managing electronic records in governmental bodies - National ...

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59 4.8 Master files relating to administrative functions except where an administrative function is a line function of the body concerned 4.8.1 Master files that replace, in whole or in part, administrative records scheduled for destruction in a disposal authority approved by the National Archives and Records Service of South Africa. 4.8.2 Master files that duplicate, in whole or in part, administrative records scheduled for destruction in a disposal authority approved by the National Archives and Records Service of South Africa. 4.9 Data Files consisting of summarized information Records that contain summarized or aggregated information created by combining data elements or individual observations from a single master file or data base that may be destroyed in terms of a disposal authority issued by the National Archives and Records Service of South Africa, EXCLUDING data files that are created as disclosure-free files to allow public access to the data; and those created from a master file or data base that is unscheduled, that was scheduled as permanent but no longer exists, or can no longer be accessed. The latter data files may not be destroyed before securing the National Archives and Records Service of South Africa’s approval. 4.10 Records consisting of extracted information Electronic files consisting solely of records extracted from a single master file or data base that is disposable in terms of a disposal authority issued by the National Archives and Records Service of South Africa, EXCLUDING extracts that are: produced as disclosure-free files to allow public access to the data; or produced from a master file or data base that is unscheduled, or that was scheduled as permanent but no longer exists, or can no longer be accessed; or produced by an extraction process which changes the informational content of the source master file or data base. The latter files may not be destroyed before securing the National Archives and Records Service of South Africa’s approval. 4.11 Print Files Electronic files extracted from master files or databases without changing them and used solely to produce hard-copy publications and/or printouts of tabulations, ledgers, registers, and reports. 4.12 Technical Reformat Files Electronic files consisting of data copied from master files or data bases for the specific purpose of information interchange and written with varying technical specifications, EXCLUDING files created for transfer to the National Archives and Records Service of South Africa.
60 4.13 Security Backup Files Electronic files consisting of data identical in physical format to master files or databases and retained in case the master files or databases are damaged or inadvertently erased. 4.13.1 Files identical to records scheduled for transfer to the National Archives and Records Service of South Africa. 4.13.2 Files identical to records authorized for destruction in a disposal authority approved by the National Archives and Records Service of South Africa. 4.14 Special Purpose Programmes Application software necessary solely to use or maintain a master file or data base authorized for destruction in a disposal authority issued by the National Archives and Records Service of South Africa, EXCLUDING special purpose software necessary to use or maintain any master files or data bases for which disposal authority has not yet been obtained from the National Archives and Records Service of South Africa or are scheduled for transfer to the National Archives and Records Service of South Africa in terms of a disposal authority. 4.15 Documentation regarding electronic systems Data systems specifications, file specifications, code-books, record layouts, user guides, output specifications, and final reports (regardless of medium) relating to a master file or data base that has been authorized for destruction in a disposal authority issued by the National Archives and Records Service of South Africa, EXCLUDING documentation relating to any master file or data base for which disposal authority has not yet been obtained from the National Archives and Records Service of South Africa or are scheduled for transfer to the National Archives and Records Service of South Africa in terms of a disposal authority.
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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
Page 8 and 9:
3 The Public Finance Management Act
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5 guidelines set out in this public
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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 and 62: 56 ANNEXURE D: General disposal aut
Page 63: 58 Africa, EXCLUDING records contai
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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