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79 Context The background information that helps to explain the meaning of the document. This includes information that identifies the particular document, such as the title, author and date of creation and information about the creator and the purpose of creation, for instance, the nature of the function, the creating body and the unit concerned. Current records Records that form part of a records classification system still in use. Custody The control of records based upon their physical possession. Digital preservation The process and activities which stabilize and protect reformatted and digital authentic electronic records in forms which are retrievable, readable, and usable over time. Disposal This is the action taken when a body transfers archival records to an archives repository or records centre and destroys/deletes non-archival records. Disposal authority A written authorization specifying records to be transferred into the custody of the National Archives and Records Service or specifying records to be otherwise disposed of. Disposal symbols/instructions Also known as disposal instructions. Symbols indicating the type of action that should be taken with records. Two symbols (with certain variations thereof) can be found, namely A and D. A refers to the transfer of archival records to an appropriate archives repository for permanent preservation, usually twenty years after creation, or at such time as specified by the National Archivist. D refers to records with no archival value that need not be transferred to the National Archives and Records Service. Electronic document management system: A computerised environment which enables the creation, capture, organisation, storage, retrieval, manipulation and controlled circulation of documents regardless of specific format. Electronic mail A general term covering the electronic transmission, or distribution, of messages. Also called e-mail. Managing electronic records_Policy Guidelines.doc First Edition Version 1.1 April 2003
80 Electronic records Any information generated electronically and stored by means of computer technology. Electronic records system Any records system in which information is generated electronically and stored by means of computer technology. Electronic records management system: See Records Management Applications Ephemeral Records with no archival value, which may be deleted after disposal authority has been obtained from the National Archivist. Executable CD-WORM Executable CD-WORM disks are disks in which the programme needed to access the content of the disk is recorded on the disk itself. File plan: A pre-determined logical and systematic structure into which records are arranged and intellectually stored according to subjects and subject groups to facilitate efficient retrieval and disposal of records. The filing plan is used for both current paper-based and current electronic correspondence systems. It usually contains the reference number, title, description and disposal authority of files held in an office. Filing system: The collective noun for a storage system (like files, boxes, shelves or electronic applications and storage systems) in which records are stored in a systematic manner according to a file plan. Format The shape, size, style and general makeup of a particular record. Governmental body Any legislative, executive, judicial or administrative organ of state (including a statutory body) at the national level of government and, until provincial archival legislation takes effect, also all provincial administrations and authorities. Head of a governmental body The chief executive officer of a governmental body or the person who is acting as such. Input Data to be entered into a computer for processing. Managing electronic records_Policy Guidelines.doc First Edition Version 1.1 April 2003
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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
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25 • if and e-mail is received an
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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 80 and 81: 75 Insects and rodents once attract
Page 83: 78 ANNEXURE I: Glossary Act The Nat
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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