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The entire process of migrating or transforming a electronic record, or converting a real record into microfilm or electronic format

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The entire process of migrating or transforming a electronic record, or converting a real record into microfilm or electronic format

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

Leads to 2 versions for the record—the that is same or converted variation, therefore the supply record.

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

Each source documents disposal authorisation has a number of basic conditions that should be met ahead of the initial supply records could be damaged.

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

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

Note: See digitise documents for information about digitising and microfilming real records. See migrate electronic documents for info on migrating electronic records in one system or storage space means to fix another.

Table of articles

1. Digital supply documents

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

Digital source documents should be held for a period migration that is following transformation to permit time and energy to perform quality checks and guarantee the procedure ended up being effective. This length of time is centered on your agency’s risk assessment done throughout the migration or decommissioning procedure.

The migrated form of the record must certanly be handled and retained for the retention period that is full. Start thinking about every other appropriate or company continuity conditions that may influence the further retention of this digital supply records.

General use of digital supply documents ought to be limited to avoid alteration that is accidental. They have to additionally be managed and stored accordingly until they could be damaged. This will be required to make sure which they stay accountable, well-managed documents and may be properly used once again should they were not successfully migrated or transformed.

The digital supply documents could be damaged making use of the General Retention and Disposal Schedule for Digital Source reports. This routine includes requirements that are minimum needs to be met before destruction usually takes destination.

2. Real supply documents

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

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

  • Documents should never come under one of many excluded records categories.
  • Records will need to have a temporary retention status under a present disposal authorisation given by hawaii Archivist ( ag e.g. your core disposal and retention schedule).
  • Digitised reproductions must certanly be accessible and held in a dependable system for the life span of the short-term retention duration.
  • The reproduction should be an obvious, complete and accurate content associated with the source this is certainly physical that is fit for function.
  • Your agency should have developed and documented a process that is defensible demonstrates the way you meet up with the conditions for the supply record disposal authorisation.
  • Your agency should have approval with this defensible procedure from your ceo (CEO) or their authorised delegate.

Each agency must see whether:

  • documents has to be held in a specific format to fulfill governance demands and whether such needs stop the destruction regarding the initial real supply record
  • you ought to look for advice that is legal help with determining the possibility of destroying associated with real supply record after transformation
  • documents will likely be value that is permanent the near future ( e.g. where documents are sentenced centered on importance)

You should look at your obligations and needs in addition to appropriate legislation, policies, criteria, and directives.

Excluded documents

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

3. Defensible procedure

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

A defensible digitisation, migration or transformation procedure reveals 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 conditions that are relevant needs.

Proof of your agency’s process that is defensible be required when there is an event by which public record information are lost as a result of negligence or poor process, or perhaps in reaction to RTI demands, 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 found
  • the steps 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 specifications)
  • information on exactly just how the record that is converted be held and managed in a dependable system when it comes to complete retention period ( e.g. electronic continuity and conservation procedures, appropriate storage space for the structure and retention duration)
  • how so when initial supply documents may be damaged
  • the disposal authorisation accustomed lawfully destroy the foundation documents.

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

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

Note: Any digitisation disposal policies in line with the past policy and disposal authorisation can nevertheless be properly used as proof a defensible procedure beneath the brand new supply documents disposal authorisation.

4. More info

Superseded papers

Disposal Authorisation 2074 replaces the 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).


Disposal Authorisation 2074 originated with input from:

  • Help Guide towards the GDA for transformed supply Records–Public Record workplace Victoria
  • russian brides at

  • NZ Destruction of supply information after digitisation–Archives New Zealand
  • Authority to retain 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

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