Manage records when decommissioning business systems
The Records Governance Policy (external) has replaced Information Standard 31: Retention and disposal of public records, and Information Standard 40: Recordkeeping. These information standard have been repealed.
Any references to IS31 and IS40 may be taken as a reference to the current Records Governance Policy if the context permits.
The decommissioning business systems workflow and methodology 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 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.
See an example of using multiple paths in the workflow.
Before disposing of data from a legacy business system that you believe does not contain public records, contact the Government Recordkeeping team for more information.
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 QGCIO's Knowledge base (login required).