New Zealand’s public service is facing a hidden but pressing challenge—buried beneath layers of outdated paperwork. A growing number of government agencies are falling short of their responsibilities under the Public Records Act 2005, and the latest Archives New Zealand 2023/24 report pulls no punches in highlighting the issue.
The warning is clear: critical records are incomplete, lost, or simply not managed properly. Yet, there’s a solution within reach—modernise the system with smarter technologies to bridge the growing gap.
Compliance Is Slipping
The report’s findings are sobering. About 43% of agencies failed to meet even the most basic recordkeeping standards. Even worse, some departments had no clear grasp of what records they held. This isn’t just an administrative hiccup—it threatens public accountability, transparency, and the integrity of our institutions.
Outdated systems and a lack of consistent oversight have only worsened the situation. Archives NZ is calling on agencies to step up and overhaul their approach. It’s no longer a matter of convenience—it’s a matter of responsibility.
Smarter Tools, Better Results
One solution highlighted in the report is Castlepoint Systems, a platform that automatically tracks, manages, and protects records in a range of digital settings. Far from being a threat to jobs, this kind of automation allows departments to meet their obligations efficiently without getting swamped by manual admin.
Smart technology supports, not replaces. By letting machines handle the grunt work, staff can focus on more strategic and meaningful tasks. That’s how compliance stops being a burden and becomes second nature.
Castlepoint: Less admin, more focus.( Image Source: CastlePoint Systems)
Why This Matters So Much
The Public Records Act 2005 wasn’t meant to collect dust—it was crafted to protect New Zealand’s government memory, culture, and historical record. When departments mishandle or lose records, the effects can ripple through generations, disrupting everything from policy reviews to Treaty negotiations.
Think of a time when a vital decision comes under scrutiny, but the paper trail has vanished. That’s the kind of future Archives NZ is urging us to prevent—and it’s entirely avoidable with the right mindset and tools.
Leading by Example
Not all is grim. A few forward-thinking agencies are already making headway. They’ve adopted platforms that automatically log emails, files, and chat conversations. These systems don’t just store information—they monitor where it lives and how it’s used.
This proactive stance leads to tighter compliance, less stress during audits, and far fewer operational surprises.
Don’t Fall Behind
New Zealand has long held a reputation for transparency, innovation, and fairness. Allowing our recordkeeping to collapse under its own weight would be a step backwards.
We need urgent action. Every agency should reassess its current systems and take steps to modernise. This report isn’t just a critique—it’s a roadmap.
Changing the Culture
To truly move forward, departments must treat recordkeeping as more than a box-ticking exercise. It should be seen as a duty to the public, a preservation of our legacy, and a safeguard for the future.
That means better funding for tools, proper training, and making digital transformation a leadership issue. Archives NZ has made its stance clear—now it’s time for the agencies to deliver.
Recordkeeping: Fund it. Train for it. Lead it.(Image Source: Technology Magazine)
The Archives New Zealand 2023/24 report isn’t just an observation. It’s a turning point. One that calls on public sector leaders to take control of their records, meet their legal obligations, and protect the nation’s memory.
This is the moment to earn trust through smart reform, ensure smooth compliance, and make sure the past, present, and future of New Zealand are properly documented. Because when history asks, we must have the answers.
