Arkib Negara ELECTRONIC RECORDS MANAGEMENT and archive mgmt guideline_eng

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
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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 :
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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.
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