7.4.2 Privacy Act Requests & Complaints that do not set Information requests 7 years from last Destroy GDA4 10.2 • Precedent Agency reply to requests information entry Records relating to requests and complaints regarding Communication with Privacy date the agency under the Privacy Act 1993 that set no Commissioner precedent Agency investigations into complaints Minimum retention Class Description Examples Disposal Action Previous GDA Ref Number period by agencies 8.0.0 BUSINESS INFORMATION SYSTEMS 8.1.1 Purchase, Development & Operational Management of System specifications, development Retain for active life Destroy GDA4 11.1 • Systems used to Manage &/or hold Records & acquisition of the system GDA1 9.8 • Records dealing with the purchase, installation, testing, Purchase & maintenance GDA2 11.3 • maintenance & functioning of information systems used agreements (Note: Some records GDA1 7.2 • to manage, e.g.: Installation (e.g. modems, cabling, may be transferred to records and documents etc.) a successor agency. • personnel and human resources information (e.g. Upgrade & modification These records should • HRMIS) documentation accompany them) finance and accounting records Access & security documentation • payroll systems Database management • library information systems Allocation of equipment & services • (e.g. shelving, computers, etc.) (Note: this does not apply to records held within the Network operations & monitoring records systems. When a system becomes defunct, all Software licences records should be migrated, remain accessible or be Successful/unsuccessful IT proposals destroyed under authorisation. Please contact Archives Correspondence with vendors New Zealand for advice.) Agency investigations into complaints
7.4.2 Privacy Act Requests & Complaints that do not set Precedent Records relating to requests and complaints regarding the agency under the Privacy Act 1993 that set no precedent Information requests Agency reply to requests Communication with Privacy Commissioner Agency investigations into complaints 7 years from last information entry date Destroy • GDA4 10.2 Number Class Description Examples Minimum retention period by agencies Disposal Action Previous GDA Ref 8.0.0 BUSINESS INFORMATION SYSTEMS 8.1.1 Purchase, Development & Operational Management of Systems used to Manage &/or hold Records Records dealing with the purchase, installation, testing, maintenance & functioning of information systems used to manage, e.g.: • records and documents • personnel and human resources information (e.g. HRMIS) • finance and accounting records • payroll systems • library information systems (Note: this does not apply to records held within the records systems. When a system becomes defunct, all records should be migrated, remain accessible or be destroyed under authorisation. Please contact Archives New Zealand for advice.) System specifications, development & acquisition Purchase & maintenance agreements Installation (e.g. modems, cabling, etc.) Upgrade & modification documentation Access & security documentation Database management Allocation of equipment & services (e.g. shelving, computers, etc.) Network operations & monitoring Software licences Successful/unsuccessful IT proposals Correspondence with vendors Agency investigations into complaints Retain for active life of the system (Note: Some records may be transferred to a successor agency. These records should accompany them) Destroy • GDA4 11.1 • GDA1 9.8 • GDA2 11.3 • GDA1 7.2
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