Umi Asma’ Mokhtar

Electronic records management in the Malaysian public sector: the existence of policy

Purpose – The existence of policy serves as a guideline to facilitate actions and decisions to be taken. Electronic records management should be driven and guided by clear, comprehensive, understandable policy, to direct the organization and ascertain the effectiveness of functions implemented. The purpose of this paper is to find out whether government agencies in Malaysia do possess such a policy for electronic records management. In addition, the aim is to identify the responsible party for the policy besides investigating the sources referred to in developing the policy.Design/methodology/research – The survey employs a questionnaire to gather the data from 25 selected government departments in Klang Valley and Putrajaya, Malaysia.Findings – As anticipated, not all government departments possess electronic records management policy far from complete, clear, and easy to implement. Most surveyed samples are executing policy provided by Malaysian Administrative Modernisation and Management Planning Unit ...

Electronic document and records management system implementation in Malaysia: A preliminary study of issues embracing the initiative

The Electronic Document and Records Management System (EDRMS) is a software application that manages digital information, merging both document management and records management functionality which will increase the business efficacy and deliver better accountability. Literature in the area has identified that there are issues hindering organisation from implementing EDRMS. These are not ready to change, do not possess the required knowledge and skills, lack of policy and procedure in place, not receiving support from the top management and not competent over the security and privacy matter. Malaysia which is striving into a fully developed nation by the year 2020, also embarking on EDRMS to enhance its quality of service delivery. However, not all organisations particularly in the public sector succeeded in implementing EDRMS endeavour partly due to the above mentioned problems. This study seeks to identify and validate the issues which impede the materialisation of EDRMS in Malaysia public sector. Data was collected qualitatively through literature review and interview where the latter technique involved the EDRMS experts. This study could help the Malaysia public sector to discover the issues in implementing EDRMS and to develop policies, procedures, or take appropriate actions for the smooth running of EDRMS.

Classification: The understudied concept

Abstract In the field of records and information management (RIM), classification is central for categorizing information including those embedded in records into a systematic structure for controlling and retrieval purposes. It is particularly a paramount concept and activity for information-related organization to organize and manage information from the beginning of its creation to disposal. The evolution of classification has diversified in applications in regards with the discipline of study including archival, library and information science. The need of classification has becoming more urgent in technology environment where information is easily created. However, technology has caused the authenticity and the integrity of information can be easily tampered and challenged. Technology together with the absence of classification has caused problems in dealing with information particularly in the aspect of storage. When classification is under-explored and minimally understood albeit its importance, the management of digital information becomes risky thus, affect to obscure decision making and provocation by laws. Therefore, it is essential that the concept is explored and be applied to ensure information/digital information created, maintained and preserved are in context, trustworthy, authentic and conform to standards and regulations. This paper discusses the concept of classification from various field so as to make clear why classification is significant to the records management field although is more popular in library science.

Taxonomic framework for factors influencing ERMS adoption in organisations of higher professional education

An electronic records management system (ERMS) is tightly linked with most of the daily activities of educational organisations and leads to enhance their performance and decision-making. The aim of this article is to identify the significant factors that could influence the ERMS adoption in higher professional education (HPE). The methodology of this article started with identifying the factors through theory analysis and literature and also recommended by experts. Technology–organisation–environment (TOE) theory was used for factor classification. Qualitative approach was used through the interview with experts to validate and verify the proposed framework. This article presents the results of a study which identifies the issues involved in the utilisation and adoption of ERMS. More than 100 previous works and six well-known theories were critically reviewed to identify the main factors for successful ERMS adoption in different areas with the aim of proposing a taxonomic framework that can depict and identify the main factors that have an impact on the success of ERMS adoption. The proposed framework includes 11 factors categorised into three dimensions. The framework is validated and verified by experts. The adoption factors identified here provide a sound theoretical basis for research to understand, support and facilitate the adoption of ERMS to HPE benefit. The proposed framework could help to improve educational outcomes and the successful implementation of ERMS.

A Framework for Electronic Records Management System Adoption in the Higher Professional Education: Individual, Technological and Environmental Factors

Majority of organizations, with the inclusion of higher education institutions, strive to establish strategic, efficient and timely information management. In the context of higher education institutions, valuable information is required to run the business efficiently and effectively. Although the role of information in running educational institutions has become critical, higher professional education (HPE) institutions face a challenge as they seek to adopt technologies to help in their information management. Electronic Records Management System (ERMS) helps the organizations to manage the information that are needed to plan and make well informed decisions, thus improving their competencies. In relation to this, ERMS is a relatively new addition to organizations and as such, its contributions have not been explored and because of this, organizations are still hesitant to adopt ERMS initiatives. Therefore, this study proposed a framework containing factors that influence ERMS adoption in HPEs. There were ten primary factors extracted through the reviewed relevant literature of 75 articles, with UTAUT and TOE that were used as the basis for the framework development. This framework is expected to assist HPEs institutions to determine and understand various aspects (individual, technological and environment) during ERMS adoption.

Chapter Six – Conclusion

This chapter concludes with a discussion on records classification including analysis of current models and contributions of the proposed model. The proposed model known as records classification model would benefit organizations for creating their own classification system and information-related policy makers. As classification can guarantee the continuity of business by ensuring that vital records are kept safe, this chapter argues firmly on the importance, contribution of function-based classification to the body of knowledge, practice, limited researches underwent a similar subject, and the needs of function-based classification for maintaining electronic records integrity and authenticity throughout its life cycle.

Records Management Models

This book attempts to propose a new records classification model since the existing models are generic, represented in lengthy textual form, and presented together either with functional requirements or guidelines. Prior to the development of the model, the authors reviewed the broader and more general records management models with the aim to forecast the inadequacy of classification model. Therefore, this chapter mainly discusses the existing records classification models. The authors have categorized the records management models into two types: functional and conceptual. Twenty models were reviewed and the results of the assessment become one of the foundation criteria in proposing a new records classification model. The models were in the form of concepts, guidelines, functional requirements, function models, standards, and handbook to provide critical assessments on the classification.

General Overview of Classification

Records classification, a specific area in records management at large, needs to be further explored to discover the importance of classification to be practiced. Nevertheless, classification is closely associated with library and information science, which aids the searching and retrieval, processes. Classification should also be viewed from the records management perspective to ensure that the integrity and authenticity of records remain intact and secured—an area not prevalent to library and information science. The discussion in this chapter includes the theory underpinning records classification such as principles of provenance and respect des fonds , archival theory, and archival science. Records classification, particularly in Malaysia, has not been well practiced resulting in the information-related professionals being dominated by the technical team. The commencement of e-government becomes de facto to the needs of records classification, as records management is essential for government to provide high-quality information that enable the government to make decision and take action to improve economic development, ensure justice, protect the environment, provide security, and achieve other governance objectives.

The Records Classification Functional Model

Records classification has gained a reputation in the records management field since its introduction by Schellenberg in the early 1950s. Many organizations have attempted to move from subject-based classification to records classification because of the benefits it offers to organizations. Since the functional model for records classification is still limited, this chapter discusses the development and explanation of records classification model through a method known as ICAM definition for function modeling (IDEF0). IDEF0 is a design tool to draw the model from the highest to the lowest level of classification for the purpose of establishing or improving communication between records management and IT professionals. This chapter ends with a discussion on electronic records management system to let readers acknowledge the characteristics in the system.

Function-Based Classification

Function-based classification or records classification offers various benefits compared to subject-based classification, because it is more stable; can ease the process of classifying and retrieving; and also provides context of records, rather than content, which in turn ensures records authenticity and integrity. Moreover, records classification could aid appraisal and disposal activities, and provide proactive management of records. This chapter focuses on records classification by discussing its evolution, the rationales for classifying records by function, the elements involved in records classification, and the design for classification. Extensive discussions of related past works were also conducted to dig further on researches in records classification.