A council-controlled organisation A council-controlled trading organisation A local government organisation The Public Records Act defines a local authority record as: record or class of records in any form, in whole or in part, created or received “…a (whether before or after the commencement of this Act) by a local authority in the conduct of its affairs.” The classes of authority records specified in this notice (unless specifically stated) apply to records regardless of the media on which they are created and stored. The Public Records Act 2005 defines a record as: information, whether in its original form or otherwise, including (without limitation) a “… document, a signature, a seal, text, images, sound, speech or data compiled, recorded, or stored, as the case may be, in written form on any material, or on film, negative, tape or other medium so as to be capable of being reproduced, or by means of any recording device, or process, computer, or other electronic device or process.” If it is intended to maintain records in microform format only, the local authority must provide assurance to the Chief Archivist that the records will be maintained in compliance with international standard practice. If it is intended to retain digitised records in electronic form only, the local authority must meet the requirements set out in the Contract and Commercial Law Act 2017. Protected records may be digitised and retained in electronic form only in some circumstances and guidance on this is available from Archives New Zealand. All previous Local Government Schedule notices by the Chief Archivist published in the New Zealand Gazette are revoked and superseded by this “List”. 1. Meeting papers Local authority meeting papers, for meetings as defined by the Local Government Official Information and Meetings Act 1987, consisting of agenda, a set of signed minutes and any other papers presented to and/or tabled. All agenda, minutes and papers of meetings of the senior/executive management team. 2. Electoral records Electoral Records created by the local authority including signed rolls and ratepayers’ lists. Returning officers' declarations of results from local authority elections and polls. Reports and submissions relating to representation reviews and boundary changes. 3. Valuation and rating records
A council-controlled organisation A council-controlled trading organisation A local government organisation The Public Records Act defines a local authority record as: “…a record or class of records in any form, in whole or in part, created or received (whether before or after the commencement of this Act) by a local authority in the conduct of its affairs.” The classes of authority records specified in this notice (unless specifically stated) apply to records regardless of the media on which they are created and stored. The Public Records Act 2005 defines a record as: “… information, whether in its original form or otherwise, including (without limitation) a document, a signature, a seal, text, images, sound, speech or data compiled, recorded, or stored, as the case may be, in written form on any material, or on film, negative, tape or other medium so as to be capable of being reproduced, or by means of any recording device, or process, computer, or other electronic device or process.” If it is intended to maintain records in microform format only, the local authority must provide assurance to the Chief Archivist that the records will be maintained in compliance with international standard practice. If it is intended to retain digitised records in electronic form only, the local authority must meet the requirements set out in the Contract and Commercial Law Act 2017. Protected records may be digitised and retained in electronic form only in some circumstances and guidance on this is available from Archives New Zealand. All previous Local Government Schedule notices by the Chief Archivist published in the New Zealand Gazette are revoked and superseded by this “List”. 1. Meeting papers Local authority meeting papers, for meetings as defined by the Local Government Official Information and Meetings Act 1987, consisting of agenda, a set of signed minutes and any other papers presented to and/or tabled. All agenda, minutes and papers of meetings of the senior/executive management team. 2. Electoral records Electoral Records created by the local authority including signed rolls and ratepayers’ lists. Returning officers' declarations of results from local authority elections and polls. Reports and submissions relating to representation reviews and boundary changes. 3. Valuation and rating records
16-Sp4-List-of-protected-records-for-local-authorities-Word.docx