This guideline is granted by the State Archivist under s.25 associated with public record information Act 2002

Leads to 2 variations associated with the same record—the migrated 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 documents disposal authorisation has an amount of basic conditions that should be met prior to the source that is original could be damaged.

The destruction of most records, including supply documents, needs to be endorsed because of the CEO or authorised delegate and needs to be documented.

Supply documents shouldn’t be damaged until quality assurance procedures have already been finished.

Note: See digitise documents for informative data on digitising and microfilming real records. See migrate records that are digital info on migrating electronic records from 1 system or storage space treatment for another.

Table of articles

1. Digital supply documents

This relates to electronic supply documents as an element of migration or decommissioning company systems.

Digital supply documents have to be held for a period migration that is following transformation to allow time for you to perform quality checks and make sure the method ended up being effective. This period of time should really be centered on your agency’s risk assessment done through the migration or process that is decommissioning.

The migrated type of the record must certanly be handled and retained for the complete retention duration. Think about every other legal or company continuity problems that may influence the further retention associated with source that is digital.

General use of electronic source documents ought to hot russian women be limited to avoid accidental alteration. They have to additionally be managed and stored accordingly until they may be damaged. That is required to guarantee if they weren’t successfully migrated or converted that they remain accountable, well-managed records and can be used again.

The electronic supply records could be damaged utilising the General Retention and Disposal Schedule for Digital Source reports. This schedule includes requirements that are minimum must certanly be met before destruction may take place.

2. Real supply documents

This applies to real supply documents that have already been effectively transformed.

Real source documents which have been digitised could be damaged under Disposal Authorisation 2074 if specific conditions are met.

• Records should never are categorized as one of many records categories that are excluded.
• Records should have a retention that is temporary under an ongoing disposal authorisation given because of their state Archivist ( e.g. your core disposal and retention 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 should be a clear, complete and accurate copy of this real supply record that is fit for function.
• Your agency will need to have developed and documented a defensible procedure that demonstrates the way you meet with the conditions of this supply record disposal authorisation.
• Your agency will need to have approval of the process that is defensible your ceo (CEO) or their authorised delegate.

Each agency must see whether:

• documents has to be held in a certain structure to fulfill governance demands and whether such demands stop the destruction associated with the initial physical supply record
• you will need to look for advice that is legal help with determining the possibility of destroying regarding the real source record after transformation
• documents will probably be permanent value in the long term ( e.g. where records are sentenced according to importance)

You should think about your responsibilities and needs along with appropriate legislation, policies, requirements, and directives.

Excluded records

The following excluded documents cannot be damaged under Disposal Authorisation 2074:

3. Defensible process

You really need to have a process that is defensible meet up with the needs associated with source documents disposal authorisations.

A defensible digitisation, migration or transformation procedure suggests that you have got developed and documented a considered approach. It should be auditable or usable to show as you are able to or have met all conditions that are relevant demands.

Evidence of your agency’s defensible procedure may be required if you have an event by which public record information are lost because of negligence or poor procedure, or perhaps in reaction to RTI demands, court procedures, or an audit.

Your process that is defensible must:

• the method or procedure you used to make certain all exclusions to supply records disposal authorisation are found
• the actions taken during transformation to ensure that the transformed record is a whole, clear and accurate type of the source record, and it is fit for function ( ag e.g. quality assurance, danger evaluation, technical specs)
• information on exactly just how the record that is converted be held and handled in a reliable system for the complete retention duration ( ag e.g. electronic continuity and conservation processes, appropriate storage for the structure and retention duration)
• just how when initial supply documents is likely to be damaged
• the disposal authorisation familiar with lawfully destroy the origin documents.

Your agency’s ceo or their authorised delegate must accept the defensible procedure. You don’t need certainly to refer this paperwork to QSA.

See extra factors that could be incorporated into a digitisation that is defensible and migration.

Note: Any digitisation disposal policies in line with the policy that is previous disposal authorisation can nevertheless be utilized as proof of a defensible process beneath the 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 retain public record information in electronic type only–Archives New Zealand
• Digitisation Arrange For Post-Action Conversion Records–RIM Professionals Australasia
• Outside agencies consulted
• QSA internal group that is working

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