IAR holds your information in one structured model, supports the full lifecycle from inventory to disposal, and keeps stewardship tied to positions rather than people. Here is how it fits together.
Everything in IAR hangs off a single structure. It mirrors the way your disposal authority is already written, so the register is familiar from day one.
Organisational units, functions, or business areas that own and produce information.
→Disposal authorities and retention schedules that govern how long information is kept.
→The classes within each schedule that group like information with shared retention and disposal rules.
→Individual information assets, each with a steward, a value, a security classification, and any open issues.
→IAR is organised around the three phases of information management. Each phase has its own working screens, and together they keep the register alive between assessments.
Import existing registers, capture new assets, and build a trusted inventory of what you hold, located by position and place.
Map each asset to a class in your disposal authority, making retention period, trigger, disposal action, and security classification explicit.
Assign stewardship to positions, raise issues against assets, and track actions to resolution, with disposal you can evidence.
One structured record for every information asset, with steward, value, retention, and classification in a single view.
LiveLoad your schedule once and classify assets against it, with retention and disposal triggers visible and ready to evidence.
LiveAccountability is linked to organisational positions, so it stays put when people change roles or leave.
LiveCapture risks and gaps against the assets they affect, assign owners, and follow each action through to resolution.
LiveRun the Archives NZ Information Management Maturity Assessment, set targets, and track the action plan over time.
LiveSubmit and track out-of-cycle schedule changes for approval and track their status (in active development).
In developmentIAR scopes what each person sees and can do based on their role, aligned to the governance roles the Chief Archivist's mandatory standard 16/S1 expects, so accountability is explicit from the steward's desk to the executive table.
Works the assets a position owns: updates records, classifies against the schedule, and closes out issues raised against their holdings.
Accountable under 16/S1 for a business area's processes, systems, and the records created within them, with coverage and open risk visible for their own area.
Runs the whole organisational register: manages the disposal authority, runs the maturity assessment, and drives the action plan.
The senior leader 16/S1 requires to own information governance: a roll-up of coverage, maturity, and exposure for the administrative head and board.
The regulator tier adds a population-level view across every entity an oversight body is responsible for. See the Regulator View
Because the register is structured and current, the reports offer near-real-time views of coverage, retention exposure, disposal due, and maturity, ready to export when an auditor or regulator asks.
The hardest part of any register is keeping it alive. IAR is built so maintenance shrinks rather than grows, so your IM team spends less time rebuilding and more on the judgement only they can bring.
Structured capture, position-based stewardship, and one source of truth remove the manual rebuilding, freeing your IM team's capacity for the work that actually lifts maturity.
An optional support contract puts our team alongside yours (for migration, disposal rounds, or maturity uplift) so progress doesn't stall when capacity is tight.
Record-level AI mapping across Microsoft 365 and other systems will propose disposal against your schedule (always for human review, never automatic) so classification keeps pace with what you actually hold.
Live PrototypeIAR governs the information you hold and proves it can be disposed of defensibly. Here is where it sits against the tools agencies reach for today.
| Capability | Spreadsheet / SharePoint list | EDRMS / content system | IAR |
|---|---|---|---|
| Structured asset register | Ad hoc, soon stale | A document store, not a register | Purpose-built |
| Mapped to your disposal authority | By hand, if at all | Partial, per system | Every asset to a class |
| Stewardship survives staff change | Tied to a person | Tied to permissions | Tied to positions |
| Maturity (IMMA) in the same place | No | No | Built in |
| Whole-of-sector regulator view | No | No | Regulator tier |
| Sits above your content systems | n/a | Is the content system | Governs across all |
We will show you IAR against a real disposal authority and a real register, so you can judge it on your own holdings.