Auckland Council

Ongoing since 2014

Background and challenges

In 2010, seven territorial authorities and the Regional Council across Greater Auckland merged to create the ‘super city’ Auckland Council. Each of these legacy authorities had their own records management systems, leadership, protocols and procedures. They also had a mixture of in-house and external supplier solutions. Crown supplied records management to three of these eight legacy entities, but again all worked very differently. In 2012, the new Auckland Council, led by its newly appointed Records and Archives Manager, Jacqueline Davidson, tendered out the records management business of Auckland Council and it associated entities. In total this encompassed over 110, 000 cartons of information. The major challenge of this project was moving to one supplier with one coherent database, with a common taxonomy, retention schedule and procedures. There was also a longer term requirement for archival storage in a temperature and humidity controlled environment.

The solution

Auckland Council has now decided on a common information framework that they apply to all their records. They have been progressively working through their holdings held by other suppliers, removing duplication, rationalising their database and applying their new taxonomy prior to sending them to us. Concurrently, we have applied this information architecture to the cartons we already hold. We have also developed a system for retro-fitting part of our facility to meet the exacting archival storage standards that Auckland Council requires, ready for those holdings once the current exercise is complete.

The outcome

Auckland Council is well on track to achieving their ultimate ambition of having one coherent database managed through one Electronic Document Records Management System (EDRMS), held with one external supplier. As this is such a labour intensive and time consuming process, this exercise will take another two years to fully achieve. However, the controls and consistency that can be achieved through applying the best practices Auckland Council has developed are already delivering greater access to information, higher transparency and more effective management of what are in many instances historically valuable documents.