managing electronic records in governmental bodies - National ...

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only be necessary to provide an explanation of the purpose of the system and the
technology used. In other cases the National Archives and Records Service may
request that systems be described in comprehensive fashion. Descriptions should
then include an explanation of the data sets and files included in the system; the
hard copy input and output; the processing, subset, and special format files created
and used in the system; and the documentation that describes and defines the
system and the data in it.
The information in electronic records systems, including those operated for a
governmental body by a contractor, have to be scheduled (see Annexure C for an
example of the schedule) as soon as possible, preferably before implementation of
the system.
6.12 Transfer archival electronic records into archival custody
Should a disposal authority require the deposit of specific electronic records into
archival custody, such transfers should be made as soon as possible to ensure their
proper maintenance and preservation. These electronic records would be
maintained permanently for subsequent use by the original body, other bodies, other
organisations, researchers, and the general public.
Certain documentation (metadata) is required to accompany computer files.
Technical documentation of the records, sufficient to support their use for secondary
analysis, must accompany the transfer. (Metadata is described in section 4.1.4.). If a
transfer is made on tape/disk the custodian would also need specific information on
how the tape/disk was written, identification and definition of all data sets transferred,
record layouts specifying relative positions, lengths and definitions of all data
elements, and code books for all unique codes used in the records.
Before transferring electronic records into archival custody it is necessary for a
governmental body to arrange for the transfer with the archives repository. Any
transfer problems can then be resolved beforehand. If records are identified as
archival, the National Archives and Records Service will specify certain requirements
regarding the format of the records. If the technology is too advanced for the
archives repository to manage, the governmental body will be required to undertake
archival preservation. The governmental body is responsible for all costs regarding
transfer and archival preservation.
If electronic records of enduring value are to be transferred or copied from one
governmental body to another, such a transfer must be authorised by the National
Archives and Records Service in accordance with the National Archives and
Records Service of South Africa Act.
When electronic records of enduring value are retained in the physical possession of
a governmental body, the National Archives and Records Service will audit the
extent to which such records are being kept in an accessible state. Subject to certain
exceptions, the National Archives and Records Service is entitled to full and free
Managing electronic records_Policy Guidelines.doc
First Edition
Version 1.1
April 2003