Manage records when decommissioning business systems

Most business systems will contain public records that need to be captured and kept.

The decommissioning business systems workflow and methodology (PDF, 432.7 KB) will help you manage records when decommissioning legacy business systems. It provides a transparent and defensible process for assessing the value of records in business systems and determining the best strategy for managing them.

This methodology is not intended to become a business-as-usual approach for disposing of records in legacy business systems. It should only be in place for a limited time.

The methodology (PDF, 433 KB) contains pathways that cover the following disposal/preservation scenarios in which all records:

  • have already been migrated to another system
  • in the business system are not accessible
  • in the business system are accessible and are not covered by a current retention and disposal schedule
  • in the business system are accessible and covered by a current retention and disposal schedule.

These scenarios are not mutually exclusive and you may need to follow more than one path. Use the workflow for each business system under consideration.

Work through the methodology (PDF, 433 KB) or download the workflow diagram (PDF, 260 KB). Most steps in the workflow have questions to be answered or require actions before moving onto the next step.

Find out about migrating digital records.

The Application Rationalisation Methodology (ARM)

The Application Rationalisation Methodology (ARM) is an established methodology to help you identify obsolete and redundant applications (business systems), and plan for their removal.

The ARM and the decommissioning methodology are not competing methodologies. The decommissioning methodology replaces the business-as-usual process described in the 'Manage Records' module of the ARM. The decommissioning methodology provides additional options for agencies seeking disposal authorisation.

The ARM is available from QGEA's Knowledge base (login required).