Compliance Declaration – Digitisation
Disposal Policy
This form must be signed by the Chief Executive Officer or authorised delegate of the public authority and retained as a
permanent record in accordance with the General Retention and Disposal Schedule for Administrative Records.
Digitisation activity details
The following declaration relates to: (insert name of public authority)
It covers digitisation activities undertaken:
Across all business areas/locations of the agency
In the following business areas/locations of the agency (please specify)
Original paper records which have been deemed to be eligible for early disposal are covered under: (insert
QDAN number and version)
Details of original paper records to be destroyed are: (tick relevant box)
Listed in an attachment to this Compliance Declaration
Provided in my public authority’s internal digitisation policy statement.
Recordkeeping Context (tick box to confirm agreement)
I confirm that my public authority has met the following prerequisites:
1. A Business Classification Scheme to ensure records can be appropriately identified and linked to
business context
2. A records management system or business system with recordkeeping functionality to ensure that
electronic records, including digitised records, can be managed appropriately
3. Internally approved recordkeeping policies and procedures to demonstrate that recordkeeping is
managed in an orderly and systematic way across the full range of business activities undertaken by
the public authority
4. Appropriately trained and skilled staff to develop and implement policies and procedures and
manage the systems and tools in use.
Department of Science, Information Technology, Innovation and the Arts
Minimum requirements (tick box to confirm agreement)
I further certify that all of the following minimum requirements have been met:
1. That all original paper records intended for early destruction are covered under a current Retention
and Disposal Schedule approved by the State Archivist and have been assigned a temporary
retention period.
2. Any disposal direction issued through a disposal freeze which impacts upon the public records of my
public authority has been followed.
3. Where the public records are created before 1950, Queensland State Archives has been contacted
for advice on the appraisal of such public records.
4. A risk assessment and business needs analysis to determine which original paper records are
eligible for early disposal has been conducted based on documented criteria and legal advice sought
on the application of the criteria if necessary.
5. An internal policy statement about the handling and disposal of original paper records after
digitisation which is commensurate with the risk assessment has been developed and issued.
6. Processes are in place which monitor changes which may have an impact on my public authority’s
need to retain the original paper records and the steps that will be taken to maintain compliance with
the Digitisation Disposal Policy.
7. Digitisation plans, policies and procedures have been developed and put into place covering the
identification of records selected for digitisation, how the digitisation process will be managed,
including staff responsibilities, and the capture and management of digitised records and technical
imaging metadata.
8. A technical standard for reproduction, including approved image formats, compression algorithms,
resolution and bit depth (colour depth), and the use of any image processing procedures has been
set and put into operation.
9. Quality assurance procedures have been put into operation that include:

The timing of equipment tests and equipment calibration

Procedures for checking output, such as what proportion of the digital reproductions will be
subject to visual inspection and how long the original records need to be retained after digitisation
to ensure that quality checking processes can be undertaken

Procedures for re-imaging if quality standards are not met

Roles and responsibilities for checking and approving output.
10. A well-managed system is in place with appropriate recordkeeping functionality to ensure that the
digitised images can be managed as records for as long as they are required to be retained in
accordance with a current Retention and Disposal Schedule approved by the State Archivist. This
includes:
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
Adequate physical and other security safeguards to ensure the digitised records remain inviolate
and can only be changed in an authorised manner

Audit logs of access to and use of digitised records are generated and retained as recordkeeping
metadata
Compliance Declaration – Digitisation Disposal Policy

Ability to capture and maintain mandatory recordkeeping metadata elements in accordance with
the Queensland Recordkeeping Metadata Standard, including the allocation of retention and
disposal actions

Capability to generate and capture appropriate technical imaging metadata at the point of
digitisation.
11. The system is covered by internally approved business continuity and disaster recovery plans and a
migration strategy is in place to ensure that the digitised records are not placed at risk of loss through
technological obsolescence.
I understand that my agency may be required to supply Queensland State Archives, auditors and others with
documentation to support these claims.
Signed _______________________________________
Date ________________________________
(Chief Executive Officer or authorised delegate)
Name (Please print) _____________________________
____________________________________
Position title ___________________________________
Public Authority _______________________
Contact officer/Senior delegate name _______________
____________________________________
Position title ___________________________________
Phone number/email ___________________
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