managing electronic records in governmental bodies - National ...

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records. The system normally uses the subject line to name messages when
they are filed into the file plan. To prevent filing of messages with the same
name into the electronic repository the messages should be renamed to
enable them to be filed. Renaming should include the subject of the message
as well as any other information that would identify each message as a
unique entity. If messages are renamed, a proper audit log should be kept.
6.9 Manage websites and web-based activities as records
Websites should be managed according to the basic principles that apply to records
in any medium. The management and retention of websites are subject to the
National Archives and Records Service of South Africa Act (Act No 43 of 1996, as
amended), and its regulations. Besides the guidelines contained in par 6.1-6.12 that
also apply to the management of websites and web-based activities, it is advisable
that governmental bodies should also carry out the following managerial activities:
• Each governmental body needs to establish a policy for the capturing of records
of web-based activities. Its own unique functions, environment and accountability
requirements should inform this policy. The policy should be endorsed by senior
management and should be communicated throughout the organisation as part
of the overall records management policy. See par 6.1
• The International Records Management Standard (ISO 15489) outlines the need
for organisations to develop strategies to ensure that “full and accurate” records
are captured into records classification systems and that these records should be
retained for as long as required for legal, accountability and historical purposes.
The National Archives and Records Service endorses this standard and advises
that governmental bodies should apply the guidelines contained in the standard
to capture and maintain records of web-based activities.
• Governmental bodies need to assess the risk associated with the improper
management of websites and web-based activities as records. They need to
determine
- The current state of record keeping in the governmental body;
- The purpose of the website;
- The evidential and informational value of the website;
- The nature and importance of the materials posted to the site;
- The audience of the site;
- How frequently the information on the site changes;
- The review dates of all information published to the site;
- The likelihood of it being requested to account for the content of its
current, recent and older websites, whether by litigation, promotion of
access to information requests, or otherwise;
- Its current ability to prove/disprove the existence of particular content at a
given time.
Resulting from the risk assessment, governmental bodies need to determine what
Managing electronic records_Policy Guidelines.doc
First Edition
Version 1.1
April 2003