Wednesday, May 23, 2007

On The Train, May 21, 2007 - Electronic Archive

I came on board to sit across Lawport on the way to work. As soon as he saw me he leaned forward to confirm with me whether the New Crown Plaza is the old KL Hilton and he was going there. I told him I was going to KLCC.

Going to KLCC means I had to take the PUTRA line down and that is something that I love to do. Although I am used to the train going up to Universiti whenever I have a meeting at our PJ office going the opposite way is always interesting. New interesting faces where reading them was always a pleasure. In between my ‘scientific’ reading and purely expert guessing I could see sleepy, agony and brave souls on the morning train. To tell you the truth I really admire their resolve and commitment to use our public transport even if they had to squeeze. Forget about whether they had to or forced to take this public transport but I believe with improved services more would love to do it. Especially the younger generation. The reason I went to KLCC was to attend a seminar.

Seminar e-SPARK Project, Microsoft, Tower 2, Level 29, KLCC (Presentation slides at www.arkib.gov.my and www.microsoft.com)

Tn Hj Mohamed Zawawi Abdullah

Refer to ARKIB before implementing any e systems and services to ensure compliance to ARKIB requirements for easy transfer and storage.

Introduction and Update on e SPARK, Pn Azimah Mohd Ali, ANM

Despite her effort she had not been ending the right message to the audience. The presentation could have been better with not too many words on the slides.

  • EMDS + ERMS
  • ERMS – Standards OAIS, Records lifecycle
    Issues – Cost? Marrying EDMS and ERMS effectively? Process? Governance
RM Challenges in Paperless Environment, Pn Norehan Jafar, ANM

New Act 2003 includes Records, ISO15489
What is Record = Recorded information
RM Program

  • System management
  • Processes

Challenges

  • Shared responsibilities
  • Mgt issues
    Policy
    Vast quantity of data
    Legality
    Legacy records – migration, old systems, processes, infrastructure
    Multiple originals
    When and what to capture? Upon creation
    K Sharing - Metadata
    New skill and K
    Awareness and understanding – All Govt ERMS by next year
    Change Mgt
    Cooperation and collaboration
    Fund
  • Technology Issues
    Lost of records – emails, deleting, attachments, storage. Etc
    Records are dynamic, temporary and fragile – eg Websites, version control
    Complexity and number of data format
    Multiple systems
    Obsolescence
    Conversion and migration
    Electronic and paper integration (hybrid)
    Security
    Access
    Preservation
  • Recordness issues
    Authenticity
    Evidentiary
    Integrity
    Reliability
    Completeness
    Usability

Benchmarks
USA – Indiana U – electronic record project
Australia – VERS
Canada –
Involves total value-chain – CIOs, Record Managers, IT managers, KM and library managers, Action Item: ERMS compliance by 2008

Opportunities and challenges – opperationlise Content Mgt Policy, iSec, streamlining systems (ACS, EDMS, SKA, ILMU)

Compliance document - ANM

Information lifecycle

Records – structured and unstructured Interoperability and Connected Government Framework (CGF), Dr Dzaharuddin Mansor, MS

Inoperability – ISO/IEC 2382-01
By design, IP licensing and cross-licensing, Industry collaboration, Standards
XML documents are the future – Sustainability, Context, Efficiency, Independence
SOA
Use XML to enforce metadata, compliance to standards

TRIM Context (RM200K), Bill Cheng

Manages records with all the rules of RM
Physical as well as electronic
Metadata creation
Retention and disposition
Classification/thesaurus
Security/audit trail

Still no discussion on surfacing and KM

Transparency and Good Governance (TGG), Hjh Mahfuzah Yusuf

What must we do now?
Determine what record should be created
What information to be included in the records
Determine requirement for retrieving
Determine retention schedule
Preserving record and making then accessible over time
Policy compliance
Reforms


THE ISSUE IS STILL WE CANNOT TREAT HUMAN PROBLEM WITH A STRICT STRUCTURED INTERVENTION

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