mean you would not need to address disposal functionality whether access to the • within the system. information is likely to decline over time. Note: A yes response should be recorded for any systems that manage information identified as 'Retain as National Archives' You will need to complete (RNA) in an agency's approved record authority, and those Module 3: Export/import systems that manage records that do not yet have disposal and Module 4: Reporting. coverage. 1.6 Do or will you need to Document the details of You will need to complete Consider: keep the information or the information or data in Module 4: Reporting and minimum retention periods for the information or data in the data for longer than the system including: any other modules system the expected life of the identified earlier. the expected life of the system system? how long you expect the • likely costs for maintaining the system after its active system to be in use business use ends (for access purposes). . minimum retention You may be required to maintain a system even after you have periods for the information stopped actively using it so that you can continue to access in the system legacy information or data. whether the information • For example, for a system managing short-term records that or data are in regular use, you must keep for at least 2 years, you may choose to and maintain the system for 2 years after you stop using it so that whether access to the • the information can continue to be accessed until it can be information or data is destroyed. likely to decline over time. If you need to keep the records for longer than the time you You will need to complete expect to maintain the system, and you need to destroy records Module 3: Export/import within a specific timeframe, you will need to export the records and Module 4: Reporting to manage the destruction accountably. and any modules identified earlier. Note: A yes response should be recorded for any systems that manage information or data identified as 'Retain as National Archives' (RNA) in an agency's approved record authority, and systems that manage information or data that do not yet have disposal coverage.
mean you would not need to address disposal functionality within the system. Note: A yes response should be recorded for any systems that manage information identified as 'Retain as National Archives' (RNA) in an agency's approved record authority, and those systems that manage records that do not yet have disposal coverage. • whether access to the information is likely to decline over time. You will need to complete Module 3: Export/import and Module 4: Reporting. 1.6 Do or will you need to keep the information or data for longer than the expected life of the system? Consider: minimum retention periods for the information or data in the system the expected life of the system likely costs for maintaining the system after its active business use ends (for access purposes). You may be required to maintain a system even after you have stopped actively using it so that you can continue to access legacy information or data. For example, for a system managing short-term records that you must keep for at least 2 years, you may choose to maintain the system for 2 years after you stop using it so that the information can continue to be accessed until it can be destroyed. If you need to keep the records for longer than the time you expect to maintain the system, and you need to destroy records within a specific timeframe, you will need to export the records to manage the destruction accountably. Note: A yes response should be recorded for any systems that manage information or data identified as 'Retain as National Archives' (RNA) in an agency's approved record authority, and systems that manage information or data that do not yet have disposal coverage. Document the details of the information or data in the system including: • how long you expect the system to be in use . minimum retention periods for the information in the system • whether the information or data are in regular use, and • whether access to the information or data is likely to decline over time. You will need to complete Module 3: Export/import and Module 4: Reporting and any modules identified earlier. You will need to complete Module 4: Reporting and any other modules identified earlier.
Business-system-assessment-framework_tcm16-102191.docx