This guideline is given because of the continuing State Archivist hotbrides.net/russian-brides under s.25 associated with the public information Act 2002

Leads to 2 variations associated with the same record—the migrated or converted variation, plus the supply record.

You want authorisation to destroy the source that is original whenever you migrate, convert or digitise records.

Each source documents disposal authorisation has a wide range of basic problems that should be met prior to the source that is original could be damaged.

The destruction of most documents, including supply documents, should be endorsed by the CEO or authorised delegate and must certanly 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 electronic documents for all about migrating electronic records in one system or storage space treatment for another.

Dining dining Table of articles

1. Digital supply documents

This pertains to electronic supply records as an element of migration or decommissioning company systems.

Digital supply documents have to be kept for a period migration that is following transformation to permit time and energy to perform quality checks and guarantee the procedure had been effective. This timeframe ought to be according to your agency’s risk assessment done throughout the migration or process that is decommissioning.

The migrated type of the record needs to be handled and retained when it comes to retention period that is full. Give consideration to just about any appropriate or company continuity problems that may influence the further retention for the source that is digital.

General usage of electronic source documents must certanly be limited to avoid alteration that is accidental. They need to be managed and stored accordingly until they could be damaged. That is required to make sure which they stay accountable, well-managed documents and will be applied once more should they were not effectively migrated or transformed.

The source that is digital could be damaged with the General Retention and Disposal Schedule for Digital Source reports. This routine includes requirements that are minimum needs to be met before destruction may take spot.

2. Real supply documents

This pertains to real supply documents that are effectively transformed.

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

• Documents should never come under one of many records categories that are excluded.
• Documents should have a temporary retention status under an ongoing disposal authorisation given because of the State Archivist ( ag e.g. your core retention and disposal routine).
• Digitised reproductions needs to be available and in a system that is trusted the life span of their short-term retention duration.
• The reproduction needs to be an obvious, complete and accurate content of this source that is physical that is fit for function.
• Your agency will need to have developed and documented a process that is defensible demonstrates the manner in which you meet with the conditions for the supply record disposal authorisation.
• Your agency should have approval of the process that is defensible your ceo (CEO) or their authorised delegate.

Each agency must see whether:

• documents should be kept in a specific structure to meet governance needs and whether such needs stop the destruction associated with initial source record that is physical
• you will need to seek legal counsel to help with determining the possibility of destroying for the real source record after transformation
• documents will likely become permanent value in the near future ( ag e.g. where documents are sentenced considering importance)

You should look at 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’ll want a process that is defensible meet with the needs regarding the supply documents disposal authorisations.

A digitisation that is defensible 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 needs.

Evidence 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 incorrect procedure, or in a reaction to RTI demands, court proceedings, or an review.

Your defensible process must include:

• The procedure or process you used to make sure all exclusions to supply records disposal authorisation are found
• 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 function ( e.g. quality assurance, danger assessment, technical specs)
• information on exactly how the record that is converted be held and managed in a reliable system when it comes to complete retention duration ( e.g. digital continuity and preservation procedures, appropriate storage space for the structure and retention duration)
• exactly how as soon as source that is original are going to be damaged
• the disposal authorisation accustomed lawfully destroy the origin documents.

Your agency’s ceo or their authorised delegate must approve the process that is defensible. You don’t need certainly to refer this documents to QSA.

See extra factors that will additionally be a part of a defensible digitisation procedure and migration.

Note: Any digitisation disposal policies in line with the policy that is previous disposal authorisation can certainly still be applied as proof of a defensible procedure beneath the new source documents disposal authorisation.

4. More details

Superseded papers

Disposal Authorisation 2074 replaces the annotated following:

• Digitisation Disposal Policy 2014
• Microfilming Disposal Policy 2006
• General disposal and retention schedule for initial paper documents which were digitised (QDAN 656 v.2).

Acknowledgements

Disposal Authorisation 2074 originated with input from:

• Guide to your 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 Arrange For Post-Action Conversion Records–RIM Professionals Australasia
• Outside agencies consulted
• QSA internal group that is working