Arkib Negara ELECTRONIC RECORDS MANAGEMENT and archive mgmt guideline_eng

e-SPARK
Carefully thought-out strategy and policy documents are necessary, whether records will be
captured and stored via an agency’s existing recordkeeping system(s), or as part of a
separate system.
5.2.7 Identify record keeping requirements
As well as managing records created by authentication and encryption processes, public
offices need to know which records relating to their online security activities should be
captured to support business needs, satisfy accountability requirements and meet general
expectations of the broader community. Knowing recordkeeping requirements will facilitate
the development of appropriate recordkeeping strategies and actions.
5.2.8 Assign responsibilities to records, business and IT managers
Online security is a complex web of software, hardware, technology providers, external
service providers, personnel, policies, procedures and agreements. Each of these elements
may impact on several areas within a public office that use or provide these services. To
ensure that all recordkeeping requirements relating to online security are addressed in a
comprehensive manner, it is essential that recordkeeping responsibilities are identified,
assigned and promulgated across a public office.
Managers in the records, business or e-business, and IT areas will all have a role in the
implementation and delivery of online security services. Establishing communication
channels is a useful way of enabling information flow. Meetings should be held to ensure
that questions and issues are addressed. Procedures can then be developed and
disseminated to provide a measure of control.
Interoperability of systems is essential for ensuring optimum accessibility of information, and
provides long-term cost savings to a public office. If an area responsible for implementing
online security has established communication channels with other areas likely to have
some responsibilities, the required specifications are more likely to be known and
understood. Checklists can be developed to ensure and new systems purchased will have
the desired characteristics. High-level schema can be written for existing systems that may
not be fully interoperable.
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