Diccionarios bilingües de medicina en China

1. This procedure applies to files in a terminated filing system that is no longer used for correspondence. It should not be confused with closed volumes of files in a current system.

2. An application for disposal authority should be submitted to the National Archivist, accompanied by a list in which the particulars of the files are outlined as indicated in Appendix A. If available a copy of the file plan is sufficient.

3. Applications for disposal authority can be submitted in paper-based format or in electronic format. The preferred electronic format is MS Word or MS Excel. For the completion of this list, the following requirements apply:

(a) The files should appear in alphabetical or numerical sequence and each volume should be listed individually.

(b) Case files should not be listed individually. The number of files should be indicated as well as the subject under which the case files were opened. The basis of opening e.g. persons, places, etc. should also be stated. The periods that the series covers should also be indicated. (Refer to Appendix A).

(c) All files belonging to the filing system should be listed, including those that are still being referred to.

(e) The list must not be compiled from index cards or any other finding aids for the files. It must be compiled from the files themselves so as to ensure an accurate reflection of the files in question.

4. It is the function of the National Archivist to decide whether an item has archival value or not. Once a disposal authority has been issued for the terminated correspondence files the office will be informed thereof.

Once disposal authority has been issued for the terminated records the office will be informed and arrangements will be made for the transfer of A20 records to the appropriate archives repository/records centre.

The rest of the items may be disposed of when the retention periods have lapsed.

When determining the retention periods, the office's financial accountability and functional needs, as well as any legislative requirements which these records must satisfy, must be take into account.

Records Management Policy Manual

List of terminated correspondence files

1. Body in which the system/files were used: ...

2. Period covered by the system/files: ... (year) to (year) ...

3. Total linear meters shelving space occupied by the files: ...

4. Official to be contacted in connection with proposed disposal instructions:

Name: ...…..

Tel: ...…………

Cell: ………

Fax No.: ...…..

E-mail: ………

FILE NUMBER DESCRIPTION PERIOD DISPOSAL

A1/1 Vol. 1 Staff: establish- ment

1950-1961 A1/1 Vol. 2 Staff: establish-

ment

1961-1973

A1/2 Staff: transfer 1949-1952

A1/2/1 to

ANNEXURE 14: APPLICATION FOR DISPOSAL AUTHORITY FOR TERMINATED RECORDS OTHER THAN CORRESPONDENCE FILES

1. Records other than correspondence files are records which for practical considerations are not filed on the correspondence files of the filing system, in other words records such as registers, index cards, minutes, photographs, plans, etc.

2. A clear distinction should be drawn between terminated records other than correspondence files and current records other than correspondence files.

Terminated records other than correspondence files are the documentary residue of:

(a) activities once performed but now discontinued; or

(b) a previous system of other records that has been superseded; or

(c) Other records that were taken over from another body and discontinued; or (d) documents which were created for a specific temporary purpose but which

are currently no longer in use.

Paragraph (a) may be illustrated by the case of a body executing the activity of fuel rationing for the period 1940 to 1947. Various registers, etc. were created during that 7-year period but were terminated once the activity was discontinued. In the case of (b) for instance, an accounting system may have been in use for the period between 1950 and 1964 but was superseded in 1965 by a totally new system comprising different types of registers, journals, etc.

3. Applications for disposal authority can be submitted in paper-based format or in electronic format. The preferred electronic format is MS Word or MS Excel.

4. The following requirements apply for the completion of this schedule:

(a) A schedule in duplicate should be submitted when applying for disposal authority.

(b) Items should be categorised (where possible) and listed in columns.

(c) The arrangement and items set out in Appendix A serve only as a guide to bodies in the compilation of the schedule.

5. It is the function of the National Archivist to decide whether an item has archival value and should be classified archival or not.

Once disposal authority has been issued for the terminated records other than correspondence files the office will be informed and arrangements will be made for the transfer of A20 items to the appropriate archives repository/records centre.

The office concerned must determine the retention period for items that can be disposed of by the office. The functional requirements of the office as well as any other legal responsibilities the office may have, must be taken into account when a

Records Management Policy Manual

1st Edition Version 1.2 April 2004

126

retention period is determined. When records have been destroyed in terms of this authority a certificate of destruction should be submitted to the National Archivist.

Appendix A

List of terminated records other than correspondence files

1. Body in which the records were used:

2. Period...(year) to (year)...

3. Total linear meters of shelving space occupied by the records ...

4. Official who may be contacted regarding proposed disposal instructions...

Name: ...…….

Telephone: ...…

Fax No.: ...……

Cell No.: ………

E-mail.: ………..……….

CATEGORY DESCRIPTION PERIOD

DISPOSAL INSTRUCTION

REPORTS AND 1. Six monthly reports 1940-1947 MINUTES of the Fuel Commit-

Tee

2. Minutes of Health Committee

1940-1947 3. Minutes of City

Planning Committee

1940-1947 FINANCIAL 4. Main Ledgers 1940-1964

ITEMS 5. Subsidiary Ledgers 1950-1964 6. Personnel Ledgers 1950-1964 7. Returns Cash Book 1950-1964 REGISTERS 8. Attendance Register 1950-1955 9. Stores Register 1953-1978 FORMS¹⁰ 10. (Description of

Form)

1951-1955 11. (Description of

Form)

1952-1953

10 These are completed forms only. Blank forms are stationery and are not indicated on the schedule.

Records Management Policy Manual

1st Edition Version 1.2 April 2004