Please enable JavaScript.
Coggle requires JavaScript to display documents.
CHAP 7 Retention and Disposition of Electroic Records - Coggle Diagram
CHAP 7 Retention and Disposition of Electroic
Records
EMAIL
Is an information type that is often treated differently than others even though it shouldn’t be
Not all email requires the same level of control
The email client was the information worker's primary business application spending many hours a day reading responding & collaborating via emails.
An email records should be somplete, accurate, accessible, manageable and secure
Disposal of Email Records
Public offices should make arrangements for their officers using the government email system to seperate email records form persomal email messgaes & non- records in a timely manner
Identified e-mail records should properly filed & disposed of when further retention is not required
Public offices should establish records disposal schedules for e-mail records & obtain the prior consent of the National Archivist before permanent erasure/destruction of the record copy
Persasive across all aspects of all business & has become highly business critical
Retaining and disposing of e-mail messages & other electronic documents
Consult with records managment specialists to determine if a retention schedule has been established for the records generated in the organizational unit
E-mail system are not record-keeping system, this guide emphasize the importance of moving significant e-mail messages & their attachments to the new shared dicrectory
Transfer of archival e-mail records
Public offices should transfer e-mail records appraised by the Arkib Negara Malaysia as possesing archival value to the Arkib Negara Malaysia for permanent retention
Destruction of Transitory Records
Officers should check their workstations regularly to delete transitory records
Transitory records can be disposed of without seperate authorization of gthe Arkib Negara Malaysia
Deletion of the electronic copy after filing
If a retention & dispositon schedule is in place : - use it to guide establishment of retention & disposition specifications for the folders in the shared sirectory
Store the retention & disposition specifications for the folders in “1 New Drive” directory structure as folder attributes on the site map
Consult with records management specialists on how the retention & disposition specification can be applied
If a retention & dispositon schedule is not in place : - ensure the specification is applied to e- mail messages stored in the related public folders
Consult with record specialists to determine when a retention & disposition schedule can be established
After the printout copy of e-mail record has been captured into a recordkeeping system, the subject officer or his delegate should erase/delete the electronic cop
Manageable
Secure
Accessible
Accurate
Complete
Core Requirement for EDRM
Retention & Disposal
Address the length of time records to be retain in
EDRMS
ultimate disposal based on specifications described in approved schedule
Provide assistance & the ability to change record status
Link the retention periods & disposal actions for records, through file classification scheme, tometadata of any record/file
Permit an authorized individual to
capture & manage information
Identify all records due for destruction according to their authorized disposal schedules
Change defaulted retention & disposal designation for individual records & files at any level of the file classification scheme
delete records from all repository media
Permit an authorized individual to create, maintain, modify & manage
Retention and detention schedules indicates the period of time records are to be retained in an active/inactive state
Listing with instruction for the authorized disposition of records