The entire process of migrating or transforming an electronic record, or transforming a real record into microfilm or electronic structure

The entire process of migrating or transforming an electronic record, or transforming a real record into microfilm or electronic structure

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

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

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

Each source documents disposal authorisation has a quantity of basic conditions that have to be met prior to the initial source documents could be destroyed.

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

Supply documents really should not be destroyed until quality assurance procedures have already been finished.

Note: See digitise documents for informative data on digitising and microfilming records that are physical. See migrate records that are digital informative data on migrating digital records from 1 system or storage means to fix another.

dining Table of articles

1. Digital supply documents

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

Digital supply documents must be held for a period following migration or transformation to permit time for you to perform quality checks and make sure the method had been effective. This timeframe must be centered on your agency’s risk assessment done throughout the migration or decommissioning procedure.

The migrated form of the record needs to be managed and retained when it comes to retention period that is full. Give consideration to any kind of appropriate or company continuity conditions that may influence the further retention associated with source that is digital.

General use of electronic supply documents must be restricted to prevent alteration that is accidental. They need to additionally be saved and handled properly until they could be damaged. this might be 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 digital supply documents is damaged utilising the General Retention and Disposal Schedule for Digital Source reports. This routine includes minimal demands that must certanly be met before destruction usually takes spot.

2. Real supply documents

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

Real supply documents which have been digitised may 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 hawaii Archivist ( e.g. your core disposal and retention routine).
  • Digitised reproductions needs to be available and held in a system that is trusted the life span of its temporary retention period.
  • The reproduction must certanly be an obvious, complete and accurate content of this source this is certainly physical that is fit for function.
  • Your agency will need to have developed and documented a defensible procedure that demonstrates the way you meet with the conditions for the supply record disposal authorisation.
  • Your agency should have approval for this defensible procedure from your ceo (CEO) or their authorised delegate.

Each agency must see whether:

  • records should 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 look for advice that is legal benefit determining the possibility of destroying associated with the real supply record after transformation
  • documents are going to be value that is permanent the near future ( ag e.g. where documents are sentenced predicated on importance)

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

Excluded records

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 up with the demands regarding 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 one can or have met all appropriate conditions and demands.

Proof of your agency’s defensible process may be required when there is an event for which public information are lost as a result of negligence or poor process, or perhaps in a reaction to RTI demands, court procedures, or an review.

Your defensible procedure must add:

  • The procedure or process you utilized to make certain 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 version that is accurate of supply record, and it is fit for purpose ( e.g. quality asian singles assurance, danger evaluation, technical specs)
  • information on exactly exactly just how the record that is converted be held and handled in a dependable system when it comes to complete retention duration ( e.g. electronic continuity and preservation procedures, appropriate storage space for the structure and retention duration)
  • just exactly how so when initial supply documents will likely be destroyed
  • the disposal authorisation accustomed lawfully destroy the origin records.

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 considerations that will additionally be contained in a digitisation that is defensible and migration.

Note: Any digitisation disposal policies on the basis of the past policy and disposal authorisation can certainly still be applied as proof of a defensible procedure beneath the 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 have been digitised (QDAN 656 v.2).


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 public record information in electronic form only–Archives New Zealand
  • Digitisation Policy For Post-Action Conversion Records–RIM Professionals Australasia
  • External agencies consulted
  • QSA internal working team

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