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Arkib Negara ELECTRONIC RECORDS MANAGEMENT and archive mgmt guideline_eng

e-SPARK 2.3 Attributes

e-SPARK 2.3 Attributes of a Record 3 In order to serve as reliable evidence of decisions and activities, records must have the following qualities: 2.3.1 Authenticity An authentic record is one that is proven both to be what it purport to be and to have been created or sent by the person who purports to have created or sent it. To demonstrate the authenticity of records, public offices should implement and document policies and procedures which control the creation, transmission and maintenance of records to ensure that records creators are authorized and identified and that records are protected against unauthorized addition, deletion and alteration. To be authoritative, a record should be created at the time of the transaction or incident to which it relates, or soon afterwards, by individuals who have direct knowledge of the facts or by instruments routinely used within the business to conduct the transaction. 2.3.2 Reliability A reliable record is one whose contents can be trusted as a full and accurate representation of the transactions, activities or facts to which they attest and can be depended upon in the course of subsequent transactions or activities. 2.3.3 Integrity The integrity of a record refers to its being complete and unaltered. It is necessary that a record be protected against alteration. Records management policies and procedures should specify what additions or annotations may be made to a record after it is created, under what circumstances additions or annotations may be authorized, and who is authorized to make them. Any authorized annotation or addition to a record made after it is complete should be explicitly indicated as annotations or additions. 2.3.4 Usability A useable record is one, which can be located, retrieved, presented and interpreted. It should be capable of subsequent presentation as directly connected to the business activity or transaction, which produced it. The contextual linkages of records should carry the information needed for an understanding of the transactions that created and used them. It should be possible to identify a record within the context of broader business activities and 3 These attributes are derived from ISO 15489, Information and Documentation – Records Management, 2001 Copyright Arkib Negara Malaysia Page 5 of 86

e-SPARK functions. The links between records that document a sequence of activities should be maintained. 2.3.5 Accuracy, Adequacy and Completeness A record should correctly reflect what was communicated, decided or done. It should be able to support the needs of the business to which it relates or it evidences so that it can be used for accountability purposes. A record should contain not only the content, but also the metadata necessary to document a transaction, as follows: The structure of a record, that is, its physical and logical format and the relationships between the data elements comprising the record, should remain physically or logically intact The context in which the record was created, received and used within business should be apparent in the record (including the business process of which the transaction is part, and the participants in the transaction) The links between documents, held separately but combining to make up a record, should be present. 2.4 Principles for Electronic Records Management The following principles govern the management of electronic records: Electronic records are assets that need to be managed with the same diligence as any other asset. The management of electronic records is not a problem that needs to be solved. Its effective implementation in support of program/ service delivery, decision-making, etc., should be viewed from the perspective of the extent to which it can lead to cost savings, cost avoidance, risk reduction and opportunity gain. An electronic records management infrastructure is function driven. The requirements of a government program or strategic direction drive the decisions about what records need to be created, collected, acquired, etc. and how electronic records should be used, preserved and systematically disposed. While the introduction of computer technologies will change the nature of the records and may even conceivably lead to the de facto record of Government functions becoming electronic, the management principles remain the same. Copyright Arkib Negara Malaysia Page 6 of 86

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