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49 Advantages • as an interim measure, it could provide repositories with an option of retrieving obsolete document for some years into the future Migration Strategy 7. Save the software needed for access and retrieval: [This strategy is closely related to 3]. 8. Develop software emulators: An alternative to preserving software is the development of new programmes that can 'emulate’ (i.e. replicate) the functionality of obsolete software. If this strategy is used, it is critical to have access to documentation of the original software system that explains the precise software requirements needed to open and retrieve a document and these must be written in a software-independent form. • does not require access to the same hardware and/or software used originally for the initial application Disadvantages • the technical complexity of preserving software; most software is written to work only with specific hardware. As a result, saving software also implies saving the hardware needed to run it. • special programs have to be written to emulate the obsolete software • can be an expensive and complicated undertaking; bodies considering this approach will need access to highly competent software designers and programmers • not fully tested • copyright issues have not been resolved Managing electronic records_Policy Guidelines.doc First Edition Version 1.1 April 2003
50 ANNEXURE C: Schedule for electronic records systems other than the correspondence system A. General remarks 1. Electronic records are subject to the same requirements provided in the National Archives and Records Service of South Africa Act (Act No. 43 of 1996, as amended) that apply to other records. 2. Each system is evaluated on its own merits and archiving procedures are determined accordingly. 3. Ideally archival appraisal should take place during the design phase of electronic systems. Appropriate procedures for timely provision of archival copies can then be built into systems. Moreover archival involvement at an early stage can ensure that the contextual information required to give validity to the records is included, especially in correspondence systems (e.g. addressee, sender, reference number, subject, date, etc.) 4. As governmental bodies apply electronic systems differently, it is necessary to liaise with the National Archives and Records Service on the precise manner of scheduling. Schedules for appraisal purposes can then be compiled according to the needs of a particular body. 5. Preferably the information in each automated system should be described in comprehensive fashion. That is, the description should 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. 6. The schedule must be compiled in duplicate. 7. Where there is more than one electronic records system, a separate description must be prepared for each one. 8. Systems should be numbered consecutively. 9. The information required should be given in detail. Managing electronic records_Policy Guidelines.doc First Edition Version 1.1 April 2003
Page 1 and 2:
MANAGING ELECTRONIC RECORDS IN GOVE
Page 3 and 4: Content PREFACE ...................
Page 5: i PREFACE The increasing use of ele
Page 8 and 9: 3 The Public Finance Management Act
Page 10 and 11: 5 guidelines set out in this public
Page 12 and 13: 7 means that it takes up very littl
Page 14 and 15: 9 o identifying records that are du
Page 16 and 17: 11 requirements regarding the mediu
Page 18 and 19: 13 the AIIM International Standards
Page 20 and 21: 15 invalidates accounting entries.
Page 22 and 23: 17 While some of the records publis
Page 24 and 25: 19 The National Archives and Record
Page 26 and 27: 21 electronic document management,
Page 28 and 29: 23 necessary to avoid technological
Page 30 and 31: 25 • if and e-mail is received an
Page 32 and 33: 27 records to capture of their webs
Page 34 and 35: 29 only be necessary to provide an
Page 36 and 37: 31 bodies should ensure that, even
Page 38 and 39: 33 Managing electronic records_Poli
Page 40 and 41: 35 To ensure that records remain ac
Page 42 and 43: 37 Because users have high expectat
Page 44 and 45: 39 records. Archiving Electronic re
Page 46 and 47: 41 The electronic records managemen
Page 48 and 49: 43 duplicating documents that alrea
Page 51 and 52: 46 ANNEXURE B: Digital preservation
Page 53: 48 Migration Strategy 5. Store reco
Page 57 and 58: 52 the system. A transfer list in w
Page 59 and 60: 54 Supportive legal documents attac
Page 61 and 62: 56 ANNEXURE D: General disposal aut
Page 63 and 64: 58 Africa, EXCLUDING records contai
Page 65: 60 4.13 Security Backup Files Elect
Page 68 and 69: 63 (e) (f) (g) annotated drafts whe
Page 70 and 71: 65 - Information in a form intended
Page 72 and 73: 67 3. Deterioration of magnetic med
Page 74 and 75: 69 Floppy disks and diskettes shoul
Page 76 and 77: 71 signal which can be read using a
Page 78 and 79: 73 in optical disks. WORM and rewri
Page 80 and 81: 75 Insects and rodents once attract
Page 83 and 84: 78 ANNEXURE I: Glossary Act The Nat
Page 85 and 86: 80 Electronic records Any informati
Page 87 and 88: 82 microfilm or electronic media).
Page 89 and 90: 84 Transmission data Information in
Page 91 and 92: 86 ANNEXURE J: Bibliography Aeon Ar
Page 93 and 94: 88 Kronauer, C.: Special Report SAN
Page 95: 90 Vasudeva, A.: Special Report SAN
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