As recommended by the Royal Commission’s redress report 'He Purapura Ora, he Māra Tipuopen_in_new’, the Crown Response Office and Archives NZ have developed a set of principles to help organisations improve how they create, manage and give people access to, records about people who have been in their guardianship or custody (what Archives NZ has defined as care recordsopen_in_new).
It is called the Care Records Framework.
Learn more about the Crown Response Office’s Care Records Framework open_in_new
There is also draft supporting guidance material which they will test with various organisations.
You can request a copy of the draft guidance material by contacting the Crown Response Office:
Archives NZ’s temporary care records protection instruction (the instruction) is a set of rules for government agencies that create, receive or hold care recordsopen_in_new.
Non-government agencies and local government agencies should use this instruction as guidance.
Archives NZ refers to care records as records that were created about people during their time in the guardianship or care of the State (Government) or faith-based institution.
The instruction forbids the editing, destruction, sale, and disposal of records made about someone who is or has been in the guardianship or care of others, referred to by Archives NZ as care recordsopen_in_new.
This means you must keep and cannot edit or change these records. If you are looking at digitising these records and then destroying the originals, you must first contact Archives NZ to discuss it.
The instruction will remain in force until the Chief Archivist decides it is no longer needed.
Learn more about the temporary care records protection instructionopen_in_new.
Under the Privacy Act, when any organisation collects personal information about someone, people have the right to:
Learn more about how organisations should respond to people’s records requestsopen_in_new.
If your organisation is a government agency, any individual can ask you for official information you hold. This includes:
The Office of the Ombudsman has guidance for government agencies about how to process an official information (OIA) requestopen_in_new, what information you must withhold, and time limits for your response.
The Crown Response to the Royal Commission of Inquiry Office (Crown Response Office) have a guide on how organisations should and should not redact (remove or hide information from) records.
This has been informed by the Royal Commission which recommended record holders:
Download the Shared Redaction Guidanceopen_in_new.
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