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Copying includes digitisation, scanning, microfilming, reproduction of photographs and audio-visual material from negatives and photocopying.
See section 2.4 of the authority for more detail regarding the copying processes to which the general authority applies.
You cannot destroy:
‘Retain in agency’ is a term used in disposal authorities where no minimum retention period has been set, therefore there is no approval to destroy the records or to transfer them to Museums of History NSW.
They are listed as ‘Required as State archives’ in functional or general retention and disposal authorities issued by State Records NSW.
The 1980 cut off date only relates to records that are required as State archives or ‘retain in agency’ in a retention and disposal authority issued by State Records NSW. The originals or source records of any records that are required as State archives or to be retained in agency predating 1980 cannot be destroyed after copying. The pre 1980 cut off date does not apply to those records where destruction is permitted under a retention and disposal authority issued by State Records NSW.
These can be transferred as State archives to Museums of History NSW after the completion of the copying and associated quality control processes if they are no longer required for ongoing business use or reference. There are no charges for the storage of State archives but there may be resource costs involved in preparing records for transfer and an access direction will be required.
Contact State Records NSW for advice before undertaking back-capture copying projects that involve records that are required as State archives. There are a range of issues surrounding the management and handling of the originals in back-capture projects that should be considered at the planning stage of the project.
If you are not sure about the quality, then you should retain the original records until:
No. State Records NSW does not compel destruction.
If you have concerns regarding the copying or quality assurance processes then you should not destroy the originals until these issues have been resolved. If records are required as State archives and you think they may have intrinsic value in original format contact Agency Services to discuss potential transfer of the originals as State archives.
Yes. State Records NSW will consider requests to destroy records that fall outside the scope of this authority on a case-by-case basis.
You need to contact State Records NSW at govrec@staterecords.nsw.gov.au
Contact State Records NSW. Normally we will require that the material is digitised and then the digital copy and the original material can be transferred as State archives.
No. This would constitute a breach of the State Records Act.
How long do I have to retain the original after copying for quality assurance?
We recommend you complete a risk assessment that takes into account the business conducted by your organisation. You should not destroy originals after copying if they are not:
If the record is a State archive created before 1980 or meets other criteria in GA45 then it cannot be destroyed once copied.
You can use section 2.1.4 and Risks of digitisation as a starting point for your risk assessment.
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