The National Archives and Records Service of South Africa Act, 1996 (Act No. 43 of 1996 as amended), defines a public record as a record created or received by a governmental body in pursuance of its activities. In other words public records are those records created or received in the course of official business by governmental bodies at national, provincial and local levels.

Records generated electronically and stored by means of computer technology. It includes digitised records as well as digitally born records

Applications for disposal authorities should be submitted to the National Archivist in paper-based format or in electronic format. The preferred file formats for electronic applications are MS-Word or MS-Excel. When a body submits applications for disposal authority in paper-based format, two copies of the file plan/list/schedule should always accompany the letter of application.

The following different applications must be submitted:

I Current records
a) Correspondence systems
Submit the approved file plan together with a formal letter requesting a disposal authority. The disposal authority issued will be applicable to the paper-based system as well as the electronic system. All revisions and additions to the file plan should also be submitted to the National Archives and Records Service to issue disposal authority for them.

b) Records other than correspondence systems
Submit the schedule of records other than correspondence systems together with a letter applying for disposal authority. The four parts of the schedule can be submitted separately if they are compiled sequentially.

II Terminated records
a) Correspondence files
Submit a list drawn up according to the example in Annexure 13 of the Records Management Policy Manual together with a letter applying for disposal authority. The disposal authority issued will be applicable to the records on the list only.

b) Records other than correspondence files
i) Paper-based records
Submit a list drawn up according to the example in Annexure 14 of the Records Management Policy Manual together with a letter applying for disposal authority. The disposal authority issued will be applicable to the records on the list only.

ii) Electronic records systems
Submit a copy of the inventory/catalogue of systems together with a letter applying for disposal authority. The National Archives and Records Service will identify those systems that should be described according to the example contained in Annexure 9 of the Records Management Policy Manual and will request the body to submit the necessary descriptions to enable the conditions for the management of each system to be determined.

iii) Microfilm records
Submit the description(s) of the microfilm project(s) (See Annexure 11 of the Records Management Policy Manual) together with a letter requesting disposal authority. The disposal authority issued will contain the conditions applicable to each application.

iv) Audio-visual records
Submit a letter requesting a disposal authority. The letter should contain a broad description of the relevant records. Should additional information be required the National Film, Video and Sound Archives in conjunction with the Records Management Division will contact the body with guidelines regarding the precise manner of scheduling.

The disposal of records is either done by destroying records that were identified as being non-archival in nature, or by transferring archival records into archival custody.

Records allocated with file reference numbers according to the provisions in a file plan or records allocated with item numbers according to the provisions in a schedule for records other than correspondence systems.