7 months ago

Arkib Negara ELECTRONIC RECORDS MANAGEMENT and archive mgmt guideline_eng

e-SPARK 4.2.2 Governance

e-SPARK 4.2.2 Governance at the level of the public office Public offices should establish an electronic records management framework for the management of their electronic records. The framework should be integrated into the total recordkeeping and information management strategy for the public office and include all of the major players who will have a role in the management of electronic records. To this end, the governance structure for electronic records should integrate business process owners with legal advisors, IT support staff, and records management staff. Public offices should ensure that an organization-wide recordkeeping policy is in place. Such a policy must relate to all agency records, regardless of format. An electronic recordkeeping framework covers a subset of a public office’s records (i.e. its electronic records) and forms an integral part of the recordkeeping policy. An electronic recordkeeping framework incorporates arrangements for compliance with relevant standards and legislation, formal written policies, procedures and guidelines, identification of key roles and responsibilities, design and implementation of recordkeeping systems and user education and training. The framework should cover all aspects of digital recordkeeping discussed in these guidelines. Copyright Arkib Negara Malaysia Page 49 of 86

e-SPARK Public offices are encouraged to pursue a holistic approach to recordkeeping that is based on legal and business requirements, rather than record format. An electronic recordkeeping framework allows the management of electronic records to be integrated and consistent with the management of records in other formats. Senior management recognition of electronic records as corporate assets, and commitment to their effective management, is essential to the success of an organization’s electronic recordkeeping framework. Appropriate resources must be provided to develop and implement a sustainable organization-wide framework. The scope and complexity of the framework an organization develops will depend on the organization’s size, the complexity and level of risk of its business, resource availability, and the volume and type of electronic records created. It is vital that an electronic recordkeeping framework ensures compliance with all relevant legislative requirements. The Akta Arkib Negara 2003 requires the Arkib Negara Malaysia approval for the disposal of government records and allows for the provision of access to government records. In addition to legislation that all public offices must abide by, public offices may need to abide by requirements contained in legislation specific to their business, in particular enabling legislation. Public offices that have already systematically identified their recordkeeping requirements will be able to make use of that analysis. Public offices should also consider relevant standards such as those contained in, Electronic Records and the Akta Arkib Negara 2003 (available from the Arkib Negara Malaysia). There may also be relevant information technology (IT) standards for public offices to use when developing electronic recordkeeping solutions, e.g. data format standards and protocols like XML (eXtensible Markup Language), SGML (Standard Generalized Markup Language) and X.400 (an electronic message interchange protocol). Policies and procedures for managing electronic records are an important element of the electronic recordkeeping framework. Policies define the public office’s approach to managing electronic records and provide the necessary senior management authority for the implementation of the framework. Procedures outline how the policies will be implemented and provide clear instructions for their practical application. Where necessary, policies and procedures can be supplemented by guidelines to provide additional clarification and direction The policies and procedures developed as part of an electronic recordkeeping framework should cover all aspects of electronic recordkeeping dealt with in these guidelines. Copyright Arkib Negara Malaysia Page 50 of 86

Digital Continuity: Ensuring the continued accessibility ... - Dejan SEO
Basic Electronic Records Management and Preservation - Kentucky ...
NAA Presentation - Records and Information Management ...
Managing the Digitisation of Library, Archive and Museum Materials
The Aleph in the archive: appraisal & preservation of a natural ...
Long Term Preservation of Electronic records - Information Systems ...
Managing Electronic Records - Next Chapter Meeting
electronic records management/ migration - Utah State Archives
ELECTRONIC RECORDS & THE LAW - Digital Library and Archives
Specifications for Electronic Records Management Systems Software
Guide to Managing Geospatial Electronic Records
additional resources for electronic records management
Preserving Electronic Records - International Records Management ...
Preserving Electronic Records - International Records Management ...
Guide to Managing Geospatial Electronic Records - Center for ...
Managing Public Records for Good Governance ... - Civic Exchange
Electronic Records Processing Guidelines.pdf
Electronic Records Management and Implementation of Electronic ...
Programme - International Records Management Trust
Archival and recordkeeping research
Electronic records and the law - National Archives of South Africa
Digital signatures and electronic records - Expertisecentrum DAVID
Records and Archives Management for Presbyteries - Presbyterian ...