Tçnâ koe Craig,

 

Thank you for your OIA request OIA2425-0198, received 29 August 2024.

 

You have requested:

 

Please provide the following information under the Official Information
Act 1982:

 

1. The names and types of databases accessible to staff relating to the
significant proportion of records held by Archives New Zealand.  In other
words, the databases equivalent to Archway database.

 

2. Screenshots of the query windows for each database.

 

3. The number of records accessible on each database.

 

Te Rua Mahara o te Kâwanatanga Archives New Zealand will provide its
response to your request as soon as practicable and within twenty working
days.  The 20th working day is 26 September 2024.

 

Please note that in cases where the Department’s response provides
information that is identified to be of general public interest, the
response may also be published on the Department of Internal Affairs
website.  If the Department publishes its response to your OIA request,
all personal information, including your name and contact details, will be
removed.

 

Nâku noa, nâ

Office of the Chief Archivist
Te Rua Mahara o te Kâwanatanga Archives New Zealand
10 Mulgrave Street | Wellington, New Zealand | [1]www.archives.govt.nz

[2]DIA Logo

 

References

Visible links
1. http://www.archives.govt.nz/

Tçnâ koe Craig

 

We wanted to get in touch to clarify parts of your OIA request. Please let
us know by cob 9 September if our interpretations are incorrect.

 

1. “The names and types of databases accessible to staff relating to the
significant proportion of records held by Archives New Zealand.  In other
words, the databases equivalent to Archway database.”

a) We have interpreted this request to refer to the only database staff
have access to that performs similar functions to Archway, which is
Collections Staff.

 

This excludes Archway itself. Archway Location Finder (ALF), the other
database relating to the management of public archives that staff have
access to, does not perform the same functions as Archway. Collections
Search is not itself a database, but is a website that harvests data from
Collections Staff.

 

2. “Screenshots of the query windows for each database.”

Collections Staff has several datasets. Please confirm if you would like
to receive screenshots of query windows for specific datasets, otherwise
we will consider all of them to be in scope for questions two and three.

o Archives (Series, Accessions, Items)
o Agency
o Contacts
o Orders
o Order Items
o Shipping
o Missions
o Mission Items
o Locations and Containers
o Storage Types
o Organisation
o Jurisdictions
o Functions
o Disposal Authorities
o Access Authorities
o Preservation
o Valuation History
o Valuation Categories
o Valuation Benchmarks/Financial Years
o Price
o Digital Objects
o Thesaurus
o Legacy List Control and Legacy Item

 

3. “The number of records accessible on each database.”

b) We have interpreted this question to mean the records of the system
accessible in each database, for example having 71 records accessible in
the “Storage Types” dataset in Collections Staff.

 

The question could also read as “The number of public archives accessible
on each database” due to the multiple meanings of the word ‘record’ in
this context. The metadata of public archives are accessible in
Collections Staff, but the public archives themselves are not.

 

Please let us know as soon as possible if we have interpreted your request
incorrectly.

 

Ngâ mihi

 

Office of the Chief Archivist

Te Rua Mahara o te Kâwanatanga Archives New Zealand
10 Mulgrave Street | Wellington, New Zealand | [1]www.archives.govt.nz

 

 

 

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Tçnâ koe Craig

 

Please see attached Te Rua Mahara o te Kâwanatanga Archives New Zealand’s
response to your OIA request.

 

Ngâ mihi

 

Office of the Chief Archivist

Te Rua Mahara o te Kâwanatanga Archives New Zealand
10 Mulgrave Street | Wellington, New Zealand | [1]www.archives.govt.nz

 

 

 

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