Historical Records
Historical
This covers records and memorabilia collected by the school as part of the documentation of its history, including photographs, newspaper clippings and other documentation of its interaction within the local and wider community. This section also includes records related to a school’s special character (integrated schools) or designated character (schools established under section 156 of the Education Act 1989) and records that relate to the philosophy, culture or traditions of a school.
Notes:
The schedule covers all possible records a school may create. Not all schools may create/keep records in all categories.
The stated retention period is a minimum period and you can keep the record longer if you wish. You should consider any possible issues involved in doing this (e.g., privacy, liability, etc.).
Do not destroy any record older than 1945 – contact Archives New Zealand for advice.
Records of integrated schools prior to integration are not required to be sent to Archives New Zealand, however if an integrated school closes, it may wish to offer these records to Archives New Zealand.
Photographs recording significant events/milestones in the history of the school,
where the persons, events and dates have been identified and recorded (see 6.10 for records related to the special character (integrated schools), or designated character (schools established under section 156 of the Education Act 1989))
Ceremonial occasions (appointments of principals, visiting dignitaries, etc.)
Jubilees
Major sports tournaments
Major awards
Retirements of long serving staff
Visits from famous former staff or students
Major new building and/or restoration work
Significant bequests, donations, etc.
Keep indefinitely
May be sent to Archives NZ after 10 years (not sooner)
Other photographs
Class, staff, department, sports team, and cadets photos
Prize givings
Educational activities (education outside classrooms, school camps, international students activities, etc.)
Class trips abroad (e.g. Gallipoli)
Sports events
Social events
Musical/stage productions
Reunions
Church services
Photos taken for routine operational or administrative purposes (inventories of furniture, damage to fittings, etc.)
Keep for as long as the school needs them for administration or reference purposes, then these records may be discharged or destroyed (see full notes)
Major school productions
Annual yearbooks/magazines
Prospectuses
Newsletters relating to significant milestones/ events in the history of the school
Keep indefinitely
May be sent to Archives NZ after 10 years (not sooner)Must be sent to Archives NZ after 25 years, unless arrangements are made with Archives NZ for the school to keep them longer
Routine newsletters, circulars, etc.
Staff, students, parents/ carers newsletters/notices
Newsletters/notices about routine school programmes, activities and events
Keep for as long as the school needs them for administration or reference purposes, then these records may be discharged or destroyed (see full notes)
Newspaper clippings/collections relating to the school, staff and/or students (past or present)
Scrapbooks of newspaper clippings
Keep for as long as the school needs them for administration or reference purposes, then these records may be discharged or destroyed (see full notes).
Documentation and other records of significant events/ milestones in the history of the school,
such as booklets, correspondence, scrapbooks, film, and audiovisuals (see 6.10 for records related to an integrated school’s special character, or the designated character of a school established under section 156 of the Education Act 1989).
School histories
Recorded oral histories
Ceremonial occasions (appointment of principals, visiting dignitaries etc)
Jubilees
Major sports tournaments
Major awards
Retirements of long-serving staff
Visits from famous former staff or students
Major new building and/or restoration work
Significant bequests, donations etc
Keep indefinitely
May be sent to Archives NZ after 10 years (not sooner)
Must be sent to Archives NZ after 25 years, unless arrangements are made with Archives NZ for the school to keep them longer
Documentation and other records of school functions/ occasions as part of normal school activities,
such as correspondence, administration files, scrapbooks, film, and audiovisuals
Prize givings
Sports events
Social occasions
Musical/stage productions
House activities
Reunions
Keep for as long as the school needs them for administration or reference purposes, then these records may be discharged or destroyed (see full notes).
Former Department of Education filmstrips (including any associated teaching notes)
“Transport – How we Carry Things in NZ” (1957)
“Takahe Valley – the Notornis”
“Forests of Westland” (1955)
“Five Generations of NZ Women”
“Feeding a City – Eggs” (1957)
“High Country Sheep Station”
“The Development of Manufacturing in NZ”
“The Modern Eskimo – Canada’s North”
“The Strange History of Tea”
“London”
Boxed sets of children’s stories containing teacher’s notes, a film strip, a cassette or record sound recording
“Anna Follows the Reindeer”
“Robinson Crusoe”
“Call of the Wild”
Keep for as long as the school needs them for administration or reference purposes, then these records may be destroyed with the permission of the board of trustees