Archives New Zealand
New Zealand Disability Strategy Implementation 2007. Work Plan 2007-2008 and Report on Progress 2006-2007
Archives New Zealand
Introduction
Archives New Zealand's two main roles are:
- to ensure Governments' activities are recorded and the records of enduring value are kept; and
- to provide access to these records.
Archives New Zealand is the official guardian of New Zealand's heritage documents. We gather, store and protect an extremely wide range of material. Our holdings include the originals of the Treaty of Waitangi, government files and records, maps, paintings, photos and film.
Many different people and organisations use the materials held at Archives New Zealand. They document rights and entitlements and provide evidence of government activity. The materials also record history and document the relationship between Ma-ori and the Crown. The archives are often used to research Treaty of Waitangi claims or trace whakapapa and ancestry.
The Disability Strategy relates directly to one of the key outcomes in the statement of intent – Accessible Services and to the Government’s ongoing development goals for the State Services. The strategy also relates to the department’s development of staff capability and is specified in the Human Resources Business Plan for 2007/08.
Archives has approximately 108 staff working mainly at Head Office in Wellington as well as three smaller regional archives in Auckland, Christchurch and Dunedin.
Accessible government
All government agencies are asked to prioritise actions to increase their accessibility to disabled people. This is about getting the basics right, so that disabled people can access government on the same basis as other people.
These actions support realisation of the New Zealand Disability Strategy’s objective 6: foster an aware and responsive public service.
Four critical areas where disabled people interact with government agencies are:
- information – such as brochures, letters, publications, websites
- buildings – such as service centres, corporate offices
- services – such as face to face at a service centre, call centres, information electronically or hard copy
- as an employer – such as job application procedures, job descriptions, accommodations in workplaces, intranets.
Achievement story Please tell us about an achievement of your agency in 2006-2007 to improve your accessibility, what this involved, and the effect this has had on disabled people.
Archives New Zealand’s new purpose-built Auckland regional office is nearing completion. It will have facilities very user friendly to people with disabilities. All access to the building takes into account the specific needs required for disabled people and there are unisex disabled toilet facilities for both the staff and public. All furniture is of an ergonomic nature. The building will be opening in July 2007 and will provide a welcoming and user friendly environment for all people with disabilities.
Accessible information
ōOutcome: Disabled people can access publicly available government information on the same basis as non-disabled people. Disabled people know about, access and use government information and services.
Please describe against the suggested action outputs what your agency planned to do in the year ending June 2007, what your actual achievements were, and what you plan to work on for the year ending June 2008. Grey highlighted action outputs are new this year.
1. Online information (internet and intranets)
| Action outputs | Planned 2006-2007 | Actual achieved 2006-2007 | Planned for 2007-2008 |
|---|---|---|---|
| 1. Meet Web Guidelines version 2.1 | |||
| 2. Meet Web Guidelines versions 3.0 | Web Guidelines versions 3.0 to be met by June 2008. | ||
| 3. Tested accessibility for disabled people | |||
| 4. Adapted to increase accessibility | |||
| 5. Download files accessed as HTML, and not only PDF | Note: this will be achieved once Web Guidelines versions 3.0 is in place | ||
| 6. Plain English used | Appointment of Department’s first Communications Manager has resulted in improvements in publicity materials. | Improvements ongoing, with further development of communications tools including style guidelines for the intranet. | |
| 7. New Zealand Sign Language used |
2. Hard copy information
| Action outputs | Planned 2006-2007 | Actual achieved 2006-2007 | Planned for 2007-2008 |
|---|---|---|---|
| 1. Plain English used | Appointment of Department’s first Communications Manager has resulted in plain English improvements in publicity materials. | ||
| 2. Available in alternate formats, on request | |||
| a. New Zealand Sign Language | Alternative formats to be scoped | Appropriate formats to be actionned where need is identified. Need will be identified through further development of customer services/complaints processes in 07/08. | Appropriate formats to be actionned where need is identified. |
| b. Braille | Appropriate formats to be actionned where need is identified. | ||
| c. Audio | Appropriate formats to be actionned where need is identified. | ||
3. Audio/visual resources
| Action outputs | Planned 2006-2007 | Actual achieved 2006-2007 | Planned for 2007-2008 |
|---|---|---|---|
|
Alternative formats to be scoped | Appropriate formats to be actioned where need is identified. Need will be identified through further development of customer services/complaints processes in 07/08. | N/A - Archives New Zealand does not use TV adverts. |
|
Appropriate formats to be actioned where need is identified. |
4. Other information
| Action outputs | Planned 2006-2007 | Actual achieved 2006-2007 | Planned for 2007-2008 |
|---|---|---|---|
| 1. Multiple contact points are advertised as well as telephone | N/A - Already achieved | ||
| a. Fax | N/A - Already achieved | ||
| b. Email | N/A - Already achieved | ||
| 2. Please tell us if there are other things that your agency does/or is planning to make its information accessible | Website to promote information about facilities and car park access available to visitors with disabilities | ||
Accessible buildings
Outcome: Disabled people can visit, work, and move about independently in all government buildings and carry on ordinary activities there, on the same basis as others.
Please describe against the suggested action outputs what your agency planned to do in the year ending June 2007, what your actual achievements were, and what you plan to work on for the year ending June 2008. Grey highlighted action outputs are new this year.
1. Structural elements
| Action outputs | Planned 2006-2007 | Actual achieved 2006-2007 | Planned for 2007-2008 |
|---|---|---|---|
| 1. All buildings and sites meet regulatory access requirements (eg NZS 4121) | N/A - Already achieved | ||
| 2. Buildings and sites have Building Code compliance | N/A - Already achieved | ||
| 3. Buildings and sites are audited for accessibility and passed (eg Barrier Free Trust, other accredited accessibility advisor) | Audit to be scoped | Audit has been scoped with a view to incorporating an audit into Archives New Zealand’s long term Building Strategy Plan. Reference to Disability Strategy is incorporated in Building Strategy. | Accessibility audit to be completed by June 2008, subject to cost. |
| 4. Clear walk paths through floors (for staff and visitors) | N/A – Already in place. Auckland Building will be compliant when Archives New Zealand takes possession in July 2007. | ||
| 5. Assistive listening devices are in meeting rooms, and functioning checked regularly | |||
| 6. Elevators announce floors and direction of movement | |||
| 7. Elevator buttons have Braille labels | Braille elevator buttons are in place at Christchurch regional office. |
2. Contact with the public
| Action outputs | Planned 2006-2007 | Actual achieved 2006-2007 | Planned for 2007-2008 |
|---|---|---|---|
| 1. Reception areas are accessible | Additional improvements planned for Head Office ground floor reception | Options have been scoped. This is part of the Building Strategy and will be reviewed in line with funding. | |
| 2. Counters used by public are lowered (eg for wheelchair users, people who have a problem standing) | Improvements planned for Head Office ground floor reception area | Improvements have been actioned in the Public Reading Room with new wheelchair accessible tables. | |
| 3. Frontline staff are trained in disability responsiveness | Specific training planned for 2006/07 and 2007/08. To be included in induction programme. | Training scoped for roll out in 07/08. | To be included in revised customer service process in 07/08. |
| 4. Staff are familiar with NZ Relay service | To be scoped | Technology Services will provide this service where a specific need is identified. | Implementation to occur 07/08. |
| 5. Clear and accessible pathways to enter buildings and sites | |||
| 6. Obvious and visible signage to locate entrances and exits | New signage planned for Head Office, ensure appropriate heights. | Implementation of new signage has been scoped. | New signage to be actioned by June 2008. |
| 7. Accessible car parking available near entrances | N/A – already available |
3. Workplace management
| Action outputs | Planned 2006-2007 | Actual achieved 2006-2007 | Planned for 2007-2008 |
|---|---|---|---|
| 1. Contracts for IT applications require accessibility (for staff and/or public users) (eg EDRMS) | To be scoped | Criteria of accessibility to be applied to all purchases of IT applications and to major upgrades of IT applications. | Criteria of accessibility to be included in tender documentation. |
| 2. Fire safety and evacuation procedures specify the needs of disabled people (staff and visitors) | Emergency plan to be revamped in 07/08 with inclusion of procedures specifying the needs of disabled people. | ||
| 3. Fire alarms have flashing lights to alert hearing impaired/deaf people |
Accessible services
Outcome: Disabled people can access government services on the same basis as non-disabled people.
Please describe against the suggested action outputs what your agency planned to do in the year ending June 2007, what your actual achievements were, and what you plan to work on for the year ending June 2008. Grey highlighted action outputs are new this year.
1. Policy and practice
| Action outputs | Planned 2006-2007 | Actual achieved 2006-2007 | Planned for 2007-2008 |
|---|---|---|---|
| 1. Data on service users can be disaggregated by disabled people | |||
| 2. Services are responsive to the needs of disabled people. Service policies and procedures include reference to disability issues | Scope in review of Access Services. | Scoping has occurred and has identified a need for augmenting customer service/complaints process. | Further develop customer service/complaints process in 07/08 |
| 3. There is a written policy on use and provision of New Zealand Sign Language interpreters for client meetings | |||
| 4. Staff dealing with service users are trained to understand and be responsive to disabled people’s needs | Specific training planned for 2006/07 and 2007/08. To be included in Induction programme. | Training scoped for roll out in 07/08. | To be included in revised customer service training in 07/08. |
| 5. Staff have knowledge of the NZ Relay service, and how to place and receive calls. | NZ Relay to be publicised once this has been implemented in 07/08 |
Being a good employer
Outcome: Government agencies provide equal opportunities in employment for disabled people to be recruited, retained, and promoted on the same basis as non-disabled people.
Please describe against the suggested action outputs what your agency planned to do in the year ending June 2007, what your actual achievements were, and what you plan to work on for the year ending June 2008. Grey highlighted action outputs are new this year.
1. Employment practice
| Action outputs | Planned 2006-2007 | Actual achieved 2006-2007 | Planned for 2007-2008 |
|---|---|---|---|
| 1. Human resource EEO policies / procedures specifically recognise disabled people and do not discriminate against them | Specify disability issues in draft EEO policy | Draft EEO policy will be developed further in line with the new EEO policy by SSC | |
| 2. Recruitment processes are accessible and responsive (eg vacancies advertised with alternative modes of contact, website accessible, supports provided for interviews where necessary) | Add alternative means of contact to recruitment advertising | Alternative means of contact have been established for all advertised vacancies. Support for individuals with disability is specified in the recruitment policy and provided where appropriate. | |
| 3. Human resource staff are familiar with EEO issues for disabled people | Planned for new HR staff to be recruited 2006 | HR team are cognisant of issues and Senior HR Advisor has responsibility for Disability Plan. | |
| 4. Induction training includes awareness of disabled people, as part of a diverse workforce | Disability awareness will be built into design of new induction programme and covered off in induction checklist. | ||
| 5. Internal agency communications promote the visibility of disabled staff, as part of a diverse workforce | Integrate disability issues into staff communications (newsletters, email, meetings) | Scoped. | Bi-monthly newsletters to commence 07/08 which will integrate issues into staff communications. |
| 6. Data: the number of disabled people employed (using SSC EEO definition of disability) | To be identified formally | This has not been measured. (SSC has removed requirements for reporting on employees with disabilities.) | |
| 7. Data: the number of disabled people currently employed under Mainstream programme | Applications to be considered | Applications are actively considered from Mainstream applications. Nil Mainstream placements in 2006-7. | Applications to be considered in 2007-2008. |
| 8. Data: the number of staff employed who were previously under the Mainstream programme |
2. Supports for disabled staff
| Action outputs | Planned 2006-2007 | Actual achieved 2006-2007 | Planned for 2007-2008 |
|---|---|---|---|
| 1. Assessments of workplace accommodations and/or supports are provided (eg adaptive computer applications, flexible working conditions) | Workplace assessments will be offered to all new and existing employees and recommended workplace accommodations will be provided. | ||
| 2. Accommodations in the workplace are provided, if needed (eg desk changes, NZSL interpreters, adaptive computer software) | |||
| 3. Data: the number and type of accommodations provided to staff | |||
| 4. Network of disabled staff supported, if requested | |||
| 5. Disabled staff provided with opportunities for career advancement | EEO policy needs to be explicit on this | Draft EEO policy will be developed further in line with the new EEO policy by SSC | |
| 6. Disabled staff feel included in their workplace and have the same opportunities as non-disabled staff | |||
| 7. Please describe any other supports available to disabled staff | |||