RECORDS MANAGEMENT: IDENTIFY, TRANSFER & DISPOSAL OF RECORDS

What is a Record? A record is a material presented in the form of written works or otherwise that cited facts, events and recorded information. This includes papers, documents, registers, printed materials, books, maps, plans, drawings, photographs, microfilms, cinematograph films, audio recordings, and electronic recordings of any kind whatsoever

Records Life Cycle Creation Use Maintenance Disposition

Phases of the Life Cycle of Records The life cycle concept can be seen in the simplest version in which the 4 phases of the life of a record are seen as the equivalent of the 3 biological ages that includes: Current records Semi-current records Non-current records

Current Records Records regularly used for the conduct of the current business of an organisation or individual. Also known as active records. Current records will normally be maintained in or near their place of origin or in a registry

Semi-current Records Records required only infrequently in the conduct of current business. Also known as semi-active records. Semi-active records will normally be maintained in a records center or other offsite intermediate storage

Non-current Records Records no longer needed for the conduct of current business. Also known as inactive records

Sarawak State Library Ordinance 1999, Part IV, Section 14 (1)(d) ‘to maintain, preserve and keep public records which are more than twenty-five years old, and other documents, papers, instruments, and statutes, statutory order, regulations or decrees, directed by State Secretary to be maintained, preserved and kept in the State Depository on account of their historical value or public importance’

What You Need To Do?

1. Identify critical records with archival values; historical, administrative, research values etc. 2. Identify and transfer records before 1963 to Pustaka Negeri Sarawak 3. Identify and appraise records which are more than 25 years old 4. Constant and conduct routine monitoring on all records in the custodian of departments and agencies

Values of Records Primary Value: Administrative value Fiscal value Legal value Secondary Value: Research value Informational value Evidential value Historical/Cultural/National value

Administrative Value Comprises of papers relating to the establishment of the department, organisation of the department, staff, acts, policies, office instruction, guides and manuals, changes in policies, implementation of policies and procedures, organisational structures, programs, functions and activities

Fiscal Value Records relating to the financial transactions such as annual budget allocation and estimates, policies and procedures, claims, vouchers, cheques, cash books and others that requires auditing must comply with the Treasury Instructions

Legal Value Records that protects the right and responsibilities of the government and they provide individuals with the right to make claims upon the government Agreements Contracts Establishment of laws relating to the activities of the department

Priority Records This records are considered as priority records which have historical and legal values to Sarawak: Brooke’s Records Limbang’ Claim Records Formation of Malaysia Records

Records Before 1963 Records before 1963 are consider critical records and need to be rescued. These records are: Records during the period of Brunei Sultanate Records during Brooke’s administration Records of British colonial era Any records before the formation of Malaysia (1963)

Appraisal Appraisal is the process of determining the value of records for further use, and the length of time that value will continue

Records Appraisal Process Formation of Departmental Committee on Appraisal Involves officer in-charge and registry staff Responsible to identify semi-current and non- current records

Appraise records based on value which is important to the department Identify financial records (Treasury Instruction 150) To do listing in ‘Senarai Pemindahan Rekod’ for records which are no value to the department and recommended for disposal

Records Management Procedures Workflow Selection & Appraisal of Records Listing of Records Final Records Appraisal by Pustaka Negeri Sarawak & Departments/Agencies Identify Records with Archival Values Records with Archival Values Transfer to Pustaka Negeri Sarawak Permanent Preservation of Archival Records in Pustaka Negeri Sarawak 1. Responsibility: Departments & Agencies of the records creator 2. Responsibility: Pustaka Negeri Sarawak Departments & Agencies of the records creator 3. Responsibility: Pustaka Negeri Sarawak END START

Borang Pemidahan 01 PUSTAKA NEGERI SARAWAK SENARAI PEMINDAHAN REKOD 1. Jabatan yang memindahkan : 2. Ibu Pejabat : 3. Siri Rekod : 4. Pemindahan : 5. Penjelasan Ringkas Rekod 6. Jabatan yang mewujudkan: (jika rekod-rekod dari pejabat lain) 7. Kaki panjang : 8. Perlengkapan dilegakan : 9. Tarikh-tarikh termasuk : UNTUK KEGUNAAN PUSTAKA NEGERI SARAWAK SAHAJA (18) BIL. FAIL : ( i ) BIL.PENERIMAAN : ( ii ) TARIKH DITERIMA : ( iii ) TARIKH KAJIAN : ( iv ) Bil. (10) No. Rujukan (11) Perkara/Tajuk Fail (12) Tarikh-tarikh Rekod (13) Drpd Kpd Taraf Rekod (Terbuka Sulit/dll) (14) Bil. Lampiran (15) Musnah / Simpan hingga (16) Catata n (17)

Transfer of Records 1. Request permission from Pustaka Negeri Sarawak to transfer records 2. Prepare archival boxes that are used to transfer records 3. Arrange files in archival boxes

Transfer of Records 4. Label the front panel of the archival box with the box number, departments or agencies name, series title and date span 5. List each archival box being transferred. Records listed must correspond with those listed on the records transfer list

Disposition of Records Disposition is the action taken in due course as a consequence of appraisal. Final decision for disposal by State Records and Archive Retention Committee (SRARC)

Procedures For Disposal Of Financial Records Refer to Treasury Instruction 150 To get approval from State Treasury Department Submit ‘Senarai Pemindahan Rekod’ to State Treasury Department and Pustaka Negeri Sarawak

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