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Arkib Negara ELECTRONIC RECORDS MANAGEMENT and archive mgmt guideline_eng

e-SPARK • Establish a

e-SPARK • Establish a communications strategy to ensure that the initiative is understood clearly by those participating in the initiative and by those who may be its beneficiaries. Such a communications strategy needs to concentrate on clarification of the problem being solved, the strategy for addressing the problem, and what can be expected at the conclusion of the initiative (i.e. managing expectations). 4.1.4 Requirements • Develop functional requirements to express what the system is required to do to support record keeping. User involvement in the requirements definition is critical if the design of the system is to be relevant. o o o In the structured environment the deliverable might be functional requirements for retention and disposition that can be incorporated into the overall functional requirements for an application system (e.g. licensing system, benefit delivery system, etc.). In the unstructured environment, the functional requirements might be those supporting an EDRMS to address the management of e-mail and other electronic documents. In the web environment the requirements might be those that are incorporated in the design of web content management systems that guide the posting of content onto the web or the systems that control transactions communicated via the Internet. • Develop record keeping rules and other related rules and procedures to help guide users and others (e.g. systems developers, web masters, records registry staff) in creating, using, and maintaining electronic records and for managing functions such as retention and disposition, security, etc. • Identify human resource requirements to ensure that the capacity is in place to manage the introduction of new tools and procedures and to ensure that those using them are equipped with the required knowledge, skills, and abilities. Change management requirements (training, briefings, orientation sessions plus strategies involving management leadership, mentoring, etc.) will also be important. • Ensure the availability of facilities to support the record keeping aspects of new or modified systems. The space requirements for servers holding the repositories for electronic records, the specifications for back-up facilities, ‘archiving’ facilities, etc. need to be analyzed and expressed. • Identify funding requirements based on the identification of the requirements described above. Copyright Arkib Negara Malaysia Page 43 of 86

e-SPARK 4.1.5 Design • Establish an architectural model that reflects the record keeping requirements. This will help to guide the further development of data models and other structural components of the system. • Ensure that proposed solutions are in line with the evolution of the existing technology infrastructure. They must also account for the existing approach to record keeping in the paper environment and reflect how the electronic record keeping considerations will be reflected in the overall record-keeping environment. • Establish performance measures to ensure that the specified record keeping requirements can be met and that they can continue to be met through time. 4.1.6 Implementation • Design and resource a program of awareness setting and training to ensure that staff is able to create, use, and maintain electronic records to the desired effect. • Design and implement a site ‘readiness’ study to ensure that the new or modified system is tailored to the work environment. The way people work, the way in which information flows through a given business process or given set of offices, the corporate culture of the organization, the existing records management practices (and the competencies of those involved), the existing technology specifications and configuration, and a host of other site specific components (e.g. bilingualism; security; etc.) will need to be understood. • Analyze the existing work processes (e.g. business processes supported by applications systems; any workflow that may be identified in the ‘unstructured’ environment; content management processes in the ‘web’ environment) to determine how they can be improved, streamlined, or completely re-engineered in order to take maximum benefit of what a new or modified process can offer. • Establish an understanding of the various ways in which information is: Created: Are criteria in place to guide where records need to be created? What happens to records collected or received from others? What are the attributes of the records once they have been created (re: ensuring their authenticity, etc.)? Copyright Arkib Negara Malaysia Page 44 of 86

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