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65 - Information in a form intended only for non-official communication, e.g. non-official e-mail messages. - Copies of electronic documents, kept only for reference purposes or convenience, where the documents are retained elsewhere for functional purposes. 4.3 Photographic records Photographic records that are transitory may include: - process photography, containing negatives created solely as an intermediate stage in printing operations, and where such negatives are used to create lithographic or photo off-set plates; and - outs, containing photographs which do not become part of a collection, and are discarded immediately after creation because of poor quality duplication or repetitiveness. "Outs" do not include photographic records which are included with a group of records or other photographs for even a short period of time which are then believed to have lost their usefulness and are identified for "weeding" from the group. 4.4 Moving image records Moving image records that are transitory may include: Video recording material generated to prepare a video presentation or production that is not required to reconstitute the completed production, and which is not defined as original footage or printing elements for final production.
66 ANNEXURE F: Handling magnetic media 1. Types of magnetic media The term ‘magnetic media’ is used to describe any record format where information is recorded and retrieved in the form of a magnetic signal. The common types of magnetic media are: • magnetic tape, including audio cassettes and reel-to-reel tapes, videotapes, computer tapes both on open reels and in cassettes, and tapes used in digital recording processes such as DAT • magnetic hard disks • RAID's (i.e Redundant arrays of independent hard disks) • magnetic floppy disks or diskettes. 2. Composition of magnetic media A magnetic tape consists of a carrier of plastic film coated with a matrix containing magnetisable particles. By weight, the matrix contains about 70-80% magnetic particles, with the rest of the layer consisting of a plastic or resin binder, and other ingredients such as lubricants and fungicides. Sometimes the tape is coated on the reverse side with an anti-static material to reduce the build-up of static charges and to improve the winding capability of the tape. Magnetic hard disks have a metallic base, usually aluminium. The base is coated on both sides with a matrix similar to that on magnetic tape. Disk packs, which have a wide application in computing, consist of a number of hard disks stacked together around a central spindle. They require a special recording and playback system with many pairs of read/write heads. RAID's are a group of loosely assembled hard disks. They are connected to one controller board, which controls them as if they were a set of platters from one disk. To improve data reliability, the same data exist in more than one place on the disk. If one of the disks goes down, it will thus be possible to retrieve the data from another disk in the RAID. Floppy disks and diskettes consist of a plastic base, with a magnetic matrix, on one or both sides. They are enclosed in a rigid, plastic protective jacket that does not easily flex or bend. There is a slot in the jacket through which the read and write head has contact with the disk.
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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
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7 means that it takes up very littl
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9 o identifying records that are du
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11 requirements regarding the mediu
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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 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 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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