News & Announcement
Evaluation and Seperation of Electronic Records
- Records evaluation is a process to identify important records with archival value that need to be preserved and stored permanently.
- The purpose of records separation is to separate active and non-active records. Non-active records without any archival values can be destroyed with the approval of National Archive Department, while records with archival value are transferred to the National Archive for permanent storage.
- The methods and features of evaluation of electronic records are similar to evaluation of records in paper form. For electronic records, there are two stages of evaluation, which are :
- Content Evaluation
This method takes into consideration the archival value of the contents of an electronic record which usually are evaluated according to their importance in administration, legal, finance, history and research values. Only records with archival value are kept permanently. - Technical & Administrative Evaluation
Technical evaluation stresses on validity of the record based on safety features and complete and clear metadata. Technical metadata explains the data system like data dictionary, data layour, code book and other information related to them. While administrative metadata explains the function, date, usage and the reasons for the record generation. The relationship between metadata records and the records need to be explained for the purpose of future reference. This information, whether stored in paper medium or electronic must be forwarded to the National Archive together with the records when transfers are made.
- Content Evaluation
- Usage of Records Disposal Schedule
- The Records Disposal Schedule is a schedule that decides a storage period for a particular type of record in government agencies and actions that will be taken upon it when storage period expires. It is meant to facilitate a government department disposing their records.
- Just like records in paper form, evaluation and disposal of electronic records can be implemented through Records Disposal Schedule prepared by the Department with the cooperation of National Archive. However, the usage of Disposal Schedule for electronic records can be implemented at an earlier stage that is when the system is being developed by including the electronic records archival functions like storage time frame, disposal, destruction and archiving. To acquire functional needs for this electronic archiving, the departments need to first discuss with the National Archive to decide on the data structure the system need to have.
- The Records Disposal Schedule is a schedule that decides a storage period for a particular type of record in government agencies and actions that will be taken upon it when storage period expires. It is meant to facilitate a government department disposing their records.
