Educational Visit to National Archives of Malaysia & Safeguards Records Management

Organization logo National Archives of Malaysia (left), Safeguards Records Management Sdn Bhd (right)

Life Cycle of Records in National Archives of Malaysia

I. Creation

(The record has arrived in the  and the record keeper will create  a record about the  record)

II. Distribution

(If the record are needed to make decision)

III. Maintenance

(Keep the records until 25 years before transferred it to national archives.)

IV. Disposition

(Destroy or retain)

Life Cycle of Records in Safeguards Records Management Sdn Bhd

I. Creation

(The record has arrived in the  and the record keeper will create  a record about the  record such as from for applying service)

II. Maintenance

(Maintain the records for retrieving purpose)

III. Disposition

(Destroy or retain)

This is the fumigation room that no longer use. Since 1966, the National Archives do fumigation method to maintain records of attacks termites and cockroaches by spraying a chemical, methyl bromide to fumigate the room, which can take up to 48 hours for one-on-one sessions. 

National Archives of Malaysia - Before they have the fumigation room they are using his machine to absorb all the dust and if there is a bug and they are using the room fumes to clean up the document that transferred to the achieve. In other word is to maintain the document.

Safeguards Corporation Sdn Bhd - they will never open their client box because its one of their rules and reg. they just make sure that the box that they will keep is clean and dry.

National Archives of Malaysia - The workers has to do manually on separating all the metal item such as stapler and paper clip. This action is to avoid the paper from damage.

Safeguards Corporation Sdn Bhd - They just leave the box without seeing what inside the box. the box will maintain same from it come until it will retrieve and disposal.

National Archives of Malaysia - This is how the records are kept in the building..there are 3 room that's used to keep the records...the two ladies is our guider during the tour mdm Faridah & ms Aiza.

National Archives of Malaysia - This is the fumigation room which the cost for this machine is 1.8million. this machine are imported from Korea where the world's largest fumigation machine that can carry out the fumigation process the record without the use of chemicals and save more time.

Safeguards Corporation Sdn Bhd - In safeguards they are not require machine like this because they just keep the records and collecting money from it.

National Archives of Malaysia - Bio Master BM-600AC in the process of keeping records of business value is the relevant countries to improve environmental quality as well as safety and health of workers.

Petaling Jaya archives role in the following areas : 

• To manage the receipt and processing of official government records

• To provide temporary storage space and maintaining valuable records remains under the age of 25      years.

• Offering reference services department and the return of public records, dedicated to the position of    the transfer, pursuant to section 35 of the National Archives Act 2003

• To provide expertise to government agencies in the establishment, maintenance and operation of          central agency records.

Differences of National Archives of Malaysia  & safeguards record management

National Archives of Malaysia	Organization	Safeguards Corporation Sdn Bhd
Only for goverment records/ documents	Customer	open for all agencies such as financial institutions, insurance providers, stockbrokers, legal and accounting firms, manufacturing, trading, engineering and construction companies, oil and gas corporations, hospitals and government agencies.
Valuable records/ documents	Type of records	Any records/ documents that their client want to keep.
Provide temporary storage space and maintaining valuable records remains under the age of 25 years.	Duration	Do not have long-term storage. Records may be kept indefinitely according to customer requirements
Only for department that send the records and have a have a term borrowing	Retrieval	Can be retrive any time by the person who has authority on the records or from the upper level.

Similarities of both organization

National Archives of Malaysia	Organization	Safeguards Corporation Sdn Bhd
keeping & retrieval	Purpose	keeping & retrieval
ü	Retrieval	ü
ü	Bar code	ü

Function of both Organization

National Archive Of Malaysia

Safeguards Records Management Sdn Bhd

To provide advice to Government departments on the management of public records in a systematic and effective. Identify, collect and store and maintain records of information materials that have a national heritage and history as national treasures. Provides reference and research to government departments and the public. Conducting research and preparing documentation for information about history. Disseminate knowledge and information of historical value among the public.

General archive for inactive records Physical storage and management of inactive hardcopy information Quick-time retrieval for fast information access Records & Document movement tracking Active file management Bar coding active files for comprehensive inventory Efficient tracking and accurate single-file retrieval Effective control and security Computer Media Physical storage and management of electronic information for a sound business continuity plan (contingency plan) in a controlled environment Daily rotation of backed-up media Consulting Appraisal and sentencing of records for the retention period Indexing and cataloguing of records Managing records retention and destruction dates Destruction Service Monitoring destroy dates so records are not kept longer than necessary Secure records disposal under your authorized personnel's supervision Other services Security documents - managing vital records in a high security environment Information conversion Secured vaulting - rental of high security strong room

Basic guidelines to keep records in National Archive Of Malaysia & Safeguards Corporation Sdn Bhd :

1. Surveillance cameras (CCTV) (24 hours)
2. Guard (24 hours)
3. Air controller
4. Temperature controller (National Archive Of Malaysia = 18-22 degree celsius), (Safeguards Corporation Sdn Bhd = Ensure that the box are not expose to wet and heat)
5. Humidity (National Archive Of Malaysia = 50-55 degree celsius)
6. Highly secure storage room
7. Smoke detector (connected with the fire fighter)

Assignment 2 - Part A - Records Management for Administration Services

Question 1

Summary

Early Records

Ø  Created manually

Ø  Created only for simple transaction 

            Current Records (NOW)

Ø Created by using computer (softcopy) and manually (hardcopy)

Ø Double records are created every day and it increase rapidly

Ø Having problem in managing the records because bunch of records are created

Ø Records will be serve as the memory of a business (contain information needed for complying with regulations and the transaction of an organization.

Ø retained because because they have administrative such as policy manual and handbook, legal such as contract of service, historical values to the firm example minutes of meeting.

Definition

• ARMA International a record is stored information, regardless of media or characteristics, made or received by an operations and has value requiring its retention for a specific period of time. However ISO 15489 state that record is an information created, received and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business.

Uses in our daily life

Ø  Cannot make any changes or should not be changed because record can be a prove or evidence.

Ø  Provide evidence of the activities of an organization such as the organization policies.

Ø  Records have strict compliance requirements regarding their retention, access and destruction and generally have to be kept unchanged.

Ø Records and information management is the first step to manage the information explosion.

           

Records and information management

• Very important because of development of information, legislation and storage of information all contribute to a growing problem for individuals, organization, institutions, businesses and countries.
• Records management involve the systematic control of all records from their creation through their processing, distribution, organization, storage and retrieval to their ultimate disposition.

Impact in our lifes  / organization

§  Human life

            Eg : no record for identification card and birth certificate.

"No written prove that a person born in which state and there will be a problem on his or her nationality.

§  Organizational operations

Ø  Records giving also giving us impact for our daily routine in organization. It is involve:  dealing with internal and external record,

Ø  Transaction documents that is used in organization for a day-to-day operations

Ø  Reference documents that contains information needed to carry on operations of a firm over long periods of time.

Ø  Within the organization the records will be classified by

Ø  Use (used to carry out the firm operation for a long time)

Ø  Place (Internal and external records)

Ø  value. Vital, important, useful records and nonessential record

           

What will happen if the record missing?

§       Cause by inefficient filing procedures, human problems, management, poor use of equipment, inefficient use of space and excessive records costs.

§    Eg: identification card which contain various data of the person such as personal data, banking data, medical data and others that person might be in trouble with police, custom, renewing document such as licence, hospitalization.

§       High chance the card can be misused by other people that found the card. It is because they can sell the card or copy all the details that contain in the card and change the name in the card and then sell it.

  

Ways to avoid missing record

Ø  Place the record or file in a place that it belong.

Ø  Numeric indexing

Ø  Alphabetic systems

Ø  Be creative (segregate the record use colour-coded letter)

Ø  Bar code tracking.

Impact to our life and nation if record went missing.

Ø  There will be no prove or evidence

Ø  Difficult to protect our nation right

Ø  Showed us or our country has no efficiency in managing records.

Ø  Could raise the cost to retrieve back the

Question 2

How far does information growth contribute to information explosion?

• Rapid development of digital info technology & the Internet.
• Information are created & diseminated in an un-mediated manner(self-publish has exploded)
• More info out there, the more people are going to be productive and create info spurring
• Breakthrough in printing.
• Technological advances have made retrieval, production & distribution of info easier.
• Produces irrelavant, unclear & inaccurate data fragment.

If information explosion occurs, will it cause any disturbance towards the operation of organization, country or even the world?

• Threat to organization performance.
• Workers ignore valuable & expensive database found on digital networks and instead revert to what they already know.
• They will do something their more familiar with.
• People become confuse, turning out some information, there could be a decrease in the quantity and/or quality of the information.
• System wide shutdown.
• People tend to find the easiest rather than the best information. For example, during a research.
• This is because it is hassle to go through all the available info.
• It also hampers creativity because a person can source something on the net quickly.

Quizzes~~~

Green vs Red

Chapter 2 - Alphabetic Storage And Retrieval rule 1-4

Chapter 2 - Alphabetic Storage And Retrieval rule 5-8

Chapter 3 - Electronic File Management

Fastest ever~~~