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55 Additional information on file 13/2/1/4. 13. Date prepared: 2002-11-14 Managing electronic records_Policy Guidelines.doc First Edition Version 1.1 April 2003
56 ANNEXURE D: General disposal authority number AE1 for the destruction of ephemeral electronic and related records of all governmental bodies 1. AUTHORITY This document grants authority to governmental bodies in terms of section 13(2)(a) of the National Archives and Records Service of South Africa Act (Act No. 43 of 1996, as amended) to erase or destroy ephemeral electronic and related records of all governmental bodies when no longer needed. 2. RETENTION PERIODS Each governmental body should determine appropriate retention periods for records that do not have enduring value in terms of disposal authorities issued by the National Archivist. In determining retention periods, the governmental body's own requirements for access to information for efficient functioning should be taken into account, as well as its obligations to the public for accountability, e.g. in terms of the Promotion of Access to Information Act, 2000. 3. INTRODUCTION: EPHEMERAL ELECTRONIC AND RELATED RECORDS Ephemeral electronic and related records are defined as those that are not regarded as having enduring value. Authority to dispose of electronic records is in most cases linked to the approval of classification systems and the issuing of disposal authority on the basis of such systems. In the electronic environment there is therefore a need for a sound records management system to be in place. This is in fact a requirement in terms of section 13(2) of the National Archives and Records Service of South Africa Act (No. 43 of 1996). Erasure or destruction in terms of disposal authorities issued by the National Archivist should take place in a controlled and systematic manner under central supervision within each governmental body. The following electronic and related records can be erased/destroyed: 4. DESCRIPTIONS 4.1 Word Processing Files Documents such as letters, messages, memoranda, reports, handbooks, directives, and manuals recorded on electronic media such as hard disks or diskettes:
Page 1 and 2:
MANAGING ELECTRONIC RECORDS IN GOVE
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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 and 54: 48 Migration Strategy 5. Store reco
Page 55 and 56: 50 ANNEXURE C: Schedule for electro
Page 57 and 58: 52 the system. A transfer list in w
Page 59: 54 Supportive legal documents attac
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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