Transfer and manage records after a MOG or administrative change

Transferring records

Applies to the transferring agency

If you are transferring records, control records and metadata because of a MOG or administrative change, follow the process agreed in the planning stages.

You must preserve the usability and accessibility of records when transferring them.

If you are transferring original records, provide a copy of the business classification scheme (BCS), retention and disposal schedule and other associated control tools so the successor or receiving public authority can continue to manage them.

If possible, keep copies of digital records for a reasonable period of time after they have been migrated to give the receiving agency time to complete all the necessary data quality checks.

Check the records

Applies to the transferring and receiving agencies

You need to check that:

  • all records, including control records and metadata, are transferred and received by the successor public authority as agreed
  • additional information, resources and equipment are received and working correctly (if applicable)
  • the information and records are still findable, accessible and useable–particularly migrated digital records and their metadata
  • the records are complete and match the metadata and transfer list
  • digital records have not been corrupted or made unusable as a result of the transfer
  • recordkeeping processes and systems are controlling and managing records as required–particularly for amalgamations and mergers where new recordkeeping systems may be in place.

Ask your agency’s IT specialists to make sure digital records are still usable and have been migrated correctly.

Manage transferred records

Applies to the transferring and receiving agencies

You must clearly record the event history of the records. You should document changes to records, recordkeeping systems and tools.

If you have legacy records relating to a function that is not continuing, you will need to decide how they will be managed.

If you have received records, make sure any records and filing systems are closed. If the function is continuing, create new files and link them to the closed files to establish a clear delineation between agencies and maintain the records’ history.

Avoid retitling, renumbering or reordering received records as this affects their history and authenticity.

When integrating records into your recordkeeping system, consider the access controls and information classifications applied to them. You may need to update or amend your own access and information classification frameworks.

Managing records not being transferred

If you have any records that are not being transferred (e.g. when ceasing functions), you have 3 options:

Update recordkeeping tools, databases and procedures

Applies to the transferring and receiving agencies for all types of changes.

You should review and update the various elements of your recordkeeping system to reflect the changes to your agency’s functions and activities.

Contact QSA if you need to:

More information