Arkib Negara ELECTRONIC RECORDS MANAGEMENT and archive mgmt guideline_eng

e-SPARK
2 Concepts and Definitions
2.1 Introduction
This Section describes some of the basic concepts associated with recordkeeping and the
management of electronic records. It is a foundation section upon which the standards
provided in subsequent Sections can be understood more clearly.
According to the Akta Arkib Negara 2003 and in accordance with the Policy on the
Management of Electronic Records,
"records" means materials in written or other form setting out facts or events or
otherwise recording information and includes papers, documents, registers, printed
materials, books, maps, plans, drawings, photographs, microfilms, cinematograph
films, sounds recordings, electronically produced records regardless of physical form
or characteristics and any copy thereof;
"public records" means records officially received or produced by any public office
for the conduct of its affairs or by any public officer or employee of a public office in
the course of his official duties and includes the records of any Government
enterprise and also includes all records which, on the coming into operation of this
Act, are in the custody or under the control of the National Archives of Malaysia
established under the Akta Arkib Negara 1966 [Act 511 ];
Electronic government records are those records that fulfill these criteria and which are
created and maintained in electronic format.
2.2 Purpose of a Record
The purpose of a record is to serve as an authoritative, authentic, and reliable source of
information and as the means of documenting decisions.
Adequate records enable public offices to 2 :
Conduct business in an orderly, efficient and accountable manner.
Help deliver services in a consistent and equitable manner.
Support and document policy formation and managerial decision-making.
2 Derived from ISO 15489, Information and Documentation – Records Management, 2001
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