🗄 Headquarters Land Force Command Standard Defence Filing System (SDFS) Files

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The Standard Defence Filing System (SDFS) is the standard records classification system used by the former Ministry of Defence and its successor agency the New Zealand Defence Force (NZDF) for registering manual records. The SDFS is based on a system used within the Canadian federal public service, and was introduced gradually within the NZDF between 1983-1988. The SDFS was implemented to standardise the classification system used by Defence Headquarters and each of the single services:  Army, Navy, and Air Force. 


Implementation of the SDFS started in the then Defence Headquarters, and then gradually throughout the single Services. When the SDFS was implemented in 1983, some earlier papers were added to the new filing system which means the date range of files is earlier than the date range of the series. 


The SDFS classification structure is organised on a block series method. The blocks are divided by hundreds or thousands. Thereafter, the blocks are arranged by series of primary numbers, primary subjects and sub-subjects. The systems classification structure is broadly by function, then by subject categories. 


The SDFS Primary Number Blocks


    
    
  • 1000-1999    General Administration, Organisation and Management 
    • 
    
  • 2000-2099    Intelligence 
    • 
    
  • 2100-2199    Security 
    • 
    
  • 2200-2499    Not Allocated 
    • 
    
  • 2500-2599    Standardisation 
    • 
    
  • 2600-2699    Not Allocated 
    • 
    
  • 2700-2899    Communications - Electronics 
    • 
    
  • 2900-2999    Publications 
    • 
    
  • 3000-3999    Plans, Operations and Readiness 
    • 
    
  • 4000-4499    Not Allocated 
    • 
    
  • 4500-4999    Training 
    • 
    
  • 5000-5999     Personnel 
    • 
    
  • 6000-6599     Not Allocated 
    • 
    
  • 6600-6899     Medical Services 
    • 
    
  • 6900-6999     Dental Services 
    • 
    
  • 7000-7499     Finance and Accounting 
    • 
    
  • 7500-7599     Transportation 
    • 
    
  • 7600-7999     Works and Real Estate 
    • 
    
  • 8000-8999      Not Allocated 
    • 
    
  • 9000-9999      Not Allocated 
    • 
    
  • 10000-19999   Equipment and Supplies Phases 
    • 



Although the SDFS system of arrangement is primarily numerically based, there is provision for the inclusion of alpha codes to denote organisation entities (e.g. PB = Personnel Branch, FIN BR = Finance Branch) and alphanumeric reference codes to identify geographic locations for capital works and buildings (e.g. A49 = Ponsonby, B58 = Upper Hutt). Also some file identifiers include an alpha code to denote subject content (e.g. DCP = Defence Commitments Programme, LOAC = Law of Armed Conflict).    


The SDFS provides for the establishment of both Policy and General subject files within each major file block group. Within the Defence Force records the use of the term ‘general’ file has become quite varied, with it being used as either the equivalent of a policy file, an overview file for higher-level documents or as a miscellaneous repository. 


The New Zealand Defence Force was established in November 1989 when the Ministry of Defence was divided into two separate organisations, the NZDF and a new civilian staffed Ministry of Defence. The NZDF continued to use the SDFS system, while the new Ministry of Defence established a new records classification system.  


Series 7607 is related to series 16126 because some Headquarter Land Force Command files (from accession W5056) have been previously documented under series 7607.

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	All records have open public access unless they fall into one of the following categories:



	1.  All records are restricted for 25 years from date of file closure in order to protect the political and administrative processes.



	2.  The following records are restricted for 70 years from date of closure in order to preserve personal privacy:



	    Staff in Confidence files

	    Files of a disciplinary and investigative nature

	    Complaints or irregularities

	    Honours and awards, housing, legal aid and promotions

	    Other records containing sensitive information on individual personnel



	3.  Records containing financially sensitive information are restricted for 70 years from date of closure in order to protect business interests



	4.  Records containing personal medical information or information linking casualty names with injuries, accidents or sickness are restricted for 100 years from date of closure in order to preserve personal privacy.



	5.  Records relating to criminal proceedings outside the jurisdiction of the New Zealand Defence Force are restricted for 100 years from date of closure in order to preserve personal privacy.



	6.  The following military chaplain records are restricted in order to protect personal privacy:



	    Baptism and Confirmation Registers restricted for 100 years from date of last entry

	    Marriage Registers are restricted for 80 years from date of last entry

	    Death Registers are restricted for 50 years from date of last entry



	7.  Records containing legal advice are restricted in accordance with paragraphs 4.58 to 4.68 of the Cabinet Manual 2008 and are not to be released without the approval of the Attorney-General.



	8. The record of proceedings of a court of inquiry are restricted indefinitely in accordance with s 200T of the Armed Forces Discipline Act 1971 and are not to be disclosed without the authority of the superior commander of the Service concerned.



	9.  Court Martial records are restricted indefinitely in accordance with s 75 of the Court Martial Act 2007 and require the authority of the Judge Advocate General for disclosure.



	10.  Some NZDF files are restricted from record lists for 100 years from date of file closure for reasons of security for serving military personnel and to protect sensitive personal privacy.

	 

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Series

16126

1984 ‑ 1998

This was the main filing system for Headquarters Land Force Command.

Wellington repository

Dates of holdings:  A number of files pre-date the series. It is assumed these files were created as part of predecessor series 16125 and top-numbered into this series after 1980.


Files

Information Services Manager,
Information Services,
HQ NZ Defence Force,
Private Bag, WELLINGTON

DSSG.Registry.IM@NZDF.mil.nz


Show Series Restriction Reason

All records have open public access unless they fall into one of the following categories:

1.  All records are restricted for 25 years from date of file closure in order to protect the political and administrative processes.

2.  The following records are restricted for 70 years from date of closure in order to preserve personal privacy:

    Staff in Confidence files
    Files of a disciplinary and investigative nature
    Complaints or irregularities
    Honours and awards, housing, legal aid and promotions
    Other records containing sensitive information on individual personnel

3.  Records containing financially sensitive information are restricted for 70 years from date of closure in order to protect business interests

4.  Records containing personal medical information or information linking casualty names with injuries, accidents or sickness are restricted for 100 years from date of closure in order to preserve personal privacy.

5.  Records relating to criminal proceedings outside the jurisdiction of the New Zealand Defence Force are restricted for 100 years from date of closure in order to preserve personal privacy.

6.  The following military chaplain records are restricted in order to protect personal privacy:

    Baptism and Confirmation Registers restricted for 100 years from date of last entry
    Marriage Registers are restricted for 80 years from date of last entry
    Death Registers are restricted for 50 years from date of last entry

7.  Records containing legal advice are restricted in accordance with paragraphs 4.58 to 4.68 of the Cabinet Manual 2008 and are not to be released without the approval of the Attorney-General.

8. The record of proceedings of a court of inquiry are restricted indefinitely in accordance with s 200T of the Armed Forces Discipline Act 1971 and are not to be disclosed without the authority of the superior commander of the Service concerned.

9.  Court Martial records are restricted indefinitely in accordance with s 75 of the Court Martial Act 2007 and require the authority of the Judge Advocate General for disclosure.

10.  Some NZDF files are restricted from record lists for 100 years from date of file closure for reasons of security for serving military personnel and to protect sensitive personal privacy.
 


Show History

The Standard Defence Filing System (SDFS) is the standard records classification system used by the former Ministry of Defence and its successor agency the New Zealand Defence Force (NZDF) for registering manual records. The SDFS is based on a system used within the Canadian federal public service, and was introduced gradually within the NZDF between 1983-1988. The SDFS was implemented to standardise the classification system used by Defence Headquarters and each of the single services:  Army, Navy, and Air Force.

Implementation of the SDFS started in the then Defence Headquarters, and then gradually throughout the single Services. When the SDFS was implemented in 1983, some earlier papers were added to the new filing system which means the date range of files is earlier than the date range of the series.

The SDFS classification structure is organised on a block series method. The blocks are divided by hundreds or thousands. Thereafter, the blocks are arranged by series of primary numbers, primary subjects and sub-subjects. The systems classification structure is broadly by function, then by subject categories.

The SDFS Primary Number Blocks

  • 1000-1999    General Administration, Organisation and Management
  • 2000-2099    Intelligence
  • 2100-2199    Security
  • 2200-2499    Not Allocated
  • 2500-2599    Standardisation
  • 2600-2699    Not Allocated
  • 2700-2899    Communications - Electronics
  • 2900-2999    Publications
  • 3000-3999    Plans, Operations and Readiness
  • 4000-4499    Not Allocated
  • 4500-4999    Training
  • 5000-5999     Personnel
  • 6000-6599     Not Allocated
  • 6600-6899     Medical Services
  • 6900-6999     Dental Services
  • 7000-7499     Finance and Accounting
  • 7500-7599     Transportation
  • 7600-7999     Works and Real Estate
  • 8000-8999      Not Allocated
  • 9000-9999      Not Allocated
  • 10000-19999   Equipment and Supplies Phases

Although the SDFS system of arrangement is primarily numerically based, there is provision for the inclusion of alpha codes to denote organisation entities (e.g. PB = Personnel Branch, FIN BR = Finance Branch) and alphanumeric reference codes to identify geographic locations for capital works and buildings (e.g. A49 = Ponsonby, B58 = Upper Hutt). Also some file identifiers include an alpha code to denote subject content (e.g. DCP = Defence Commitments Programme, LOAC = Law of Armed Conflict).   

The SDFS provides for the establishment of both Policy and General subject files within each major file block group. Within the Defence Force records the use of the term ‘general’ file has become quite varied, with it being used as either the equivalent of a policy file, an overview file for higher-level documents or as a miscellaneous repository.

The New Zealand Defence Force was established in November 1989 when the Ministry of Defence was divided into two separate organisations, the NZDF and a new civilian staffed Ministry of Defence. The NZDF continued to use the SDFS system, while the new Ministry of Defence established a new records classification system.  

Series 7607 is related to series 16126 because some Headquarter Land Force Command files (from accession W5056) have been previously documented under series 7607.


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Searching within Series Headquarters Land Force Command Standard Defence Filing System (SDFS) Files

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ID Name Date Held At
🌀 R9812688 R9812688
Training - Courses-Overseas - Policy and Generalⓘ

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R9812688

1984 ‑ 1990

Headquarters Land Force Command Standard Defence Filing System (SDFS) Files

Headquarters Joint Forces New Zealand

Wellington repository

Physical

Open

Text

4642

59

1

Item Inquiry — Reading Room Pre-Orders

🌀 Archives NZ / CC BY 2.0

1984 ‑ 1990Wellington 		1984 ‑ 1990 Wellington
🌀 R9812689 R9812689
Training - Courses-Overseas - Policy and Generalⓘ

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Item

R9812689

1990 ‑ 1991

Headquarters Land Force Command Standard Defence Filing System (SDFS) Files

Headquarters Joint Forces New Zealand

Wellington repository

Physical

Open

Text

4642

59

2

Item Inquiry — Reading Room Pre-Orders

🌀 Archives NZ / CC BY 2.0

1990 ‑ 1991Wellington 		1990 ‑ 1991 Wellington

Archives NZ results via API under CC BY 2.0 license