Records Management
How long should records, identified by the National Archivist as non-archival records, be kept by a governmental body before destruction?
According to the National Archives and Records Service of SA Act (Act No 43 of 1996) Section 13(a) “no public record under the control of a governmental body shall be transferred to an archives repository, destroyed, erased or otherwise disposed of without the written authorization of the National Archivist”. Once disposal authorities have been issued by the National Archivist, governmental bodies can decide on how long the non-archival records should be retained for their administrative value before they are disposed of. Governmental bodies need to consider the functional needs, financial accountability and other statutory requirements (e.g. the Promotion of Access to Information Act, 2000 and the Promotion of Administrative Justice Act, 2000, etc.) of the records when determining the retention periods.
What is the procedure to obtain disposal authority for 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. 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.
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.
What is the procedure to obtain approval of a records classification system?
Applications for the evaluation and approval of a records classification system should be submitted to the National Archivist in electronic format (MS-Word).
What Enterprise Content Management systems are approved by the National Archives?
The National Archives and Records Service endorses a number of South African National Standards as the required benchmarking tool for records management and, in terms of its statutory mandate, requires governmental bodies to put the necessary infrastructure, policies, strategies, procedures and systems in place to ensure that records in all formats are managed in an integrated manner. More detail on this is contained in Advisory Pamphlet No.2.
What records management training is available for records managers of governmental bodies?
The National Archives offers a 4-day training in Records Management, however, this training is not accredited. For more information you can contact the records management division.
Does National Archives have a list of approved off-site storage facilities?
The National Archives do not have a list of preferred or recommended facilities, nor does it promote the services of any particular company to governmental bodies.