managing electronic records in governmental bodies - National ...

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75 Insects and rodents once attracted to a records storage area may start eating the records, so: • do not eat in storage areas • keep surfaces (floors, tops of shelves) clean • bait regularly for rodents and fumigate annually for insects. Insect pest strips can be used as localized insect deterrents. However, the strips should not come into direct contact with individual items. 7. Maintenance of equipment The information held on optical disks can only be processed or read by mechanical means, therefore it is essential that equipment is maintained in good condition – poorly maintained equipment may actually cause damage as it processes. To ensure maximum equipment life and to minimize playback problems, optical disk equipment should only be operated in a low-dust environment. Equipment should also be regularly wiped over with a slightly damp cloth to avoid dust build-up. Other maintenance instructions provided by equipment manufacturers should be followed. 8. Reformatting and migration Long-term preservation of optical disk media is always affected by two major factors: the instability of the media, and the likelihood of technological obsolescence. Even if optical disk made today are in excellent conditions in 30 years time, the machines required to play them may have been superseded. Predictions made about the life expectancy of optical disk media become irrelevant if equipment and software is not available to ensure that information is accessible. The main prospect for long-term retention of information on optical disks seems to be in regular copying or data migration. This entails copying the information on the disk to a fresh WORM or rewritable disk or to another format such as digital tape (or other new technology formats that may be developed). If this is done regularly then the information should survive indefinitely.
76 ANNEXURE H: Example of an inventory/catalogue for electronic records systems NAME OF SYSTEM PURPOSE OF SYSTEM FUNCTIONS LOGISTICS Contact person: Sipho Mokoena Control and monitor the issuing of consumable state property. • Monitor consumption figures per accounting officer • Calculate stock on hand • Etc. PERSAL Contact person: Seipati Ncgobo To keep a record of the personal information of all personnel employed by the department and to administer all expenses i.r.o. salaries. All state departments use the system. Maintenance, reports and enquiries i.r.o the following: ID number; Surname; Initials First Names; Date of Birth; Race; Gender; Disability; Citizenship; Date of Citizenship; Nationality; Residential Address; Etc. PERMIT APPLICATIONS REGISTRATION SYSTEM Contact person: Tumi Mokaba To keep a register and track of all applications for permits • Allocates application numbers • Issue acknowledgement of receipt • Track status of application • Issue permits • Gather management statistics • Etc.
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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
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15 invalidates accounting entries.
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17 While some of the records publis
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19 The National Archives and Record
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21 electronic document management,
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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 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 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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