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)