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 ArkibNegara 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 ArkibNegara 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 Copyright ArkibNegara Malaysia Page 3 of 86
e-SPARK Provide consistency, continuity and productivity in management and administration. Facilitate the effective performance of activities through an organisation. Provide continuity in the event of a disaster. Meet legislative and regulatory requirements including archival, audit and oversight activities. Provide protection and support in litigation including the management of risks associated with the existence of or lack of evidence of organizational activity. Protect the interests of the organization and the rights of employees, clients and present and future stakeholders. Support and document current and future research and development activities, developments and achievements, as well as historical research. Provide evidence of business, personal, and cultural activity. Establish business, personal and cultural identity. Function as corporate, personal or collective memory. Records are an integral part of business processes and must be managed and retained for as long as they are needed to support the functions of the government and to provide evidence of decisions and activities (see Figure 2.1). MANDATE Govern Establish Competencies of Are Responsible for BUSINESS Account for Execution of Are Evidence of PEOPLE (AGENTS) Authenticate Serve as: Authoritative Sources of Information Collective and Corporate Memory RECORDS Figure 2.1: Records as an Integral Part of the Business Activity Copyright ArkibNegara Malaysia Page 4 of 86
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