This guideline is released by the State Archivist under s.25 regarding the public record information Act 2002
Leads to 2 variations associated with record—the that is same or converted variation, additionally the supply record.
You want authorisation to destroy the original supply documents whenever you migrate, convert or digitise documents.
Each source documents disposal authorisation has an amount of basic conditions that should be met ahead of the source that is original may be damaged.
The destruction of all of the documents, including supply documents, must certanly be endorsed by the CEO or authorised delegate and must certanly be documented.
Supply documents really should not be damaged until quality assurance procedures happen finished.
Note: See digitise documents for informative data on digitising and microfilming real records. See migrate records that are digital informative data on migrating electronic records from a system or storage space answer to another.
dining Table of articles
1. Digital source documents
This relates to source that is digital as an element of migration or decommissioning company systems.
Digital source documents must be held for a period of time migration that is following transformation to permit time and energy to perform quality checks and make certain the method had been effective. This period of time should always be predicated on your agency’s risk assessment done through the migration or process that is decommissioning.
The migrated form of the record must certanly be handled and retained when it comes to complete retention duration. Start thinking about other appropriate or company continuity conditions that may influence the further retention regarding the source that is digital.
General usage of electronic supply documents should always be limited to avoid accidental alteration. They have to additionally be saved and handled properly until they could be damaged. That is required to make sure if they weren’t successfully migrated or converted that they remain accountable, well-managed records and can be used again.
The source that is digital may be damaged utilising the General Retention and Disposal Schedule for Digital Source reports. This routine includes requirements that are minimum must certanly be met before destruction usually takes destination.
2. Real supply documents
This relates to physical supply documents that have already been effectively converted.
Real supply documents which have been digitised may be damaged under Disposal Authorisation 2074 if particular conditions are met.
- Documents should never are categorized as one of many excluded records categories.
- Documents should have a retention that is temporary under an ongoing disposal authorisation granted because of hawaii Archivist ( e.g. your core retention and disposal routine).
- Digitised reproductions must certanly be available and held in a system that is trusted the life span of the short-term retention duration.
- The reproduction needs to be a clear, complete and accurate content for the real supply record that is fit for function.
- Your agency will need to have developed and documented a process that is defensible demonstrates the method that you meet with the conditions for the supply record disposal authorisation.
- Your agency should have approval with this defensible procedure from your ceo (CEO) or their authorised delegate.
Each agency must see whether:
- documents should be held in a certain structure to fulfill governance demands and whether such needs avoid the destruction of this initial source record that is physical
- you need to seek advice that is legal help with determining the possibility of destroying of this real supply record after transformation
- documents will probably be permanent value in the long run ( ag e.g. where documents are sentenced predicated on importance)
You should think about your obligations and needs along with appropriate legislation, policies, criteria, and directives.
Excluded documents
The following excluded documents cannot be damaged under Disposal Authorisation 2074:
3. Defensible procedure
You really need to have a defensible procedure to meet up with the demands of this supply documents disposal authorisations.
A defensible digitisation, migration or transformation procedure implies that you have got developed and documented a considered approach. It should be auditable or usable to prove that one may or have met all conditions that are relevant demands.
Proof of your agency’s process that is defensible be required when there is an event for which public information are lost as a result of negligence or poor procedure, or perhaps in a reaction to RTI needs, court proceedings, or a review.
Your defensible procedure must add:
- The procedure or process you used to make sure all exclusions to supply records disposal authorisation are located
- the actions taken during transformation to make sure that the transformed record is an entire, clear and version that is accurate of source record, and it is fit for function ( ag e.g. quality assurance, danger evaluation, technical requirements)
- information on exactly exactly how the record that is converted be held and handled in a reliable system when it comes to complete retention duration ( e.g. electronic continuity and conservation procedures, appropriate storage for the format and retention duration)
- just just exactly how as soon as source that is original will soon be damaged
- the disposal authorisation used to lawfully destroy the origin documents.
Your agency’s ceo asian mail order bride or their authorised delegate must approve the defensible procedure. You don’t need certainly to refer this documents to QSA.
See extra factors that could additionally be incorporated into a digitisation that is defensible and migration.
Note: Any digitisation disposal policies in line with the past policy and disposal authorisation can certainly still be properly used as proof of a defensible procedure beneath the brand brand brand new supply documents disposal authorisation.
4. Extra information
Superseded papers
Disposal Authorisation 2074 replaces the immediate following:
- Digitisation Disposal Policy 2014
- Microfilming Disposal Policy 2006
- General disposal and retention routine for initial paper documents which have been digitised (QDAN 656 v.2).
Acknowledgements
Disposal Authorisation 2074 was created with input from:
- Help Guide towards the GDA for transformed supply Records–Public Record workplace Victoria
- NZ Destruction of supply information after digitisation–Archives New Zealand
- Authority to hold public information in electronic type only–Archives New Zealand
- Digitisation Policy For Post-Action Conversion Records–RIM Professionals Australasia
- Outside agencies consulted
- QSA internal group that is working
