1. TAMING THE WILD FRONTIER: IMPROVING SYSTEMS AND PROCESSESS IN CREATING DIGITAL RECORDS IN GOVERNMENT BY AZIMAH MOHD ALI THE NATIONAL ARCHIVES OF MALAYSIA

2. CONTENT Introduction Introduction - A Malaysian Scenario The Existing Systems and Processes The Existing Systems and Processes The Changing Regulations and Procedures The Changing Regulations and Procedures - National Archives Act 2003 The Initiatives The Initiatives - The e-SPARK Project Phase 1 - The Developing Tools: E-SPARK Documents - Implementation of ERMS System And Digital Archives Repository The Achievement And Acceptance Of The New Systems And Processes. The Achievement And Acceptance Of The New Systems And Processes. Conclusion Conclusion

3. A MALAYSIAN SCENARIO 1 st November 1995 - The government of Malaysia embarked on the ambitious program to establish the Multimedia Super Corridor (MSC). 1 st November 1995 - The government of Malaysia embarked on the ambitious program to establish the Multimedia Super Corridor (MSC). The Multimedia Super Corridor offers a Malaysia initiative for Information Age. The Multimedia Super Corridor offers a Malaysia initiative for Information Age. The MSC Malaysia Flagship Applications are: The MSC Malaysia Flagship Applications are: - Electronic Government- R&D Clusters - E-Business - Mykad - Smart School - Telehealth - Technopreneur Development

4. THE EXISTING SYSTEMS AND PROCESSES computerization programs and office automation - leads to a proliferation of electronic records computerization programs and office automation - leads to a proliferation of electronic records There are no systems and procedures to manage the records created. There are no systems and procedures to manage the records created. The existing procedures and practices -“print and file”. The existing procedures and practices -“print and file”. The formulation of policies, legislations, standards, guidelines and procedures The formulation of policies, legislations, standards, guidelines and procedures

5. THE CHANGING REGULATION AND PROCEDURES Special Laws - Digital Signature Act 1997, Copyright Act 1987 (Amendments), Computer Crimes Act 1997 and Telemedicine Act 1997. Special Laws - Digital Signature Act 1997, Copyright Act 1987 (Amendments), Computer Crimes Act 1997 and Telemedicine Act 1997. Public Sector General Circulars pertaining to ICT implementation. Public Sector General Circulars pertaining to ICT implementation. The National Archives Act 2003 The National Archives Act 2003 -renders the definition of records. - a leading role in governing the management of electronic records from creation till disposition in the public sector.

6. THE INITIATIVES The e- SPARK Project. The e- SPARK Project. - conduct study - look for solutions - develop the tools - implementation of ERMS and Digital Archival Management System Digital Archival Management System

7. THE 3 STAGE APPROACH OF THE E-SPARK PROJECT Stage 1 – The Assessment Stage. Stage 1 – The Assessment Stage. Stage 2 – The Definition Stage Stage 2 – The Definition Stage Stage 3 – The Documentation Stage Stage 3 – The Documentation Stage

8. THE 3 STAGE APPROACH OF THE E-SPARK PROJECT DIAGRAM

9. TOOLS: e-SPARK DOCUMENTS The Archival Management of Electronic Records Standard Operating Procedure The Archival Management of Electronic Records Standard Operating Procedure The Appraisal Management for Electronic Records Standard Operating Procedure The Appraisal Management for Electronic Records Standard Operating Procedure The Guidelines for the Management of Electronic Records The Guidelines for the Management of Electronic Records The Electronic Records Management Systems Specification The Electronic Records Management Systems Specification The Electronic Records Management Training & Education Guidelines The Electronic Records Management Training & Education Guidelines

10. HIGH LEVEL BUSINESS PROCESS

11. THE TOOLS TO SUPPORT THE OPERATIONAL MODEL SOP – Arkib Management Framework for Electronic Records SOP - Archival Management of Electronic Records SOP – Appraisal Management for Electronic Records SOP - Guidelines for the Management of Electronic Records in Public Offices Guidelines on Electronic Records Management Electronic Records Management Policy NATIONAL ARCHIVES ACT 2003 Electronic Records Management Training & Education Guidelines Electronic Records Management System Specification

12. IMPLEMENTATION OF ERMS AND DIGITAL ARCHIVAL MANAGEMENT SYSTEM OBJECTIVES OBJECTIVES - Developing a Digital Archival Management System at the National Archives of Malaysia for the preservation of electronic records of permanent value that will be transferred by government agencies. -To enable the digital archives collection stored in the Digital Repository be accessed online by the public. -To enable the electronic records to be managed and maintained accordingly and can be easily accessed when needed.

13. IMPLEMENTATION OF ERMS AND DIGITAL ARCHIVAL MANAGEMENT SYSTEM The system consists of two components that are: The system consists of two components that are: i. The Electronic Records Management System - TRIM Context ii. The Digital Archival Management System - Tessella SDB

14. THE ACHIEVEMENT AND ACCEPTANCE OF THE NEW SYSTEMS AND PROCESSES. Key areas of focus in the implementation would include:- Key areas of focus in the implementation would include:- - Seek Approval and Plan -Implement and Execute the Policy. -Pilots -General Guidance and General Awareness -Capacity Building. -Change in Organizational Structure

15. PROPOSED IMPLEMENTATION APPROACH

16. COLLABORATION AND PARTNERSHIP COLLABORATION AND PARTNERSHIP Malaysia Administration of Modernisation and Planning Unit (MAMPU) Malaysia Administration of Modernisation and Planning Unit (MAMPU) - to ensure that all IT planning and implementation takes into consideration electronic records and archives management requirements -the implementation of ERMS system in all government agencies SIRIM BERHAD (Malaysian Standards Board) SIRIM BERHAD (Malaysian Standards Board) - to adopt the ISO 15489

17. CONCLUSION Creation of electronic records in the government agencies without proper systems and processes is like a wild frontier Creation of electronic records in the government agencies without proper systems and processes is like a wild frontier Enforcement of the National Archives Act 2003, execution of the policies, standards, procedures and guidelines developed by the National Archives of Malaysia and implementation of ERMS and Digital Archival Repository are the new systems and processes that would improve electronic records management in the government and tame the wild frontier. Enforcement of the National Archives Act 2003, execution of the policies, standards, procedures and guidelines developed by the National Archives of Malaysia and implementation of ERMS and Digital Archival Repository are the new systems and processes that would improve electronic records management in the government and tame the wild frontier.

18. THANK YOU. DIGITAL FUTURES INTERNATIONAL FORUM 18-19 SEPTEMBER 2007, AUSTRALIA