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Management Guide (Transfer of Record)

What Record Transfer Is

It is the process whereby records, no longer active nor required by the department in its day-to-day administration but having lasting and reference values, are transferred from a government department or agency to the National Archives of Malaysia.

Why Records Are Transferred

  1. To ensure that they are well-preserved.

  2. Keeping the records in the National Archives will save costs and storage space for the departmentbr />

To enhance the department's efficiency since only active records are kept in the department.

Records that Can Be Transferred

  1. Records created before and in 1948.

  2. Personal/Service records of government personnel.

  3. Records of permanent value which have been closed for more than five years. Priority is given to records that are over twenty years old.

  4. Records designated for transfer to the National Archives based on the department's Record Disposal Schedule.

  5. Classified records that have been declassified and approved for transfer to the National Archives.

  6. Records approved by the Director-General of the National Archives as being worthy of permanent preservation.

Records that Cannot Be Transferred

  1. Records classified under the Official Secrets Act 1972 (Amendment 1986) that have yet to be reclassified as 'open' records.

  2. Certain records that need to be stored in the department because of their administrative or legal significance or are not for public consumption as determined by the department's Standing Order/Instruction, Constitution, Statute and Act. Nevertheless, the department may obtain permission from the minister concerned in accordance with section 28(4) of the National Archives Act 2003.

How Records are Transferred

  1. Contact the National Archives of Malaysia for advice as to the procedures for transfer.

  2. Identify and separate the active and inactive records.

  3. Arrange the records in chronological order according to their series, and year of creation.

  4. Prepare a Record Transfer List in three copies with suggestions as to whether the records should be kept or destroyed based on the set criteria.

  5. Submit two copies of the list to the National Archives for its evaluation.

  6. Obtain a decision on the evaluation - whether records listed should be transferred or destroyed.

  7. Obtain permission from the Director-General of the National Archives to transfer the records selected for permanent preservation.

  8. Ensure that records classified under the Official Secrets Act 1972 (Amendments 1986) are declassified before they are transferred.

  9. Transfer the records to the National Archives. During the transfer, officers representing the department must be present to verify that the records are the same as those on the list.

Can These Records Be Used as Reference?

  1. Records that have been transferred to the National Archives can be referred to by the department or agency concerned by filling out the Request Form (Misc 79) which can be obtained from the National Archives. The reference service is governed by section 35(1) of the National Archives Act 2003.

  2. Immediate request can also be made over the phone or by facsimile by giving the title and reference number of the record. However, the request form must still be completed and sent to the National Archives.

  3. Records on request will be sent by registered post or are to be collected personally.

  4. Records borrowed must be returned to the National Archives within one month. The department must contact the National Archives if an extension is required.

Records borrowed but not returned after three months from the borrowing date will be removed from the transfer list.

Record Management

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