Raising the Standard: How New Zealand Can Meet the Compliance Challenge in Government Recordkeeping

The latest Poumanaaki Chief Archivist’s Annual Report on the State of Government Recordkeeping reinforces what many already know: compliance with the Public Records Act 2005 remains a persistent challenge for New Zealand’s public sector. While the audit and survey data collected by Te Rua Mahara o te Kāwanatanga (Archives New Zealand) is valuable, the report highlights the need for meaningful, sustainable improvement in information management across government agencies.

Government departments are more focused than ever on actively managing security and privacy risk by applying records management discipline to data stores, including systematic disposal (although most are still not disposing of digital records). But agencies are also losing headcount in their information governance teams (by more than 15% over the last two years). The Report describes ‘two steps forward and one step back’ for information management across the sector.

With fewer recordkeeping champions, and more dispersed and disagreed work practices, there is a need for modern AI technology to accelerate maturity, and meet Treaty and Care Records obligations. However, it must be ethical, safe, and secure, in line with Te Rua Mahara o te Kāwanatanga’s formal published Artificial Intelligence guidance.  

Understanding the Problem: A Consistent Compliance Gap

The 2023/24 report shows that compliance issues are not improving at the pace expected. Only seven agencies surveyed had achieved 50% maturity, with two-thirds of government bodies rated as ‘Beginning’ or ‘Progressing’ in their maturity against the Information Management Maturity Assessment.  

The majority of agencies continue to struggle with:

• Incomplete or inconsistent records

• Limited visibility over information assets

• Manual processes that cannot keep up with digital complexity

• Lack of integration across systems

These challenges can affect trust, transparency, and accountability, while increasing legal, reputational, and operational risks.

Why Traditional Approaches Fall Short

Strong policy frameworks are essential, but without the right systems and support, they are difficult to implement. Many organisations rely on manual processes that place a heavy burden on staff and increase the risk of oversight. The information systems being used are broadly non-compliant with recordkeeping obligations, with only 21% of agencies reporting all systems meeting minimum requirements.  

Information governance needs to be embedded into everyday workflows. The solution is not replacing all systems or expecting perfect human compliance, but rather enabling automation that supports compliance by default – without disrupting productivity or performance.

The Castlepoint Solution: Smart Compliance, In Place

Castlepoint’s platform is designed to help agencies meet their obligations under the Public Records Act and beyond. Our ethical AI registers, classifies, and governs all records in place, across all systems, automatically. It offers:

• Zero disruption to existing workflows or platforms

• Comprehensive visibility over sensitive and high-risk information

• Proven alignment with regulatory and records management requirements

• Assurance of security, backed by New Zealand Government Tier 2 information security endorsement as well as ISO 27001 Certification  

This allows compliance to become an outcome of normal operations, rather than a separate and resource-heavy process.

The Report finds that the worst adverse impacts of poor recordkeeping in government have been on the most vulnerable people – those in the State and faith-based care. Better recordkeeping is vital to reduce harm for disenfranchised citizens, and potential redress required in the future.

Making a Difference in the Sector

Across Aotearoa, Castlepoint has been supporting public sector organisations with intelligent information governance since 2018, including local government and regional government, government-owned companies, and the largest Commonwealth Departments in the UK, Australia, and NZ. Waikato Regional Council is one example, using Castlepoint since 2022 to gain better control over its information, reduce risk, and support more efficient, compliant service delivery for their community.

View all our public sector case studies.

Looking Ahead

As public expectations and regulatory obligations grow, the need for practical, scalable solutions becomes more urgent. The 2023/24 report shows the sector is ready for change, and Castlepoint is here to help lead it.

Our mission is to make information safer, smarter, and more compliant – without disruption.

Let's Work Together

If your organisation is navigating the compliance challenges highlighted in the report, Castlepoint can help. We make it easy to meet your obligations while strengthening your information environment for the future.

Get in touch.

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