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New Zealand

Monitoring Information Management Practice (NZ0021)

Overview

At-a-Glance

Action Plan: New Zealand Action Plan 2018-2020

Action Plan Cycle: 2018

Status: Active

Institutions

Lead Institution: Department of Internal Affairs (Archives New Zealand)

Support Institution(s): NA

Policy Areas

Legislation & Regulation, Legislative, Public Participation, Records Management

IRM Review

IRM Report: New Zealand Design Report 2018-2020

Starred: Pending IRM Review

Early Results: Pending IRM Review

Design i

Verifiable: Yes

Relevant to OGP Values: Access to Information , Civic Participation

Potential Impact:

Implementation i

Completion:

Description

Commitment 10: Monitoring the effectiveness of public body
information management practices
Objective:
To make the management of government information more visible and
therefore transparent by developing and implementing a monitoring
framework that supports public reporting on the effectiveness of
information management by central and local government agencies.
Ambition:
New Zealanders and public agencies will be able to see the standards
for management of government information and the rates of progress
central and local government agencies are making towards meeting those
standards.
Status quo:
There is no visible or consistent, relevant available set of measures to
provide assurance that government information is being managed to meet
the standards and public expectations of access to information that are
characteristics of open government. The public currently have no way
of accessing government’s performance in reaching the level of good,
consistent management of information necessary to ensure accountability.
Any information that is available is not easily discoverable or understandable
for the public.
We are committed to lifting performance and building public trust and
confidence in the management of government information in accordance
with the Information and Records Management Standard, so that good
practice is embedded, measured in our systems and easily accessed and
understood by the public. Lead agency: Department of Internal Affairs (Archives New Zealand)
Timeline: 1 July 2018 – 30 June 2020
Commitment 10: Monitoring the effectiveness of public body information
management practices
OGP Values Transparency,
Accountability
Verifiable and measurable milestones to fulfil
the commitment
Start date End date
Develop a proposed monitoring framework that
reflects the Information and Records Management
Standard and includes a suite of consistent and
relevant measures to enable public visibility of the
effectiveness of agency information management.
This could include technology to enable a wholeof-system view of government information holdings
and the effectiveness of its management
Commenced
July 2018
December
2018
Communication and engagement: the proposed
framework and its potential options will be
consulted on with regulated parties and other
potential users
Commenced
July 2018
July 2019
Rolling it out. Ensuring that the implemented
monitoring activity is useful for, and easily used by,
the regulated agencies to improve performance
and that a common view of results is available to all
stakeholders (including the public)
April 2019 July 2020

IRM Midterm Status Summary

10. Monitoring the effectiveness of public body information management practices [113]

Objective: “To make the management of government information more visible and therefore transparent by developing and implementing a monitoring framework that supports public reporting on the effectiveness of information management by central and local government agencies”.

Milestones:

  1. “Develop a proposed monitoring framework that reflects the Information and Records Management Standard and includes a suite of consistent and relevant measures to enable public visibility of the effectiveness of agency information management”;
  2. “Communication and engagement: the proposed framework and its potential options will be consulted on with regulated parties and other potential users”;
  3. “Rolling it out. Ensuring that the implemented monitoring activity is useful for, and easily used by, the regulated agencies to improve performance and that a common view of results is available to all stakeholders (including the public)”.

Start Date: July 2018

End Date: July 2020

Context and Objectives

The objective of this commitment is to measure the effectiveness of central and local government agencies’ information management practices and make the results publicly visible.

This commitment considers government’s issue that the public does not know and cannot monitor how well government agencies and Ministers of the Crown subject to the Public Records Act 2005 (PRA) [114] comply with it and the Information and Records Management Standard. [115] Understanding how well government-held information is managed was raised in the action plan’s public submissions and during the action plan development. [116] Archives NZ’s (Archives) engagement work on its Regulatory programme in 2018 found “dissatisfaction” with the current monitoring and reporting function. [117]

This work will provide a framework for Archives to monitor and report publicly on the information management practices of all public sector (central and local government) agencies and Ministers of the Crown subject to the PRA, thus filling a current gap. Public access to the results could increase trust in central and local government’s information management practice and encourage under-performing agencies to raise their performance. Archives advise that the public will be able to find out which organisations have practices in place that support easily locatable, usable information and who Archives will need to work with more closely to lift performance. [118] However, this commitment lacks actions to address under-performance.

The commitment meets OGP’s access to information and civic participation values as it discloses new government information and engages with the public to consider framework options.

Archives will consult with the public and government agencies on the proposed framework, finalise and implement it, publish ‘a common view’ of the results and work with agencies to use the results to improve their performance. This work is part of Archives’ ongoing Regulatory Programme. [119] The milestones are specific enough to verify their completion objectively through Archive’s relevant webpages. Should Archives implement a technology solution, an approach that includes an open by design system is recommended. A stakeholder suggested that the Government Chief Digital Office (GDCO) joins as a commitment lead to assist with this stage. [120] Archives advise that they are using agile methodologies, that co-leadership would compromise the powers vested in the independent Chief Archivist through the Public Records Act 2005, but that they are working closely with the GCDO around potential tools. [121]

If fully implemented as designed, this commitment would have only minor potential impact due to its limited scope, no new activities after April 2019 and the lack of specificity about how Archives will drive improvement by under-performing agencies. Transformative reform would require Archives to actively lead and drive improved sector performance, introduce a technology solution that provides easy public visibility of the results and survey the public as to whether the rates of progress have met this commitment’s ambition.

Next steps

If this commitment is carried forward to the next action plan or if there are improvements to the implementation of this commitment, the IRM researcher recommends work to:

  • commence and implement a programme to drive improvement by under-performing agencies; and to
  • commence work to seek public feedback on whether this commitment’s objective has been met.
[120] Suggested by Miriam Lips, Professor of Digital Government, Victoria University of Wellington, 18 February 2019.
[121] State Service Commission advice to the IRM, 12 August 2019.

Commitments

  1. Engagement with Parliament

    NZ0012, 2018, Capacity Building

  2. Youth Parliament

    NZ0013, 2018, Capacity Building

  3. School Leavers' Toolkit

    NZ0014, 2018, Capacity Building

  4. Making New Zealand’S Secondary Legislation Readily Accessible

    NZ0015, 2018, E-Government

  5. Public Participation in Policy Development

    NZ0016, 2018, Capacity Building

  6. Service Design

    NZ0017, 2018, Capacity Building

  7. Official Information

    NZ0018, 2018, Access to Information

  8. Review of Government Use of Algorithms

    NZ0019, 2018, Automated Decision-Making

  9. Data Practice Transparency

    NZ0020, 2018, Capacity Building

  10. Monitoring Information Management Practice

    NZ0021, 2018, Legislation & Regulation

  11. Open Data Government Organizations

    NZ0022, 2018, Access to Information

  12. Open Procurement

    NZ0023, 2018, Access to Information

  13. Open Budget

    NZ0005, 2016, Access to Information

  14. Improving Official Information Practices

    NZ0006, 2016, Access to Information

  15. Improving Open Data Access and Principles

    NZ0007, 2016, Access to Information

  16. Tracking Progress and Outcomes of Open Government Data Release

    NZ0008, 2016, Access to Information

  17. Ongoing Engagement for OGP

    NZ0009, 2016, Capacity Building

  18. Starred commitment Improving Access to Legislation

    NZ0010, 2016, Capacity Building

  19. Improving Policy Practices

    NZ0011, 2016, Capacity Building

  20. BPS Result 10 – New Zealanders Can Complete Their Transactions with the Government Easily in a Digital Environment

    NZ0001, 2014, E-Government

  21. ICT Strategy Action 13 – Open by Default: Active Re-use of Information Assets

    NZ0002, 2014, Access to Information

  22. National Integrity System Assessment

    NZ0003, 2014, Anti-Corruption

  23. The Kia TūTahi Relationship Accord

    NZ0004, 2014, Capacity Building

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