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Arkib Negara ELECTRONIC RECORDS MANAGEMENT and archive mgmt guideline_eng

e-SPARK • Nominate

e-SPARK • Nominate staff able to liaise with the Archives, as well as officials and the public. • Provide copies of, or electronic access to, electronic records. • Keep a record of the access process. 3.6.1 Provision of secure access to electronic records When providing access to electronic records, public offices should take appropriate precautions to ensure their security, integrity and authenticity. Like records on paper or any other medium, electronic records need to be protected from unauthorized alteration. As such, procedures should be established to supervise access to electronic records. To avoid any compromise of the security, integrity and functioning of an public office’s electronic record keeping system, the Archives recommends that access is not given to the live system, but rather to a clone or parallel system, or to copies of the records. Any sensitive or classified records should be appropriately expunged or made unavailable for access, in accordance with legislative requirements. If public offices are unable to provide properly supervised access to electronic records, they should seek further advice from the Arkib Negara Malaysia. 3.6.2 Determining when a digital record can be open for access For the purposes of determining the age of a particular digital record, the date of creation is the date from which to measure the age of the record. Updating an electronic record (e.g. saving, refreshing or migrating) does not impact on the 25-year countdown. In cases where the original transactions occurred on earlier electronic or manual systems, the date of first creation should be used rather than the date of transfer onto the current system. Full and accurate metadata documenting dates for the creation, modification and preservation (e.g. migration or conversion) of electronic records will assist in determining the age and integrity of long-term electronic records. Where there is doubt over the appropriate age determination of electronic records for access purposes, public offices should seek advice from the Arkib Negara Malaysia. Copyright Arkib Negara Malaysia Page 35 of 86

e-SPARK 3.7 Disposing of Electronic Records 3.7.1 Obtaining approval for the disposal of electronic records For standards and guidance on obtaining approval for the disposal of electronic records please see: Electronic Records and the Akta Arkib Negara 2003 (available from the Arkib Negara Malaysia) Disposition authorities which govern the removal of records from operational systems should be applied to records on a routine basis, in the course of normal business activity. No disposition action should take place without the assurance that the record is no longer required, that no work is outstanding and that no litigation is current or pending which would involve relying on the record as evidence. Disposition action may encompass: • Immediate physical destruction. • Retention for a further period within the business unit. • Transfer to an appropriate storage area under organizational control. • Transfer to a storage area managed on behalf of the organization by an independent provider where appropriate contractual arrangements have been entered into. • Transfer to an organizational archive. • Transfer to the Arkib Negara Malaysia. The following principles should govern the physical destruction of records: • Destruction should always be authorized. • Records should be destroyed as aggregates rather than selectively. • Records pertaining to pending or actual litigation should not be destroyed with the class of records to which they relate. • Authorized records destruction should be carried out in a way that preserves the confidentiality of any information they contain. • When records are destroyed under authorization, all copies, including security copies, preservation copies and backup copies should be destroyed. 3.7.2 Methods of disposing of electronic records There are three lawful ways to dispose of electronic records: • Transfer electronic records of archival value to the Arkib Negara Malaysia once they are no longer required for agency business purposes. Copyright Arkib Negara Malaysia Page 36 of 86

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