NZ government agencies urged to adopt AI to fix records gap

A report from New Zealand's Chief Archivist has found significant non-compliance among government agencies with the Public Records Act 2005.

The 2023/24 Annual Report, issued by Te Rua Mahara o te Kāwanatanga (Archives New Zealand), indicates that a substantial majority of government agencies are struggling to meet statutory requirements for recordkeeping. According to the report, two-thirds of surveyed agencies are categorised at early stages of maturity with only seven agencies achieving compliance levels of 50 percent or above.

The report draws attention to enduring challenges such as reliance on manual processes, inadequate visibility of information, and insufficient integration between digital systems. These issues are exacerbated by a decrease in information governance capability, with the number of records team personnel falling by more than 15 percent over the last two years.

Rachael Greaves, Chief Executive Officer at Castlepoint Systems, commented that the report data highlights systemic problems that have yet to be addressed. "Agencies are expected to meet increasing regulatory and ethical obligations, but are often left without the tools or resources to do so effectively. Automation is now essential to reduce risk, protect citizens, and uphold trust."

The consequences of inadequate recordkeeping have been most pronounced for vulnerable groups, particularly those in State and faith-based care. The Annual Report states that these failings are a core concern in the ongoing Royal Commission of Inquiry into Abuse in Care, cautioning that recordkeeping gaps can impede efforts for redress and exacerbate harm for affected individuals.

In response to these challenges, some New Zealand government agencies have turned to automated tools with the aim of boosting information transparency and meeting compliance obligations without increasing workloads. Central and regional agencies are reportedly implementing AI-based solutions to classify and manage records across disparate systems, which is contributing to more efficient and accountable public service operations.

These emerging tools, including Castlepoint's AI platform, are in accordance with Archives New Zealand's published AI guidance and aid compliance with regulatory requirements such as the Temporary Care Records Protection Instruction. They are also being deployed to identify and administer sensitive records, including those concerning iwi, hapū, marae, and historic abuse in care.

Castlepoint's technology, which carries Tier 2 information security endorsement from the New Zealand Government and ISO 27001 certification, is being used to integrate compliance processes into agencies' everyday operations, reducing the reliance on resource-heavy, standalone efforts.

Greaves emphasised that the need for responsible information management goes beyond public agencies. "Any organisation that handles sensitive or regulated information needs to think seriously about how they manage and preserve records. The longer the gaps persist, the greater the risk of harm."

The report signals a growing call within New Zealand's public sector for responsible adoption of automation and AI to address compliance weaknesses and safeguard public trust.