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Year 2017, Volume 3, Issue 8, 713 - 721, 31.08.2017

Abstract

References

  • Archer, R., Borthwick, K., Travers, M., Ruschena, L. (2014). WHS: A Management Guide (4 ed.). Cengage Learning Australia. pp. 30–31. Boeije, H. (2002). A Purposeful Approach to the Constant Comparative Method in the Analysis of Qualitative Interviews. Quality and Quantity, 36(4), 391-409. Carroll, L. (2015). Hillary Clinton's email: Did she follow all the rules? Retrieved from http://www.politifact.com/truth-o-meter/article/2015/mar/12/hillary-clintons-email-did-she-follow-all-rules/ Chen, Y. N., Chen, H. M., Huang, W., & Ching, R. K. H. (2006). E-Government Strategies in Developed and Developing Countries: An Implementation Framework and Case Study. Journal of Global Information Management, 14(1), 23-46. Collection, A. D. (2009). The Need for Change Management.ASME Press. Covin, R. H. K. a. T. J. (1990). Participant Perception of Positive and Negative Influences of Large Scale Change. Group & Organization Studies, 15(2), 233-248. Davis, FD. (1989). Usefulness, Perceived Ease of Use, and User Acceptance of Information Technology. MIS Quarterly, 13(3): 319-340. Fariborzi, E. & Zahedifard, M. (2012). E-mail Marketing: Advantages, Disadvantages and Improving Techniques., International Journal of e-Education, e-Business, e-Management and e-Learning, Vol. 2, No. 3, June 2012. GITN. (2015). 1GovNet:Connected government. Retrieved 14 September 2016, 2016, from http://www.1govnet.gov.my/index.php?v=bg Glaser, B. G. (1965). The Constant Comparative Method of Qualitative Analysis. Social Problems Social Problems, 12(4), 436-445. Hamsha, B. I. (2012). Evaluation of Multimedia Super Corridor (Msc Malaysia): Contribution in Malaysian Economy. Howard, S. (2002). Hybrid records management - a local government perspective. Records Management Bulletin, 110, 3-8. Jacqueline, P. (2011).1Malaysia Email Account. The Star. Retrieved from http://www.gov.my/,yGov/BI/Information/SiteMap Jin-Hyuk Ahn, S. T., and Subramaniam R., Aleesha H., Josiah J., Vivek Vi. (2011). Change Management. University of Washington: University of Washington. Johare, R. (2001). Electronic Records Management in Malaysia: The need for an organisational and legal framework. Records Management Journal, 11(2), 97-109. Kaur, R. (2006). Malaysian e-Government Implementation Framework. (Master), Universiti Kebangsaan Malaysia, Bangi, Selangor. Lowry, J. (2012). Management And Preservation Of Digital Records In Tanzania (pp. 15). London: IRMT. MAMPU. (2016b). Digital Document Management System (DDMS). Retrieved September 30, 2016, from http://www.mampu.gov.my/en/digital-document-management-system-ddms MAMPU. (2015). DDMS User Manual. Putrajaya: MAMPU McMurtry, K. (2014). Managing Email Overload in the Workplace. Performance Environment, 53, 31-37. Milne, E. (2010). Letters, Postcards, Email : Technologies of Presence. New York: Taylor & Francis. Mohamad, M. (1991). Malaysian : The Way Forward (Vision2020). Kuala Lumpur: Prime Minister Department Retrieved from http://www.epu.jpm.my/. Moss, M. (2012). Digital Information Management. London: Facet. National Archives of Malaysia. (2015). History National Archive of Malaysia. Retrieved November 12, 2015, from National Archive of Malaysia: http://www.arkib.gov.my/en/web/guest/sejarah National Archives of Malaysia. (2011). Electronic Records Management System: System Specifications for Public Offices. Kuala Lumpur: National Archives of Malaysia. National Archives of Malaysia. (2010). The Guidelines of Managing and Preserving Email for Public Sector. Kuala Lumpur: National Archives of Malaysia National Literacy Secretariat of Human Resources Development Canada. (1999). Support Materials and Exercises for Writing Letters. Canada: Winter. Nikiforova, B., & Gregory, D. W. (2013). Globalisation of trust and internet confidence emails. Journal of Financial Crime, 20, 4, 393-405. O'Connor, M. K., Netting, F. E., & Thomas, M. L. (2008). Grounded Theory. Qualitative Inquiry, 14(1), 28-45. doi: doi:10.1177/1077800407308907 Othman, M. A. R. (2006). Implementation of Electronic Government in Malaysia: The status and potential for better service to the public (Vol. 1, pp. 8). Putrajaya: MaCGDI. Partridge, C. (2008). The Technical Development of Internet Email. IEEE Annals of the History of Computing, 30(2), 3-29. Pignita, S., Lushington, K., Sloan, J., & Buchanan, F. (2015). Employees’ Perceptions of Email Communication, Volume and Management Strategies in an Australian University. Journal of Higher Education Policy and Managament, 37:2, 159-171. Pupke, D. (2008). Compliance and Corporate Performance: The impact of compliance coordination on corporate performance. Norderstedt: Books on Demand GmbH. (page, 13) Robert A. R. (2010). Intro to Business. Cengage Learning. p.74. The Briefing. (2015). Updated: The Facts About Hillary Clinton’s Emails. Retrieved from https://www.hillaryclinton.com/briefing/factsheets/2015/07/13/email-facts/ The National Archives (2012). Managing Digital Records Without An Electronic Record Management System. United Kingdom: Crown. United States. (2011). Guidance Concerning the Use of E-mail Archiving Applications to Store E-mail. Washington, D.C.: National Archives and Records Administration.Retrieved from www.archives.gov/records-mgmt/bulletins/2010/2011-03.html Upward, F. (December 01, 2000). Modelling the Continuum as Paradigm Shift in Recordkeeping And Archiving Processes, And Beyond Ö A Personal Reflection. Records Management Journal, 10, 3, 115-139. Vasagar,J. (2011). Michael Gove Faces Questions Over Department's Use of Private Email. Retrieved from https://www.theguardian.com/politics/2011/sep/20/michael-gove-department-private-email Waddell, D. S., Amrik. (1998). Resistance : A constructive tool for change. Caulfield East, Vic.: Faculty of Business and Economics, Monash University. Yin, R. K. (2014). Case Study Research: Design and methods. Los Angeles: Sage Zurcher, A. (2016). Hillary Clinton emails - what's it all about? BBC News. Retrieved from http://www.bbc.co.uk/news/world-us-canada-31806907

EMAIL MANAGEMENT IN THE GOVERNMENT SECTOR: A CASE STUDY

Year 2017, Volume 3, Issue 8, 713 - 721, 31.08.2017

Abstract

Email has become the significant tool for correspondence in all sectors, displacing and drastically changing usual letter composition. It has been acknowledged as a formal method of giving and accepting commands, agreements, decisions etc. Email is also an information communication system which captures organisations’ decisions. Therefore, every organisation needs to develop and implement an email policy to manage email as records for evidence and information. In the government sector there are examples of poor email management. For instance, Michael Gove, former UK Secretary of State for Education, conducted government business using his wife’s personal email account; and former US Secretary of State Hillary Clinton’s use of a personal email account and server for both government and personal business. This paper discusses preliminary findings from a study of email management in the government sector. It is based on a case study at a selected government ministry in Malaysia involving interviews with twelve participants in different roles across three departments and two policies and guidelines’ providers, comparing practices on the ground with the policies and guidelines. The records continuum model, which comprises the creation, capture, organisation and pluralisation of information in an organisation, was used to design the interview questions. The study aimed to critically explore the management of email in the context of the transition to digital information management (record keeping).  Its context is the introduction of the 1Malaysia email project, which will provide a free email account for each Malaysian citizen over 18 years old to access e-Government services via a single sign-on user ID, as part of the move to e-government in Malaysia to accomplish its Vision 2020. This case study will contribute to the evolution of record keeping policies and practices in a former UK dependency during the transition to the digital and the identification of good practice that could be transferrable to other similar national government contexts.

References

  • Archer, R., Borthwick, K., Travers, M., Ruschena, L. (2014). WHS: A Management Guide (4 ed.). Cengage Learning Australia. pp. 30–31. Boeije, H. (2002). A Purposeful Approach to the Constant Comparative Method in the Analysis of Qualitative Interviews. Quality and Quantity, 36(4), 391-409. Carroll, L. (2015). Hillary Clinton's email: Did she follow all the rules? Retrieved from http://www.politifact.com/truth-o-meter/article/2015/mar/12/hillary-clintons-email-did-she-follow-all-rules/ Chen, Y. N., Chen, H. M., Huang, W., & Ching, R. K. H. (2006). E-Government Strategies in Developed and Developing Countries: An Implementation Framework and Case Study. Journal of Global Information Management, 14(1), 23-46. Collection, A. D. (2009). The Need for Change Management.ASME Press. Covin, R. H. K. a. T. J. (1990). Participant Perception of Positive and Negative Influences of Large Scale Change. Group & Organization Studies, 15(2), 233-248. Davis, FD. (1989). Usefulness, Perceived Ease of Use, and User Acceptance of Information Technology. MIS Quarterly, 13(3): 319-340. Fariborzi, E. & Zahedifard, M. (2012). E-mail Marketing: Advantages, Disadvantages and Improving Techniques., International Journal of e-Education, e-Business, e-Management and e-Learning, Vol. 2, No. 3, June 2012. GITN. (2015). 1GovNet:Connected government. Retrieved 14 September 2016, 2016, from http://www.1govnet.gov.my/index.php?v=bg Glaser, B. G. (1965). The Constant Comparative Method of Qualitative Analysis. Social Problems Social Problems, 12(4), 436-445. Hamsha, B. I. (2012). Evaluation of Multimedia Super Corridor (Msc Malaysia): Contribution in Malaysian Economy. Howard, S. (2002). Hybrid records management - a local government perspective. Records Management Bulletin, 110, 3-8. Jacqueline, P. (2011).1Malaysia Email Account. The Star. Retrieved from http://www.gov.my/,yGov/BI/Information/SiteMap Jin-Hyuk Ahn, S. T., and Subramaniam R., Aleesha H., Josiah J., Vivek Vi. (2011). Change Management. University of Washington: University of Washington. Johare, R. (2001). Electronic Records Management in Malaysia: The need for an organisational and legal framework. Records Management Journal, 11(2), 97-109. Kaur, R. (2006). Malaysian e-Government Implementation Framework. (Master), Universiti Kebangsaan Malaysia, Bangi, Selangor. Lowry, J. (2012). Management And Preservation Of Digital Records In Tanzania (pp. 15). London: IRMT. MAMPU. (2016b). Digital Document Management System (DDMS). Retrieved September 30, 2016, from http://www.mampu.gov.my/en/digital-document-management-system-ddms MAMPU. (2015). DDMS User Manual. Putrajaya: MAMPU McMurtry, K. (2014). Managing Email Overload in the Workplace. Performance Environment, 53, 31-37. Milne, E. (2010). Letters, Postcards, Email : Technologies of Presence. New York: Taylor & Francis. Mohamad, M. (1991). Malaysian : The Way Forward (Vision2020). Kuala Lumpur: Prime Minister Department Retrieved from http://www.epu.jpm.my/. Moss, M. (2012). Digital Information Management. London: Facet. National Archives of Malaysia. (2015). History National Archive of Malaysia. Retrieved November 12, 2015, from National Archive of Malaysia: http://www.arkib.gov.my/en/web/guest/sejarah National Archives of Malaysia. (2011). Electronic Records Management System: System Specifications for Public Offices. Kuala Lumpur: National Archives of Malaysia. National Archives of Malaysia. (2010). The Guidelines of Managing and Preserving Email for Public Sector. Kuala Lumpur: National Archives of Malaysia National Literacy Secretariat of Human Resources Development Canada. (1999). Support Materials and Exercises for Writing Letters. Canada: Winter. Nikiforova, B., & Gregory, D. W. (2013). Globalisation of trust and internet confidence emails. Journal of Financial Crime, 20, 4, 393-405. O'Connor, M. K., Netting, F. E., & Thomas, M. L. (2008). Grounded Theory. Qualitative Inquiry, 14(1), 28-45. doi: doi:10.1177/1077800407308907 Othman, M. A. R. (2006). Implementation of Electronic Government in Malaysia: The status and potential for better service to the public (Vol. 1, pp. 8). Putrajaya: MaCGDI. Partridge, C. (2008). The Technical Development of Internet Email. IEEE Annals of the History of Computing, 30(2), 3-29. Pignita, S., Lushington, K., Sloan, J., & Buchanan, F. (2015). Employees’ Perceptions of Email Communication, Volume and Management Strategies in an Australian University. Journal of Higher Education Policy and Managament, 37:2, 159-171. Pupke, D. (2008). Compliance and Corporate Performance: The impact of compliance coordination on corporate performance. Norderstedt: Books on Demand GmbH. (page, 13) Robert A. R. (2010). Intro to Business. Cengage Learning. p.74. The Briefing. (2015). Updated: The Facts About Hillary Clinton’s Emails. Retrieved from https://www.hillaryclinton.com/briefing/factsheets/2015/07/13/email-facts/ The National Archives (2012). Managing Digital Records Without An Electronic Record Management System. United Kingdom: Crown. United States. (2011). Guidance Concerning the Use of E-mail Archiving Applications to Store E-mail. Washington, D.C.: National Archives and Records Administration.Retrieved from www.archives.gov/records-mgmt/bulletins/2010/2011-03.html Upward, F. (December 01, 2000). Modelling the Continuum as Paradigm Shift in Recordkeeping And Archiving Processes, And Beyond Ö A Personal Reflection. Records Management Journal, 10, 3, 115-139. Vasagar,J. (2011). Michael Gove Faces Questions Over Department's Use of Private Email. Retrieved from https://www.theguardian.com/politics/2011/sep/20/michael-gove-department-private-email Waddell, D. S., Amrik. (1998). Resistance : A constructive tool for change. Caulfield East, Vic.: Faculty of Business and Economics, Monash University. Yin, R. K. (2014). Case Study Research: Design and methods. Los Angeles: Sage Zurcher, A. (2016). Hillary Clinton emails - what's it all about? BBC News. Retrieved from http://www.bbc.co.uk/news/world-us-canada-31806907

Details

Journal Section Articles
Authors

Siti Khairunnisa SHEİKH ABDUL MUTALİB
United Kingdom


Julie MCLEOD This is me
United Kingdom


Michael MOSS This is me
United Kingdom

Publication Date August 31, 2017
Application Date September 12, 2017
Acceptance Date July 22, 2017
Published in Issue Year 2017, Volume 3, Issue 8

Cite

EndNote %0 IJASOS- International E-journal of Advances in Social Sciences EMAIL MANAGEMENT IN THE GOVERNMENT SECTOR: A CASE STUDY %A Siti Khairunnisa Sheikh Abdul Mutalib , Julie Mcleod , Michael Moss %T EMAIL MANAGEMENT IN THE GOVERNMENT SECTOR: A CASE STUDY %D 2017 %J IJASOS- International E-journal of Advances in Social Sciences %P 2411-183X-2411-183X %V 3 %N 8 %R %U

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