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Arkib Negara ELECTRONIC RECORDS MANAGEMENT and archive mgmt guideline_eng

e-SPARK generate

e-SPARK generate information objects (i.e. they are created, used and preserved to support the business of the organization) that must be managed by an IM infrastructure comprising policies, standards and practices, systems and technologies and people. Copyright Arkib Negara Malaysia Page 73 of 86

e-SPARK Appendix 2 Definitions Terms Acquisition Appraisal Appraisal Agreement Archival value Archival Records Audit Authenticity Capture Classified records Creation Definitions The acquisition of records by the Archives by way of transfer, purchase, donation, bequest, gift, etc. A process by which decisions on the retention, disposal or transfer of records are taken A legal document that binds Arkib and the Agency with respect to the details of the records appraisal process The determination in appraisal that records are worthy of permanent preservation by an archival institution. A record, or record series, which has been designated by the State Archivist to have historical administrative, fiscal, legal, intrinsic, evidential, or informational value. At the end of the Retention Period, such records should be transferred to the Archives for preservation. The process of reviewing, verifying, evaluating and reporting by an independent person(s) on the adequacy of a unit of analysis against a predetermined set of criteria. In the case of a business systems analysis project, the criteria for the audit derive from implementation objectives. The quality of being authentic, or entitled to acceptance Capturing the record within the electronic environment involves management of the interface between the record keeping system and the applications, such as word processors or e-mail clients, which are used to create or receive records. Systemic capture requires both a technical interface and a set of rules or procedures which govern its behaviour and successful application within the organization Means public records which are classified as official secrets within the meaning of the Official Secrets Act 1972 [Act 88 ]. Individual records are created in order to carry out defined business activities. Within this context records are created when they are created by authorized individuals, using forms specified for the activity to which the record relates. A body of records is created when individual records are created (as indicated above), appropriately filed with received records (e.g., incoming correspondence), and related to other records (e.g., through a file classification plan). Copyright Arkib Negara Malaysia Page 74 of 86

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