The purposes of this Act are—

• (a) to provide for the continuation of the repository of public archives called the National Archives with the name Archives New Zealand (Te Rua Mahara o te Kāwanatanga); and

• (b) to provide for the role of the Chief Archivist in developing and supporting government recordkeeping, including making independent determinations on the disposal of public records and certain local authority archives; and

• (c) to enable the Government to be held accountable by—

  • (i) ensuring that full and accurate records of the affairs of central and local government are created and maintained; and

  • (ii) providing for the preservation of, and public access to, records of long-term value; and

• (d) to enhance public confidence in the integrity of public records and local authority records; and

• (e) to provide an appropriate framework within which public offices and local authorities create and maintain public records and local authority records, as the case may be; and

• (f) through the systematic creation and preservation of public archives and local authority archives, to enhance the accessibility of records that are relevant to the historical and cultural heritage of New Zealand and to New Zealanders’ sense of their national identity; and

• (g) to encourage the spirit of partnership and goodwill envisaged by the Treaty of Waitangi (Te Tiriti o Waitangi), as provided for by section 7; and

• (h) to support the safekeeping of private records.

In this Act, unless the context otherwise requires,—

(1) The Governor-General may, by Order in Council made on the recommendation of the Minister,—

• (a) declare that—

  • (i) a person or body owned or controlled, directly or indirectly, by the Crown, or 1 or more classes of such a person or body, is a public office for the purposes of this Act:

  • (ii) a record or class of records is a public record for the purposes of this Act:

• (b) vary the requirement for compliance with the matters referred to in subsection (2) in relation to 1 or more—

  • (i) public offices, other than those referred to in subsection (3):

  • (ii) public records:

  • (iii) local authority records.

(2) Subsection (1) permits compliance to be varied under this section in respect of—

• (a) any provision of this Act, except section 17 (which requires public records and local authority records to be created and maintained) and section 18 (which prohibits the unauthorised disposal of public records and protected records):

• (b) any regulations made under this Act:

• (c) any standards.

(3) Subsection (1)(b)(i) does not apply to the public offices referred to in paragraph (c)(i) and (v) to (x) of the definition of public office in section 4.

(4) The Governor-General may, by Order in Council made on the recommendation of the Minister, amend or revoke an Order in Council made under subsection (1).

(5) Before making a recommendation under subsection (1) or subsection (4), the Minister must—

• (a) consult,—

  • (i) in the case of a recommendation made under subsection (1)(a)(i) or subsection (4), with the Minister of the Crown for the time being having responsibility for the person or body or class of person or body that is to be the subject of the recommendation; and

  • (ii) in the case of a recommendation made under subsection (1)(a)(ii) or subsection (4), with the person or class of persons who have possession of the record or class of records; and

  • (iii) in the case of a recommendation made under subsection (1)(b)(i) or (ii) or subsection (4), with the responsible Minister of the controlling public office affected; and

• (b) in each case, have regard to advice received from the Archives Council.

(6) Before making a recommendation in relation to local authority records under subsection (1)(b)(iii) or subsection (4), the Minister must—

• (a) consult with the Minister of the Crown for the time being responsible for the administration of the Local Government Act 2002; and

• (b) have regard to advice received from the Archives Council.

(7) This Act continues to apply to a mixed ownership model company (within the meaning of section 45P of the Public Finance Act 1989) that was a public office immediately before becoming a mixed ownership model company, as if it were still a public office, but only in respect of its affairs before it ceased to be a public office (regardless of when the records of those affairs are created).

This Act does not apply to—

• (a) ballot papers or voting papers (or any associated electoral materials) sent to the Clerk of the House of Representatives under—

  • (i) section 187 of the Electoral Act 1993; or

  • (ii) section 50 of the Referenda (Postal Voting) Act 2000:

• (b) voting documents and specified materials received by Registrars of District Courts under section 89(2) of the Local Electoral Act 2001.

In order to recognise and respect the Crown’s responsibility to take appropriate account of the Treaty of Waitangi (Te Tiriti o Waitangi),—

• (a) section 11 (which relates to the functions and duties of the Chief Archivist) requires the Chief Archivist to ensure that, for the purposes of performing the Chief Archivist’s functions, processes are in place for consulting with Māori; and

• (b) section 14 (which relates to the establishment of the Archives Council) requires at least 2 members of the Archives Council to have a knowledge of tikanga Māori; and

• (c) section 15 (which relates to the functions of the Archives Council) specifically recognises that the Archives Council may provide advice concerning recordkeeping and archive matters in which tikanga Māori is relevant; and

• (d) section 26 (which relates to the approval of repositories) recognises that an iwi-based or hapu-based repository may be approved as a repository where public archives may be deposited for safekeeping.

This Act binds the Crown.

(1) The repository called the National Archives that was established by section 5 of the Archives Act 1957 is continued with the name Archives New Zealand (Te Rua Mahara o te Kāwanatanga).

(2) [Repealed]

(1) There is an office of the Chief Archivist.

(2) The Chief Archivist is the person for the time being appointed to that office by the chief executive under the State Sector Act 1988.

(3) [Repealed]

(1) The functions of the Chief Archivist, in achieving the purposes of this Act, are—

• (a) to exercise a leadership role in recordkeeping in public offices and in the management of public archives in New Zealand; and

• (b) in relation to public records,—

  • (i) to authorise the disposal of public records; and

  • (ii) to issue standards in accordance with section 27; and

  • (iii) to review, amend, or revoke those standards; and

  • (iv) to issue instructions in accordance with this Act; and

  • (v) to provide advice, or to issue guidelines, on the procedures or best practice for the creation, maintenance, or efficient management of public records and to review, amend, or revoke the advice or guidelines; and

  • (vi) to monitor and report on the compliance of public offices with this Act; and

  • (vii) to provide protocols and processes for deferring the transfer of public records under section 22; and

  • (viii) to issue criteria for the independent auditing of public offices under section 33 and to review, amend, or revoke the criteria; and

• (c) in relation to public archives,—

  • (i) to control and administer public archives; and

  • (ii) to ensure the preservation of public archives; and

  • (iii) to facilitate public access to, and promote the use of, public archives; and

• (d) in relation to local authority records,—

  • (i) to protect certain local authority records for the purposes of this Act and to control the disposal of those records; and

  • (ii) to issue standards relating to the creation, maintenance, control, management, or appraisal for disposal of, or access to, local authority records, and to review, amend, or revoke those standards; and

  • (iii) to provide advice, or to issue guidelines, on the procedures or best practice for the creation, maintenance, or management of local authority records, and to review, amend, or revoke the advice or guidelines; and

  • (iv) to monitor, and if necessary report on, the compliance of local authorities with this Act; and

• (e) to provide advice to Ministers or other persons concerning the creation or maintenance of Ministers’ papers or private records; and

• (f) to keep registers in accordance with the requirements of this Act; and

• (g) to exercise a leadership role in facilitating and co-ordinating archival activities in New Zealand; and

• (h) to perform any other functions or duties prescribed by or under this Act.

(2) In addition, the Chief Archivist may provide services relating to public records or local authority records (including, without limitation, storage services, or training services on the management of public records or local authority records) for a fee as agreed by the Chief Archivist and the relevant administrative head of the public office or local authority.

(3) For the purposes of performing any of the Chief Archivist’s functions referred to in subsection (1), the Chief Archivist must ensure that processes are in place for consulting with Māori.

In relation to the performance of his or her functions and duties and to the exercise of his or her powers under sections 11(1)(b) and (d), 20(1), and 30, the Chief Archivist—

• (a) must act independently in exercising his or her professional judgement; and

• (b) is not subject to direction from either the Minister or the chief executive.

(1) The Chief Archivist may, either generally or particularly, delegate to an employee in the department all or any of the Chief Archivist’s functions, duties, or powers under this Act except—

• (a) the power to authorise the disposal of—

  • (i) public records; or

  • (ii) protected records; and

• (b) the power to delegate.

(2) A delegation—

• (a) must be in writing; and

• (b) may be made subject to any restrictions and conditions the Chief Archivist thinks fit; and

• (c) is revocable at any time, in writing; and

• (d) does not prevent the performance or exercise of a function, duty, or power by the Chief Archivist.

(3) A person to whom any functions, duties, or powers are delegated may perform and exercise them in the same manner and with the same effect as if they had been conferred directly by this Act and not by delegation.

(4) A person who appears to act under a delegation is presumed to be acting in accordance with its terms in the absence of evidence to the contrary.

(1) There is an unincorporated body called the Archives Council.

(2) The Archives Council must consist of not more than 7 members appointed by the Minister by notice in the Gazette.

(3) The Minister must, after consultation with the Minister of Māori Affairs and the Chief Archivist, appoint to the Archives Council persons who, in the opinion of the Minister,—

• (a) have special knowledge and qualifications that are relevant to the functions of the Archives Council; and

• (b) in the case of at least 2 persons, also have a knowledge of tikanga Māori.

(4) A Council member—

• (a) holds office for a term not exceeding 3 years, as specified by the Minister in the notice of appointment; and

• (b) may be reappointed; and

• (c) continues in office (unless the member resigns or is removed from office), despite the expiry of his or her term of office, until—

  • (i) the member is reappointed; or

  • (ii) the member’s successor is appointed; or

  • (iii) the date specified in writing by the Minister for the end of the member’s term of office.

(5) The Minister may, at any time and for any reason that, in the Minister’s opinion, justifies the removal, remove a Council member from office by written notice to the member.

(1) The function of the Archives Council is to provide to the Minister, on the request of the Minister or on its own initiative,—

• (a) advice concerning recordkeeping and archive matters including (without limitation)—

  • (i) recordkeeping and archive matters in which tikanga Māori is relevant:

  • (ii) the Orders in Council that may be made under section 5:

  • (iii) authorisations to dispose of public records under section 20(3):

  • (iv) the approval of repositories under section 26:

  • (v) appropriate criteria for the independent audit of the recordkeeping practices of the Chief Archivist conducted under section 34:

• (b) recommendations under section 55 on appeals to the Minister.

(2) For the purpose of performing its functions under this Act, the Council has full powers, rights, and privileges.

(3) The Council must report to the Minister each year on the performance of its functions during the preceding year.

(4) The Minister must, as soon as practicable after receiving a report under subsection (3), present the report to the House of Representatives.

(1) The Archives Council may regulate its own procedure.

(2) The department must provide administrative services for the Council.

(3) The members of the Council are entitled to be paid, out of money appropriated by Parliament for the purpose,—

• (a) fees determined by the Minister in accordance with government policy; and

• (b) reimbursing allowances or actual and reasonable expenses incurred in undertaking the functions of the Council.

(1) Every public office and local authority must create and maintain full and accurate records of its affairs, in accordance with normal, prudent business practice, including the records of any matter that is contracted out to an independent contractor.

(2) Every public office must maintain in an accessible form, so as to be able to be used for subsequent reference, all public records that are in its control, until their disposal is authorised by or under this Act or required by or under another Act.

(3) Every local authority must maintain in an accessible form, so as to be able to be used for subsequent reference, all protected records that are in its control, until their disposal is authorised by or under this Act.

(1) No person may dispose of, or authorise the disposal of, public records or protected records except with the authority of the Chief Archivist, given in accordance with the provisions of this Act.

(2) Subsection (1) does not apply if the disposal of a public record or a protected record is required by or under another Act.

(1) The Chief Archivist must keep the following registers:

• (a) a register of all transfers deferred under section 22; and

• (b) a register of public records discharged under section 25; and

• (c) a register of all records prescribed under section 38; and

• (d) a public access register that contains information on—

  • (i) restrictions on public access to public records imposed under section 44(3); and

  • (ii) prohibitions imposed under section 49 on public access to public archives or protected records in the control of the Chief Archivist; and

  • (iii) the grounds for the prohibitions and restrictions recorded under this paragraph; and

  • (iv) the conditions agreed to under section 40(4)(a) as to public access for protected records transferred to the control of the Chief Archivist.

(2) The Chief Archivist must make the registers available for public inspection.

(1) The Chief Archivist may authorise in writing, in accordance with the purposes of this Act, the disposal of a public record (other than those referred to in subsection (3)) by—

• (a) transferring control of the public record to another public office; or

• (b) transferring control of the public record to the Chief Archivist; or

• (c) altering or destroying the public record; or

• (d) selling the public record; or

• (e) discharging the public record.

(2) Before authorising a disposal under subsection (1), the Chief Archivist must give not less than 30 days’ notice, in the manner the Chief Archivist considers appropriate, of—

• (a) the intention to dispose of the public record, with a general description of the public record concerned; and

• (b) the place where additional information may be obtained on the public record concerned and the person to whom any comments may be sent.

(3) The Chief Archivist must not, without the Minister’s written authorisation, dispose of a public record created or received by the Chief Archivist in relation to his or her functions, duties, and powers under this Act (except if section 21 or section 23 applies).

(4) The Minister may, on the advice of the Archives Council given on the recommendation of the Chief Archivist, authorise in writing the disposal of a public record referred to in subsection (3).

(1) Every public office must transfer from its possession and control public records that have been in existence for 25 years—

• (a) to the possession of Archives New Zealand and the control of the Chief Archivist; or

• (b) to the possession of an approved repository and the control of the Chief Archivist.

(2) Subsection (1) applies unless—

• (a) the public records are to be destroyed in accordance with the provisions of this Act or are required to be destroyed by or under another Act; or

• (b) the administrative head of the controlling public office and the Chief Archivist agree in writing that the public records may be transferred, before the expiry of the 25-year period, to—

  • (i) the possession of Archives New Zealand and the control of the Chief Archivist; or

  • (ii) the possession of an approved repository and the control of the Chief Archivist; or

• (c) the transfer of the public records is to be deferred under section 22.

(1) The requirement to transfer public records under section 21(1) does not apply—

• (a) to public records that are individual schedules provided to the Statistician under Part 3 of the Statistics Act 1975; or

• (b) if the administrative head of the controlling public office and the Chief Archivist have agreed in writing that the transfer of the public records may be deferred for a specified period on any conditions that the administrative head and the Chief Archivist consider appropriate; or

• (c) to public records that are in electronic form, if the Chief Archivist instructs the controlling public office in writing to continue to maintain and control those records after the expiry of the 25-year period; or

• (d) if a responsible Minister, after consultation with the Minister, certifies that—

  • (i) 1 or more of the circumstances referred to in subsection (6) applies in respect of a public record; and

  • (ii) the transfer of the public record may be deferred for a specified period.

(2) In subsection (1)(a), schedule has the meaning given to it in section 2 of the Statistics Act 1975.

(3) In the case of public records referred to in subsection (1)(a), the records—

• (a) must be transferred to the control of the Chief Archivist and the possession of Archives New Zealand after a period of 100 years from the day appointed by the Governor-General by Proclamation under section 23(2) of the Statistics Act 1975; and

• (b) are subject to sections 37D and 37DA of the Statistics Act 1975; and

• (c) are not subject to Part 3.

(4) An agreement entered into under subsection (1)(b) may be renewed for further specified periods by agreement between the administrative head of the controlling public office and the Chief Archivist.

(5) An instruction issued under subsection (1)(c)—

• (a) must identify the public records to which the instruction relates; and

• (b) must direct the department to make payments to the controlling public office for the maintenance, preservation, and public use of any such public records at a rate agreed by the Chief Archivist and the controlling public office; and

• (c) may contain conditions relating to the preservation and use of the public records concerned; and

• (d) may specify a date for the transfer of the records to the control of the Chief Archivist.

(6) Subsection (1)(d) applies only if a public record contains information the release of which would be likely to—

• (a) prejudice the security or defence of New Zealand or the international relations of the Government of New Zealand; or

• (b) prejudice the entrusting of information to the Government of New Zealand on a basis of confidence by—

  • (i) the government of another country or an agency of such a government; or

  • (ii) an international organisation; or

• (c) prejudice the maintenance of the law, including the prevention, investigation, and detection of offences, and the right to a fair trial; or

• (d) endanger the safety of any person.

(7) A deferral permitted under subsection (1)(d) may be renewed by the responsible Minister, after consultation with the Minister.

(8) Every transfer deferred under this section must be noted in the register of deferred transfers, in accordance with section 19(1)(a).

(1) If a controlling public office ceases to exist as a public office, or ceases to exercise a function to which its public records relate, its public records may be transferred to—

• (a) the public office that has taken over the responsibilities of the controlling public office for those public records; or

• (b) if paragraph (a) does not apply, the public office designated by the Chief Archivist as the public office responsible for those public records.

(2) A public office that takes over responsibilities under subsection (1)(a) must give notice to the Chief Archivist of the transfer of the public records not later than 3 months after the transfer has taken place.

(3) Subsection (1) applies, with the necessary modifications, to local authority records.

If the administrative head of a controlling public office satisfies the Chief Archivist that the public archive is required for administrative use, the Chief Archivist—

• (a) must return the public archive to the possession of that public office for an agreed period of time; and

• (b) may impose conditions to ensure the safe custody and preservation of the public archive during the time that it is in the possession of the public office.

(1) The Chief Archivist may authorise in writing the discharge of a public record only if—

• (a) the Chief Archivist considers that the public record is suitable to be discharged; and

• (b) the public record is an open access record that is not in current use; and

• (c) the release of the public record is consistent with the principles of the Privacy Act 1993; and

• (d) the public record is not subject to a request under the Official Information Act 1982; and

• (e) the administrative head of the controlling public office agrees to the public record being discharged; and

• (f) the person to whom the public record is to be discharged is not a Minister of the Crown, the Chief Archivist, an employee in the department, the Archives Council, a member of the Archives Council, or an employee of the controlling public office.

(2) The Chief Archivist may authorise in writing the discharge of a class of public records that contains information about identified persons only if—

• (a) the Chief Archivist considers that the class of public records is suitable to be discharged; and

• (b) the administrative head of the controlling public office agrees to the class of public records being discharged; and

• (c) the Chief Archivist and the administrative head have entered into an agreement for the discharge of the class of public records on a record by record basis; and

• (d) there are appropriate procedures to ensure that a record is discharged only to the person who is the subject of the information, or to the duly authorised agent of that person; and

• (e) the discharge of the class of records is consistent with the principles of the Privacy Act 1993.

(3) A public record that is discharged—

• (a) becomes the property of the person to whom it is discharged; and

• (b) ceases to have status as a public record or to be subject to this Act.

(4) A public record discharged under this section must be noted in the discharge register, in accordance with section 19(1)(b).

(1) The Minister may, on the advice of the Archives Council, given on the recommendation of the Chief Archivist,—

• (a) approve a relevant body (such as a museum, a library, another archive, or an iwi-based or hapu-based repository) as an approved repository where public archives may be deposited for safekeeping:

• (b) amend or revoke that approval.

(2) The Chief Archivist may,—

• (a) at any time after giving reasonable notice, inspect an approved repository:

• (b) with the agreement of the administrative head of the controlling public office and the consent of the approved repository, deposit public archives in an approved repository:

• (c) impose standards or conditions on, or issue instructions to, an approved repository for the purpose of ensuring that—

  • (i) the Crown’s interests in the public archives are preserved:

  • (ii) the public archives are properly maintained:

  • (iii) appropriate public access to the public archives is maintained:

• (d) direct an approved repository to transfer public archives to the possession of Archives New Zealand, another approved repository, or the controlling public office.

(1) The Chief Archivist—

• (a) may issue standards in relation to public records or local authority records for—

  • (i) their creation, maintenance, or management:

  • (ii) their appraisal for disposal:

  • (iii) the provision of access to them; and

• (b) may review, amend, or revoke any standards referred to in paragraph (a); and

• (c) must state, in relation to each standard,—

  • (i) the public office, class of public office, approved repository, or local authority to which the standard applies; and

  • (ii) whether compliance is mandatory or discretionary.

(2) Before issuing a mandatory standard, the Chief Archivist must make a copy of the draft standard available to, and have a process in place for consulting with, every public office, approved repository, local authority, or other person to which the Chief Archivist considers that the proposed standard will apply, and to any other interested person.

(3) The Chief Archivist must ensure that every standard issued under this section is published in a manner that the Chief Archivist considers appropriate.

Standards issued by the Chief Archivist may include (without limitation) all or any of the following matters:

• (a) the particular public record or particular local authority record to which they apply:

• (b) the procedures or practices that must be followed, or outcomes that must be achieved, in relation to the creation, maintenance, or management of public records or local authority records:

• (c) a standard against which the quality of recordkeeping practice may be judged:

• (d) the minimum standard of recordkeeping practice that will be allowed.

(1) The Chief Archivist may, after giving reasonable notice to a public office or local authority, inspect the public records or local authority records and local authority archives, as the case may be, that are in the possession or under the control of that public office or local authority.

(2) Subsection (1)—

• (a) permits the Chief Archivist to view the system of a public office or local authority for maintaining its public records or local authority records and local authority archives, as the case may be, and the conditions for their storage; but

• (b) does not permit the Chief Archivist to inspect public records or local authority records and local authority archives that carry security classifications or are restricted by other legislation without the consent of the administrative head of the controlling public office or controlling local authority, as the case may be.

(3) In this section, security classifications means the classifications assigned in accordance with the Security in Government Sector manual issued from time to time by the Government.

(1) The Chief Archivist may, on such terms and conditions (if any) that the Chief Archivist thinks appropriate, exempt a public office or a local authority that has requested the exemption from compliance with a standard or instruction issued by the Chief Archivist.

(2) The administrative head of the public office or local authority in respect of which a decision is taken under subsection (1) may appeal against the decision under section 51.

The Chief Archivist may give notice in writing directing the administrative head of a public office or of an approved repository to report to the Chief Archivist or to any other person specified by the Chief Archivist on—

• (a) any specified aspect of its recordkeeping practice:

• (b) the public records that it controls or (in the case of an approved repository) has possession of.

(1) The Chief Archivist must make an annual report to the Minister on the state of recordkeeping within public offices.

(2) This report may be included in the annual report given to the Minister under section 30(1) of the State Sector Act 1988.

(3) The Minister must present the report of the Chief Archivist to the House of Representatives.

(1) As soon as is reasonably practicable after the date that is 5 years from the commencement of this Act, an independent audit of recordkeeping practices must be carried out in every public office.

(2) The Chief Archivist must commission and meet the costs of each audit, which must—

• (a) cover the aspects of recordkeeping practices specified for the purpose of the audit by the Chief Archivist; and

• (b) be based on criteria developed by the Chief Archivist.

(3) Further audits must be conducted at intervals of not less than 5 years and not more than 10 years after the date of the previous audit (but it is not necessary to conduct an audit of all public offices in the same year).

(1) The Minister must commission an independent audit of the recordkeeping practices of the Chief Archivist—

• (a) as soon as is reasonably practicable after the date that is 5 years from the commencement of this Act; and

• (b) at intervals of not less than 5 years and not more than 10 years after the date of the previous audit.

(2) An audit commissioned under subsection (1) must—

• (a) cover the aspects of recordkeeping practices specified for the purpose of the audit by the Minister; and

• (b) be based on criteria specified by the Minister on the advice of the Archives Council.

As soon as is reasonably practicable after the end of the financial year in which an audit has been conducted—

• (a) the Chief Archivist must prepare a report to the Minister on the audits conducted under section 33; and

• (b) the Minister must prepare a report on the audit conducted under section 34; and

• (c) in each case, the Minister must present the report to the House of Representatives.

(1) The Chief Archivist may inspect an estray record by giving written direction to the person in possession of the estray record to produce it for inspection by the Chief Archivist at the time and place specified by the Chief Archivist.

(2) The time and place specified under subsection (1) must be reasonable in the circumstances.

(3) A person who receives a direction under subsection (1) must comply with the direction and, if necessary, assist the Chief Archivist to enter any premises occupied by the person for the purpose of inspecting the estray record.

(1) The Chief Archivist may, by notice in writing, direct a person in possession of an estray record to do any of the following:

• (a) to manage the estray record in accordance with any standards or instructions issued by the Chief Archivist:

• (b) to make the estray record available for public access or for copying:

• (c) to transfer the estray record to the control of the Chief Archivist or of the controlling public office within the time specified in the notice:

• (d) in the case of an estray record that is a protected record, to transfer it to the control of the Chief Archivist or the controlling local authority.

(2) A person who receives a notice must comply with that notice.

(1) The Minister may, for the purposes of this Act, by notice in the Gazette made on the recommendation of the Chief Archivist, declare that a record is a prescribed record, or 1 or more classes of records are prescribed records.

(2) Subsection (1) does not apply if the record is—

• (a) a public record under the control of the controlling public office; or

• (b) a public archive under the control of the Chief Archivist; or

• (c) a local authority record, or a local authority archive, under the control of the controlling local authority.

(3) A notice must describe the record or class of records to which the notice applies.

(4) A person who possesses a prescribed record—

• (a) may transfer the prescribed record to the possession of Archives New Zealand, an approved repository, a public office, or a local authority as directed by the Chief Archivist:

• (b) must not transfer the prescribed record to any other person unless that person—

  • (i) has first given the Chief Archivist the opportunity to purchase the prescribed record on behalf of the Crown; and

  • (ii) before transferring the prescribed record to another person, has informed that other person that the record is a prescribed record.

(5) The Chief Archivist must note the status of a prescribed record in the register of prescribed records, in accordance with section 19(1)(c).

(6) The Chief Archivist must—

• (a) give written notice to the holder of a prescribed record if the status of the record as a prescribed record is revoked; and

• (b) record the change of status in the register of prescribed records.

The Chief Archivist may—

• (a) direct that a prescribed record be copied for, and at the expense of, the Chief Archivist:

• (b) acquire a prescribed record, whether or not with compensation, on the conditions agreed by the Chief Archivist and the person who has the custody, management, control, or ownership of the prescribed record.

(1) The Chief Archivist may, by notice in the Gazette made after consultation with any local authority concerned, declare that a local authority record is a protected record for the purposes of this Act.

(2) A local authority must provide for the adequate protection and preservation of a protected record it holds, in accordance with any applicable standards or instructions issued by the Chief Archivist.

(3) A local authority must not dispose of a protected record unless the administrative head of the local authority has—

• (a) given written notice to the Chief Archivist of his or her intention to dispose of the protected record; and

• (b) identified the protected record concerned; and

• (c) specified how he or she intends to dispose of the protected record.

(4) Not later than 3 months after receiving written notice under subsection (3), the Chief Archivist must—

• (a) direct the local authority in writing to transfer the protected record to the control of the Chief Archivist, subject to conditions (if any) agreed by the administrative head of the local authority and the Chief Archivist; or

• (b) authorise the disposal of the protected record identified under subsection (3)(b).

Despite section 66(b) (which repeals Part 17 of the Local Government Act 1974), section 40 applies to any classes of local archives protected by notice in the Gazette given under section 256 of the Local Government Act 1974 as if those classes of local archives were protected records under this Act.

(1) The Chief Archivist may accept for deposit in Archives New Zealand—

• (a) parliamentary records:

• (b) Ministers’ papers:

• (c) private records that complement the public archives and that—

  • (i) record significant historical events; or

  • (ii) relate to an existing or former public office or organisation connected with government in New Zealand; or

  • (iii) relate to persons who are or have been significant in any aspect of New Zealand history, politics, or culture:

• (d) records referred to in section 3(a) to (d) of the Archives Act 1957 that were made or received by a government office before the commencement of this Act.

(2) Parliamentary records deposited under subsection (1)(a) may be subject to conditions agreed to in writing between the Chief Archivist and the Clerk of the House.

(3) Papers and records deposited under subsection (1)(b) or (c)—

• (a) remain under the care of the Chief Archivist; and

• (b) unless the Minister or the person depositing the papers or records otherwise agrees in writing, remain in the ownership and control of the Minister or that person; and

• (c) may be subject to conditions agreed to in writing by the Minister or the person depositing the papers or records and the Chief Archivist, including conditions relating to—

  • (i) public access to the papers or records:

  • (ii) custody and control of the papers or records:

  • (iii) publication, acknowledgement, and copying of the papers or records:

  • (iv) future ownership of the papers or records.

(4) Papers and records referred to in subsection (1) are not subject to the Official Information Act 1982 just because they are deposited in Archives New Zealand.

(5) Records deposited under subsection (1)(d) remain—

• (a) under the control of the controlling public office; and

• (b) subject to the Archives Act 1957 as if that Act continued to apply to them.

(6) The Crown and its agents, including the Chief Archivist, must comply with any conditions to which the deposit of papers or records referred to in subsection (1) is subject.

(1) The administrative head of a controlling public office may appeal to the Minister against a decision of the Chief Archivist—

• (a) declining a request to defer the transfer of a public record under section 22(1)(b):

• (b) instructing a public office under section 22(1)(c) to maintain and control its electronic public records beyond the expiry of the 25-year period referred to in that provision:

• (c) declining a request for an exemption under section 30.

(2) The administrative head of a controlling local authority may appeal to the Minister against a decision of the Chief Archivist to decline a request for an exemption under section 30.

(3) Sections 52, 53(3), and 54 to 56 apply, with the necessary modifications, to an appeal by a controlling local authority under this Act.

(1) An appeal under section 51(1) is commenced by the administrative head of a controlling public office lodging a written notice with the Minister within 20 working days after the date when the decision of the Chief Archivist is notified to the controlling public office.

(2) The notice of appeal must include—

• (a) full details of the decision that is the subject of the appeal; and

• (b) the reasons for the appeal.

(1) Subsections (2) and (3) apply—

• (a) between the time when the Chief Archivist makes a decision that is subject to a right of appeal and the expiry of the time for lodging an appeal; or

• (b) if an appeal is lodged, between the time when the decision is made and the time when the appeal is determined by the Minister and notified under section 56(3) to the Chief Archivist and the administrative head of the controlling public office or of the local authority, as the case may be.

(2) During the period of time referred to in subsection (1)(a) or (b), as the case may be,—

• (a) the Chief Archivist must not issue an instruction or take further action in respect of the matter to which the appeal relates:

• (b) in the case of an appeal under section 51(1)(a), the public office is not required to transfer the public record concerned:

• (c) in the case of an appeal under section 51(1)(b), the public office must continue to maintain and control its electronic records:

• (d) in the case of an appeal under section 51(1)(c), the public office must continue to comply with the standard or instruction from which an exemption has been requested.

(3) If a local authority appeals under section 51(2),—

• (a) the Chief Archivist must not issue an instruction or take further action in respect of the matter to which the appeal relates; and

• (b) the local authority must continue to comply with the standard or instruction from which an exemption has been requested.

As soon as is reasonably practicable after receiving a notice of appeal under section 52, the Minister must—

• (a) notify the Archives Council and the Chief Archivist that an appeal has been lodged; and

• (b) provide copies of all relevant documentation received from the controlling public office to—

  • (i) the Archives Council; and

  • (ii) the Chief Archivist.

As soon as is reasonably practicable after receiving notification under section 54, the Archives Council must—

• (a) consider the appeal and the reasons submitted for the appeal; and

• (b) make a recommendation to the Minister to allow or disallow the appeal, in whole or in part; and

• (c) state the reasons for its recommendation.

(1) The Minister may allow or disallow the appeal, in whole or in part.

(2) Before the Minister makes a decision under subsection (1), the Minister must—

• (a) consult with the responsible Minister of the controlling public office that has lodged the appeal; and

• (b) have regard to the recommendations of the Archives Council.

(3) The Minister must—

• (a) give written notice of the decision, with reasons, to—

  • (i) the administrative head of the controlling public office; and

  • (ii) the Chief Archivist; and

  • (iii) the Archives Council; and

• (b) give public notice of the decision by notice in the Gazette.

(4) The decision of the Minister is final and binds the Chief Archivist and the controlling public office.

This Act does not limit the Copyright Act 1994.

To avoid doubt, public records transferred under this Act to the possession of Archives New Zealand or an approved repository are not subject to the Official Information Act 1982 just because they have been so transferred.

(1) The Chief Archivist may charge for research, copying, or other services provided in relation to a request for access to a public archive.

(2) Charges made under subsection (1) must be reasonable, having regard to the labour and materials involved in undertaking the service.

(1) No person may, except with the consent of the Governor-General in Council, be incorporated or registered under another enactment or in another manner under the following names:

• (a) Archives New Zealand (Te Rua Mahara o te Kāwanatanga):

• (b) Archives New Zealand:

• (c) Te Rua Mahara o te Kāwanatanga:

• (d) National Archives:

• (e) Te Whare Tohu Tuhituhinga o Aotearoa:

• (f) another name that so resembles the names in any of paragraphs (a) to (e) as to be likely to mislead a person.

(2) No person other than the department may, either alone or with another person, trade or carry on business or exercise the functions for which it was formed—

• (a) under a name specified in subsection (1); or

• (b) under a name that so resembles a name specified in that subsection as to be likely to mislead a person.

Every person commits an offence who wilfully or negligently—

• (a) damages a public record; or

• (b) disposes of or destroys a public record otherwise than in accordance with the provisions of this Act; or

• (c) contravenes or fails to comply with any provision of this Act or any regulations made under it.

(1) Every person who commits an offence against section 61 is liable,—

• (a) in the case of an individual, to a fine not exceeding $5,000:

• (b) in every other case, to a fine not exceeding $10,000.

(2) A person convicted of an offence against section 61 may, in addition to any penalty imposed for the offence, be prohibited by order of the court from having access to Archives New Zealand for any period that the court thinks fit.

The Governor-General may, by Order in Council, make regulations for all or any of the following purposes:

• (a) regulating the transfer of public records from any public office to Archives New Zealand or to an approved repository:

• (b) regulating the manner of destruction or other disposal of public records:

• (c) regulating the admission of the public to Archives New Zealand and the use by the public of public archives deposited in Archives New Zealand:

• (d) providing for the custody and preservation of Ministers’ papers and private records deposited in Archives New Zealand, and prescribing the fees (if any) to be charged for that custody and preservation:

• (e) prescribing forms for the purposes of this Act:

• (f) providing for matters that are contemplated by this Act or are necessary for its administration or for giving it full effect.

(1) Despite section 66(a), a matter referred to in subsection (2) that is in force immediately before the commencement of this Act continues in force for the period (if any) provided for in subsection (2), as if this Act had not been enacted.

(2) The matters to which subsection (1) applies are—

• (a) a certificate issued under section 8(2)(c) of the Archives Act 1957, until whichever is the sooner of—

  • (i) the expiry of the period of deferral directed by the Minister; or

  • (ii) a transfer made under section 21(1) of this Act; or

  • (iii) an agreement made under section 22(1)(b) of this Act; and

• (b) in the case of a public archive in the possession of Archives New Zealand, conditions imposed under section 14 of the Archives Act 1957, for the period (if any) stated in the conditions; and

• (c) an authorisation given under section 21 of the Archives Act 1957, until whichever is the sooner of—

  • (i) the completion of the authorised publication; or

  • (ii) the expiry of the authorisation.

(3) This Act does not apply to public records referred to in section 3(a) to (d) of the Archives Act 1957 and made or received by the relevant Government office before the commencement of this Act.

(4) However, section 42(1)(d) overrides subsection (3).

(1) Despite section 66(a), the agreements or other matters referred to in subsection (2) that are in force immediately before the commencement of this Act continue in force in the manner specified in that subsection.

(2) The agreements and other matters to which subsection (1) applies are—

• (a) an agreement made under section 8(2)(a) or (b) of the Archives Act 1957, for the term of the agreement, as if it were made under section 22(1)(b) of this Act:

• (b) an agreement made under section 11 of the Archives Act 1957, for the term of the agreement, as if it were made under section 42(3)(c) of this Act:

• (c) an agreement made under section 13 of the Archives Act 1957, as if it were made under section 24 of this Act:

• (d) a certificate of authority given under section 16(6) of the Archives Act 1957—

  • (i) as if it authorised the disposal of public records; and

  • (ii) as if it were given under section 20(1)(c) of this Act; and

  • (iii) until the authorised disposals are completed:

• (e) an approval given or deposit made under section 19(1) of the Archives Act 1957, as if the approval were given and the deposit made under section 26 of this Act:

• (f) a deposit made by the Registrar of Deeds under section 19(2) of the Archives Act 1957, as if consent were given under section 26 of this Act:

• (g) in the case of a public archive in the possession of Archives New Zealand, restrictions on inspection imposed under section 20(1)(b), (c), or (ca) of the Archives Act 1957, as if the public archive had been classified under section 43(1)(b) as a restricted access record in accordance with section 44(3):

• (h) in the case of a public archive in the possession of Archives New Zealand, conditions referred to in subsection (3) as to public access, as if the public archive had been classified under section 43(1)(b) as a restricted access record in accordance with section 44(3).

(3) Subsection (2)(h) applies to conditions imposed under—

• (a) section 8(3) of the Archives Act 1957 on public archives that have been in existence for 25 years or more:

• (b) section 10(2) of the Archives Act 1957 on public archives that have been in existence for less than 25 years:

• (c) section 16(7) of the Archives Act 1957.

The following enactments are repealed:

• (a) the Archives Act 1957:

• (b) Part 17 of the Local Government Act 1974.

(1) The Acts specified in Parts 1 and 2 of the Schedule are amended in the manner indicated in those Parts.

(2) The regulations specified in Part 3 of the Schedule are amended in the manner indicated in that Part.