managing electronic records in governmental bodies - National ...

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57 4.1.1 When used to produce hard copy that is maintained in files of a classification system. 4.1.2 When maintained only in electronic form, and duplicate the information in and take the place of records that would otherwise be maintained in hard copy providing that the hard copy has been authorized for destruction in terms of this disposal authority or another disposal authority issued by the National Archives and Records Service of South Africa. 4.2 Administrative Data Bases Data bases that support administrative functions such as financing, provisioning of supplies and services, and staff (EXCEPT where these are the line functions of the body), and which contain information derived from hard copy records authorized for destruction by this disposal authority or another disposal authority issued by the National Archives and Records Service of South Africa, if the hard copy records are maintained in a classification system. The National Archives and Records Service approves classification systems for use by governmental bodies. Hard copy printouts from these databases that are made for short-term administrative purposes. 4.3 Schedules of Daily Activities Calendars, appointment books, schedules, logs, diaries, and other records documenting meetings, appointments, telephone calls, trips, visits, and other activities by public servants while serving in an official capacity, created and maintained in hard copy or electronic form, EXCLUDING: 4.3.1 Records determined to be personal. 4.3.2 Records containing substantive information relating to official activities, the substance of which has not been incorporated into official files. 4.3.3 All records kept at ministerial level. 4.4 Tracking and control records Logs, registers, and other records in hard copy or electronic form used to control or document the status of correspondence, reports, or other records that are authorized for destruction by this disposal authority or another disposal authority issued by the National Archives and Records Service of South Africa. 4.5 Finding Aids (or indexes) Indexes, lists, registers, and other finding aids in hard copy or electronic form used only to provide access to records authorized for destruction in a disposal authority issued by the National Archives and Records Service of South
58 Africa, EXCLUDING records containing abstracts or other information that can be used as an information source apart from the related records. 4.6 Files/Records created in central data processing facilities to create, use, and maintain master files 4.6.1 Electronic files or records created solely to test system performance, as well as hardcopy printouts and related documentation for the electronic files/records. 4.6.2 Electronic files or records used to create or update a master file, including, but not limited to, work files and intermediate input/output records. 4.6.3 Electronic files and hard-copy printouts created to monitor system usage, including, but not limited to, log-in files, password files, audit trail files [EXCLUDING audit trail files that are necessary to demonstrate who created the record, when it was created, that it has not been altered since creation, and audit trail files that capture information regarding the identity of users who authorized transfer or destruction, the date a record was destroyed/transferred, and the authority in terms of which the record was destroyed/transferred], system usage files, and cost-back files used to access charges for system use. 4.7 Input/Source Records 4.7.1 Non-electronic documents or forms designed solely to create, update, or modify the records in an electronic medium and not required for audit or legal purposes (such as need for signatures) and not previously scheduled for permanent retention in a disposal authority issued by the National Archives and Records Service of South Africa. 4.7.2 Electronic records, except as indicated in 4.7.3 below, entered into the system during an update process and not required for audit or legal purposes. 4.7.3 Electronic records received from another department and used as input/source records by the receiving department, EXCLUDING records produced by another department under terms of an interdepartmental agreement, or records created by another department in response to the specific information needs of the receiving department. 4.7.4 Computer files or records containing uncalibrated and unvalidated digital or analogue data collected during observation or measurement activities or research and development programmes and used as input for a digital master file or data base once it has been calibrated and validated.
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MANAGING ELECTRONIC RECORDS IN GOVE
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Content PREFACE ...................
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i PREFACE The increasing use of ele
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3 The Public Finance Management Act
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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 and 60: 54 Supportive legal documents attac
Page 61: 56 ANNEXURE D: General disposal aut
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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