Appraisal Report. Ministry of Education Education Salary Cards c prepared by [name removed]

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1 Appraisal Report Ministry of Education Education Salary Cards c prepared by [name removed] 10 May 2010

2 Table of Contents 1. Summary information Appraisal circumstances Agency Information Methodology Description of the records Access arrangements...4 SWIM Ltd 2010 Page i

3 1. Summary information Client Name: Ministry of Education National Office Disposal Type One-off appraisal Agency Ministry of Education Coverage: Ministry of Education payroll centres Scope: Teacher s salary cards c Appraisal circumstances The Ministry of Education s current payroll provider, [service provider], retains salary cards for all teaching and non-teaching staff who have been on the Education payroll. These records are held in three [service provider] pay centres situated in Auckland, Wellington and Christchurch. Some records are also held in commercial off-site storage. The cards date from approximately 1916 to 1994, when a database replaced the card system. Although the cards are generally known as teachers salary cards, they do in fact also record the employment history of non-teaching staff. The Ministry has recently contracted a new payroll service supplier, which is due to take over the process from June This supplier does not wish to manage the cards, as all relevant, up-todate payroll information is now in a database. The cards are considered by the Ministry to be summary employee histories and therefore are covered by GDA1/1.6 which recommends the retention of these records as public archives. However, the General Disposal Authorities do not cover records created prior to 1946, which must be appraised. This appraisal report therefore seeks approval to apply the same disposal recommendation as in GDA1/1/6 to the salary cards created before Agency Information Agency code Agency name: ABEP Year established: 1989 Year disestablished: Ministry of Education, National Office Current The passing of the Education Act, 1989, saw a major restructuring of education administration. This saw the disestablishment of the Education Boards, with a residual management unit taking over remaining functions for a short period of time. The Department of Education was restructured as a policy-making Ministry of Education, education boards were abolished, and the administration of schools was vested in the community through the establishment of Boards of Trustees, comprised of representatives of parents and SWIM Ltd 2010 Page 1

Appraisal circumstances The Ministry of Education s current payroll provider, [service provider], retains salary cards for all teaching and non-teaching staff who have been on the Education payroll.

4 staff for each school. The main goal of these reforms was to encourage greater community involvement in education. The Ministry of Education was established on 1 October The Ministry is responsible for leading the education sector to ensure the education system works for all. Its role is to make sure that government priorities are understood and followed and desired education outcomes are achieved. Its role is also to ensure the sector and the public have a strong understanding of the education system. The Ministry is not a direct provider of education (except in the area of special education), but facilitates the provision of education. Its remit covers all stages of education early childhood, compulsory schooling and tertiary education and includes the management of special education. Although the Ministry was initially established as a policy agency, since 1989 its role has changed as several other education agencies have been incorporated into the Ministry, including the Specialist Education Service (2002), and Early Childhood Development (2003), meaning that the Ministry is now a combined policy and operational agency. Whilst many of its operational functions are carried out in the Regional and District Offices, a division of the National Office known as National Operations also manages operational functions, and other groups also perform operational functions. The functions of the Ministry are to: Provide leadership and policy advice across all sectors of education; Develop and administer appropriate legislation; Fund education sector entities/institutions, including the central management of the Education payroll; Manage school property; Facilitate the development and administration of education; Ensure the delivery of education advisory services, special education services, curriculum and early childhood development through contractual relationships; and Manage the registration and integration of private schools. 4. Methodology The appraiser viewed the cards held at the Wellington pay centre, discussed the nature of the cards with both Education Service Payroll staff and [service provider] staff, and reviewed Archives New Zealand holdings of similar records. Relevant precedent Archives New Zealand already holds records described as Teachers Salary Cards from various locations, including Whangarei and Wellington (in accessions W3556 and W3569 and series 4626) as well as salary registers (possibly the predecessor format to the cards) from the South Canterbury and Wanganui (sic) Education Boards (in accessions CH207 and W3571). In addition, the General Disposal Authority for Human Resources records identifies such summary employee histories as being of value as public archives. SWIM Ltd 2010 Page 2

Its role is to make sure that government priorities are understood and followed and desired education outcomes are achieved.

5 Appraisal criteria for the retention of records as public archives Records provide summary information about education employees, both teaching and nonteaching staff, that is of value in terms of genealogical research, and for research into the remuneration of education employees over time Records add to and complete records already held at Archives New Zealand Records are the earlier part of a set of records that will be transferred as public archives under GDA1/ Description of the records The records covered by this appraisal report are pre-printed cards (labelled for teaching staff and non-teaching staff), with information on both sides of the cards. Although the information on the cards varies slightly over time, they generally list: Name Date of birth Appointment beginning and end dates District School Position Grade of salary Rate Remarks Cards also have records of leave of absence and the earlier cards include remarks about the reason for absence. There is usually more than one card per individual, depending on length of employment, and the cards are stapled together. The cards are currently organised alphabetically by last name, and there is no distinction made in the alphabetical arrangement between cards for people no longer employed (inactive) and cards for people still in employment (active), or between teaching and non-teaching staff. The holdings are divided between the three payroll centres in the following manner: Auckland: Wellington: Christchurch: Upper North Island (north of New Plymouth) cards for primary schools only in alphabetical sequence All North Island secondary schools and lower North Island primary schools Correspondence School salary cards Primary school salary cards from the Wanganui payroll centre (closed in 1989) Note: These three groups of cards are held in separate sequences, all alphabetical All South Island primary and secondary schools Because the cards are stored alphabetically, pre-1946 and post-1946 cards are stored together, and it is not possible to calculate the quantity of pre-1946 records. In addition, the payroll centres have reported their holdings in different measures. Currently Christchurch has 8.4 cubic metres of records and Auckland 7 cubic metres, and Wellington has 8 shelves (approximately 8 linear metres). SWIM Ltd 2010 Page 3

a set of records that will be transferred as public archives under GDA1/1.6. 5.

6 Anecdotally, [service provider] claims that there are 2 million cards; however it is not clear whether they mean actual cards or individuals sets of cards. Assuming the same number of cards for every year, the cards make up 38% pf the total holdings. Cards are still regularly accessed by payroll centre staff in order to provide length of service information to people about to retire, although cards are referred to less and less over time, as older employees retire and newer employees information is all in electronic format. Currently the records are not all listed, but a listing process will be discussed when transfer arrangement are made. Recommendation These records have long term archival value because they are the earlier part of a set of records that will be transferred to Archives New Zealand under GDA1/1.6. Arguably the earlier records are likely to hold more information than the post-1946 cards, as typically early personnel records do hold more detail about the employees (for example, reasons for taking leave). In addition, these records will be of value for genealogical research, and could also be used for research into the remuneration of education employees over time. Recommend retention of all cards as public archives. 6. Access arrangements [removed] SWIM Ltd 2010 Page 4

Cards are still regularly accessed by payroll centre staff in order to provide length of service information to people about to retire, although cards are referred to less and less over time, as

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