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Digitisation Disposal Policy and Guideline

As more public authorities move to electronic service delivery and implement electronic document and records management systems (eDRMS), the early disposal of paper-based records has become a broader whole-of-Government issue. Queensland State Archives provides a means for the early disposal of certain original paper records after digitisation through its Digitisation Disposal Policy, released in April 2006.

The current Digitisation Disposal Policy provides for the disposal of original paper records after digitisation provided that:

• The public authority must apply to the State Archivist for approval
• The records must have a total retention period of 10 years or less, and
• The public authority must comply with all recordkeeping requirements outlined in the policy relating to the management of the digitised image as a complete and accurate record.

Following preliminary consultation with public authorities and the legal and justice sector, Queensland State Archives has developed a Discussion Paper which proposes important changes to the Policy, including the criteria for eligibility and the process for obtaining disposal authorisation.

Consultation on this Discussion Paper closed on Friday 25 September 2009.

Queensland State Archives is expecting to release a revised Policy and Guideline in early 2010.

To download the current policy click on the following links:

• Digitisation Disposal Policy
• Form 1: Declaration of Compliance - Digitisation Disposal Policy Certification
• Form 2: Record Classes for Disposal Authorisation

The policy should be read in conjunction with the Guideline on the Digitisation of Paper Records. It provides further information on the authorisation process in accordance with this policy, as well as advice on the technical and management issues involved in establishing a digitisation project.

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