Exposure draft - Standard on Digital Recordkeeping Exposure draft - General Retention and Disposal Authority for Source Records that have been Migrated Records Managers Forum July 2008

Exposure draft - Standard on Digital Recordkeeping establishes minimum requirements for digital recordkeeping in the New South Wales public sector to enable NSW public offices to implement digital recordkeeping systems can be used in system design / redesign applies to either dedicated records systems or business systems that need to keep records compliance will enable the creation of authentic digital records to support online business and organisational accountability

Draft requirements Recordkeeping systems: –Define digital records –Capture routinely into digital recordkeeping system –Essential system functionalities Recordkeeping metadata –Point of capture metadata –Process metadata –Persistence of metadata Recordkeeping metadata management –Disposal of metadata –Metadata mapping

Draft compliance timetable phased compliance from 30 June 2009 deal with defining digital records for high risk business processes first full compliance by 30 June 2012 you will be advised in advance of any compliance monitoring activities

Supporting guidance Appendix A of the standard contains links to explanatory information and guidance from State Records and other sources to help you to implement digital recordkeeping systems Appendix B of the standard contains sample metadata mappings for an EDRMS and a business system

Exposure draft - General Retention and Disposal Authority for Source Records that have been Migrated Covers the disposal of the source records in migrations which may be: –from one organisational business system to another –from one organisation to another –from one organisation to State Records –dedicated records / information asset management systems, other systems –metadata and digital records –metadata only

Conditions for the destruction of source records 1.The migration is planned, documented and managed 2.Pre and post migration testing proves that authentic, complete, accessible and useable records can and have been migrated 3.Source records are kept for a period of no less than six months following their successful migration. 4.For migrations within the public office, the target recordkeeping system meets the requirements of the State Records Standard on Digital Recordkeeping and preserves the records as the official records of organisational business

Conditions for the destruction of source records (cont’d) 5.For migrations to State Records, the migrations meet the conditions outlined in State Records’ transfer requirements 6.The disposal of source records is appropriately documented

Supporting guidance Updated guidelines on keeping digital records due for issue August / September Guidelines to include detailed guidance on migration of records including a checklist

Submissions Drafts are available from: Submissions on either the draft Standard or the draft GRDA can be made by , post or fax Deadline for submissions is 21 July 2008