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Terminology Description
Schedule for records other than correspondence systems:

A control mechanism for records other than correspondence files (other records), which contains a description and the disposal instructions and retention periods of all other records. The is to be used for the management of all records other than correspondence systems. Records other than correspondence systems include archival material such as registers, index cards, photographs, computer printouts, minutes of the council, etc., which for practical considerations are not filed on the correspondence files of the filing system. It consists of the following parts: 


  • Schedule for paper-based records other than correspondence files. The National Archives and Records Service has compiled prototypes of the schedule for paper-based records other than correspondence systems, which can be used as the framework for compiling schedules. The prototypes are D2 Schedule for paper-based records other than correspondence systems: All governmental bodies except local authorities and part 2 of D8 Prototype schedule for records other than correspondence files for local authorities; 
  • Schedule for electronic records systems other than the electronic correspondence system. See Directive D7; 
  • Schedule for microfilm records. An example is contained in Annexure 11 of the Records Management Policy Manual; 
  • Schedule for audio-visual records. Even though films, videos, sound recordings and related records are subject to legal deposit in terms of the Legal Deposit Act, 1997, they are still subject to the same requirements regarding their sound management as all the other groups of records. Audio-visual records should be described in a schedule for audio-visual records. This should be done so as to ensure that they are properly administered and retention periods are timeously determined. The precise manner of scheduling should be negotiated with the National Film, Video and Sound Archives (NFVSA). Preferably the schedule should contain a description of the records categories, a broad description of the content of the records, as well as the storage location of each category. In some cases it might also be necessary to provide detailed contextual information as well as a list of each individual item, depending what the NFVSA's preference is. 



Records that have been issued with a written disposal authority and are due for disposal on a specific date. 

System technical manual:

A manual containing information regarding the hardware, software and network elements that comprise the system and how they interact. Details of all changes to a system should also be documented as well as details of new releases that were implemented.


System procedures manual:

A manual containing all procedures relating to the operation and use of the electronic system, including input to, operation of and output from the system. A system procedures manual would contain detailed procedures regarding:


  • Document capture;
  • Document scanning;
  • Data capture;
  • Indexing;
  • Authenticated output procedures;
  • File transmission;
  • Information retention;
  • Information destruction;
  • Backup and system recovery; 
  • System maintenance;
  • Security and protection;
  • Use of contracted services;
  • Workflow;
  • Date and time stamps;
  • Version control; and
  • Maintenance of documentation.


A systems procedures manual should be updated when new releases force new procedures.