(consignment)? policy. Are the source records listed at item-level on the Archives’ finding aid? No If no, seek approval from Project Sponsor to commit resources to listing them at item-level either in house or as part of outsourced project. Yes Do legal requirements, relevant legislation or applicable records authorities (including disposal freezes) require the records to be retained in their original or a specific format? Yes If so, these records are not authorised for disposal. No Is there a government policy or directive requiring retention of the records? Yes If so, these records are not authorised for disposal. No Do the records relate to a current or future judicial proceeding or are they subject to a current application for access under FOI, Archives or other legislation and are they reasonably likely to be required as evidence? Yes If so, records are not authorised for disposal. No Has a risk assessment been undertaken of the impact of disposal of the source records? No If no, this should be undertaken prior to commencing. Yes Has the suitability of the physical condition of the records for digitisation been assessed? No If no, this should be undertaken or planned for. Yes Have you consulted with Access Examination to determine if there are any potential sensitivities or access conditions associated with these records, and received in-principle agreement that they can be opened once they reach the open period? No If no, consult with Access Examination prior to proceeding. Yes Has consultation been undertaken with all relevant areas of the Archives, (including Reference Services, Public Programs, Business Systems and Online Services, Preservation & Digitisation and the Digital Archives) and all concerns addressed? No If no, liaise with all relevant areas prior to proceeding. Yes Has consultation been undertaken with the controlling agency to ensure they are of this project? No If no, this should be undertaken prior to commencing. Yes Has a Quality Assurance Plan been developed? See also checklist number 30. No If no, this should be undertaken or planned for. Yes
Digitisation Were digitisation systems and processes verified to commencing the project to ensure the required outcomes would be met? No If no, this should be undertaken or planned for. Yes Have both Digital Record and access copies been created, or provision made for access copies to be created in future? No If no, these records are not authorised for disposal. Yes Have the source records been digitised to the Archives’ agreed standard for records which will be disposed of after digitisation? (See ) No If no, these records are not authorised for disposal. Yes Do the digital reproductions have the required functional equivalence necessary to substitute for the source records for business, legal and archival purposes? No If no, records are not authorised for disposal. Yes Are the digital reproductions: Complete Accessible Useable No If no to any of these criteria, these records are not authorised for disposal. Yes Are controls in place to maintain the integrity and authenticity of the digital reproductions as archival resources of the Commonwealth (ie RNA)? No If no, this must be implemented to proceeding. Yes Are appropriate procedures and strategies in place to ensure that the digital reproductions remain accessible in perpetuity? No If no, must be implemented prior to proceeding. Yes Has appropriate metadata for each digital reproduction been captured? (See ) No If no, this must be captured. Yes Has the start date of the copy of the digital reproduction been recorded as the same as the date the original record came into existence? No If no, this should be undertaken or planned for. Yes Have details of the source records been retained on the Archives’ finding aid, and updated to indicate replacement of the source records by a digital reproduction? No If no, this should be undertaken or planned for. Yes Can access be provided to the digital reproduction? No If no, this must be implemented prior to proceeding. Yes
Has an approved provider been contracted to provide the disposal services? No If no, this should be undertaken or planned for. Yes Have steps been taken to document the disposal of source records? No If no, this should be undertaken or planned for. Yes Has the Advisory Council been advised of the planned disposal under s.25 of the Act? No If no, this should be undertaken or planned for. Yes