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By introducing effective security management measures, the information department should adapt to these developments in the storage and distribution of information. It is important to secure operational records, personal information, confidential records and more from threats such as information loss, stolen records, attacks by viruses and hackers among many more. Jabatan Penerangan Malaysia should follow a range of basic procedures and policies to ensure they maintain appropriate security measures for their electronic documents and systems. There are a lot of security that they can use to secure their records.

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Redacting Records

Although it was important to redact records in the past before they were scanned, records today can be redacted to mask sensitive aspects of modern digital documents during the scanning process itself.

Lists and Access Management (ACL)

ACLs are only used to control access to confidential data for those who use them. It is possible to customise predefined lists of allowed users while keeping off all other prying eyes.

Encrypting records

Encryption techniques are built into many electronic content management systems. If, for instance, a record is intercepted over an open network with file encryption, the file would be inaccessible without the decryption key.

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3) RETENTION AND DISPOSAL OF ELECTRONIC RECORDS

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3) RETENTION AND DISPOSAL OF ELECTRONIC RECORDS

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It is the duty of the directors to ensure that the schedules are revised regularly, at least annually, in order to assess if any retention periods related to records within their directorates have expired. The record must be reviewed and a 'disposal procedure' settled upon after the retention period has expired. The review of records should be carried out by the JPN as soon as possible after the expiry of the duration of retention or, if it is not practicable, the records should be kept and the date of review then fixed. It does not have to be done in depth or it takes time, so the value of the record should be evaluated. In consultation with the appropriate stakeholders like Head of IT, the observations should be made by the Director or by a representative of the Information Department of Malaysia.

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The normal measures taken in the destruction of electronic records are:

Classify records of little permanent value.

Confirm that, according to the formal arrangement between the preserver and the creator of the records, the records would be lost or otherwise disposed of.

Delete them entirely if the records are to be destroyed.

To ensure consistency with all specifications, evaluate the actions taken.

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5) The Malaysian Information Department must make a disposal recommendation to take into consideration of whether:

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5) The Malaysian Information Department must make a disposal recommendation to take into consideration of whether:

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the record has historical significance or long-term analysis value

evaluate the legal, political and reputational risks involved with the record's retention, removal or loss of control.

JPN also need to:

identify legal and historical records that must be permanently preserved as archives and records that must be kept for a fixed amount of time and records that may be destroyed.

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Overwriting

A more reliable means of deleting electronic records is to use software that overwrites the records several times with sequences of "1's" and "0's" (up to 10 times-the Department of Defense mandates at least three times). This makes it easier to retrieve the records even more remotely than just pressing the delete key.