Transfer of Electronic Record to the National Archives for Permanent Storage

It is the duty and responsibility of departments to ensure that electronic records and data to act upon it has been completed and are considered no longer active in the department, transferred to the National Archives.
Electronic records are to be transferred to the National Archives for permanent storage of electronic records and data should be authentic, valid and complete.
The National Archives is responsible for ensuring that records and electronic data stored in the National Akrib is maintained as possible, especially in the technical aspects as when removed.

Transfer Format

The records and electronic data to be transferred to the National Archives preferably stored in a format that is easy, cost effective and not be constrained by any one computer system (hardware or software).
The National Archives suggest that the departments transferring electronic records to the National Archives for permanent storage should ensure that electronic records or data transmitted in an open format (open and platform-independent format). This is because the records are stored in the format of 'de facto' or 'Uncommon hardware / software' will complicate the process of exchange (conversion) and penhijrahan (migration) and then days later.
Currently, the National Archives received the records and electronic data in a format as follows:

Record	Format
Unstructured texts	Plain American Standard Code for Information Interchange (ASCII), Unicode	All database files in ASCII files and data to be stored in the National Archives must be transferred in the form of flat files in advance with the characteristics of the control over the length of record markers removed except for a variable length records (record length indicators for variable length records) marker Delimiter data elements, fields, records or files or SGML tag, (marks deliminiting a data element, field, record or file, or SGML tags). All records in the database must be the same logical format and each data element in a record must contain only one value. Relational database (Relational Database), which requires a link to the file reference must have primary keys (primary keys) to enable the link between records in different files.	All information and descriptions about the records must be removed from the database management system along with the Department and deposited in the form of flat files structured to make it as a record of complete and understandable. Text files in formats such as Microsoft Word, Word Perfect, or plain text (plain text) are ASCII files with reference to the other should be a footnote (footnote) that are easily understood. Records of the encrypt (encryption) to the decrypt (decryption) before being transferred to the National Archives and the records are not compressed (compressed) only after the approval of the National Archives. Record-level records must be written down before being transferred to the National Archives for permanent storage
Structured Texts	Extensible Markup Language (XML), Standardized General Markup Language (SGML).
Compound Documents	Portable Document Format (PDF)
Bitmapped Images	Tagged Image File Format (TIFF, Versi 6 ke atas), Photo CD Format (PCD), Joint Photographic Experts Group Format (JPEG, lossless compression)

Electronic Records Storage Media

Department may choose to store and transfer electronic records to the National Archives in storage media such as the following:

Magnetic Tape
4mm DAT Tape
Diskette 3.5 "1.44MB
CD-ROM that comply with the standard 9600

For electronic-mail, the Department must comply with the Guidelines for Operating Procedures E-mail the Department of Government and MyMIS (Malaysian Public Sector Management of Information & Communication Technology Security Handbook) prepared by the CAN. While e-mails with archival value must be transferred to the National Archives in accordance with the format specifications and the storage medium as mentioned above.

If the Department has the format and storage media and electronic data record is different from the specifications as stated above, the Department shall first notify and consult with the National Archives.

Documentation

Prior record or electronic data is transferred to the National Archives, the Department must provide a complete metadata relating to records and data. This information is essential to enable the researchers to interpret and manipulate data or electronic records in the future.

Metadata that exists in the records management department shall be transferred to the National Archives along with records or electronic data in a separate file format specification is the same as electronic records.

For electronic records, including records of the Department of the Disposal Schedule to be transferred to the National Archives, but can not be removed for reasons of administrative requirements, the following measures shall be taken by the Department:

Ensure that storage space for electronic records such as magnetic tapes, compact discs, tapes and other stored dalah temperatures between ± 18 º C and RH 45% ± 5.
Practice random checks on all storage media to check if there is loss of data and then identify the reasons for loss of data. Usually the storage media should be updated from time to time to cope with aging (degradation).
Make a careful planning of the action before the data migration and transition of software and hardware becomes obsolete (obsolete).
Ensure all metadata and documentation systems for the records that exist in paper form or electronic files stored and maintained.

splask

Borang Maklum Balas

Transfer of Electronic Record to the National Archives for Permanent Storage

Transfer Format

Electronic Records Storage Media

Documentation

Polisi Privasi