Formal Review
At this point your agency has spent a lot of time working on the drafting process but the target is still a few steps away. You’ve got your Appraisal Report and Retention and Disposal (R&D) schedule to the formal review stage. What does this mean, and where to from here?
It means that the Archives New Zealand Archivist/Advisor you have been working with has advised you that your draft report is ready to be formally reviewed. The review is done by a Senior Archivist/Advisor. It does not mean that it will be signed off as a disposal authority yet but it should contain all the structural and contextual components required in the Archives’ template. The reviewing stages are important because the outcome is of significance for not only the agency but for the record of New Zealand government.
The advice given to you by your Archives Archivist/Advisor is necessary to guide you so that your report and schedule should be close to being approved and able to progress to the public Intention to Dispose (ITD) process. However, it is still considered a draft until it is signed off as a Disposal Authority and is subject to changes as recommended.
The reviewing Senior Archivist/Advisor has a maximum of 10 weeks to analyse and create constructive comments for your agency. During this time they may ask questions and/or meet with you for clarification. Once the draft has been returned to your agency with formal comments the clock stops at Archives. The 10 week period begins again when you have returned the draft to Archives with recommended amendments.
Intention to Dispose
When the reviewing Senior Archivist/Advisor is satisfied with the R&D schedule the process continues as shown in the diagram. If at any point the schedule is sent back with comments the reviewing Senior Archivist/Advisor will discuss possible amendments with your agency and begin the ITD process again when agreement has been reached. The published Intention to Dispose will stay on the Archives New Zealand website to allow for public comment for 30 days.
If you have comments or questions about this process please feel free to comment on the blog post or contact Archives New Zealand at rkadvice@dia.govt.nz
Photo credit: Visit of Queen Elizabeth II to Auckland Hospital – 24 December 1953
Archives reference: R23498378 BAOE 4507 A727
https://www.flickr.com/photos/archivesnz/23594417215/in/album-72157633445122529/
Next time: Appraisal Process: Part Six – Signing off and implementation