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Future-proofing core survey and title paper records ...
Transcript of Future-proofing core survey and title paper records ...
Future-prooFing Core Surveyand title paper reCordS
Strategy paper for the Minister for land information
oCtober 2007
�Future-Proofing Core Survey and Title Paper Records
ContentsForeword 3Scopeofthestrategy 3Successfactors 31Executivesummary 51.1Theneedforastrategy 51.2Strategyoverview 52LINZ'sresponsibilities 83Environmentaloverview 93.1 How to find core survey and title paper records now93.2ArchivesNewZealand 93.3Customers 104 Strategiccontext 124.1Strategyvision 134.2Objectivesofthestrategy 134.3Measuresofsuccess 134.4Barrierstosuccess134.5Workingacrossgovernment 135 Keyconsiderations 146 Theaccessproblem 166.1Currentaccess 167Futureaccesssolutions 177.1Electronicaccess–aLINZvirtualcounter 177.2Accesstooriginalpaperrecords 188Thestorageproblem 209Thestoragesolution:thirdpartyproviderandArchivesNewZealandtostoreallLINZcoresurveyandtitlepaperrecords 2110Keyissuesforfuturestorage2210.1ArchivesNewZealandspaceandcapacity 2210.2Processformovingrecords 2211 Preservationandknowledgesharingopportunities 2411.1Preservation–digitisationprogramme 2411.2Sharingtheknowledge–workingwithArchivesNewZealand 2512Strategyrecommendations 2712.1Governance 2712.2Accesssolutions 2712.3Interimarrangements 2712.4Storagesolution 2812.5Preservationandknowledgesharing 2813Financialimplications 2913.1Continuedandenhancedaccess 2913.2Imagingofsomerecordsets 2913.3MovingtherecordstoArchivesNewZealand 2914Glossary 3015Appendices 3315.1LINZvirtualcounter 3315.2LocationofLINZcoresurveyandtitlepaperrecordsasat1July2007,cont’d 3515.3Recordsetsrecommendedfordigitisationprogramme 38
Contents
FoRewoRd 2
�. exeCuTive SummaRy 4
2. LiNZ’S ReSPoNSibiLiTieS 7
3. eNviRoNmeNTaL oveRview 8
4. STRaTegiC CoNTexT ��
5. Key CoNSideRaTioNS �3
6. The aCCeSS PRobLem �5
7. FuTuRe aCCeSS SoLuTioNS �7
8. The SToRage PRobLem 20
9. The SToRage SoLuTioN 2�
�0. Key iSSueS FoR SToRage 22
��. PReSeRvaTioN aNd KNowLedge ShaRiNg oPPoRTuNiTieS 24
�2. STRaTegy ReCommeNdaTioNS 27
�3. FiNaNCiaL imPLiCaTioNS 29
�4. gLoSSaRy 30
�5. aPPeNdiCeS 33
2 Future-Proofing Core Survey and Title Paper Records
ForewordLandInformationNewZealand(LINZ)ismovingtowardsa100%electroniclodgementenvironment,whichmeansthatbylate2008transactionswillbeconductedelectronically.100%electroniclodgementwillgiveLINZandourcustomers efficiency gains, and is consistent with the Government’s Digital Strategy.
AsLINZmakesthistransition,theuseofpaperrecordswillbephasedout.
Also contingent with the move is a significant decrease in manual processing work,areductionintheLINZworkforce,andarequirementforfewerprocessingcentres. LINZ will retain two of the current five processing centres, in Hamilton and
Christchurch, and residual counter services will be available only at these two offices. The intention is that processing centres will provide back-office functions and that in time there will be no public counters.Whiletransactingwillbeelectronicandkeytitleandsurveyrecordswillbeavailabledigitally,LINZalsohas stewardship of 167 years’ worth of paper records – many of them with historical significance. LINZ has worked with Archives New Zealand to develop this Future-Proofing Core Survey and Title Paper RecordsStrategytoenableaccessto,andstorageandpreservationof,theserecordsforthefuture.
SCoPe oF The STRaTegy
All survey and title paper records held in processing centres and in LINZ’s national office are covered in thisstrategy.Theserecordsarecomprisedof:
field booksdeedstraverserecordsindexesdocumentstitlesplansmapslodgementsfiles and foldersregisters,andmicrofilm.
Topographicmaps,hydrographicchartsandCrownpropertyrecordsarenotincludedinthescopeofthisstrategy.
Crown property record sets that were in microfilm and have already been digitised are included, so they canbeaccessedmoreeasilybymembersofthepublic.TheseincludeCrownpurchasedeeds,proclamationplansandSurveyor-Generalplans.
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SuCCeSS FaCToRS
LINZ’sprimaryroleinthisstrategyistomeettheneedsofourbusinesscustomersengagedinlandtransactions.WealsorecognisethatawiderangeofNewZealandershaveaninterestinlandrecordsandtherighttoaccessthem.Withcustomerrequirementsinmind,asuccessfulstrategywillalso:
assurecontinuedandimprovedaccessbyLINZcustomerstocoresurveyandtitlepaperrecordsinanelectronicenvironmentassure safe and efficient storage of the records, andensuretherecordsarepreservedforfuturegenerations.
ThetimehascomeforpaperrecordswitharchivalvalueandlimitedbusinesspurposestobestoredsafelywithArchivesNewZealand.Paperrecordsthatarenecessaryforbusinesspurposes,andthatdonotyethavearchivalvalue,willbestoredwithathirdpartystorageprovider.
Thisstrategyaimstocontinue,andtoenhance,NewZealanders’accesstotheserecordsthroughthedevelopmentofa‘virtual’internet-basedcounterwhichwillreplacephysicalpubliccounterfunctions.Adigitisationprogrammeandthedevelopmentofgoodsearchingtoolswillalsoimproveaccessinthefuture.
Itistherighttimeforthisstrategyanditsimplementation.
BrendanBoyleChiefExecutiveLand Information New Zealand
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exeCutive summary
Thisstrategybringstogetherinitiativesforaccessto,andthestorageandpreservationof,coresurveyandtitlepaperrecords.
Togethertheseinitiativeswill:
providethepublicandlandprofessionalswithaccesstopaperrecordswhenLINZclosesprocessingcentres in Auckland, Wellington and Dunedinprovidethepublicwithelectronicaccesstothelandregister(comprisedofpaperandelectronicrecords)whenLINZcounterscloseinlate2008,andenableLINZtomanagecoresurveyandtitlepaperrecordsasitmakesthetransitionfrombeingpaper-basedtobeinganexcellente-deliveryorganisation.
�.� The Need FoR a STRaTegy
AsLINZmovestowardsa100%electroniclodgementenvironment,paperisbeingphasedout.ContinuingtorunbothapaperandanelectronicsystemisuneconomicandmorecostlyforLINZandourcustomers.Delivering services electronically and working across government to achieve optimum outcomes is also consistentwithgovernmentpolicy.
Coresurveyandtitlepaperrecordsarecurrentlystoredatvarioussites,namelyinLINZprocessingcentres,withathirdpartyprovider,andwithArchivesNewZealand.Therecordscanbeaccessedviafax,post,Skylight(LINZ’sinternet-basedorderingtool)andpubliccountersinLINZprocessingcentres.Withthe scheduled closure of public counters and three of the five processing centres, it is time for LINZ to proposeawayforwardforprovidingaccesstocoresurveyandtitlepaperrecords,andfortheirappropriatefuturestorageandpreservation.
�.2 STRaTegy oveRview
The key points of the Future-Proofing Core Survey and Title Paper Records Strategy are:
PubliccountersatprocessingcentreswillbereplacedbyavirtualcounterenteredfromtheLINZwebsite.Thevirtualcounterwillevolveasmoredigitalcontentandbettersearchtoolsbecomeavailable.Itwillalsolinkcustomersintootherrelevantlandrecordservicesthatareavailableonline.
LINZpaperrecordswillberemovedfromprocessingcentres,anddigitisedorstored(eitherinArchivesNewZealandorwithathirdpartystorageprovider)inatimeframethatalignstotheLINZscheduleforclosingprocessingcentres.
Untildigitisationandtransferiscomplete,readingroomsinLINZprocessingcentreswillbemadeavailableforviewingoriginalrecordsthatarenotcapableofbeingsuppliedelectronicallyorasphotocopies.
LINZwillimplementaprogrammeforthedigitisationofrecommendedrecordsetstoprovidemoredigitalcontent.Thiswillimproveaccessandreducetheneedforcustomerstoviewandtouch
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5Future-Proofing Core Survey and Title Paper Records
originals,andwillallowtheserecordstobestoredsafelywithArchivesNewZealand.
AteamofLINZandArchivesNewZealandexpertswillundertakethedigitisationinprocessingcentrestoensurerecordsmanagementstandardsaremet,knowledgeissharedandinteroperablemetadataisdesignedandcaptured.
RecommendedrecordsetsthathavebeendigitisedwillthenbetransferredandstoredwithArchivesNewZealand.ArchivesNewZealandwillprovidethepublicwithphysicalaccesstooriginalrecordsattheirreadingrooms,andwillenableaccesstorecordsrequiredbyLINZstaff,shouldtheyneedtobeamended.
ThetimingofrecordstransferwilldependontheabilityofArchivesNewZealandtophysicallystoreLINZrecordsthatareavailablefortransfer.
Paperrecordsthatdonothavearchivalvalue,orcannotbestoredbyArchivesNewZealandduetolackofstoragespace,willbestoredwithathirdpartystorageprovideruntiltheycanbedisposedofinaccordance with LINZ’s Disposal Schedule, as approved by Archives New Zealand.
AmemorandumofunderstandingwillbeagreedbyLINZandArchivesNewZealand,whichwillinclude:
apolicyforenablingappropriateaccessforLINZstafftoamendphysicalrecordswhennecessaryapolicytoenableappropriateaccesstopaperrecordsrequiredforbusinesspurposes,withappropriateturnaroundtimesifrequiredajointprojecttoassess,catalogueanddigitiserecommendedrecordsetsaworkprogrammetoensureknowledgeabouttherecordsandtheirinter-relationshipsissharedwithArchivesNewZealanda work programme that fits in with LINZ’s need to store records safely and the need of Archives NewZealandforextrastoragespace,andanorderlyandincrementalprocessforthetransferoforiginalpaperrecordstoArchivesNewZealand.
ThesuccessfulimplementationofthisstrategydependsontheapprovalofthebusinesscaseandthetimelyavailabilityofArchivesNewZealandstorage.
Thediagramonthenextpageisanoverviewofthestrategy.Itdescribesthestrategyfromtheperspectiveofcustomergroupsandtypesofexistingandproposedaccess,andstoragearrangements.Thecomponentsaccommodatedigitalandphysicalaccessandviewing,andelectronicandpaperstorage.Thesecomponentsarediscussedinmoredetailthroughoutthestrategy.
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Land professionals- Conveyancing professionals- Surveyors- Territorial authorities- Crown agents
Non-land professionals- General public- Historians- Genealogists- Researchers
All customers
Landonline Scanned LINZ record sets (existing plus results of digitisation programme) plus databases of scanned material from elsewhere
Directory for paper records
Requested, retrieved, scanned and returned to storage
Paper
- Warehouse(s)
- Third party providers- Archives New Zealand
Electronic
- Landonline
- Historic repositories LinZone Archway (Archives New Zealand)
Landonline- Transact- Search- Download- Order paper records
Virtual counter- Browse- Search- Download electronic records- Order paper records- Pay- Request to view original paper records
Physical viewing facilities- View- Copy/digital photograph
FiguRe �: oveRview oF The FuTuRe-PRooFiNg CoRe SuRvey aNd TiTLe PaPeR ReCoRdS STRaTegy
CuST
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LinZ's responsibiLities
LINZauthorisesandmaintainslandsurveyandtitlerecords,providinganaccurateandup-to-datepictureofregisteredinterestsinland.Theregistercompriseselectronicandpaperrecordsandisopentopublicinspection.
As identified in the 2007/08 Statement of Intent, LINZ’s responsibilities include:
thedevelopmentoflandinformationpolicyregulatory frameworks used to define and transact land, andprovidingasecureenvironmentforthebuying,sellingandsubdividingoflandpropertythrough:
guaranteedtitlesforpropertydealings,andan accurate system of land boundary definition.
ParticularlyrelevanttothecoresurveyandtitlerecordsaretheresponsibilitiesoftheRegistrar-GeneralofLandtomaintainaregister(thatconsistsofpaperandelectronicrecords)undertheLandTransferAct1952,andtheChiefExecutive’sstatutoryresponsibilityforstoringandprovidingaccesstocadastralsurveydataundertheCadastralSurveyAct2002.Inaddition,theSurveyor-Generalsetsstandardstoprotecttheintegrityofthecadastre.
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environmentaL overviewThissectiondescribes:
how to find core survey and title paper records nowArchivesNewZealandresponsibilities,andLINZ’scustomers.
3.� how To FiNd CoRe SuRvey aNd TiTLe PaPeR ReCoRdS Now
Just like a library, all LINZ core survey and title paper records have unique identifiers or reference numbers.ItisestimatedthatLINZholds30millionrecordsintotal.
CustomerscanaccesssurveyandtitlerecordsdirectlyfromLINZthroughavarietyofchannels.Theycan:
accessLandonline,thesubscriber-basedsystemforlandprofessionalspostinarequesttoaLINZprocessingcentrefaxinarequesttoaLINZprocessingcentreuseSkylight(theinternetorderingsystemfornon-landprofessionals),orvisitaLINZprocessingcentreandusethepublicterminals(selfhelp).
BeforeacustomercanobtainacopyofarecorddirectlyfromLINZ,theyneedtoprovide:
a unique identifier/reference number of the record (eg the Certificate of Title reference or Survey Plan number)thelanddistrict,andtherecordtype.
Customers who use Landonline in their office or at a public terminal at a processing centre can search using a variety of attributes, such as the legal description of the land, the registered proprietor’s name and/oraddress.Landonlineistheprofessional’stoolwithmoresophisticatedsearchfunctionality.Skylightisanorderingservice,accessedviatheinternetanddesignedforthepublic.Customerswhodonotknowhow,ordonothavetime,toprovidetheinformationrequired,canemployacommercialprovidersuchasasearchagent(egSearchlink)oraLandonline-registereduserwhooffersapublicsearchservice(egTerranet).
3.2 aRChiveS New ZeaLaNd
Archives New Zealand is the official guardian of New Zealand’s public records. Its role is:
toensuregovernment’sactivitiesarerecordedandtherecordsarekeptpermanently,andtoprovideaccesstotheserecords.
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ArchivesNewZealandregulatesthelong-termretentionandpreservationof,andaccessto,publicrecordsundertheprovisionsofthePublicRecordsAct2005.
The 2005 Act reflects current technology and record-keeping practices. The objectives of the legislation are to:
promoteaccountabilitybetweentheCrown,thepublicandgovernmentagenciesenhance public confidence in the integrity of public records enhanceandpromoteourhistoricalandculturalheritage,andencouragethepartnershipandgoodwillenvisagedbytheTreatyofWaitangiinrelationtopublicrecords.
ThePublicRecordsAct2005providesthreemechanismsenablingthegoodgovernanceofthepublicrecords:
controloverdisposal1
transfer of significant material to the custody of Archives New Zealand, and provisionofaccessrights.
LINZisworkingcloselywithArchivesNewZealandtoensurecoresurveyandtitlepaperrecordsareresponsiblylookedafterforcurrentandfuturegenerations.
3.3 CuSTomeRS
Usersofcoresurveyandtitlepaperrecords(inalphabeticalorder)include:
banksgenealogistsgeographershistorianshomeowners/buyersiwilawyersandconveyancersNew Zealand government departments and agencies (eg Department of Conservation)NewZealandterritorialauthoritiesNewZealandutilitycompanies(egpowerandgascompanies)realestateagentsresearcherssearchagentssurveyors,andvaluers.
� Note that ’disposal' is a technical term under the Public Records act 2005 and refers to the final decision concerning the fate of records. disposal in relation to a public record or local authority record means: (a) the transfer of control of a record; or (b) the sale, alteration, destruction, or discharge of a record.
record
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�0 Future-Proofing Core Survey and Title Paper Records
Customers use core survey and title paper records to:
confirm land ownershipidentifyregisteredtransactionsidentifyregisteredinterestslocatelegalpropertyboundariescarryoutnewcadastralsurveys,orundertakeresearch.
LINZ staff use core survey and title paper records to:
recordinterestsandencumbrancesagainstparcelsoflandregistertitletransactions,andvalidatenewsurveyinformation.
Land professionalsLandprofessionalssuchasconveyancers,cadastralsurveyorsandterritorialauthoritiesuseLandonline.Theyrequireaccesstopaperrecordsformattersrelatingtolandtransactions,includingsearchingthelandregister,whichcompriseselectronicandpaperrecords.
Other customers Thelandregisterisapublicregisterandanyonecaninspectlandrecords.Theserecordsalsoholdrichhistoricinformationofparticularinteresttogenealogists,historians,iwiandresearchers.
3.3.� what customers want
MarketresearchconductedbyandonbehalfofLINZestablishesthatourcustomerswantquick,easyandaccurateaccesstotherecords.Electronicsearchtoolswillhelpimprovetheseaccessfactors.
Wealsoknowthat92%ofourcustomerswouldprefertoaccesstitleandsurveyrecordselectronically.
Whencountersclose,accesstorecordsisrequiredirrespectiveofthephysicallocationofthepaperrecords.
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��Future-Proofing Core Survey and Title Paper Records
strategiC ContextThis strategy gives practical effect to e-government goals and the Digital Strategy.
Aspartofthe100%electroniclodgementprogramme,publiccountersarescheduledtocloseduring2008.The development and implementation of a strategy to manage access to core paper records is identified in LINZ’s Statement of Intent (SOI) as a key focus in 2007/082.
Thisstrategyseekstocontributetotheoutcomes3belowbyrecognisingthat,despitethe100%e-environment,thepaperrecordsstillhaveanimportantparttoplayandmustremainaccessibletoLINZstaff,landprofessionals,researchersandthepublic.
LiNZ’S STaTemeNT oF iNTeNT 2007/08 – ouTComeS
Contribution to end outComes strategy Contribution
CertaintyofNewZealand’spropertyrightsandinterests.Availabilityoflandinformation.
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Itwillensurelandinformationisavailableelectronically.e-accesswillenableanyonetoorderlandrecordsfromanylocationwithinternetaccess.
Contribution to intermediate outComes strategy Contribution
An effective system for defining and transacting land
readilyobtainableinformationatareasonablecostgreaterreliabilityofinformationonrightsonwhichtobaseinvestmentordevelopmentdecisions,andsystemsthatareeasytouse,bothinternallyandexternally.
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Authoritativedatawillbeavailableviaastraightforwardelectronicservice,augmentedbyskilledrecordsmanagementtoenablee-copiesofpaperrecordstobeprovidedatareasonablecosttotheenduser.
Convenientaccesstointegratedlandinformation
discoverable – meaning it is well indexed, easy to find, and thesourceofthedataisunderstoodconvenienttoaccessandatareasonablecostfit for the purpose for which it was collected, andinteroperable–meaningitcanbecombinedwithotherlandinformationdata.
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Inventoryandindexing,digitisationofrecommendedrecordsets,exposingexistingdigitalcontent,facilitatingeasyaccesstootheronlineserviceproviders,andmetadatadevelopmenttocomplywithe-GIFprinciples,arecomponentsofthestrategy–designedtodeliverconvenientaccesstointegratedlandinformation.
2 LiNZ Statement of intent 2007/08, p 24.
3 LiNZ Statement of intent 2007/08, p �0.
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4.� STRaTegy viSioN
The vision of the Future-Proofing Core Survey and Title Paper Records Strategy is:
Authoritativelandrecords,openchannelsofcommunication,readyaccessandsafestorage.
4.2 objeCTiveS oF The STRaTegy
Theobjectivesofthestrategyareto:
assurecontinuedandimprovedaccessforLINZcustomerstocoresurveyandtitlepaperrecordsinanelectronicenvironmentassure safe and efficient storage of the records, andensuretherecordsarepreservedforfuturegenerations.
4.3 meaSuReS oF SuCCeSS
Thepublicunderstandshowtoaccessthelandregister(electronicandpaperrecords)whenpubliccountersclose.Thepubliccanvieworiginalpaperrecordsthatarenotcapableofbeingsuppliedinotherformats.Landprofessionalscanreadilyaccessoriginalpaperrecordsthatarenotcapableofbeingsuppliedinotherformatswhenrequiredforsurveyandtitlebusinesspurposes.PaperrecordsarestoredinappropriateconditionstoArchivesNewZealandstandards.Records that are digitised will meet Archives New Zealand’s Digitisation Standard.
4.4 baRRieRS To SuCCeSS
ThechallengesinimplementingthisstrategyasLINZcontinuestoworkthroughandmanagesignificant change in its move to 100% electronic lodgement.TheimplementationofthisstrategywillbesubjecttotheLINZbusinesscasebeingapproved.SuccessfulimplementationwillrelyonArchivesNewZealandsecuringfundsandprovidingappropriatestorageforLINZpaperrecords.Therearesomerisksinworkingacrossgovernment.Forexample,LINZandArchivesNewZealandwillneedtomanagethecomplexitiesaroundco-ordinatingfunding,timingandpriorities.
4.5 woRKiNg aCRoSS goveRNmeNT
LINZandArchivesNewZealandrecognisethatbyworkingtogether,wecanstrengthenthedeliveryofeachdepartment’scorebusiness,preservetherecordsandenhanceaccesstothem.ThisstrategyrecommendstheestablishmentofagovernancestructurethatincludesArchivesNewZealandtodriveimplementation.
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Key Considerations
Indesigningthisstrategy,LINZconsideredthefollowingfactors.
LegislationLINZmustactwithinitsstatutoryobligationsandwiderlegislation4tomaintaintheintegrityofNewZealand’slandsystem.
Treaty of Waitangi obligationsLINZ recognises the need for Māori to have access to core survey and title paper records for research. A goalofthestrategyisforLINZtoprovide,ortofacilitate,widerremoteaccesstoelectronicrecordsforMāori and all customers.Customers have different needsLandprofessionalsandmembersofthepublicrequireaccesstocoresurveyandtitlepaperrecordsformattersrelatingtolandtransactions.ThisiscoreLINZbusiness.
Othergroups(egresearchers,historiansandgenealogists)accesscoresurveyandtitlepaperrecordstominetherichhistoricinformationcontainedinthem.ThisisnotacoredriverforLINZ,butitisavaliduseofthesepublicrecords.Researchhasshownthat92%ofcustomersprefertoaccessrecordselectronically.5
Implications of counter closuresApartfromtransitionalresidualservicesatprocessingcentresinHamiltonandChristchurch,publiccounterswillnolongerbeopenfromlate2008.Thestrategywillprovidealternativeoptionssothepubliccancontinuetohaveaccesstocoresurveyandtitlepaperrecordsintheelectronicenvironment.
Statutory obligations to manage recordsManagingcoresurveyandtitlepaperrecordsispartofLINZ’sstatutoryrole.
As the official guardian of government records, Archives New Zealand also has a significant part to play –ithasauthorityoverthestorageandaccessconditionsofallLINZcoresurveyandtitlepaperrecordsthatare25yearsandolder.
LINZandArchivesNewZealandareworkingtogethertoensurethepaperrecordsarestoredandaccessible–meetingbothbusinessandarchivalpurposes.
Scope of records under considerationAll survey and title paper records held in processing centres and in LINZ’s national office are included in thisstrategy.
Topographicmaps,hydrographicchartsandCrownpropertyrecordsarenotincludedinthescopeofthisstrategy.
4 The Cadastral Survey act 2002; Land Transfer act �952; deeds Registration act �908; Public Records act 2005; official information act �982. under the Land Transfer act �952 and the Land Transfer (Computer Registers and electronic) amendment act 2002, the Registrar-general of Land is responsible for keeping the register that records land transactions – whether the register is paper or electronic – and to provide public access to it. under the Cadastral Survey act 2002, the Chief executive of LiNZ is responsible for storing and providing access to cadastral survey data.
5 LiNZ Paper Records Research 2005, bRC marketing and Social Research.
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Crownpropertyrecordsetsthathavealreadybeendigitisedareincluded,sotheycanbeaccessedmoreeasilybymembersofthepublic.
ThisstrategywillformthebasisforthetreatmentofallLINZrecordsinthefuture.
Need to maintain the historic recordCoresurveyandtitlepaperrecordsformameaningfulpartofthehistoricfabricofNewZealand.Therecordsareinvaryingstatesofrepair.Theyneedtobemaintainedandaccessibleforfuturegenerations.ManysetsofthesedocumentsgobacktotheearlydaysofEuropeansettlementinNewZealand.Someoftheolderpaperdocumentsaredeteriorating–particularlythosedocumentsstillbeinghandled.
Digitisation of recordsDespite some benefits, digitising all paper records is not feasible:
becausetherearetoofewrequeststojustifythecostofscanningallcoresurveyandtitlepaperrecordsbecauseofthelargecostofcapturingthedata,andbecause of the large cost of capturing metadata to assist with finding records in an electronic environment.
However,thestrategydoesrecommendthatparticularsetsorpartialsetsofhistoricrecordsaredigitised.Thiswillenableelectronicaccessandpreservetheoriginalpaperrecordswhicharedeterioratingfromrepeateduseandaccessbythepublic.Onlyrecordswithbothbusinessandarchivalvaluearerecommendedfordigitisation(seeAppendix15.3).
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the aCCess probLem
ExceptforaresidualcounterserviceattheHamiltonandChristchurchprocessingcentres,allotherLINZpubliccounterswillcloseinlate2008.
Thepublichastherighttoaccessthelandregister,whichiscomprisedofpaperandelectronicrecords.Underlegislation,LINZmustprovideaccesstoanyrecordsthatarenotcapableofbeingsuppliedelectronically at a land registry office. Access to the land register must be provided and fees are set by regulation.
6.� CuRReNT aCCeSS
Current,transitionalandpermanentarrangementsaredescribedinthissection.
6.�.� Landonline – the land professional’s tool
Landonlineisasubscriber-onlyservice.
Landonlineprovidesremote,secureaccessforlandprofessionalstoNewZealand'sauthoritativetitlesregisterandthedigitalcadastremaintainedbyLINZ.Thesystemenablesregistereduserstosearchsurveyandtitlerecordsandtoconductsecureelectronictitleandsurveytransactionsinrealtime,automatingandspeedinguptraditional(andsometimesprolongedandcomplex)manualprocesses.Landonlinecanbeaccessedfromanycomputerwithaninternetconnection.
Landonline’ssurveyandtitlelodgementandregistrationfacilitiescanonlybeaccessedbyauthenticatedsubscribers.Thesearrangementsensurethattheintegrityofthetitlesregisteranddigitalcadastreissecurelymaintainedatalltimes.
Landonlineprovidesaccesstoservicesunderthreemainareas:e-search,e-surveyande-dealing.Landonline also offers Territorial Authority Online Certification, a service specific to local authorities that allowsthemtocertifysurveyplansonline.CopiesofpaperrecordscanberequestedviaLandonline.
ClosureofthepubliccounterswillnotaffectLandonlinesubscribers,whocanaccesstheelectronicinformationonline.
6.�.2 other channels the public can use to access land records
TheclosureofLandonlinepublicterminalsatprocessingcentrepubliccounterswillremoveonlyoneofthechannelscustomershavetoaccesslandrecords.Althoughoriginallydesignedtopromoteself-helpaccess, the public terminals are currently not easy for members of the public to use without significant assistancefromstaff.
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�6 Future-Proofing Core Survey and Title Paper Records
Whenpubliccountersclose,thepubliccancontinuetoorderlandrecordsby:
postingorfaxingarequesttoaLINZprocessingcentreusingSkylightemployingasearchagent,oremployingaLandonline-registereduserwhooffersapublicsearchservice.
LINZrecordsarealsoavailableviathirdpartyproviderssuchasTerralinkandQuotableValue,whichofferelectronicservices.
Therecommendationsinthisstrategybuildontheseoptionsbyreplacingphysicalcountersatprocessingcentreswithavirtualcounter.
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Future aCCess soLutions
This section of the strategy identifies access solutions for the future. These solutions will be phased in. The first phase can be put in place by the time the public counters close. From there, the next phases will enable enhancedelectronicaccesstolandrecords.
Accesstooriginalpaperrecordsisalsodiscussedinthissection.
7.� eLeCTRoNiC aCCeSS – a LiNZ viRTuaL CouNTeR
Avirtualcounterwillreplacepubliccounters.
ThediagramatAppendix15.1givesanoverviewoftheproposedLINZvirtualcounter,whichwillprovidethepublicwithelectronicaccesstothelandregister.ThepublicwillenterthevirtualcounterfromtheLINZwebsite.
Thevirtualcounterservicewillevolveovertime.Belowarethethreephasesofdevelopmentforthecounter.
Accesstothelandregister(includingpaperrecords)willbemaintainedduringtheimplementationofthesephases.
Phase 1: Transitional arrangements Skylightistheinternetorderingsystemfornon-landprofessionals.Itwillberenamedandenhancedtoprovideeasynavigationanduser-friendlyinstructionsformembersofthepublicwantingtoordercopiesoflandrecords.LINZwillofferachoicefordeliveringrequestedrecords,includingbypost,faxoremail.Informationaboutgettingassistanceformorecomplexsearches,orvalue-addedproducts,willbeprovided.
Phase 2: Develop a gateway into other land record sitesAgateway,accessedfromtheLINZwebsite,willdirectcustomersintoarangeofdatabases(includingArchway,whichistheopenaccesssearchengineforCrownrecordsheldbyArchivesNewZealand)tohelppeoplesearch,viewandordercurrentandhistoricrecords.
Thegatewaywillprovideasinglepointofentrytoallthedatabasesthatholdinformationaboutourrecords,eitherindigitisedformorremainingaspaperrecords.LINZwillalsoprovideadditionalguidancefor where to go to find records, and give commercial providers that offer value-added services with LINZ’s coredatatheopportunitytohot-linkfromLINZ’swebsitetotheirowndatabases.Thiswillgivecustomersmoreserviceoptions.
Thisphaseletscustomerssearchavarietyofdatabases,accordingtothetypeofrecord(currentorhistoric)they need. They can use the existing metadata and finding aids held on the various databases.
Phase 3: Advanced search capabilityEventuallythissolutioncouldbedevelopedtoamoreintuitivesystemwheretheuserdoesnotnecessarilyneedtobeawareofthesystemthatholdstherecordstheyneed.Thisphaseisdependentonhavingconsistentgood-qualitymetadatawhichcanbeusedtoroutethecustomertothecorrectdatabase.
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�8 Future-Proofing Core Survey and Title Paper Records
7.2 aCCeSS To oRigiNaL PaPeR ReCoRdS
Whilethisstrategyemphasiseselectronicdelivery,accesstovieworiginalrecordscanbeaccommodatedwherenecessary.Thispartofthestrategyoutlineshowthiswillhappen.ForpaperrecordsinthecustodyofArchivesNewZealand,customerscanviewthematArchivesNewZealandreadingrooms.Inthefuture,andinaccordancewithastandardofaccessacceptabletotheSurveyor-General,remoteaccesstotheserecordswillbepossible.EitherArchivesNewZealandcansendscannedimagestocustomers,orthecustomerscanemployanagenttovisittherepositoryandcopytherecord.
ForrecordsthatareinthecustodyofLINZanditsthirdpartystorageproviders,customerswillbeencouragedtorequestthemonlineandtoreceiveacopyviafax,postoremail.
Ifacustomermustphysicallyviewarecord6witharchivalvaluebeforeithasbeentransferredtoArchivesNewZealand,thisstrategyrecommendsthatanappointmentismadeforviewingtherecordinthenearestLINZprocessingcentrereadingroom.Thiswillbeatransitionalarrangementuntiltheprocessoflisting,boxingandtransferringrecordstoArchivesNewZealandiscomplete.
Asummaryoftheproposedsolutionsforimprovedaccessfollows.
aCCeSS SoLuTioNS
The public will continue to have five channels for accessing core survey and title records when publiccountersandpublicterminalscloseinlate2008,withoutLINZtakinganyadditionalaction.
Avirtualcounterwillreplacepubliccounterterminalsandthiswillenhanceaccessformembersofthepublic.
Thefollowinginitiativeswillensurecontinuedaccessforthepublicduringthetransitiontoauser-friendlyvirtualcounter.
LiNZ viRTuaL CouNTeR
TheLINZvirtualcounterwillenhanceaccesstocoresurveyandtitlelandrecordsforanyonewithinternet access, irrespective of the location of LINZ offices or its customers. This will evolve over threephases:
6 Note this applies to records that electronic copies cannot be provided for – due to their size and/or fragility. viewing physical records is a last resort and the preference of both LiNZ and archives New Zealand is to supply, where possible, electronic copies to customers.
�9Future-Proofing Core Survey and Title Paper Records
Phase 1TheLINZinternetorderingsystem(currentlyknownasSkylight)willbeenhanced.
Phase 2ThevirtualcounterwillbedevelopedtoprovideacommongatewayviatheLINZwebsiteintootherlandrecorddatabasesheldbyLINZ,ArchivesNewZealandandotherswhoproviderelevantlandrecordservices(egQuotableValue,Terranet,SearchLink,etc).
Phase 3Usingsmartmetadata,thethird-phasevirtualcountercouldprovideanadvancedsearchcapabilityandmoreseamlessinterfacethatletscustomersaccesslandrecordsheldbyLINZandothers.Thisphaseisdependentonthecaptureofmetadatafortherecordsandonbalancingthecostsagainstthebenefits (including awareness of services that are provided by the private sector).
iNTeRim aRRaNgemeNTS
Processingcentrereadingroomswillcontinuetobeopenuntiltherecordstheyholdaredigitisedonsite(iftheyarepartofthedigitisationprogramme)andmovedtosafestoragewithArchivesNewZealand.
Recordswhicharenotscheduledfordigitisation,butwhicharescheduledfortransfer,willbemovedtoArchivesNewZealandwhen:
ithasthecapacitytostorethem,andmetadatahasbeencollectedtoenableeasysourcingbyLINZandArchivesNewZealandstaff.
RecordsthatarenotpartofthedigitisationprogrammeandarenotscheduledtobetransferredtoArchivesNewZealandwillbemovedoffsitetothirdpartystorageproviderswhenmetadatahasbeencollected.Overtime(ieaftertherecordsarenolongerneededforLINZbusinesspurposes)these records will be disposed of in accordance with the LINZ/Archives New Zealand Retention and Disposal Schedule.
••
20 Future-Proofing Core Survey and Title Paper Records
the storage probLem
CoresurveyandtitlepaperrecordsarecurrentlystoredinLINZprocessingcentres,inthirdparty-providedfacilities and with Archives New Zealand. Storage locations for each record set are identified at Appendix 15.2.
ConditionsinLINZprocessingcentresarenotsuitedtolong-termrecordsstorageanddonotmeetthestorage standard recommended by Archives New Zealand. By 2015, three of the current five LINZ processingcentresarescheduledtoclose.Theyholdrecordsonsite.
Astheyclose,LINZseestheopportunitytotransfertherecordsheldineachprocessingcentretoArchivesNew Zealand as required under the Public Records Act 2005. This will benefit the records by keeping them inappropriatestorageconditions,andwillprovideappropriateaccessforthepublicwhowishtovieworiginal records and use them for research purposes. Archives New Zealand has four offices throughout New Zealand. LINZ’s two remaining processing centres in Christchurch and Hamilton will provide back-office functionsonly.
ThisstrategyalsorecommendsmovingtherecordsheldintheremainingtwoLINZprocessingcentresintoArchivesNewZealandandthirdpartystorage.ThismeansLINZcanwithdrawcompletelyfromthebusinessofstorageandretrievalofrecordsonsite.LINZwillcontinuetoretainauthorityoverthecontentoftherecordsheldwiththirdpartyproviders,andthiswillbemanagedunderstandardcontractmanagementprocesses,asitisnow.
ArchivesNewZealandhasstatutoryresponsibilitiesforrecords25yearsandolder.Coresurveyandtitlepaperrecordscanstillbeneededforbusinesspurposes7regardlessoftheirage.ThismeansanyplanfortransferringolderrecordstoArchivesNewZealandcustodywillalsoneedapolicyensuringaccesstothembyLINZstaffwhoneedtoupdaterecordsorscanthem.
LINZ and Archives New Zealand have been working closely together to achieve outcomes that fit with each organisation’sstatutoryobligationsandcorebusiness.
LINZconsideredarangeofstoragesolutions,includingonebigwarehouserunbyLINZalone,orinpartnershipwithArchivesNewZealand,andcontinuedstorageonsiteintheremainingtwoLINZprocessingcentres.Afteranalysingthepotentialsolutions,therecommendedoneisdescribedinthenextsection.
7 LiNZ business purposes and archival value are criteria applied within this strategy – see the glossary for details.
8.
2�Future-Proofing Core Survey and Title Paper Records
the storage soLution: third party provider and arChives new ZeaLand to store aLL LinZ Core survey and titLe paper reCords
Records that have both business purpose and archival value (eg field books and deeds books) and form partofthedigitisationrecommendationswillbedigitisedonsiteatLINZprocessingcentresbeforetheyclose.AteamofexpertsfromLINZ,ArchivesNewZealandandthepreferreddigitisationprovider,willworktogethertoassess,scan,capturemetadata,list,boxandtransfertherecordsinanorderlyway.NorecordswillbeheldattheremainingLINZprocessingcentresinHamilton,ChristchurchandLINZ’s national office. All paper records will be stored by third party storage providers under contract toLINZandatArchivesNewZealand.
Paperrecordsthatdonotyethavearchivalvalueandarecurrentlystoredonsiteatallprocessingcentres and LINZ’s national office will be transferred to third party storage providers.8
LINZrecordsmanagerssituatedintheHamiltonandChristchurchprocessingcentreswillprocesspaperrecordrequestsinthesamemannertheydonow.ThepublicwillordercopiesofpaperrecordsinamannersimilartothewayLandonlinecustomersdo.ThesewillbesourcedbyLINZstaff(fromstorageorArchivesNewZealand)andprovidedtocustomerselectronicallyorviafaxormailforthosewithnocomputerfacilities.
RecordswitharchivalvalueheldbyLINZwill,overanagreedperiodoftime,betransferredtoArchives New Zealand. Where possible, records will be stored in the Archives New Zealand office (orwiththeChiefArchivist’sconsent,asuitableapprovedrepository)nearesttothelanddistrictstheyrelateto.ArchivesNewZealandwillneedtoguaranteeLINZstafftimelyaccesstooriginalrecordsifrequiredforbusinesspurposes.(Forexample,ontherareoccasionwhenaparceloflandisheldundertheDeeds System, an approved LINZ staff member would provide an annotation service to the original register.)Whennecessary,duetothesizeorfragilityoftheoriginal,thepublicwillbeprovidedwithaccesstotheoriginalpaperrecordsatArchivesNewZealandreadingrooms.
8 archives New Zealand can stipulate conditions for storage and access for Crown records that are held by an organisation under a deferred transfer agreement.
9.
•
•
•
22 Future-Proofing Core Survey and Title Paper Records
Key issues For Future storage
AkeyissueforstoringtheLINZcoresurveyandtitlepaperrecordsinthefutureisthecapacityofArchivesNewZealandtodoso.Movinglargequantitiesofrecords,aswillbethecasehere,isalsoalargeexercise.
�0.� aRChiveS New ZeaLaNd SPaCe aNd CaPaCiTy
Intermsofimplementingthepreferredlong-termstorageoption,itiscriticalthatArchivesNewZealandhasenoughspaceavailabletoreceiveLINZrecordswitharchivalvalue.Atpresentitadvisesthereisnotsufficient space.
Archives New Zealand has repositories in Auckland, Wellington, Christchurch and Dunedin. These vary in ageandsize:
Aucklandhasjustbuiltanewbuildingwithconsiderableroomforexpansion.Alotofthespacehasalready been allocated. A large transfer from LINZ would require some re-configuration and potentially anextensionofthebuilding.Wellington’s building has sufficient space for the next five years of standard transfers. It has no capacityfortheproposedtransferofadditionalrecordsfromLINZ.Christchurch’sbuildinghasreachedcapacity.Dunedin’s building has some space available, but may be unable to take the full volume of LINZ records.
ArchivesNewZealandadvisesthatanystoragefacilitywillberequiredto:
providefreeandreasonablephysicalaccesstothecoresurveyandtitlepaperrecordsheld(oralternatively,provideelectroniccopiesifthisispossible)operateabuildingandprocessescompliantwiththeArchivesNewZealandstoragestandardensurethatpublicarchivesarestoredinpropercontainersandpackaging,andensurethatallrecordsarecoveredunderadeferredtransferagreement,approvedbytheChiefArchivist (who may set specific conditions, and who will monitor and may inspect the premises or records).
�0.2 PRoCeSS FoR moviNg ReCoRdS
Theimplementationplanforthisstrategywillprovidedetailregardingtheprocesstobefollowedforon-sitedigitisation,metadatadevelopment,listing,boxingandtransfer,andstoragewithArchivesNewZealand or a third party storage provider. This will take place over a five to 10 year period and involve ateamofexpertsmadeupofapreferredsuppliertodigitise,ArchivesNewZealandexperts,andLINZtechnicalexperts.Theteamwillworkonsiteateachprocessingcentreorattheoff-sitestoragelocation,dependingonwheretherecordsarehoused.
Toavoidunnecessaryhandlingofthepaperrecords,thestrategyrecommendsmovingthemonlyonce.
10.
•
•
••
•
•••
23Future-Proofing Core Survey and Title Paper Records
Asummaryoftheproposedsolutionforthefuturestorageofpaperrecordsfollows.
iNTeRim aRRaNgemeNTS
Processingcentrereadingroomswillcontinuetobeopenuntiltherecordstheyholdaredigitisedonsite(iftheyarepartofthedigitisationprogramme)andmovedtosafestoragewithArchivesNewZealand.
Recordsthatarenotpartofthedigitisationprogramme,butwhicharescheduledtobetransferredtoArchivesNewZealand,willbemovedwhenArchivesNewZealandhasthecapacitytostorethemandmetadatahasbeencollectedfortheireasysourcingbyLINZandArchivesNewZealandstaff.
Recordsthatarenotpartofthedigitisationprogramme,andwhicharenotscheduledtobetransferredtoArchivesNewZealand,willbemovedoffsitetothirdpartystorageproviderswhenmetadatahasbeencollectedfortheireasysourcingbyLINZrecordsstaff.Overtime(ieaftertherecordsarenolongerneededforLINZbusinesspurposes)theserecordswillbedisposedofinaccordance with the LINZ/Archives New Zealand Retention and Disposal Schedule.
SToRage SoLuTioN
UltimatelyLINZwillholdnopaperrecordsonsite.AthirdpartyproviderandArchivesNewZealandwillstoreallLINZcoresurveyandtitlepaperrecords.
24 Future-Proofing Core Survey and Title Paper Records
preservation and KnowLedge sharing opportunities
ThissectionofthestrategydescribeshowpaperrecordswithbothLINZbusinesspurposeandarchivalvaluewillbemanaged.ArchivesNewZealandhasstatutoryresponsibilityandcansetstoragestandardsforCrownrecordsaged25yearsandolder.
The following definitions are used.
LINZ business purpose ThosepaperrecordsthatarenecessaryforLINZstaffandprimarycustomerstoconductsurveyandtitlebusiness.
Archival value“Thevalues[…]thatjustifythecontinuingretentionof records as archives.
Evidentialvalue.Thevalueforprovidingevidenceoftheorigins,structure,functions,policiesandoperationsofthepersonoragency thatcreatedtherecords[…]
Informationalvalue.Thevalueforreferenceorresearchderivingfromtheinformation therecordscontain,asdistinctfromtheirevidentialvalue.Recordsandarchivesoftencontaininformationthathasreference orresearchusesnotenvisagedbyitscreators. Alsoreferredtoassecondaryvalue[…]”
(JudithEllis,ed,Keeping Archives, 2nded,PortMelbourne,1993,asusedbyArchivesNewZealandGlossaryofTerms,June2006.)
��.� PReSeRvaTioN – digiTiSaTioN PRogRamme
AdigitisationprogrammeisrecommendedtoensurethatparticularrecordsetswithbothLINZbusinesspurposeandarchivalvalueare:
preservedandnotatriskoffurtherdeteriorationaccessible,andstoredwithArchivesNewZealandinappropriateconditions.
ThetableatAppendix15.3setsouttherecordsetsthatarerecommendedfordigitisation.Theserecommendationsweregatheredfromthefollowingsources:
customerresearchandfeedbackthe Office of the Surveyor-General workshopsheldwithLINZstaff,andArchives New Zealand recommendations, as per the Retention and Disposal Schedule, on which recordshavearchivalvalue.
Digitisation will consist of a five to 10 year programme and involve a team of experts made up of a preferredsuppliertodigitise,ArchivesNewZealandexpertise,andLINZtechnicalexperts.
11.
•••
••••
25Future-Proofing Core Survey and Title Paper Records
Theteamwillworkonsiteintheprocessingcentresacrossthecountrytosystematicallyassess,scan,allocate metadata, list, box and, finally, transfer to Archives New Zealand custody.
��.2 ShaRiNg The KNowLedge – woRKiNg wiTh aRChiveS New ZeaLaNd
LINZrecognisesArchivesNewZealand’sauthorityunderthePublicRecordsAct2005toprovidesafestorageof,andaccessto,Crownrecordswitharchivalvalue.ChangestoLINZ’sbusinesspractice,ie100% electronic lodgement, back-office functionality and contingent office closures, present an excellent and timely opportunity to fully implement the Retention and Disposal Schedule agreed between LINZ and ArchivesNewZealand.Thiswillensurerecordswitharchivalvaluearesafelystored.
LINZrecommendstheestablishmentofagovernancestructuretodrivetheimplementationofthestrategy.ArchivesNewZealandwillbeincludedinthisstructure.
InPhase1oftheimplementationprogrammeamemorandumofunderstandingbetweenArchivesNewZealandandLINZwillbeagreed.
Itiscriticalthattheknowledgeofhowtosearchtherecordsremainswiththerecordsthemselves.ThereforeLINZstaffwillworkwithArchivesNewZealandtosharetheirunderstandingoftheinter-relationshipsbetweenthevariousrecordssetsLINZhasmaintainedoverthelast167years.ArchivesNewZealandhasrecommendedthatLINZexpertsbesecondedforhandoverfollowingthetransferofcoresurveyandtitlepaperrecords.
ArchivesNewZealandwilladviseonthebestpracticefordevelopingmetadata,listing,boxingandtransfer,sothatbothorganisationsmaintainconsistentsystems.9LINZwouldlikeArchivesNewZealandexpertstobesecondedintheprocessofthisdigitisation,metadataallocationandtransfer.
Asummaryoftherecommendationsforpreservationandknowledgesharingfollows.
9 over the past �8 months LiNZ has undertaken a large knowledge capture, inventory and indexing exercise across all offices. LiNZ holds approximately 30 million paper records in total. To date, a LiNZ family tree/whakapapa, matrix of record locations, thesaurus and knowledge centre have been compiled to preserve knowledge of the record types, their inter-relationships and how they are used. an important aspect of this project has been to collect and record corporate tacit knowledge.
26 Future-Proofing Core Survey and Title Paper Records
ReCommeNdaTioNS FoR PReSeRvaTioN aNd KNowLedge ShaRiNg
Agovernancestructurewillbeestablishedtodrivetheimplementationofthestrategy.ArchivesNewZealandwillberepresented.
LINZrecordswithbothbusinesspurposeandarchivalvaluewillbedigitised.Thiswillenhanceelectronicaccessto,andenablepreservationof,theoriginalpaperrecords.SeerecommendationsatAppendix15.3.
Records with archival value only (as described in the Retention and Disposal Schedule agreed betweenLINZandArchivesNewZealand)willbestoredwithArchivesNewZealandviaamanaged transfer process over a period of approximately five to 10 years.
Knowledgeoftherecordsandtheirinter-relationshipswillbesharedwithArchivesNewZealandtoensurecontinuedaccesstopaperrecordsbyLINZ,ArchivesNewZealandandthepublic.
LINZandArchivesNewZealandwilldevelopamemorandumofunderstandingwithinthenext12months.Thiswillensurebothorganisationsworktogethertoachieveoutcomesthatalignwiththeirowncorebusinesses,andwillenhancetheaccessto,andstorageandpreservationof,LINZ’scoresurveyandtitlepaperrecords.
27Future-Proofing Core Survey and Title Paper Records
strategy reCommendations
Asummaryoftherecommendationsmadeinthestrategyfollows.
�2.� goveRNaNCe
Agovernancestructurewillbeestablishedtodrivetheimplementationofthestrategy.ArchivesNewZealandwillberepresented.
�2.2 aCCeSS SoLuTioNS
The public will continue to have five channels for accessing core survey and title records when public countersandpublicterminalscloseinlate2008,withoutLINZtakinganyfurtheraction.
Avirtualcounterwillreplaceterminalsatpubliccounters.Itwillenhanceaccesstocoresurveyandtitlelandrecordsforanyonewithinternetaccess,irrespectiveofthelocationofLINZprocessingcentresorofitscustomers.Thevirtualcounterwillevolveoverthreephases:
Phase 1TheLINZinternetorderingsystem(currentlyknownasSkylight)willbeenhanced.
Phase 2 ThevirtualcounterwillbedevelopedtoprovideacommongatewayviatheLINZwebsiteintootherlandrecorddatabasesheldbyLINZ,ArchivesNewZealandandotherorganisationsthatproviderelevantlandservices(egQuotableValue,Terranet,SearchLinketc).
Phase 3 Thevirtualcountercouldpotentiallybedeveloped,usingsmartmetadatatointerfacebehindthescenes,toprovideanadvancedsearchcapabilityoflandrecordsheldbyLINZandothers.Theabilitytoundertakethisphaseisdependentonthecaptureofmetadatafortherecordsandonbalancingthecostsagainstthebenefits (including awareness of services that are provided by the private sector).
�2.3 iNTeRim aRRaNgemeNTS
Processingcentrereadingroomswillcontinuetobeopenuntiltherecordstheyholdaredigitisedonsite(iftheyarepartofthedigitisationprogramme)andmovedtosafestoragewithArchivesNewZealand.
Recordsthatarenotpartofthedigitisationprogramme,butwhicharescheduledtobetransferredtoArchivesNewZealand,willbemovedwhenArchivesNewZealandhasthecapacitytostorethemandmetadatahasbeencollectedforeasysourcingbyLINZandArchivesNewZealandstaff.
Recordsthatarenotpartofthedigitisationprogramme,andwhicharenotscheduledtobetransferredtoArchivesNewZealand,willbemovedoffsitetothirdpartystorageproviderswhenmetadatahasbeen
12.
28 Future-Proofing Core Survey and Title Paper Records
collectedforeasysourcingbyLINZrecordsstaff.Overtime(ieaftertherecordsarenolongerneededforLINZ business purposes) these records will be disposed of in accordance with the LINZ/Archives New Zealand Retention and Disposal Schedule.
�2.4 SToRage SoLuTioN
Ultimately,LINZwillholdnopaperrecordsonsite.AthirdpartyproviderandArchivesNewZealandwillstoreallLINZcoresurveyandtitlepaperrecords.
�2.5 PReSeRvaTioN aNd KNowLedge ShaRiNg
LINZrecordswithbothbusinesspurposeandarchivalvaluewillbedigitised.Thiswillenhanceelectronicaccessto,andenablepreservationof,theoriginalpaperrecords.SeerecommendationsatAppendix15.3.
Records with archival value only (as described in the Retention and Disposal Schedule agreed between LINZandArchivesNewZealand)willbestoredwithArchivesNewZealandviaamanagedtransferprocess over a period of approximately five to 10 years.
Knowledgeoftherecordsandtheirinter-relationshipswillbesharedwithArchivesNewZealandtoensurecontinuedaccesstopaperrecordsforLINZ,ArchivesNewZealandandthepublic.
LINZandArchivesNewZealandwilldevelopamemorandumofunderstandingwithinthenext12months.Thiswillensurebothorganisationsworktogethertoachieveoutcomesthatalignwiththeirowncorebusinesses,andwillenhancetheaccessto,andstorageandpreservationof,LINZ’scoresurveyandtitlepaperrecords.
29Future-Proofing Core Survey and Title Paper Records
FinanCiaL impLiCations
Eachcomponentofimplementation,particularlyintermsofthedigitisationandtransferoftherecords,willrequire accurate quantification and costing. Particular variables encompass the size, condition (readability andfragility)andquantityoftherecords.
Specific information on each record set, or parts of each record set, will be collected as part of implementationplanning–beginninginAugust2007andincludinganArchivesNewZealandassessmentofthevolumeandnatureofrecordstobemovedfromeachoftheprocessingcentres.
Theimplementationoftheinitiativesoutlinedinthisstrategywilloccuroverthenexteightyears.Thecomponentsofthestrategyandfundingsourcesaredescribedbelow.
�3.� CoNTiNued aNd eNhaNCed aCCeSS
InitialenhancementstoSkylight(LINZ’sonlineorderingtoolfornon-landprofessionals)arescheduledforcompletion by December 2007, in advance of counter closures in late 2008. The virtual counter will evolve in two subsequent stages over the next two to five years – depending on the availability of capital. Access tothephysicalrecordswillbeprovidedonalimitedbasisandfundedfromLINZ’soperatingbudget.
�3.2 imagiNg oF Some ReCoRd SeTS
Foreaseofaccessandtheprotectionofthepaperrecords,thisstrategyrecommendstheimagingofrecordsets(partiallyorcompletely)onthebasisoftheirhistoricalvalueandtheirongoingrequirementforbusiness purposes. These records consist of field books, deeds, deeds indexes and other indexes (including proclamationandlegalisationcards).
ThecostofthedigitisationofLINZrecordsisheavilydependentonthesize,conditionandnumberofpagestobedigitisedandthestandardofimagingrequired.Othercostingfactorsincludethedigitalstorageandongoingmaintenanceoftherecords.
Digitisation is a tool to enhance access to these records, largely for business purposes, and LINZ will recoverthecostsofimagingfromcustomers.
�3.3 moviNg The ReCoRdS To aRChiveS New ZeaLaNd
ThetransferofthecoresurveyandtitlepaperrecordsfromLINZprocessingcentreswilloccurbeforeLINZ offices close. Since the records have been identified in Archives New Zealand’s disposal schedule as belongingwiththem,CrownfundingwillbesoughtforallcostsassociatedwithpreparingandtransferringtherecordstoArchivesNewZealandorthirdpartystorageintheinterim.
TransferringtherecordstoArchivesNewZealandwillrequireaninvestmentinarchivalrepositorycapacity,aswellastheadditionalcostsforpackagingandarchivaldescription.
13.
30 Future-Proofing Core Survey and Title Paper Records
gLossary
Access 1. The "right, opportunity, [or] means of finding, using, or retrieving information". (ISO15489-2001,Part1,3.1)or2.Theavailabilityofrecords/archivesforconsultationasaresultofbothlegalauthorisationandtheexistenceoffinding aids.(InternationalCouncilonArchives,Dictionary of Archival Terminology)10
Archway Archway, previously known as GLADIS (Government Locator, Archival Documentation and Information System), is Archives New Zealand’s automated documentationsystemthatmanages:
informationaboutgovernmentrecordsinformationaboutthecontextinwhichtheywerecreated,andthecorearchivalbusinessprocesses(appraisal,transferanddescription)thatgeneratethisinformation.
ArchwaywasdevelopedinitiallytoprovideaccesstoinformationaboutArchivesNew Zealand’s holdings through web-based finding aids. It also contains contextualdataaboutthestructureandfunctionsofgovernmentandhowtheyhaveinteractedovertime.ItisdesignedtosupportotheractivitiesundertakenbyArchivesNewZealand,suchasappraisal.Potentially,thesystemwillsupportinter-dependenciesbetweenArchivesNewZealandandagencysystemsinthecreationandmanagementofrecords.Seewww.archway.archives.govt.nz11
•••
Archival value “Thevalues[…]thatjustifythecontinuingretentionof records as archives.
Evidentialvalue.Thevalueforprovidingevidenceoftheorigins,structure,functions,policiesandoperationsofthepersonoragency thatcreatedtherecords[…]
Informationalvalue.Thevalueforreferenceorresearchderivingfromtheinformation therecordscontain,asdistinctfromtheirevidentialvalue.Recordsandarchivesoftencontaininformationthathasreference orresearchusesnotenvisagedbyitscreators. Alsoreferredtoassecondaryvalue[…]”
(JudithEllis,ed,Keeping Archives, 2nded,PortMelbourne,1993,asusedbyArchivesNewZealandGlossaryofTerms,June2006.)
Cadastre CadastremeansallthecadastralsurveydataheldbyorfortheCrownandCrownagencies.Asurveyplanorcadastralsurveyplanisakeypartofthecadastre.
14.
3�Future-Proofing Core Survey and Title Paper Records
Certificate of title
ArecordofownershipandinterestsregisteredundertheLandTransferAct1952(alsocalledacomputerregisterinLandonline).
Conveyancer A conveyancer is a person qualified to undertake land transactions. At present thesearelawyersandlandbrokers.WhentheLawyersandConveyancersAct2006comesintoforce,conveyancerswillbethoseregisteredwiththeNewZealandSocietyofConveyancers.
Core survey and title paper records
Forthepurposesofthisprojecttheserecordsaredescribedasthefollowingdocuments:
field booksdeedstraverserecordsindexesdocumentstitlesplansmapslodgementsfiles and folders (including survey reports)registers,andmicrofilm.
••••••••••••
Digitisation Alsoknownasimagingorscanning,digitisationisthemeansforconvertinghard-copyornon-digitalrecordsintodigitalformat.Hard-copyornon-digitalrecordsinclude audio, visual, image or text. Digitisation may also be undertaken by takingdigitalphotographsofthesourcerecords.(Source:ArchivesNewZealandDigitisation Standard January 2007.)
ForLINZ,digitisationalsomeansconvertingdatatostructureddataformats.However,forthepurposesofthisstrategy,digitisationreferstoscanningorimaging unless specified otherwise.
Instrument Anyprintedorwrittendocument,map,orplanrelatingtothetransferof,orotherdealingwith,land,orevidencingtitlethereto[includingamemorandumwithinthemeaningofsection155A(1)oftheLandTransferAct].
Landonline Landonlineistheonlineserviceforsurveyors,lawyersandotherlandprofessionals,providingaccesstoNewZealand'sauthoritativedatabaseforlandtitleandsurveyinformation(whichmayormaynotbeusedfortransactionsrelatingtolandownership).Itenableslandprofessionalstosearchandlodgetitledealingsandsurveydata(whichmayormaynotbeusedfortransactionsrelatingtolandownership)digitally.
�0 glossary of archives and Recordkeeping Terms, archives New Zealand, issued February 2003 and revised june 2006.
�� glossary of archives and Recordkeeping Terms, archives New Zealand, issued February 2003 and revised june 2006.
32 Future-Proofing Core Survey and Title Paper Records
LINZ LandInformationNewZealand.
LinZone LINZ’selectronicdocumentmanagementsystem.
LINZ business purpose
ThosepaperrecordsthatarenecessaryforLINZstaffandprimarycustomerstoconductsurveyandtitlebusiness.
RGL Registrar-GeneralofLand.
SG Surveyor-General.
Skylight LINZ’sinternetorderingsystemforsurveyandtitlelandrecords.
Title ArecordofownershipandinterestsinlandregisteredundertheLandTransferAct1952.
33Future-Proofing Core Survey and Title Paper Records
appendiCes
�5.� LiNZ viRTuaL CouNTeR
15.
LINZ NON-LANDONLINE CUSTOMERSFor example: Historians
Researchers Genealogists Members of the public
They need access to the land register to order current records, search and order, or arrange to view, public records.
Accesswww.linz.govt.nz via home computer, e-café or library, etc. Navigate from front page to ‘Find a land record’.
Functionality will be developed in a phased way to include:
Browse: requires excellent finding aidsSearch: if unique identifier is knownDownload electronic records: may come from any of the databases belowOrder paper records: delivered electronicallyPay for records requested: cost of disseminationRequest to view the paper record: locationwill be advised.
PHASE 1Skylight upgrade
PHASE 3Advanced search capability
Landonline records searchable but withouttransactional privileges.
Historical repositoryFinite scanned historic record sets, eg microfilm imaging project and records recommended for digitisation in the strategy – field books, deeds, indexes, etc.
Archives databasewhich holds some LINZ land records.
Hot links into private providers who are listed on LINZ website and offer value-addedproducts and services.
CUSTOMER PAYS AND RECEIVES ELECTRONIC RECORD
CUSTOMER VIEWS PAPER RECORD
Staff find out where the record is stored.
Staff scan paper record, convert to electronic record and save electronic record into appropriate database.
Staff send electronic record to customer via email, post or fax.
Staff email customer and arrange for them to view original paper record and advise location (ie at a reading room while still on site or at an Archives New Zealand office).
PHASE 2Gateway into a range of databases
Customer requests a paper record.
OR
34 Future-Proofing Core Survey and Title Paper Records
�5.2 LoCaTioN oF LiNZ CoRe SuRvey aNd TiTLe PaPeR ReCoRdS aS aT � juLy 2007
oFFiCe Land distriCt
reCord type(thesaurus term)
LinZ third party provider
arChives other
Auc
klan
d
Nor
thA
uckl
and
Crownrecords ü ü ü AgentsDeeds ü ü
Documents ü ü ü HamiltonFieldbooks ü
Filesandfolders ü ü ü
Indexes ü ü ü
Lodgements ü ü
Maps ü ü ü
Microfilm ü ü ü
Noncore ü
Plans ü ü ü
Registers ü ü ü
Titles ü ü
Traverserecords ü
oFFiCe Land distriCt
reCord type(thesaurus term)
LinZ third party provider
arChives other
Ham
ilton
Sout
hA
uckl
and
Crownrecords ü AgentsDeeds ü
Documents ü
Fieldbooks ü
Filesandfolders ü ü
Indexes ü
Lodgements ü
Maps ü
Microfilm ü
Noncore ü
Plans ü
Registers ü
Titles ü
Traverserecords ü
35Future-Proofing Core Survey and Title Paper Records
oFFiCe Land distriCt
reCord type(thesaurus term)
LinZ third party provider
arChives otherH
amilt
on(
cont
.)
Tara
naki
Crownrecords ü AgentsDeeds ü
Documents ü
Fieldbooks ü
Filesandfolders ü ü
Indexes ü
Lodgements ü
Maps ü
Microfilm ü
Noncore ü
Plans ü ü
Registers ü
Titles ü
Traverserecords ü
oFFiCe Land distriCt
reCord type(thesaurus term)
LinZ third party provider
arChives other
Wel
lingt
on
Gis
born
e
Crownrecords ü ü ü AgentsDeeds ü ü
Documents ü
Fieldbooks ü ü
Filesandfolders ü ü ü
Indexes ü ü
Lodgements ü
Maps ü ü ü
Microfilm ü ü ü
Noncore ü ü
Plans ü ü
Registers ü ü ü
Titles ü
Traverserecords ü ü
36 Future-Proofing Core Survey and Title Paper Records
oFFiCe Land distriCt
reCord type(thesaurus term)
LinZ third party provider
arChives otherW
ellin
gton
(co
nt.)
Haw
ke’s
Bay
Crownrecords ü ü ü AgentsDeeds ü ü
Documents ü
Fieldbooks ü
Filesandfolders ü ü ü
Indexes ü ü ü
Lodgements ü
Maps ü ü ü
Microfilm ü ü ü
Noncore ü ü ü
Plans ü ü
Registers ü ü ü
Titles ü
Traverserecords ü
Wel
lingt
on
Crownrecords ü ü ü AgentsDeeds ü ü ü
Documents ü ü
Fieldbooks ü
Filesandfolders ü ü ü
Indexes ü ü ü
Lodgements ü
Maps ü ü
Microfilm ü ü ü
Noncore ü ü ü
Plans ü
Registers ü ü ü
Titles ü
Traverserecords ü
37Future-Proofing Core Survey and Title Paper Records
oFFiCe Land distriCt
reCord type(thesaurus term)
LinZ third party provider
arChives otherC
hris
tchu
rch
Nel
son
Crownrecords ü ü ü AgentsDeeds ü
Documents ü ü
Fieldbooks ü
Filesandfolders ü ü ü
Indexes ü
Lodgements ü
Maps ü ü
Microfilm ü
Noncore ü ü ü
Plans ü ü ü
Registers ü ü
Titles ü
Traverserecords ü
Mar
lbor
ough
Crownrecords ü ü ü AgentsDeeds ü
Documents ü ü
Fieldbooks ü
Filesandfolders ü ü ü
Indexes ü
Lodgements ü
Maps ü ü
Microfilm ü
Noncore ü ü ü
Plans ü ü ü
Registers ü ü
Titles ü
Traverserecords ü
38 Future-Proofing Core Survey and Title Paper Records
oFFiCe Land distriCt
reCord type(thesaurus term)
LinZ third party provider
arChives otherC
hris
tchu
rch
(con
t.)
Can
terb
ury
Crownrecords ü ü ü AgentsDeeds ü
Documents ü ü
Fieldbooks ü
Filesandfolders ü ü ü
Indexes ü
Lodgements ü
Maps ü ü
Microfilm ü
Noncore ü ü ü
Plans ü ü ü
Registers ü ü
Titles ü
Traverserecords ü
Wes
tland
Crownrecords ü ü ü AgentsDeeds ü
Documents ü ü
Fieldbooks ü
Filesandfolders ü ü ü
Indexes ü
Lodgements ü
Maps ü ü
Microfilm ü
Noncore ü ü ü
Plans ü ü ü
Registers ü ü
Titles ü
Traverserecords ü
39Future-Proofing Core Survey and Title Paper Records
oFFiCe Land distriCt
reCord type(thesaurus term)
LinZ third party provider
arChives otherD
uned
in
Ota
goCrownrecords ü ü ü AgentsDeeds ü ü
Documents ü
Fieldbooks ü
Filesandfolders ü ü ü
Indexes ü ü
Lodgements ü
Maps ü ü ü
Microfilm ü
Noncore ü ü
Plans ü ü ü
Registers ü ü ü
Titles ü ü ü
Traverserecords ü
Sout
hlan
d
Crownrecords ü ü ü AgentsDeeds ü
Documents ü
Fieldbooks ü
Filesandfolders ü ü ü
Indexes ü ü
Lodgements ü
Maps ü ü ü
Microfilm ü
Noncore ü ü ü
Plans ü ü
Registers ü ü ü
Titles ü ü ü
Traverserecords ü
40 Future-Proofing Core Survey and Title Paper Records
�5.3
ReC
oRd
SeTS
ReC
omm
eNde
d Fo
R di
giTi
SaTi
oN P
RogR
amm
e
nam
eLi
nZ t
o di
giti
sepr
iori
tyQu
anti
tyw
hat
LinZ
wiL
L di
giti
sew
hat
arCh
ives
ne
w Z
eaLa
nd
may
deC
ide
to
digi
tise
12
esti
mat
ed
Cost
s to
Lin
Zes
tim
ated
ti
meF
ram
eCo
mm
ents
Fiel
dbo
oks.
Dig
itise
all
field
boo
ks.
149
,000
no
tebo
oks,
each
co
ntai
ning
150
pa
ges13
,dat
ing
back
from
184
0.
All
field
boo
ks
–th
entr
ansf
er
orig
inal
sto
Arc
hive
scu
stod
y.
Stor
edi
gita
lre
cord
inL
INZ
hist
oric
reco
rds
e-ar
chiv
e–
in
dexe
sact
as
findi
ng a
ids.
LIN
Zan
dA
rchi
vesN
ew
Zeal
and
wou
ld
shar
eal
ldig
ital
imag
esw
ith
LIN
Z.
One
quo
te
estim
ates
it
wou
ld
cost
LIN
Zap
prox
imat
ely
$8-9
00,0
00p
lus
GST
tod
igiti
se
inc
olou
r.
One
quo
te
LIN
Zre
ceiv
ed
estim
ated
it
wou
ldta
ke
18m
onth
sto
digi
tise
all fi
eld
book
s(eq
uate
sto
180
boo
ks
perd
ay).
Not
e:th
is
stra
tegy
re
com
men
ds
apr
ovid
er
com
eso
nsi
te
and
wor
ksa
tea
chp
roce
ssin
gce
ntre
,ins
tead
of
mov
ing
the
fie
ld b
ooks
to
the
prov
ider
.
Arc
hive
sNew
Ze
alan
dw
ants
al
lthe
sere
cord
san
dun
ders
tand
sth
atL
INZ
need
sto
con
tinue
to
prov
ide
acce
ssto
th
emin
ati
mel
yfa
shio
n.
�2
Not
e th
at th
is pr
ogra
mm
e is
abou
t pro
vidin
g di
gita
l acc
ess
and
pres
ervin
g pa
per r
ecor
ds th
at h
ave
busi
ness
pur
pose
s an
d ar
chiv
al v
alue
. all
reco
rds
trans
ferre
d by
LiN
Z to
arc
hive
s Ne
w Z
eala
nd m
ay a
lso
be
acce
ssed
for v
iewin
g in
app
ropr
iate
read
ing
room
s, u
pon
requ
est.
durin
g th
e tra
nsiti
on to
dig
ital a
cces
s fo
r the
reco
mm
ende
d re
cord
set
s, L
iNZ
will
need
to p
rovid
e ac
cess
to v
iew re
cord
s in
pro
cess
ing
c
entre
read
ing
room
s, u
pon
requ
est,
if a
digi
tal c
opy
cann
ot b
e m
ade
avai
labl
e.�3
Th
is is
appr
oxim
ate
and
has
been
arri
ved
at b
y av
erag
ing
out a
cros
s th
e bo
oks
held
in a
ll pr
oces
sing
cent
res.
Pag
es in
field
boo
ks h
ave
been
foun
d to
rang
e fro
m 5
0 to
300
pag
es. T
he a
mou
nt o
f mat
eria
l can
r
ange
from
onl
y tw
o to
thre
e pa
ges
in a
boo
k to
the
full
300
page
s. L
ike
man
y of
thes
e re
cord
set
s, th
ese
field
boo
ks w
ill ne
ed to
be
asse
ssed
at t
he ti
me
of d
igiti
satio
n by
LiN
Z te
chni
cal e
xper
ts.
4�Future-Proofing Core Survey and Title Paper Records
nam
eLi
nZ t
o di
giti
sepr
iori
tyQu
anti
tyw
hat
LinZ
wiL
L di
giti
sew
hat
arCh
ives
ne
w Z
eaLa
nd
may
deC
ide
to
digi
tise
12
esti
mat
ed
Cost
s to
Lin
Zes
tim
ated
ti
meF
ram
eCo
mm
ents
Dee
ds
and
deed
sin
dexe
s.
Dig
itise
all
reco
rds.
12,
715
volu
mes
da
ting
back
fr
om1
840.
Unk
now
nnu
mbe
rof
inde
xes.
All
deed
sand
th
eiri
ndex
es.
Tim
ing
will
ne
ed to
fit i
n w
ithp
roce
ssin
gce
ntre
clo
sure
s.
RG
L:A
llof
th
ese
docu
men
ts
shou
ldb
eim
aged
.O
rigin
alsw
ill
requ
ireu
pdat
ing
from
tim
eto
tim
e.
Page
swill
nee
dto
be
re-im
aged
so
the
elec
troni
cco
pyis
acc
urat
e.
Inde
xes
Dig
itise
all
reco
rds.
1A
ppro
xim
atel
y15
0lin
ear
met
res.
All
ofth
ese.
N/A
No-
oblig
atio
nqu
otes
will
be
obta
ined
.
Tim
ing
will
ne
ed to
fit i
n w
ithp
roce
ssin
gce
ntre
clo
sure
s.
Ther
ear
edi
ffere
nt
inde
xesf
or
diffe
rent
serie
s.G
ood
met
adat
aw
illb
ere
quire
d.Th
ere
are
ITc
osts
in
mak
ing
thes
ere
cord
sacc
essi
ble.
(incl
udin
gpr
ocla
mat
ion
/legi
slat
ion
card
s).
42 Future-Proofing Core Survey and Title Paper Records
nam
eLi
nZ t
o di
giti
sepr
iori
tyQu
anti
tyw
hat
LinZ
wiL
L di
giti
sew
hat
arCh
ives
ne
w Z
eaLa
nd
may
deC
ide
to
digi
tise
12
esti
mat
ed
Cost
s to
Lin
Zes
tim
ated
ti
meF
ram
eCo
mm
ents
Reg
iste
rs.
Yes–
but
no
teso
me
have
alre
ady
been
dig
itise
das
par
tof
the
His
toric
M
icro
film
Im
agin
gPr
ojec
t.To
be
deci
ded
ona
ca
se-b
y-ca
se
basi
sasm
any
have
bee
nsu
pers
eded
.
1A
ppro
xim
atel
y20
0lin
ear
met
resi
nto
tal
held
on
site
.Q
uant
ityfo
rdi
gitis
atio
nw
illn
otb
ean
ywhe
ren
ear
this
gre
ata
nd
will
nee
dto
be
dec
ided
on
ac
ase-
by-
case
bas
isb
yLI
NZ
tech
nica
lex
perts
w
orki
ngw
ith
adi
gitis
atio
nte
am.
All
regi
ster
san
dm
ake
avai
labl
eon
line
befo
re
hand
ing
over
to
Arc
hive
sN
ewZ
eala
nd’s
cu
stod
y.
No-
oblig
atio
nqu
otes
will
be
obta
ined
.
Tim
ing
will
ne
ed to
fit i
n w
ithp
roce
ssin
gce
ntre
clo
sure
s.
Nee
dto
co
nfirm
wha
t is
out
stan
ding
fr
omth
eH
isto
ric
Mic
rofil
m
Imag
ing
Proj
ect
and
digi
tise
the
rest
.
43Future-Proofing Core Survey and Title Paper Records
Notes:
Each record set aligns with the primary name classification in the thesaurus developed by the Auckland team.Secondleveldescriptorsforthemanyrecordsetswithineachcategoryhavenotbeendetailed.Theserecordsetsareoften,butnotalways,superseded.Whenorifthedigitisationprogrammeisagreedandimplemented,experiencedstaffwithtechnicalexpertisewillneedtoprepareadetailedanalysis to determine their status and business value so these estimates can be more clearly defined andcosted.RecordswithpurelyarchivalvaluewillbetransferredtoArchivesNewZealand,anditcandecideiffurtherdigitisationtakesplace.
The Digitisation Standard issued by Archives New Zealand in January 2007 applies.
The following considerations, as described in the Digitisation Standard, were taken into account:
Do the records document a process or function that continues to be done?Is the equivalent information in the records now recorded electronically?Do the records contain a rich information source, required by current business processes?Are the records a coherent and complete set?Are the records required for constant or continuing access?Aretherecordsconstantlyorcontinuouslyrequestedforusebypeopleeitherinternalorexternaltothe organisation?Istheinformationintherecordsenhancedbybeingavailableindigitalform(egadditionalindexing, sorting capability)?Are the records in a form which is suited to digitisation?Are the items in a standard format which will enable single equipment settings to be applied?Will this act as a precedent for future projects?Have the records been appraised as being required for long-term retention?Is there legislation that prevents these records being held only in electronic form?Aretherecordsfragileorsubjecttodamagethroughrepeatedphysicalhandlingwhichwillbeminimised after digitisation?
•
•
•
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