Cabinet and ministerial records – overview
8.73 The following paragraphs provide guidance on:
- access by current and former Ministers to the Cabinet records of the government (sometimes referred to as the convention on access to official documents of a previous administration) (see paragraphs 8.75 - 8.85);
- storage and disposal of the records created or received by Ministers in their capacity as Ministers of the Crown, and ongoing access to these ministerial records by Ministers after they leave office (see paragraphs 8.86 - 8.99);
- depositing of ministerial records with Archives New Zealand or other approved repositories, setting of conditions for public access to those records, and assessment of access requests (see paragraphs 8.100 - 8.111);
- disclosure and use of official information by former Ministers (see paragraphs 8.112 - 8.115).
8.74 Key points for Ministers follow.
- Ministerial records are not Ministers' own property. By convention, however, former Ministers are permitted to retain them during their lifetime, after which the records should be returned to Archives New Zealand.
- Many Ministers deposit their
ministerial records with Archives New Zealand or other approved
repositories. Depositing records in this way:
- ensures secure storage;
- provides for the monitoring of agreed access arrangements;
- makes the records available for research (on conditions agreed with the Minister);
- allows the Minister ongoing access to the records.
- Ministerial records form an important part of New Zealand's historical record. Archives New Zealand has an interest in those documents being securely and carefully archived.
- Former Ministers are allowed ongoing access to all Cabinet records to which they had access when they were Ministers. They therefore do not need to retain their personal copies.
- If Ministers do not wish to deposit or retain their ministerial records, they should arrange for secure destruction of the records.
