Arkib Negara ELECTRONIC RECORDS MANAGEMENT and archive mgmt guideline_eng
Create successful ePaper yourself
Turn your PDF publications into a flip-book with our unique Google optimized e-Paper software.
e-SPARK<br />
Used:<br />
How do users access information?<br />
What tools – such as a file plan, keywords, etc. – are used to find <strong>and</strong><br />
retrieve records?<br />
What kinds of records do they retrieve <strong>and</strong> why?<br />
How are records transmitted or disseminated?<br />
How are security classified records accessed <strong>and</strong> used?<br />
Preserved:<br />
How are records classified?<br />
How are retention st<strong>and</strong>ards established <strong>and</strong> where are records stored?<br />
Who looks after the physical retention of records, their security, etc.? Have<br />
security, threat, <strong>and</strong> vulnerability assessments been undertaken for the<br />
personnel, network, physical facilities, transmission, <strong>and</strong> integrity of<br />
records?<br />
Are vital records <strong>and</strong> security provisions being applied?<br />
Are records retention <strong>and</strong> disposal schedules being applied?<br />
What kinds of storage facilities <strong>and</strong> capacities will be required?<br />
• Based on the site readiness analysis, establish a migration strategy to guide the<br />
transition from the existing situation to one that reflects the specified record keeping<br />
requirements. Issues ranging from technology <strong>and</strong> the application of business rules to<br />
training <strong>and</strong> change management will need to be addressed.<br />
• Establish a prototype to confirm the extent to which proposed technology solutions as<br />
well as the rules established for records creation, use, <strong>and</strong> maintenance are viable <strong>and</strong><br />
that they meet the functional requirements. Issues concerning scalability, costs, training<br />
<strong>and</strong> change management, etc. can also be identified through a prototype.<br />
• Conduct an acceptance test to ensure that the prototype meets the functional <strong>and</strong><br />
technical requirements.<br />
• Develop a communications <strong>and</strong> rollout plan in line with the implementation of the system<br />
in order to ensure that users, stakeholders <strong>and</strong> others who have an interest in the<br />
system are kept aware of the implementation effort, its objectives, timetable, <strong>and</strong><br />
outcomes.<br />
• Conduct a user acceptance test to ensure that the new or modified system, once<br />
installed, meets the functional <strong>and</strong> technical requirements.<br />
Copyright <strong>Arkib</strong> <strong>Negara</strong> Malaysia Page 45 of 86
Change language