Ministerial records
General
8.86 During their time in office, and on leaving office, Ministers will need to consider how to store or dispose of the papers created or received in their capacity as Ministers of the Crown ("ministerial records"). These papers fall broadly into the following three categories:
- Cabinet and Cabinet committee records (agendas, papers, and minutes);
- ministerial papers and files;
- departmental papers and files.
8.87 The following paragraphs provide guidance on the storage and disposal of ministerial records. The Cabinet Office and Archives New Zealand are able to provide additional advice.
8.88 Ministers also receive and hold papers in their non-ministerial capacity; for example, correspondence with constituents and private or personal papers. (These papers are referred to as "non-ministerial records".) Archives New Zealand is also able to provide guidance on the storage and disposal of these papers. (See paragraphs 8.98 and 8.99.)
Cabinet and Cabinet committee records
Disposal or storage
8.89 By convention, Ministers are permitted to retain personal copies of Cabinet records on leaving office. The documents, however, are not their personal property. The licence to retain Cabinet records continues only for a Minister's lifetime, after which the records should be returned to Archives New Zealand.
8.90 Ministers' rights of access to Cabinet records continue after leaving office (see paragraphs 8.75 - 8.85). Consequently, Ministers do not need to, and may not wish to, retain personal copies of Cabinet records. Ministers are encouraged to contact Archives New Zealand to discuss arrangements for the handling of their Cabinet records. Archives New Zealand receives an official set of Cabinet records from the Cabinet Office, but is interested in receiving from Ministers Cabinet records with annotations of historical significance. (See paragraphs 8.100 - 8.107 for details about depositing papers with Archives New Zealand and setting access conditions.) If Ministers do not deposit their Cabinet records with Archives New Zealand, they may arrange for the records to be destroyed through a secure document destruction process.
Access by former Ministers
8.91 Former Ministers have ongoing access to the Cabinet records to which they had access during their time in office. (See paragraphs 8.75 - 8.85.)
Ministerial papers and files
Disposal or storage
8.92 As with Cabinet documents, official ministerial papers and files (correspondence, briefing notes, speeches, and so on) may be retained on leaving office. Many Ministers, however, choose to deposit these papers with Archives New Zealand or other approved repositories.
8.93 Archives New Zealand has a role in preserving any public records that have long-term historical value, and many ministerial papers and files may fall into this category. Archives New Zealand provides guidance on the protocols and procedures for lodging papers with Archives New Zealand. (See paragraphs 8.100 - 8.107.)
8.94 Papers that Ministers do not wish to retain and that are of no interest to Archives New Zealand should be destroyed through a secure document destruction process. Archives New Zealand is available to discuss which documents are appropriate for destruction.
Access by former Ministers
8.95 Former Ministers will have continued access to ministerial papers and files from their time in office if they deposit them with Archives New Zealand. If, after leaving office, former Ministers wish to have access to ministerial papers (for example, departmental briefings to the Minister) held by the department, they should request them under the Official Information Act 1982. It is expected that those handling requests by former Ministers will handle them expeditiously.
Departmental papers and files
Disposal or storage
8.96 All files and papers that are internal departmental material should be returned to the originating department when Ministers leave office. No copies should be taken. Departmental files that concern or comment on individuals should be treated with particular care, and must be returned promptly to the department concerned.
Access by former Ministers
8.97 Former Ministers who wish to have access to internal departmental material dating from their time in office should request them under the Official Information Act 1982.
Correspondence with constituents
8.98 Ministers hold constituency material in their personal capacity as members of Parliament, rather than as Ministers. Archives New Zealand does not generally accept constituent correspondence.
Private or personal papers
8.99 Ministerial Services and Archives New Zealand work with Ministers' offices to ensure, to the extent possible, that ministerial records are separated from private and personal papers during Ministers' time in office. If former Ministers wish to deposit their private or personal papers with Archives New Zealand, and these papers are accepted for transfer, appropriate safeguards regarding access should be negotiated at the time of deposit. Ministers intending to transfer private or personal papers should contact Archives New Zealand to discuss conditions of access.
