Digitisation changes the form of a record by converting non-electronic information to an electronic form.
Under the Electronic Transactions Act 2002Electronic Transactions Act 2002 , a legal requirement to retain information that is in paper or other non-electronic form can be met by retaining the information in electronic form only, with some exceptions.
This means that the digitised (electronic) form may be retained in place of the original source form of the record, providing that the electronic form meets the requirements outlined in s25(1) of the Electronic Transactions Act 2002.s25(1) of the Electronic Transactions Act 2002.
However, if the information is a public record, the Chief Archivist must also approve retention in electronic form only for a public office to meet the legal requirement to retain the record under the Public Records Act 2005Public Records Act 2005 .
This Authorityauthority to retain digitised public records in electronic form only is the approval from the Chief Archivist for public offices to retain records in electronic form only. This is an ongoing and general approval and there is no requirementrequirment for public offices to make applications to the Chief Archivist in order to retain records in electronic form only.
A set of explanatory noteshasgas been produced toproduced a assist records staff to interpretto interpret and implement the Authority. A second set of explanatory notes has been produced for the use of local authorities.
In summary, providing that the Chief Archivist has approved retention in electronic form only, and the electronic form meets the digitisation requirements, Public Offices may destroy the original source form of the public record.
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A Microsoft Word version of this authority can be downloaded here:
Authority to retain digitised public records in electronic form only
A PDF version of this authority can be downloaded here:
Authority to retain digitised public records in electronic form only
For further information please email us at rkadvice@dia.govt.nz