• March 4, 2022

Advice on retention and disposal of information collected during the COVID-19 pandemic

ARANZ understands the pressure organisations are under to effectively manage COVID-19 pandemic records. As part of ARANZ’s advocacy role, Council recently sent a letter to Chief Archivist Stephen Clarke regarding advice on retention and disposal of information collected during the COVID-19 pandemic. The advice given is outlined below:

We consider that most COVID-19 related records do map to existing General Disposal Authority (GDA) and agency-specific Disposal Authority (DA) classes and that the authorised disposal actions remain appropriate…

  • GDA 6 Class 9.1.1 – Tracing records were designed with the intention of being broadly applicable to those tracing and tracking records gathered during this or any future pandemic events that were not covered by other classes. With the introduction of the vaccination passport, the class is being clarified to ensure that the tracing records include vaccine checks for visitors and contractors as well. As part of this process we are taking into account all of the relevant guidance and recommendations issued by the Ministry of Health and the Privacy Commissioner. 
  • GDA 6 Class 3.5.7 – Health, Safety & Welfare Administration is the appropriate class for covering staff vaccination records. As these are health related employment records, we regard the current 7-year retention period to be consistent with records of a similar purpose.

In order to further develop this guidance for the vaccination records of staff and the vaccination checks for visitors, Archives New Zealand is currently in the process of taking into account all of the relevant guidance and recommendations issued by the Ministry of Health and the Privacy Commissioner.

ARANZ continues to work collaboratively with Archives New Zealand and will post updates to members as they arise.