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Arkib Negara ELECTRONIC RECORDS MANAGEMENT and archive mgmt guideline_eng

e-SPARK Guidelines on

e-SPARK Guidelines on Electronic Records Management 1 Introduction Records in electronic form are valuable assets that can be lost or destroyed unless they are managed as an asset. Records are created, received and maintained in the conduct of business activities. To support the continuing conduct of business, satisfy applicable legal requirements, and provide necessary accountability, public offices must create and maintain authentic, reliable and usable records, and protect the integrity of those records for as long as they are required to exist. To do this, public offices should institute and carry out a comprehensive records management program, which includes 1 : a) Determining what records should be created, what information needs to be included in the records, and what level of accuracy is required. b) Deciding in what form and structure records should be created and captured. c) Determining requirements for retrieving and using records and how long they need to be kept to satisfy those requirements. d) Deciding how to organize records so as to support requirements for use. e) Ensuring that records are created and maintained in accordance with these requirements. f) Preserving the records and making them accessible over time, in order to meet business and societal requirements. g) Complying with legal and regulatory requirements, applicable standards and organizational policy. h) Ensuring that records are retained for as long as required. The Government of Malaysia and the Arkib Negara Malaysia (ANM) have reached an established level in the area of records management and archives management for paper / conventional records. ANM has the capability and expertise, coupled with strong principles in records management and archives management as well as efficient methods, tools and procedures to ensure that public records and archives are well maintained and preserved. As the Government of Malaysia shifts increasingly to electronic service delivery channels, ANM is extending its capacity to support the archival management of electronic records. The Akta Arkib Negara 2003, which forms the basis of this guideline, amends the Akta Arkib Negara 1966 to include records created electronically. Where existing international or other standards exist, they inform the guidelines specified below. 1 These attributes are derived from ISO 15489, Information and Documentation – Records Management, 2001 Copyright Arkib Negara Malaysia Page 1 of 86

e-SPARK Following this introduction, Section 2 provides an overview of the concepts and definitions that underpin the guidelines described in subsequent sections. Section 3 provides general guidance on the management of electronic records throughout their life cycle (i.e. creation, preservation, use, disposition). Section 4 presents a checklist of management and governance considerations that should be addressed to ensure that a sustainable program for the management of electronic records is in place. Section 5 addresses specific topics such as the management of encrypted records. Specific guidance on the management of electronic records in specific business process environments can be found in three companion guides: Managing Electronic Records in the Structured Environment Managing Electronic Records in the Unstructured Environment Managing Electronic Records in the Web Environment For additional information please contact: Arkib Negara Malaysia, Jalan Duta, 50568 Kuala Lumpur Tel. 603-62010688 Fax. 603-62015679 Web Site: http://arkib.gov.my Copyright Arkib Negara Malaysia Page 2 of 86

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