Records & Archives
On this page you can find out about the collection and management of information (records) at Horowhenua District Council.
Our Information Management Team
The Information Management (IM) team here at Council are responsible for the collection and management of information from one or more sources and the distribution of that information to one or more audiences. This sometimes involves those who have a stake in, or a right to that information. Management means the organisation of and control over the structure, processing and delivery of information.
The IM Team are responsible for, but not limited to:
- Property File requests;
- digitisation of most Council records;
- Archives Management, both on and offsite;
- LGOIMA requests;
- Privacy; and
- LIM Application requests.
Information, as we know it today, includes both electronic and physical information. Council has a requirement to be capable of managing this information throughout the information lifecycle regardless of source or format (data, paper documents, electronic documents, audio, social media, video, etc) for delivery through multiple channels that may include cellphones and web interfaces.
Given these criteria, the focus of the IM team is the ability to capture, manage, preserve, store and deliver the right information to the right people at the right time.
In addition to statutory requirements, there are key business reasons for effective information management:
- risk mitigation;
- customer service;
- informed decision making; and
- customer expectations.
When information is managed effectively, it enables an organisation to:
- share knowledge among staff efficiently;
- keep a record of business transactions;
- provide evidence of the Council's actions;
- provide a 'clutter free' environment;
- provide a comprehensive archival & destruction policy; and
- make sure the right information can be located.
What is Archives Central?
Archives Central is a Manawatū-Whanganui Local Authority Shared Services (MW LASS) project based in Feilding. It is an online archival database and website that stores, digitises and provides access to council archival material. The website is split into different collections, with each collection being allocated to one of the nine participating councils.
The MW LASS was created in 2008 to create efficiences by joining forces and is made up of seven of the councils in the Manawatū-Whanganui region. The main idea of MW LASS is working together to find ways to provide services at a cheaper cost or in a more productive way.
What is in the Archives Central database?
The Horowhenua District Council was formed in 1989 from an amalgamation of the Horowhenua County Council, Foxton Borough Council, Levin Borough Council and part of the first Manawatu District Council. The Horowhenua District Collection contains the records of these numerous predecessor organisations, road boards and boroughs that operated within the current district boundaries from 1885-1989.
The types of records found in the Horowhenua archives can include:
- aerial photographs;
- accounts and financial records;
- building permit registers;
- correspondence files;
- letter books;
- Mayor, Chairman and Council staff photographs;
- minute books and other meeting papers;
- rate books and valuation rolls;
- subdivision and town planning files; and
- Valuation rolls.
How do I access archival material?
The Archives Central building is located at 40 Bowen Street Fielding, and is open to the public from Tuesday to Friday, 1pm to 5pm.
You can contact Archives Central via their contact form, on (06) 952 2819 or email via firstname.lastname@example.org. Please remember to include full references to any files required for your request.
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