Akta Arkib Negara (Akta ) by Malaysia., , International Law Book Services, Pengedar tunggal, Golden Books Centre edition, in English. All are available from the Arkib. Negara Malaysia. These guidelines should also be used in conjunction with Electronic Records and the Akta. Arkib Negara . the Akta Arkib Negara (available from the Arkib Negara Malaysia). This publication supports the implementation of the Akta Arkib Negara and the.

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Sponsored by the Arkib Negara Malaysia and involving departments and agencies from across the Government of Malaysia, the purpose of this initiative was to develop policies, standards and practices, technical specifications and training plans to enable the Government of Malaysia to manage records in electronic form. Also included was a strategic plan reflecting the roles and responsibilities of public offices and various central and lead agencies.

The Arkib Negara Malaysia, within its legislative mandate to facilitate the management of records in any physical form and to acquire, preserve and make available those of archival value, is the lead department responsible for facilitating the government-wide management of electronic records.

In this capacity and in cooperation with other central agencies and public offices, it is responsible for issuing standards and guidance to public offices on the management of electronic records.

Guidelines on Electronic Records Management was produced by the Arkib Negara Malaysia to help public offices to manage electronic records. More specific guidelines addressing the management of electronic records in specific environments are also available.

These are as follows: All are available from the Arkib Negara Malaysia. This publication supports the implementation of the Akta Arkib Negara and the requirement by government departments not to dispose of their records without the approval of the National Archivist and to transfer records assessed as having archival value to the control of the Arkib Negara Malaysia. For additional information, please contact: Copyright Arkib Negara Malaysia i.

Planning to implement a preservation strategy Implementing the preservation strategy Requirements for a successful preservation strategy The Arkib Negara Malaysia approach to digital preservation Providing access to electronic records in agency custody Provision of secure access to electronic records Determining when a digital record can be open for access Disposing of Electronic Records Obtaining approval for the disposal of electronic records Methods of disposing of electronic records Disposal in digital systems Transferring electronic records to the Arkib Negara Malaysia Transferring electronic records between agencies 38 Copyright Arkib Negara Malaysia ii.

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: 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 Negarawhich forms the basis of this guideline, amends the Akta Arkib Negara to include records created electronically.

Akta Arkib Negara 2003

Where existing international or other standards exist, they inform the guidelines specified below. Section 3 provides general guidance on the management of electronic records throughout their life cycle i. 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: Copyright Arkib Negara Malaysia Page 2 of It is a foundation section upon which the standards provided in subsequent Sections can be understood more clearly.

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. Facilitate the effective performance of activities through an organisation. Provide continuity in the event of a disaster.


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.

Akta Arkib Negara (Akta ) | PDF Flipbook

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. Authenticity An authentic record is one that is proven both to be what it purport to be and to have been created or sent by the person who purports to have created or sent it.

To demonstrate the authenticity of records, public offices should implement and document policies and procedures which control the creation, transmission and maintenance of records to ensure that records creators are authorized and identified and that records are protected against unauthorized addition, deletion and alteration.

To be authoritative, a record should be created at the time of the transaction or incident to which it relates, or soon afterwards, by individuals who have direct knowledge of the facts or by instruments routinely used within the business to conduct the transaction Reliability A reliable record is one whose contents can be trusted as a full and accurate representation of the transactions, activities or facts to which they attest and can be depended upon in the course of subsequent transactions or activities Integrity The integrity of a record refers to its being complete and unaltered.

It is necessary that a record be protected against alteration. Records management policies and procedures should specify what additions or annotations may be made to a record after it is created, under what circumstances additions or annotations may be authorized, and who is authorized to make them. Any authorized annotation or addition to a record made after it is complete should be explicitly indicated as annotations or additions Usability A useable record is one, which can be located, retrieved, presented and interpreted.

It should be capable of subsequent presentation as directly connected to the business activity or transaction, which produced it. The contextual linkages of records should carry the information needed for an understanding of the transactions that created and used them. It should be possible to identify a record within the context of broader business activities and 3 These attributes are derived from ISOInformation and Documentation Records Management, Copyright Arkib Negara Malaysia Page 5 of The links between records that document a sequence of activities should be maintained Accuracy, Adequacy and Completeness A record should correctly reflect what was communicated, decided or done.

It should be able to support the needs of the business to which it relates or it evidences so that it can be used for accountability purposes.

A record should contain not only the content, but also the metadata necessary to document a transaction, as follows: The structure of a record, that is, its physical and logical format and the relationships between the data elements comprising the record, should remain physically or logically intact The context in which the record was created, received and used within business should be apparent in the record including the business process of akga the transaction is part, and the participants in the transaction The links between documents, held separately but combining to make up a record, should be present.

Electronic records are assets that need to be managed with the same diligence as any other asset. The management of electronic records is not a problem that needs to be solved.

An electronic records management infrastructure is function driven. The requirements of a government program or strategic direction drive the decisions about what records need to be created, collected, acquired, etc. While the introduction of computer technologies will change the nature of the records and may even conceivably lead to the de facto record of Government functions becoming electronic, the management principles remain the same. Copyright Arkib Negara Malaysia Page 6 of The management of electronic records is the responsibility of all individuals.

Electronic records are susceptible to loss and destruction because of: The fragility of the media upon which they are recorded. The dependency on technology that changes through time. The absence of contextual information metadata that permits the records to be understood.


The absence of assigned accountability for the proper arkiib of the records. If these issues are not addressed then the following negative impacts will result 4: Reduced program effectiveness and efficiency when program-related information in electronic records is inaccurate, incomplete or out-of-date.

Increased administrative costs when electronic records collection and storage are duplicated, when they are kept too long or when they cannot be found and must be reconstructed. The inability to assess program impacts when performance-related electronic records are not kept. Increased legal, financial or political risk when the evidence contained in electronic records is adkib or is not credible.

Wasted investment in technology when government is unable to establish trustworthy electronic recordkeeping environments.

Gaps in the government s corporate memory when electronic records with long-term value have not been preserved or are not usable. They are in the form of a checklist that can be used by program managers 2030 staff, applications systems developers, registry staff, LAN administrators, web masters and others to assess the extent to which these conditions are being met for the capture, maintenance, and preservation of electronic records Records are captured Records have been created by all business transactions.

Communications in the conduct of business between two people, between a person and a store of information available to others, and between a source of information and a person, generate a record. Data interchanged within and between computers under the control of software employed in the conduct of nfgara created a record Records are identifiable.

They are related to a transaction which used all the data in the record and only that data. There exists a discrete record, representing the sum of all communications associated with a business transaction. All data in the record belongs to the same transaction. Each record is uniquely identified.

They contain the content, structure and context generated by the transaction they document. The content of records is quality controlled at input to ensure that information in the system correctly reflects what was negafa in the transaction. The relationship between elements of information content is represented in a way that supports their intended meaning. The contextual linkages of records are in place to carry information necessary to correctly understand the transactions that created and used them.

A representation of the source and time begara the transaction which generated a record is maintained. Links between records which comprised a business activity are retained.

Authorized records creators originated all records. All records have creators which are documented. Records creators have been authorized to engage in the business transaction that generated the records Records are maintained Records are preserved.

The records continue to reflect content, structure and context within any systems by which the record are retained over time. Records are protected from accidental or intended damage or destruction and from any modification.

Akta Arkib Negara 2003 (Akta 629)

Data within a record are not deleted, altered or lost once the transaction which generated it has occurred. The information content and structure of records is retained in reconstructible relations. If records are migrated to new software environments, content, structure and context information are linked to software functionality that preserves their executable connections or representations of their relations thus enabling humans to reconstruct the relations that pertained in the original software environment.

Logical record boundaries are preserved regardless of physical representations. The context of the records represents all processes in which the records participated. All uses of records are transactions. Transactions which index, classify, schedule, file, view, copy, distribute, or move a record without altering it are documented by audit trails attached to the original record.

Transactions which execute a records disposition instruction whether for retention or destruction are documented by audit trails attached to the original record. Copyright Arkib Negara Malaysia Page 9 of The record s content and the structure supporting the meaning of the content may be deleted by authorized individuals i. Authority for deletion of record content and structure exists.