IMC651

FACULTY OF INFORMATION MANAGEMENT
CAMPUS PUNCAK PERDANA
EVALUATION OF INFORMATION SERVICES (IMC651)
Assignment
Critical/Article Analysis
PROBLEMS IN THE PRESERVATION OF ELECTRONIC
RECORDS
Prepared by:
AHMAD SHAHMEIR BIN NORAZUAN (2018811884)
Prepared for:
PROFESOR MADYA DR NORHAYATI BINTI HUSSIN
Submition Date: July 2022

Acknowledgements
In The Name of Allah, The Most Merciful and Compassionate, praise to Allah, He is the Almighty.
External blessings and peace upon the Glory of the Universe, our Beloved Prophet Muhammad
S.A.W, His family, and companions
Firstly, upon completing of Individual assignment for Evaluation of Information Services (IMC651)
for semester 8 in University Technology of Mara (UiTM), Puncak Perdana Shah Alam Selangor.
I would like to express our gratitude to several people who helped us in completing this project.
And the first one, I would like to show our gratitude Course Instructor Profesor Madya Dr Norhayati
Binti Hussin, for giving us a good guideline for assignment throughout numerous consultations.
Thus, I am also like to expand our deepest gratitude to all those who have directly and indirectly
guided us in writing this assignment.
Special thanks to also to who give full cooperation and effort during this assignment, also want to
thanks to our classmates for helping in giving some more ideas to complete this task.
Table of Contents
Acknowledgements....................................................................................................... 2
Article ............................................................................................................................. 4
Introduction ................................................................................................................... 4
The Issues ...................................................................................................................... 5
Preservation of Electronic Records ......................................................................... 5

Difference Between Physical and Electronic Records ........................................... 5
Volume of Electronic Records .................................................................................. 5
Authenticity of Electronic Records .......................................................................... 5
Migration of Electronic Records ............................................................................... 5
Metadata in electronic records ................................................................................. 5
Legal Issue on Preserving Electronic Records ....................................................... 6
Critical/Article Analysis .................................................... Error! Bookmark not defined.
References ..................................................................................................................... 8
Article
Problems in the preservation of electronic records
CITATION
Lin, Lim & Ramaiah, Chennupati & Wal, Pitt. (2003). Problems in the preservation of
electronic records. Library Review. 52. 117-125. 10.1108/00242530310465924.
Introduction
Terms such as medium preservation and technology preservation are now widely used
when discussing issues related to the preservation of electronic records. The advent of electronic
information introduces new preservation requirements. Medium preservation has been addressed
in discussions on environmental and handling concerns for tapes, magnetic disks, optical disks,
and the like. Greater attention should instead be directed to the obsolescence of technologies. It
is a challenge to imagine not only how to technically preserve electronic records indefinitely, but
also how to choose what to preserve and how to guarantee the electronic record’s reliability and
authenticity in the future.
The combined problems of immense volume, unstable storage media, and obsolete
hardware and software add up to some very tough problems, which must be dealt with. Digital
preservation is becoming a business issue. Not only are historians, librarians and archivists
alarmed by the loss of cultural and government records due to a lack in digital preservation, but
certain industries have also realised that they need to keep data longer and longer for regulatory
or business reasons.
As organisation rely more and more on digital technology to produce, process, store,
communicate, and use information in their activities, the quantity of records being created in
electronic form will increase exponentially.The Technological challenge is compounded by the
continuing extension of information technology, making records increasingly more diverse and
complex. This will create an impact not only on individual records but also on the archival fonds
as a structured who
The Analysis
Preservation of Electronic Records

An electronic record is preserved if and only if it continues to exist in a form that allow it to be
retrieved, providing reliable and authentic evidence of the activity that produced the record.
Difference Between Physical and Electronic Records

Problem is how to support the ability to digitally process and read many years from now the
electronic record being created. Electronic records should be tally with the physical records to
ensure validity of records.
Volume of Electronic Records

The use of electronic information technologies has brought impressive gains in efficiency and
productivity as well as accumulation volumes of information that provide as wealth of records to
monitor and manage.
Currently we have difficulties to handle the huge volume of electronic records and have to expend
lot money to upgrade the server to store the electronic records.
Authenticity of Electronic Records

In general, the closer one stays to the original technology and original digital format of the record,
the less the problem of authenticity. However, as on e stays closer to the original technology, the
more complex and impractical the approach becomes over time. Electronic record, unlike paper
records, are susceptible to undetectable changes in content and format unless they are held
securely and under defined and auditable procedures.
Migration of Electronic Records

Migration of data to the latest media and software version can be done on a two to three-year
cycle but will require a significant monetary investment for each conversion, constant human
attention, and personnel training. Digital migration requires the staff to have knowledge of the old
formats as well as the new.
Metadata in electronic records

From a record keeping perspective, the absence of some critical documentation on the structure
of the records in the form of system metadata will hinder digital preservation. The miss-out of
metadata will make it critical one most of collection of electronic data, electronic document, or
information are not records because they do not qualify as evidence.
Legal Issue on Preserving Electronic Records

Issue relating to the intellectual nature of the source materials, current and potential user,
anticipated use, the format and nature of the digital product, describing, delivering and retaining
the digital product, relationship to other effort and costs and benefit have to be considered in
preserving electronic records
Conclusion
From this article we can concluded the issues of record management system is happening in our
country and will become worst if not be handle properly from now on.
We also have identified and list all possible internal and external issue of electronic records
management.
Based on the internal and external in the process of compiling this report the we identified the
following ways in which a comprehensive electronic records management program could benefit
the organization in the perspective of Managing risk and liability.
Thus, it’s shown that better tracking of the evidence of work performed and of company’s
acceptance at each stage in the process will facilitate risk management in legal, tax, and
accounting matters.
A comprehensive electronic records management program will also contribute to greater security
of files administration.
Electronic record-keeping will provide greater ability to perform data analysis to track efficiency
and throughput. From the file management perspective the utilization of metadata about files will
aid in the ability to locate those files, provide version control and a more secure back-up and
archiving" procedure, as well as facilitate their management as potentially re-usable resources.
.
References
https://www.researchgate.net/publication/242340777_Problems_in_the_preservation_of
_electronic_records
https://www.emerald.com/insight/content/doi/10.1108/09565691211283156/full/html

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FACULTY OF INFORMATION MANAGEMENT

CAMPUS PUNCAK PERDANA

EVALUATION OF INFORMATION SERVICES (IMC651)

AHMAD SHAHMEIR BIN NORAZUAN (2018811884)

PROFESOR MADYA DR NORHAYATI BINTI HUSSIN

Submition Date: July 2022

The Issues ...................................................................................................................... 5

Preservation of Electronic Records ......................................................................... 5

Problems in the preservation of electronic records

Preservation of Electronic Records

Difference Between Physical and Electronic Records

Volume of Electronic Records

Authenticity of Electronic Records

Migration of Electronic Records

Metadata in electronic records

Legal Issue on Preserving Electronic Records

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