Arkib Negara ELECTRONIC RECORDS MANAGEMENT and archive mgmt guideline_eng
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e-SPARK<br />
• Does the system allow for migration of records to new software platforms in a way that<br />
retains the authenticity <strong>and</strong> integrity of the records?<br />
• Does the system have sufficient security controls? Do they meet Government of<br />
Malaysia <strong>guideline</strong>s?<br />
• If a key management plan is necessary, has the recordkeeping section contributed to its<br />
development?<br />
IT manager<br />
The IT manager should be in close liaison with the business area responsible for<br />
implementing online security processes, as well as the recordkeeping section (or<br />
equivalent).<br />
• Do existing systems meet stringent online security requirements?<br />
• Are there sufficient personnel available to maintain the system to specifications?<br />
• Does the system capture sufficient transaction-level detail as identified by the records or<br />
business manager?<br />
• If more than one system is used, are they interoperable?<br />
• Do systems meet Government of Malaysia st<strong>and</strong>ards for security, <strong>and</strong> are all logs <strong>and</strong><br />
audit trails checked on a regular basis?<br />
• Is there a contingency plan for physical security threats, such as loss of power? Does the<br />
plan include proper back-up <strong>and</strong> recovery procedures?<br />
• If electronic transactions are not captured into a function-specific recordkeeping system,<br />
does the system capture <strong>and</strong> store records of electronic transactions? Is it capable of<br />
maintaining the records appropriately, in a manner that preserves the content, structure<br />
<strong>and</strong> context of the records, <strong>and</strong> ensures their ongoing accessibility <strong>and</strong> integrity?<br />
• If a key management plan is necessary, has the IT area contributed to its development?<br />
5.2.9 Records to be retained as national <strong>archive</strong>s<br />
Some records that result from electronic transactions processed within online security<br />
systems in the Malaysian Government may be appraised as being ‘national <strong>archive</strong>s’ – that<br />
is, assessed as having continuing value according to criteria specified by the <strong>Arkib</strong> <strong>Negara</strong><br />
Malaysia. These records will eventually be transferred to the National Archives <strong>and</strong>, subject<br />
to certain provisions, made available for public access after 25 years.<br />
The <strong>Arkib</strong> <strong>Negara</strong> Malaysia custody policy is to accept any record deemed to have archival<br />
value, regardless of format, as soon as its business need has ceased. However, the <strong>Arkib</strong><br />
<strong>Negara</strong> Malaysia will only accept electronic records created <strong>and</strong> used as part of online<br />
security processes in unencrypted or decrypted form. This will ensure that these records<br />
remain accessible, readable <strong>and</strong> retrievable. To preserve the quality of its collection, the<br />
<strong>Arkib</strong> <strong>Negara</strong> Malaysia also needs to ensure that records received into its care retain<br />
contextual information so that the integrity of the records is maintained.<br />
Copyright <strong>Arkib</strong> <strong>Negara</strong> Malaysia Page 62 of 86
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