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83 Regulations The National Archives and Records Service of South Africa Regulations, 2002, Regulation R158 published in the Government Gazette, No 24085 of 20 November 2002 Repository for electronic records A direct access device on which the electronic records and metadata are stored. Retention periods The length of time that records should be retained in offices before they are either transferred into archival custody or destroyed/deleted. As far as non-archival records are concerned the head of the office decides on the retention periods in accordance with the administrative use of the records and the legal obligations the records need to fulfil. In the case of archival records the National Archives of South Africa Act, 1996 determines that such records must normally be kept for twenty years after the end of the year in which they were created, before they are transferred into archival custody. In an electronic document management system, the length of time a record is kept online before it is moved to near-line or off-line storage. Storage area network A separate, dedicated, high performance, centrally managed, secure network, which moves data between servers and storage systems. Structure This relates to both the appearance and arrangement of the content (for example, the layout, fonts, page and paragraph breaks, tables, graphs, charts, etc.) and the relationship of the records to other related records in the system. This includes structural information about the application software used to create the record's content and information about the system (the platform, hardware, etc.) that manages the links between records. Terminated records Records which were created or received by a governmental body and which were managed by a records classification system no longer in use. Transitory records Transitory records are those records created by officials but not required by the governmental bodies for which they work to control, support or document the delivery of services, or to carry out operations, to make decisions, or to give account of the activities of government. Such records are needed by officials for only a limited time to facilitate the completion of routine actions or to prepare a subsequent record required by a governmental body for the above-mentioned reasons. Managing electronic records_Policy Guidelines.doc First Edition Version 1.1 April 2003
84 Transmission data Information in electronic mail systems regarding the date and time messages were sent or forwarded by the author. Unstructured system A system containing information not found in relational databases including images, electronic and paper-based documents, forms, CAD/engineering drawings, enterprise reports, and e-mail 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
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29 only be necessary to provide an
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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 and 84: 78 ANNEXURE I: Glossary Act The Nat
Page 85 and 86: 80 Electronic records Any informati
Page 87: 82 microfilm or electronic media).
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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