This guideline is given by the State Archivist under s.25 for the public record information Act 2002
Results in 2 variations regarding the record—the that is same or converted variation, plus the supply record.
You will need authorisation to destroy the source that is original whenever you migrate, convert or digitise documents.
Each source records disposal authorisation has lots of general problems that must be met prior to the source that is original may be damaged.
The destruction of most documents, including supply documents, needs to be endorsed by the CEO or authorised delegate and must certanly be documented.
Supply documents really should not be destroyed until quality assurance procedures have now been finished.
Note: See digitise records for informative data on digitising and microfilming real records. See migrate records that are digital info on migrating electronic records from a single system or storage space treatment for another.
Dining dining Table of articles
1. Digital supply documents
This applies to digital supply documents as an element of migration or decommissioning company systems.
Digital supply documents must be held for a period following migration or transformation to permit time and energy to perform quality checks and make certain the method ended up being successful. This period of time must certanly be centered on your agency’s risk assessment done throughout the migration or process that is decommissioning.
The migrated form of the record must certanly be handled and retained for the complete retention duration. Give consideration to any kind of appropriate or company continuity conditions that may influence the further retention for the source that is digital.
General usage of electronic supply documents must certanly be limited to avoid accidental alteration. They need to additionally be managed and stored accordingly until they could be destroyed. This really is essential 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 are damaged utilising the General Retention and Disposal Schedule for Digital Source reports. This routine includes minimal demands that must certanly be met before destruction takes place.
2. Physical supply documents
This relates to real source records that have now been effectively transformed.
Real supply records which have been digitised could be damaged under Disposal Authorisation 2074 if specific conditions are met.
- Documents should never are categorized as one of many records categories that are excluded.
- Records need a retention that is temporary under a present disposal authorisation given because of hawaii Archivist ( ag e.g. your core disposal and retention routine).
- Digitised reproductions must certanly be accessible and held in a reliable system for the life span of their short-term retention duration.
- The reproduction should be a clear, complete and accurate content associated with the source this is certainly physical that is fit for function.
- Your agency will need to have developed and documented a defensible procedure that demonstrates the method that you meet with the conditions regarding the supply record disposal authorisation.
- Your agency should have approval for this process that is defensible your ceo (CEO) or their authorised delegate.
Each agency must see whether:
- documents should be held in a certain format to meet governance needs and whether such demands stop the destruction associated with the initial source record that is physical
- you ought to look for legal counsel to help with determining the possibility of destroying regarding the real supply record after transformation
- documents will likely be permanent value in the near future ( ag e.g. where documents are sentenced according to importance)
You should think about your responsibilities and demands in addition to appropriate legislation, policies, criteria, and directives.
Excluded documents
The following excluded documents cannot be damaged under Disposal Authorisation 2074:
3. Defensible procedure
You really must have a process that is defensible meet up with the needs for the source documents disposal authorisations.
A digitisation that is defensible migration or conversion procedure indicates that you’ve got developed and documented a considered approach. It should be auditable or usable to show you could or have met all appropriate conditions and needs.
Proof of your agency’s process that is defensible be required when there is an event by which public record information are lost as a result of negligence or poor procedure, or in a reaction to RTI needs, court hotrussianwomen.net/asian-brides reviews procedures, or a review.
Your defensible procedure must consist of:
- The procedure or process you utilized 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 accurate form of the supply record, and it is fit for purpose ( ag e.g. quality assurance, danger evaluation, technical specs)
- information on just how the converted record will be held and handled in a reliable system when it comes to complete retention period ( e.g. electronic continuity and conservation procedures, appropriate storage space for the structure and retention duration)
- how so when source that is original will likely to be destroyed
- the disposal authorisation familiar with lawfully destroy the foundation documents.
Your agency’s ceo or their authorised delegate must accept the defensible procedure. You don’t need certainly to refer this documents to QSA.
See extra factors which will additionally be contained in a defensible digitisation procedure and migration.
Note: Any digitisation disposal policies on the basis of the past policy and disposal authorisation can certainly still be utilized as proof a defensible procedure beneath the brand brand new supply documents disposal authorisation.
4. More details
Superseded papers
Disposal Authorisation 2074 replaces the annotated following:
- Digitisation Disposal Policy 2014
- Microfilming Disposal Policy 2006
- General retention and disposal routine for initial paper documents which have been digitised (QDAN 656 v.2).
Acknowledgements
Disposal Authorisation 2074 was created with input from:
- Help Guide to your GDA for converted supply Records–Public Record workplace Victoria
- NZ Destruction of supply information after digitisation–Archives New Zealand
- Authority to retain records that are public electronic form only–Archives New Zealand
- Digitisation Policy For Post-Action Conversion Records–RIM Professionals Australasia
- External agencies consulted
- QSA internal working team
