ARCHIVE5.1 A Government Loan is dependent on the physical condition, age, format and other factors of the archive. This is assessed by Archives New Zealand staff on a case-by-case basis.5.2 If an archive cannot be loaned it may be copied, digitised or made available for viewing at an office of Archives New Zealand. Charges may apply for the digitisation of an archive where alternative options have been provided.6. COLLECTION AND RETURN 6.1 A Government Loans Client is responsible for the secure collection and return of loans.6.2 When collecting archives the staff member or courier must be able to identify the requesting party and destination address to Archives reception before the archives will be handed over6.3 Loans must be signed for at pickup6.4 Loans must be returned to the office of Archives New Zealand that the records were originally loaned from6.5 Loans are to be returned in the secure packaging provided. Where this is not possible (for example, where archives are returned at different times) the archives must be safely packaged and returned to the Government Loans Service at the appropriate office of Archives New Zealand.6.6 When returning loaned archives an email notification should be sent to the appropriate office of Archives New Zealand. This notification must include the item code or order number for the returned archives (these are the ‘R’ or ‘D’ numbers featured on the coversheets affixed to every loaned archive). 6.7 Upon the return of loaned archives the Archives New Zealand office will respond to the client with a confirmation of the archives that have been received.Last updated November 2017 V1.1/PRR/ACC/TRPA/TemporaryReturnofPublicArchivesAdministration 67. LOAN PERIODS7.1 The standard loan period is three months, unless otherwise agreed between Archives New Zealand and the Government Loans Client.7.2 Archives on loan can have the loan period extended beyond the standard loan period by agreement between Archives New Zealand and the Government Loans Client.7.3 In general an extension will not be granted for a period greater than one year.7.4 Archives New Zealand has the right to request the return of loaned archives before the due date, if the records are required for public research purposes.8. INSPECTIONS OF LONG-TERM LOANS8.1 When archives have been loaned and already extended at least once Archives New Zealand may require that the archives be inspected before further extensions are granted. 8.2 Archives can be returned to any Archives New Zealand office for inspection. The Government Loans Client will meet all return and collection costs. The Inspection and repackaging of the archives will be conducted within one working day of the return.8.3 Where Archives New Zealand requests an inspection it must be made available within 5 working days unless alternative arrangements have been made.8.4 If inspection is not conducted at the office that holds the archive, the details of the archives must be provided in advance to the inspecting Archives New Zealand office. The inspecting office will inform the lending office and the lending office may extend the loan as discussed.8.5 Where a Government Loans Client is located in a city with an Archives New Zealand office, Archives’ staff can visit to inspect archives. On-site inspection is charged (see current fees list).8.6 The requirement for the sighting of loaned archives may be waived by Archives New Zealand staff where sighting of the original documents cannot be practicably arranged (e.g. where the archive is being used as evidence in Court proceedings)9. CENSUS9.1 A Government Loans Client must have systems and processes in place to ensure that a loan is returned to Archives New Zealand by the initial agreed period or arrangements are made for the loan to be extended. Last updated November 2017 V1.1/PRR/ACC/TRPA/TemporaryReturnofPublicArchivesAdministration 79.2 Archives New Zealand offices will conduct a regular census in order to establish the whereabouts and condition of all overdue archives. Overdue reminder notices will not be issued. 9.3 Overdue loans will incur fines immediately after the due date and these will continue to accrue until the archive is returned or the loan extended. Invoices will be sent monthly and may include more than one fine.10. OVERDUES10.1 A Government Loan will be deemed to be overdue if:. The loan has not been returned at the end of the loan period and an extension has not been arranged. A request to inspect the condition of a loan has not been responded to within five working days.10.2 Overdues are charged per item (see current fees list)11. CARE AND HANDLING11.1 A Government Loans Client is responsible for “the safe custody and preservation of the public archive during the time that it is in the possession of the public office” s 24(b) Public Records Act 2005 refers.11.2 A Government Loans Client must follow any directions given by Archives New Zealand Staff as to the care and handling of archives on loan, including: Having systems in place to record the whereabouts of an archive at all times while it is on loan and having systems in place to ensure archives on loan are returned within the agreed loan period.  Adding nothing to, taking nothing from and writing nothing on an archive. Using acid-free paper to mark references, not adhesive markers. Copying from bound volumes using a camera (without flash), not a photocopier. When copying from files documents must be imaged individually and not put through a document feeder Care must be taken to maintain copied archives in the original order, Keeping an archive supplied in a protective folder, in that folder when not in use. Ensuring the Archives New Zealand loan cover sheet remains with the archive at all times.Last updated November 2017 V1.1/PRR/ACC/TRPA/TemporaryReturnofPublicArchivesAdministration 8 Returning an archive to Archives New Zealand in the same condition as when they it was issued and in the container in which it was received or equivalent.  Securing the container in such a way that it cannot come apart during transit. Cable ties or security tags may be supplied by Archives New Zealand to secure courier bags. It is recommended that boxes should be securely taped for transit.11.3 The Government Loans Client is liable for any costs involved in repairing and restoring an archive that has been damaged while on loan or in transit.11.4 A Government Loans Client that does not comply with these conditions may have their access to the service reduced or suspended. 12. BREACHES OF LOAN CONDITIONS12.1 A Government Loans Client that breaches loan conditions and/or the Public Records Act 2005 will have access to the service reduced or suspended.12.2 Breaches of loan conditions include:. Failure to return an archive by the agreed loan period.. Loss of an archive. This is a serious offence under the Public Records Act 2005.. Alteration of an archive. This is a serious offence under the Public Records Act 2005.. Serious damage to an archive. This will lead to cost recovery for repairs.. Non-compliance with requests for inspection.. On-loaning archives to another public office.. Non-payment of charges12.3 Archives New Zealand will notify a Government Loans Client that its access has been reduced or suspended and for what reasons. They will consult with the public office staff affected on the conditions of the suspension and seek agreement to a plan of action concerning future service and monitoring of loans. 12.4 The Director of Holdings and Discovery or Regional Manager, Archives New Zealand, will be informed of the situation.12.5 If there is serious concern over the safety of loaned archives, the Chief Archivist will be informed of the situation and any action will be Last updated November 2017 V1.1/PRR/ACC/TRPA/TemporaryReturnofPublicArchivesAdministration 9 based on his/her recommendations. The Government Loans Client will be informed of these recommendations at a meeting with the responsible staff at the office.12.6 When loan access is suspended, Reading Room access will remain available.13. CONTACT DETAILSNational Office, Wellington 10 Mulgrave Street, Thorndon, Wellington 6011 PO Box 12-050, Wellington Phone: (64-4) 894 6063 Email: [email protected]Auckland Regional Office 95 Richard Pearse Drive, Mangere, Manukau 2022 PO Box 201103, Auckland Airport, Manukau 2150 Ph: (64- 9) 270 1100 Fax: (64- 9) 276 4472 Email: [email protected]Christchurch Regional Office 90 Peterborough Street, Christchurch 8013 PO Box 642, Christchurch 8140 Phone: (64-3) 377 0760 E-mail: [email protected]Dunedin Regional Office 556 George Street, Dunedin 9016 PO Box 6183, Dunedin North, Dunedin Phone: (64-3) 477 0404 E-mail: [email protected]Last updated November 2017 V1.1/PRR/ACC/TRPA/TemporaryReturnofPublicArchivesAdministration 10Last updated November 2017 V1.1/PRR/ACC/TRPA/TemporaryReturnofPublicArchivesAdministration

Archives New Zealand

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