Storage and Distribution of Reviews and Evaluations
Storage and Distribution of Reviews and Evaluations
The Evaluation and Review Reference Collection (ERRC) is part of the NZAID Library collection. The ERRC contains reports of all reviews and evaluations commissioned or written by NZAID staff. The Evaluation Team Administrator can show you this collection. All ERRC publications are catalogued on the MFAT/NZAID library’s database.
To maintain the ERRC and ensure agency-wide electronic access to all evaluations, the DPM, DPO, NZAID Manager or SAEG Adviser responsible for a review, evaluation or research study must provide the following documents to the Evaluation Team Administrator along with the submission to the Evaluation and Research Committee:
- One unstapled, unbound copy of the review, evaluation or research study for the ERRC (final version, without any track changes or comments, and without any markings as “draft”)
- One bound hardcopy of the review, evaluation or research study for the archives (final version of report, as above)
- Email an electronic DM6 reference for the review, evaluation or research study (final version of report, as above; in Microsoft Word with track changes switched off; and also in Adobe Portable Document Format if available)
- Email an electronic copy of the Evaluation and Research Committee submission (with track changes switched off)
The electronic copy will be converted to Adobe portable document format (PDF) by the Evaluation Team Administrator. The NZAID staff responsible for the review, evaluation or research may provide the PDF at the same time as the final Microsoft Word version. Both the Word and PDF versions are placed in the document management system with a reference number to be noted in the library catalogue.
The area of NZAID that originated the report should file both the hard and soft copy appropriately (eg on the Activity file and the relevant Programme folder in DM6, for an Activity review). Electronic copies should be made “read only”. The Evaluation Team Administrator files shortcuts to the soft copies (PDF and Word) of the review in a subfolder in the SAEG folder on DM6. This subfolder collects all reviews, evaluations and research to facilitate qualitative analysis.
The title page of reports stored in the ERRC should follow the content specified in the NZAID Guideline on the Structure of Review and Evaluation Reports, including title, author, date, and location.