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

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

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

You may need authorisation to destroy the initial supply documents whenever you migrate, convert or digitise russian brides records.

Each source documents disposal authorisation has a wide range of general conditions that have to be met ahead of the initial source documents may be damaged.

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

Supply documents shouldn’t be damaged until quality assurance procedures have now 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 in one system or storage space way to another.

Dining dining Table of articles

1. Digital supply documents

This pertains to digital supply documents as an element of migration or decommissioning company systems.

Digital supply documents should be held for a period following migration or transformation to permit time and energy to perform quality checks and make certain the procedure ended up being effective. This length of time should really be according to your agency’s risk assessment done throughout the migration or decommissioning procedure.

The migrated form of the record should be handled and retained for the retention period that is full. Start thinking about any kind of appropriate or business continuity problems that may influence the further retention for the electronic source documents.

General use of electronic source records should really be limited to avoid alteration that is accidental. They have to additionally be managed and stored properly until they may be damaged. That is required 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 is damaged utilizing the General Retention and Disposal Schedule for Digital Source reports. This schedule includes minimal demands that needs to be met before destruction usually takes destination.

2. Real supply records

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

Real supply documents 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.
• Documents will need to have a temporary retention status under a present disposal authorisation granted because of hawaii Archivist ( ag e.g. your core disposal and retention routine).
• Digitised reproductions needs to be available and held in a dependable system for the life span of the short-term retention duration.
• The reproduction must certanly be a definite, 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 defensible procedure that demonstrates the way you meet up with the conditions associated with supply record disposal authorisation.
• Your agency will need to have approval for this process that is defensible your Chief Executive Officer (CEO) or their authorised delegate.

Each agency must see whether:

• documents should be kept in a specific structure to meet governance demands and whether such demands avoid the destruction for the initial real supply record
• you ought to look for advice that is legal help with determining the possibility of destroying of this real supply record after transformation
• documents will likely be value that is permanent the long term ( e.g. where documents are sentenced centered on 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 supply documents disposal authorisations.

A digitisation that is defensible migration or transformation process implies that you’ve got developed and documented a considered approach. It should be auditable or usable to show that one may or have met all appropriate conditions and demands.

Proof of your agency’s process that is defensible be required when there is an event by which public record information are lost because of negligence or incorrect procedure, or perhaps in reaction to RTI needs, court procedures, or an 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 a total, clear and version that is accurate of supply record, and it is fit for function ( ag e.g. quality assurance, risk evaluation, technical requirements)
• information on just exactly how the record that is converted be held and handled in a reliable system for the complete retention period ( ag e.g. electronic continuity and conservation processes, appropriate storage space for the structure and retention duration)
• exactly exactly how so when source that is original is going to be destroyed
• the disposal authorisation used to lawfully destroy the foundation documents.

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

See extra factors which will additionally be incorporated into a defensible digitisation procedure and migration.

Note: Any digitisation disposal policies on the basis of the policy that is previous disposal authorisation can certainly still be properly used as proof of a defensible procedure underneath the brand brand new supply documents disposal authorisation.

4. More info

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 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 kind only–Archives New Zealand
• Digitisation Arrange For Post-Action Conversion Records–RIM Professionals Australasia
• External agencies consulted
• QSA internal group that is working