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Disposal of original paper records after digitisation
Disposal of original paper records checklist
- Are the records covered by a current retention and disposal authority?
- Do any of the exclusions in the General retention and disposal authority: original or source records that have been copied (GA45) apply to the records planned for digitisation?
- Can all of the conditions in GA45 be met? That is:
- Can copies be made that are authentic, complete and accessible? Can the digitisation processes, quality assurance processes and recordkeeping system ensure this? Can the technical specifications and metadata requirements chosen ensure this?
- Can copies be kept for the authorised retention period? Can our storage system support their retention for as long as required?
- Are originals kept for quality control purposes for an appropriate length of time after copying?
- Are there procedures in place to identify original paper records that are required as State archives or to be retained in-agency and how these should be managed according to the GA45?
- Has the organisation determined, documented and communicated to staff a standard period of time to retain the original paper records (which are authorised for destruction) for quality control purposes?
- Are destruction practices for original paper records and digital images secure, authorised and in line with best practice?
- Are disposal practices for original paper records adequately documented for accountability purposes?
- Are records disposal practices regularly monitored and reviewed?