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Arkib Negara ELECTRONIC RECORDS MANAGEMENT and archive mgmt guideline_eng

e-SPARK The generic

e-SPARK The generic steps outlined above may be applied to address electronic record-keeping issues within any of the three computing environments generally supported by public offices. 4.2 Governance of Electronic Records Management Programs 4.2.1 Governance at the Government-wide level The governance structure for the management of electronic records at the government-wide level is as follows: ANM is responsible for: • Providing interpretive advice on the Akta Arkib Negara 2003, particularly those provisions that touch on the handling of electronic records. • Providing interpretive advice on these Guidelines. • Helping public offices integrate electronic records management requirements into Government functions and information technology strategies and plans. • Developing and promoting, in collaboration with relevant offices, e.g. MAMPU, a framework for development of tools, standards, guidelines and practices to support government-wide and institution-specific electronic records life cycle management initiatives. • Representing and promoting the records management community and other relevant communities concerned with the management of electronic records, i.e. as required to develop and sustain the Records Manager’s capacity that supports both this Guidelines and service delivery. • Identifying, selecting, acquiring and preserving electronic records considered being of enduring value to Malaysia and providing access and usage facilities and services for the purpose of historical and evidential reference and research. • Issuing Records Disposal Schedules to enable public offices to dispose of electronic records that no longer have operational value, by permitting their destruction (at the discretion of the Public Offices), or by requiring their transfer to ANM. • Providing direction and consultation in electronic records life cycle management. • Fostering smart partnerships directed to the advancement of electronic records management. • Serving as a leader in building electronic records management capacity in the Government of Malaysia and as a credible resource on electronic records management. • Promoting the establishment of national and regional networks to encourage collaboration among government and non-governmental organisations (NGOs) and to help position Malaysia as a leader in electronic records management. Copyright Arkib Negara Malaysia Page 47 of 86

e-SPARK Heads of Public Offices are responsible for: • Ensuring the implementation of these guidelines and related policies and standards pertaining to the management of electronic records. • Promoting a culture that values electronic records and their effective management. • Allocating appropriate human and technological resources to support electronic records management. • Designating a senior official to be accountable for implementing these guidelines and informing ANM of the appointment. Senior officials are responsible for: • Championing electronic records management. • Coordinating the strategic planning, resource planning and implementation of electronic records management activities, including training and development for staff. • Ensuring that electronic records management requirements are identified and addressed during program and system design. • Ensuring that the effectiveness of the implementation of the guidelines is periodically assessed. • Ensuring that electronic records management accountability frameworks and terms of reference are in place when electronic records are shared with other government institutions, other governments or non-governmental organisations (NGOs). All public officers are responsible for: • Applying electronic records management principles, standards and practices in the performance of their duties. • Documenting their activities and decisions. • Identifying and reporting requirements and issues to records managers and information technology personnel. Records managers are responsible for: • Providing electronic records management advice, support, necessary tools, policies, standards, guidelines and procedures consistent with direction provided by Arkib Negara Malaysia. • Identifying requirements for information technology personnel to support the development and operation of information technology processes, systems, standards and tools. • Assessing electronic records management resource and training requirements. • Participating in the design, monitoring and updating of the policies, standards and practices and systems. Copyright Arkib Negara Malaysia Page 48 of 86

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