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Arkib Negara ELECTRONIC RECORDS MANAGEMENT and archive mgmt guideline_eng

e-SPARK Policies

e-SPARK Policies and practices on managing metadata should: • Assign roles and responsibilities for capturing and managing metadata. • Identify metadata elements to be captured. • Establish when and how metadata is to be captured. • Determine how long metadata needs to be retained. • Detail how metadata is to be stored, including consideration of any persistent linkages between metadata elements and the records to which they relate. • Ensure that storage is secure and an audit trail of access, usage, and alterations or additions are kept to monitor the integrity and authenticity of the metadata. • Include adequate backup procedures and recovery mechanisms and a consideration of disaster management. • Provide for the preservation of metadata for as long as it is required. 3.2 Determining How Long to Keep Electronic Records The retention period of a record should: Meet current and future business needs by: o o o o Retaining information concerning past and present decisions and activities as part of the corporate memory to inform present and future decisions and activities. Retaining evidence of past and present activities to meet accountability obligations. Eliminating, as early as possible and in an orderly way, records which are no longer required. Retaining the context of the record which will allow future users to interpret the validity of the records that earlier systems captured and managed. • Comply with legal requirements, by ensuring that the regulatory environment applicable to records management for specific business activities is documented, understood and implemented. • Meet the current and future needs of external stakeholders by : o Identifying the enforceable or legitimate interests that stakeholders may have in preserving the records for longer than they are required by the public office itself. They may include stakeholders such as business partners, clients and other people affected by the organization’s decisions or actions, and others to whom the organization should make its records available to meet accountability requirements, such as auditors, regulatory authorities and investigative bodies, archives authorities or researchers. Copyright Arkib Negara Malaysia Page 17 of 86

e-SPARK o o Identifying and assessing legal, financial, political, social or other positive gains from preserving records to serve the interests of research and society as a whole. Following regulations of the competent archival authority where applicable. Records identified for continuing retention are likely to be those which : Provide evidence and information about the public office’s policies and actions. Provide evidence and information about the public office’s interaction with the client community it served. Document the rights and obligations of individuals. Contribute to the building of a public office’s memory for scientific, cultural or historical purposes. Contain evidence and information about activities of interest to internal and external stakeholders. An electronic record must be managed, and remain accessible, for its lifetime. How long an electronic record needs to be kept will influence its management. Given the vulnerable nature of most digital media and the frequency of technology change, ‘long term’ for electronic records generally means longer than one generation of technology. Electronic records that must be retained for the long term will require active management to ensure their continued accessibility. 3.3 Storing Electronic Records To ensure the ongoing protection of electronic records, public offices require efficient and effective means for maintaining, handling, and storing electronic records – both active and inactive – over time. Policies, guidelines and procedures for the storage of electronic records should be an integral component of a public office’s recordkeeping framework. There are three ways in which public offices may store electronic records – online, offline or near-line. • Online – Online records can be contained on a range of storage devices (e.g. mainframe storage, network attached storage or PC hard drive) that are available for immediate retrieval and access. Generally, records stored online will be active electronic records – i.e. records that are regularly required for business purposes. Electronic messaging systems and word-processed documents saved to the network server fall into this category. • Offline – Offline electronic records are contained on a system or storage device that is not directly accessible through the public office’s network and which requires human Copyright Arkib Negara Malaysia Page 18 of 86

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