Backups serve a very important purpose: they provide protection against many forms of data loss by creating multiple, regular, distributed copies. While they ensure short-term integrity, they are not intended to store data over a long period of time. Rather, they are designed to restore a system to a fixed time and date, and are dependent on maintaining the infrastructure of the system they back up.
This guide provides a checklist against which an existing or new business system may be assessed to determine:
- whether the business the system supports is subject to any recordkeeping requirements
- how well the business system is currently functioning or will function as a recordkeeping system
- what action may be required to enable the business system to meet recordkeeping requirements.
Many NSW public offices have accumulated large amounts of data in legacy systems. The purpose of this guidance is to draw together advice and procedures to allow public offices to identify legacy systems, and identify and overcome the barriers to dealing with the data in those systems through migration and decommissioning as a routine component of its information management and technology program.
Migration is necessary because the many protocols and software components that enable records to be read and used are constantly evolving. Migration is, for the purposes of this guidance, any activity undertaken to move data from one system or platform to another. Migration may occur between major version upgrades of a system, or between applications on different platforms.
This guidance is intended to outline the important considerations when migrating records and information between systems, and to help records and information managers provide appropriate guidance on migration projects. The guidance outlines an important role for records and information managers in system migration projects.
An EDRMS is an electronic document and records management system. It is an automated software application designed to facilitate the creation, management, use, storage and disposal of a range of both physical and digital documents and records in an integrated way. An EDRMS may also automate business processes such as workflows and approvals and be integrated with other business systems.
This guidance contains a variety of advice about managing web records. It includes information about:
- determining what constitutes a web record
- creating and capturing web records
- maintaining web records.
Removable media is storage media which is designed to be removed from a computer. Removable media is low cost, portable and simple, allowing people to copy, store and carry large quantities of data easily between locations. Employees can share information easily and access it from a variety of locations, which can increase the organisation’s productivity. However there are a number of risks associated with the use of removable media.
Microsoft SharePoint 2010 is a software product with a range of uses, including website development, content management and collaboration. SharePoint is not a recordkeeping system. This guidance describes recordkeeping features and functionality that can be enabled or configured in SharePoint, and identifies where additional configuration and/or add-on software are needed to meet particular recordkeeping requirements.
Email messages sent and received in the course of official business are State records under the State Records Act 1998. This includes messages sent and received by Ministers in the course of their official duties. It also includes messages relating to any aspect of official (government) business coming from private email accounts.
Large amounts of corporate information and corporate risk are tied up in email systems. Email therefore needs special treatment by organisations and specific requirements and systems need to be in place to ensure that email can be managed.