TAMING THE WILD FRONTIER: IMPROVING SYSTEMS TAMING THE WILD FRONTIER: IMPROVING SYSTEMS AND PROCESSESS IN CREATING DIGITAL RECORDS IN AND PROCESSESS IN CREATING DIGITAL RECORDS IN

GOVERNMENTGOVERNMENT

BYBY

AZIMAH MOHD ALIAZIMAH MOHD ALI

THE NATIONAL ARCHIVES OF MALAYSIATHE NATIONAL ARCHIVES OF MALAYSIA

CONTENTCONTENT

IntroductionIntroduction- A Malaysian Scenario- A Malaysian Scenario

The Existing Systems and ProcessesThe Existing Systems and Processes

The Changing Regulations and ProceduresThe Changing Regulations and Procedures- National Archives Act 2003- National Archives Act 2003

The InitiativesThe Initiatives- The e-SPARK Project Phase 1- The e-SPARK Project Phase 1- The - The Developing Tools: E-SPARK Documents Developing Tools: E-SPARK Documents - - Implementation of ERMS System And Digital Archives Repository Implementation of ERMS System And Digital Archives Repository

The Achievement And Acceptance Of The New Systems And ProcessesThe Achievement And Acceptance Of The New Systems And Processes. .

ConclusionConclusion

A MALAYSIAN SCENARIOA MALAYSIAN SCENARIO

11stst November 1995 - The government of Malaysia embarked on the November 1995 - The government of Malaysia embarked on the ambitious program to establish the Multimedia Super Corridor (MSC).ambitious program to establish the Multimedia Super Corridor (MSC).

The Multimedia Super Corridor offers a Malaysia initiative for Information The Multimedia Super Corridor offers a Malaysia initiative for Information Age. Age.

The MSC Malaysia Flagship Applications are:The MSC Malaysia Flagship Applications are:

- Electronic Government- Electronic Government - R&D Clusters- R&D Clusters- E-Business - E-Business - Mykad - Mykad - Smart School - Smart School - Telehealth- Telehealth- Technopreneur Development- Technopreneur Development

THE EXISTING SYSTEMS AND THE EXISTING SYSTEMS AND PROCESSESPROCESSES

computerization programs and office automationcomputerization programs and office automation - - leads to a proliferation of electronic records leads to a proliferation of electronic records

There are no systems and procedures to manage the There are no systems and procedures to manage the records created.records created.

The existing procedures and practices -“print and file”.The existing procedures and practices -“print and file”.

The formulation of policies, legislations, standards, The formulation of policies, legislations, standards,

guidelines and procedures guidelines and procedures

THE CHANGING REGULATION THE CHANGING REGULATION AND PROCEDURESAND PROCEDURES

Special Laws - Digital Signature Act 1997, Copyright Special Laws - Digital Signature Act 1997, Copyright Act 1987 (Amendments), Computer Crimes Act 1997 Act 1987 (Amendments), Computer Crimes Act 1997 and Telemedicine Act 1997.and Telemedicine Act 1997.

Public Sector General Circulars pertaining to ICT Public Sector General Circulars pertaining to ICT implementation.implementation.

The National Archives Act 2003 The National Archives Act 2003 -- renders the definition of records.renders the definition of records.- - a leading role in governing the management of a leading role in governing the management of

electronic records from creation till disposition electronic records from creation till disposition in the in the public sector. public sector.

THE INITIATIVESTHE INITIATIVES

The e- SPARK Project. The e- SPARK Project.

- - conduct studyconduct study

- - look for solutionslook for solutions

- - develop the tools develop the tools

- - implementation of ERMS and implementation of ERMS and

Digital Archival Management Digital Archival Management System System

THE 3 STAGE APPROACH THE 3 STAGE APPROACH OF THE E-SPARK PROJECTOF 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

THE 3 STAGE APPROACH THE 3 STAGE APPROACH OF THE E-SPARK PROJECT DIAGRAMOF THE E-SPARK PROJECT DIAGRAM

Planning and Preparation

Local Assessment

International Assessment (IA)

“International Assessment and

Gap Analysis”(IAGAR)

Assessment Report

Strategic direction

Arkib Unified Model

Electronic Records and Archives Management Inter Agency Business Process

Implementation Strategy and Plan

Proposed Organization Model

Policy

System Specification

Education Guidelines

Surveys Conducted – 280 Agencies(41% responded)

Intervews conductedwith 30 selected agencies

The National Archives of UK, Canada, Australia and US

20 electronic records projects worldwide

Standards, Guidelines,

Process and Procedures

Stage 1 Stage 2 Stage 3

FINAL REPORT

Planning and Preparation

Local Assessment

International Assessment (IA)

“International Assessment and

Gap Analysis”(IAGAR)

Assessment Report

Strategic direction

Arkib Unified Model

Electronic Records and Archives Management Inter Agency Business Process

Implementation Strategy and Plan

Proposed Organization Model

Policy

System Specification

Education Guidelines

Surveys Conducted – 280 Agencies(41% responded)

Intervews conductedwith 30 selected agencies

The National Archives of UK, Canada, Australia and US

20 electronic records projects worldwide

Standards, Guidelines,

Process and Procedures

Stage 1 Stage 2 Stage 3

FINAL REPORT

TOOLS: e-SPARK DOCUMENTSTOOLS: e-SPARK DOCUMENTS

The Archival Management of Electronic Records The Archival Management of Electronic Records Standard Operating ProcedureStandard Operating Procedure

The Appraisal Management for Electronic Records The Appraisal Management for Electronic Records Standard Operating Procedure Standard Operating Procedure

The Guidelines for the Management of Electronic The Guidelines for the Management of Electronic RecordsRecords

The Electronic Records Management Systems The Electronic Records Management Systems SpecificationSpecification

The Electronic Records Management Training & The Electronic Records Management Training & Education Guidelines Education Guidelines

HIGH LEVEL BUSINESS PROCESSHIGH LEVEL BUSINESS PROCESS

THE TOOLS TO SUPPORT THE OPERATIONAL THE TOOLS TO SUPPORT THE OPERATIONAL MODELMODEL

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

IMPLEMENTATION OF ERMS AND IMPLEMENTATION OF ERMS AND DIGITAL ARCHIVAL MANAGEMENT DIGITAL ARCHIVAL MANAGEMENT SYSTEMSYSTEM OBJECTIVESOBJECTIVES

-- Developing a Digital Archival Management System Developing a Digital Archival Management System at the at the National Archives of Malaysia for the preservation of National Archives of Malaysia for the preservation of

electronic records of permanent electronic records of permanent value that will be value that will be transferred transferred by government by government agencies.agencies.

-- To enable the digital archives collection stored in the To enable the digital archives collection stored in the Digital Digital Repository be accessed online by the public.Repository be accessed online by the public.

-- To enable the electronic records to be managed and To enable the electronic records to be managed and maintained accordingly and can be easily accessed maintained accordingly and can be easily accessed

when when needed. needed.

IMPLEMENTATION OF ERMS AND IMPLEMENTATION OF ERMS AND DIGITAL ARCHIVAL MANAGEMENT DIGITAL ARCHIVAL MANAGEMENT SYSTEMSYSTEM

The system consists of two components that are:The system consists of two components that are:

i. i. The Electronic Records Management SystemThe Electronic Records Management System

- TRIM Context- TRIM Context

ii. The Digital Archival Management Systemii. The Digital Archival Management System

- Tessella SDB - Tessella SDB

THE ACHIEVEMENT AND ACCEPTANCE THE ACHIEVEMENT AND ACCEPTANCE OF THE NEW SYSTEMS OF THE NEW SYSTEMS AND PROCESSES. AND PROCESSES.

Key areas of focus in the implementation would Key areas of focus in the implementation would include:-include:-

- - Seek Approval and PlanSeek Approval and Plan

-- Implement and Execute theImplement and Execute the Policy. Policy.

-- PilotsPilots

-- General Guidance and General General Guidance and General AwarenessAwareness

-- Capacity Building. Capacity Building.

-- Change in Organizational StructureChange in Organizational Structure

PROPOSED IMPLEMENTATION PROPOSED IMPLEMENTATION APPROACHAPPROACH

COLLABORATIONCOLLABORATION

AND PARTNERSHIP AND PARTNERSHIP Malaysia Administration of Modernisation and Malaysia Administration of Modernisation and

Planning Unit (MAMPUPlanning Unit (MAMPU))- - to ensure that all IT planning and to ensure that all IT planning and implementation implementation takes into consideration takes into consideration electronic records and electronic records and archives management archives management requirementsrequirements-- the implementation of ERMS system in all the implementation of ERMS system in all

government agenciesgovernment agencies

SIRIM BERHAD (Malaysian Standards Board)SIRIM BERHAD (Malaysian Standards Board)

- - to to adopt the ISO 15489adopt the ISO 15489

CONCLUSION CONCLUSION

Creation of electronic records in the government Creation of electronic records in the government agencies without proper systems and processes is agencies without proper systems and processes is like a wild frontierlike a wild frontier

Enforcement of the National Archives Act 2003, Enforcement of the National Archives Act 2003, execution of the policies, standards, procedures execution of the policies, standards, procedures and guidelines developed by the National and guidelines developed by the National Archives of Malaysia and implementation of ERMS Archives of Malaysia and implementation of ERMS and Digital Archival Repository are the new and Digital Archival Repository are the new systems and processes that would improve systems and processes that would improve electronic records management in the electronic records management in the government and tame the wild frontier.government and tame the wild frontier.

THANK YOU.THANK YOU.

DIGITAL FUTURES INTERNATIONAL DIGITAL FUTURES INTERNATIONAL FORUMFORUM

18-19 SEPTEMBER 2007, AUSTRALIA18-19 SEPTEMBER 2007, AUSTRALIA