The controlling agency is the government agency who gives permission for you to access restricted records (such as care records) held at Archives New Zealand. For example, the Ministry of Education is the controlling agency for school enrolment records.
Archives NZ will want to see proof of your identity before you can see the restricted records. If you request permission from a controlling agency, the controlling agency will also want to see proof of your identity.
Learn about each government agency’s proof of ID requirements.
If the controlling agency sent their permission to you only (and not to Archives NZ), Archives NZ will also want to see that before giving you access to the records.
When you contact the controlling agency for permission to access records, it may assist them if you tell them:
what specific records you are looking for
why you want to see the record
whether you need a copy of the record
whether you need to your records by a certain date.
You can complete Archives NZ’s online formopen_in_new if you want free help from an archivist if you are not sure what information to provide. It may take up to 15 working days for them to respond to you.
If you are requesting whānau records, it can assist the controlling agency if you provide information on:
your relationship to your whānau member
if the family member is deceased, evidence of their death.
If you are requesting someone’s records on their behalf, Archives NZ and the controlling agency will want to see proof that you have the person’s permission to act for them.
This needs to be a written, signed statement from the person you are requesting records for.
If the person cannot provide written permission because they are unwell or do not have mental capacity, you could use:
a signed letter from the person’s doctor, specialist, or psychiatrist
an enduring power of attorney that states you have the authority to make decisions for the person or
a court order that states you have the authority to make decisions for the person.
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