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

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

This guideline is released by the continuing State Archivist under s.25 regarding the public information Act 2002

Results in 2 variations for 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 documents disposal authorisation has a quantity of basic conditions that have to be met prior to the initial supply documents may be damaged.

The destruction of most documents, including supply documents, should be endorsed by the CEO or authorised delegate and should be documented.

Supply documents shouldn’t be damaged until quality assurance procedures happen finished.

Note: See digitise documents for informative data on digitising and microfilming records that are physical. See migrate digital documents for info on migrating electronic records from a single system or storage space answer to another.

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1. Digital source documents

This relates to digital source documents as an element of migration or decommissioning company systems.

Digital supply documents must be held for some time migration that is following conversion to permit time for you to perform quality checks and guarantee the procedure had been effective. 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 should be handled and retained when it comes to retention period that is full. Think about virtually any legal or business continuity conditions that may influence the further retention regarding the electronic supply documents.

General use of electronic supply documents should always be limited to avoid accidental alteration. They need to be saved and handled properly until they could be damaged. This is certainly 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 electronic supply records may be damaged with the General Retention and Disposal Schedule for Digital Source reports. This routine includes minimal needs that needs to be met before destruction takes destination.

2. Real supply documents

This relates to real supply documents that have now been effectively converted.

Real supply documents which were digitised could be damaged under Disposal Authorisation 2074 if particular conditions are met.

  • Documents should never come under one of many records categories that are excluded.
  • Documents should have a retention that is temporary under an ongoing disposal authorisation given by the State Archivist ( ag e.g. your core retention and disposal routine).
  • Digitised reproductions should be available and in a reliable system for the life span of its short-term retention duration.
  • The reproduction needs to be a clear, complete and accurate content associated with real source record that is fit for purpose.
  • Your agency should have developed and documented a defensible procedure that demonstrates the way you meet with the conditions of this 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 fulfill governance demands and whether such demands avoid the destruction associated with the initial physical supply record
  • you ought to look for advice that is legal help with determining the possibility of destroying regarding the physical supply record after transformation
  • documents will probably be value that is permanent the long run ( ag e.g. where documents are sentenced according to importance)

You should think about your obligations and demands 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 really need to have a process that is defensible meet with the demands associated with the supply documents disposal authorisations.

A digitisation that is defensible migration or transformation procedure implies 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 if there is an event for which public information are lost because of negligence or incorrect process, or in a reaction to RTI demands, court proceedings, or a review.

Your defensible process must consist of:

  • the method or procedure you used to make sure all exclusions to supply records disposal authorisation are found
  • the actions taken during transformation to make sure that the converted record is an entire, clear and accurate type of the supply record, and it is fit for purpose ( e.g. quality assurance, danger assessment, technical requirements)
  • information on how the record that is converted be russian brides club kept and handled in a dependable system when it comes to complete retention duration ( ag e.g. electronic continuity and conservation procedures, appropriate storage for the structure and retention duration)
  • exactly exactly how when initial supply documents is going to be damaged
  • the disposal authorisation accustomed 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 documents to QSA.

See extra factors which will be contained in a digitisation that is defensible and migration.

Note: Any digitisation disposal policies on the basis of the policy that is previous disposal authorisation can still be applied as proof of a defensible process beneath the brand brand new source documents disposal authorisation.

4. Extra information

Superseded papers

Disposal Authorisation 2074 replaces the immediate following:

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

Acknowledgements

Disposal Authorisation 2074 was created with input from:

  • 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 records that are public electronic type only–Archives New Zealand
  • Digitisation Arrange For Post-Action Conversion Records–RIM Professionals Australasia
  • Outside agencies consulted
  • QSA internal working team

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