Arkib Negara ELECTRONIC RECORDS MANAGEMENT and archive mgmt guideline_eng

e-SPARK
Electronic records are converted or ‘normalised’ using archival data formats. The archival
data formats use XML (eXtensible Markup Language) standard schemas. XML provides a
standard syntax to identify parts of a document (known as elements), and a standard way
(known as a schema) to describe the rules for how those elements can be linked together in
a document.
Metadata is encapsulated within the preserved data object, and the whole package is stored
in a digital repository. A special viewing tool makes the packages accessible using a form of
emulation.
This approach allows the ‘essence’ of the record to be captured in a format that can be recreated
as required and preserved over time. The concept of ‘essence’ is central to the Arkib
Negara Malaysia digital preservation approach. ‘Essence’ refers to the essential
characteristics that give a record it’s meaning. These characteristics include the format,
structure, content and context, as well as the overall ‘look and feel’ of a record.
This approach can be implemented regardless of the system from which the electronic
records were derived. It works for records in any format for which an archival data format
has been developed (referred to as XML normalisers). Current formats include email,
proprietary word-processed documents, datasets, images and plain text.
The Arkib Negara Malaysia approach is compatible with migrating records across platforms
– records do not need to be in their native formats (i.e. their original pre-migration data
formats) in order to be converted to an archival data format. However, electronic records of
archival value need to be converted to accessible data structures before their native formats
become obsolete. Once original data formats are outmoded, there is a substantially
increased risk that it may not be possible to normalize the records into archival data formats.
For more information on maintaining and preserving electronic records, and advice on
developing electronic records preservation strategies, consult the Arkib Negara Malaysia.
3.6 Providing access to electronic records in agency custody
For agencies to meet their legislative obligations, their electronic records must remain
accessible and usable, with the necessary infrastructure to meet public and official access
demands. For long-term electronic records, it will be necessary to apply appropriate
preservation strategies to enable continued access to the records. Public offices are also
required to identify and retain appropriate metadata for electronic records.
To meet their access obligations, public offices need to:
• Identify which records are 25 years old and document how the age of records is
calculated.
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