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Arkib Negara ELECTRONIC RECORDS MANAGEMENT and archive mgmt guideline_eng

e-SPARK Terms Records

e-SPARK Terms Records Definitions Materials in written or other form setting out facts or events or otherwise recording information. 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 ANM of Malaysia established under the Akta Arkib Negara 2003 1966[Act 511 ] Recordkeeping The act or process of creating, maintaining, and disposing of records Records Management The efficient and effective management and control of the creation, maintenance, use, and disposal of records, files, and forms Records Lifecycle An archival concept that describes the lifespan of a record, from its creation or receipt to its final disposition. The records lifecycle is divided into the following stages or phases: creation/receipt, maintenance and use, retirement, final disposition, and continuing use Repository A place where archived records are preserved and made available for consultation Retention Period The length of time a given records series must be kept, expressed as a time period (e.g., four years), an event or action (e.g., audit), or a combination (e.g., six months after audit) Retrieve Public records Getting back or recovering an electronic record or object from on-line, near-line, or off-line storage See “Records.” Structured The physical or logical form of a documentary material or a set of documentary material Copyright Arkib Negara Malaysia Page 77 of 86

e-SPARK Terms Unstructured Definitions Environment in which business processes and workflow are not clearly defined, the user has relative autonomy over what information is created, sent and stored (e.g. as e-mail and attachments) and accountability for recordkeeping is unclear. This is the world of e-mail and other electronic documents that are generated without the benefit of structured work processes or rules of the road. Typically it is a user driven world where the user has autonomy concerning what gets created, how it is transmitted and how it is stored and otherwise managed. The absence of workflow within which records/documents (regardless of their physical form) can be placed in a context presents a substantial challenge from a recordkeeping perspective. Electronic recordkeeping solutions tend to be derived from the world of paper based records management Vital Records Records without which an organisation could not continue to operate – i.e., those containing information needed to re-establish the organisation in the event of a disaster. Vital records are those that protect the assets and interests of the organisation as well as those of its clients and shareholders. Web Rapidly evolving environment in which, in the earliest stages of web site evolution, organizations find themselves ‘publishing’ content onto the web (ergo the issues in this environment tend to be derived from the world of communications, publishing, marketing and library services). But in this era of E-Government, they are also finding themselves managing information that has emerged from defined work processes such as those connected with the development of policy (e.g. the preparation of various drafts of a consultation document placed on the web site or the handling of enquiries placed via the e-mail facility featured on most web sites – similar to ‘correspondence management’). Pursuant to the E-Government agendas established by many countries around the world, many are evolving even further by turning their web sites into gateways or portals in order to support on-line transaction processing (e.g. e-filing of tax returns) Copyright Arkib Negara Malaysia Page 78 of 86

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