The entire process of migrating or transforming a electronic record, or transforming a real record into microfilm or format that is digital

onsdag 25 desember, 2019

The entire process of migrating or transforming a electronic record, or transforming a real record into microfilm or format that is digital

This guideline is given because of the State Archivist under s.25 regarding the public information Act 2002

Leads to 2 variations for the same record—the migrated or converted variation, in addition to supply record.

You want authorisation to destroy the initial supply documents whenever you migrate, convert or digitise documents.

Each hot russian brides source documents disposal authorisation has a quantity of basic problems that must be met ahead of the source that is original could be damaged.

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

Supply documents really should not be damaged until quality assurance procedures were finished.

Note: See digitise documents for information about digitising and microfilming real records. See migrate electronic documents for info on migrating electronic records from a system or storage space answer to another.

Dining Table of articles

1. Digital supply documents

This pertains to electronic supply documents as an element of migration or decommissioning business systems.

Digital source documents have to be held for a period following migration or transformation to permit time for you to perform quality checks and make certain the procedure ended up being effective. This timeframe must be according to your agency’s risk assessment done throughout the migration or decommissioning procedure.

The migrated type of the record should be handled and retained for the retention period that is full. Start thinking about virtually any 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 restricted to avoid accidental alteration. They have to additionally be saved and handled accordingly until they could be damaged. This might be essential to guarantee 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 making use of the General Retention and Disposal Schedule for Digital Source Records. This routine includes requirements that are minimum must certanly be met before destruction usually takes spot.

2. Real supply documents

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

Physical source documents which were digitised may be damaged under Disposal Authorisation 2074 if specific conditions are met.

  • Documents should never are categorized as one of many excluded records categories.
  • Documents should have a short-term retention status under an ongoing disposal authorisation released by their state Archivist ( e.g. your core retention and disposal schedule).
  • Digitised reproductions needs to be available and held in a system that is trusted the life span of its short-term retention duration.
  • The reproduction should be a definite, complete and accurate content of this source that is physical that is fit for purpose.
  • Your agency will need to have developed and documented a process that is defensible demonstrates the method that you meet up with the conditions associated with the supply record disposal authorisation.
  • Your agency should have approval with this process that is defensible your Chief Executive Officer (CEO) or their authorised delegate.

Each agency must see whether:

  • documents has to be held in a specific structure to meet governance needs and whether such needs stop the destruction for the initial source record that is physical
  • you’ll want to seek advice that is legal help with determining the possibility of destroying regarding the real supply record after transformation
  • documents are going to be permanent value in the near future ( ag e.g. where documents are sentenced according to importance)

You should look at your responsibilities and needs along with appropriate legislation, policies, requirements, and directives.

Excluded documents

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

3. Defensible procedure

You’ll want a defensible procedure to meet up with the demands 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 that you could or have met all appropriate conditions and needs.

Proof of your agency’s defensible procedure may be required when there is an event by which public record information are lost because of negligence or poor procedure, or perhaps in a reaction to RTI needs, court procedures, or an audit.

Your process that is defensible must:

  • the procedure or procedure you utilized to make sure all exclusions to source records disposal authorisation are found
  • the actions taken during transformation to make sure that the transformed record is a total, clear and accurate form of the supply record, and it is fit for function ( ag e.g. quality assurance, danger evaluation, technical requirements)
  • information on exactly just exactly 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 procedures, appropriate storage space for the structure and retention duration)
  • how so when source that is original are damaged
  • the disposal authorisation accustomed lawfully destroy the foundation documents.

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

See extra factors which could additionally be incorporated into a defensible digitisation process and migration.

Note: Any digitisation disposal policies on the basis of the past policy and disposal authorisation can nevertheless be properly used as proof of a defensible procedure underneath the brand brand new supply documents disposal authorisation.

4. Additional 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 records which were digitised (QDAN 656 v.2).


Disposal Authorisation 2074 was created with input from:

  • Guide towards the GDA for converted supply Records–Public Record workplace Victoria
  • NZ Destruction of source 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
  • External agencies consulted
  • QSA internal working team

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