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Management Policy (Public Record And Your Responsibility)


Under the National Archives Act 2003, "public records" denote "records officially received or produced by any public office for the conduct of its affairs or any public servant or employee of a public office in the course of his official duty and includes the records of any government enterprise and also includes all records which, on the coming into operation of this Act, are in the custody or under the control of the National Archives established under the National Archives Act 1966 [Act 511]". In other words, public records cover any recorded information relating to all the department's duties or daily work.

Dengan kata lain rekod awam merangkumi apa sahaja maklumat yang tercatat atau yang direkodkan (recorded information) berhubung dengan semua tugas atau kerja harian jabatan.

Importance of Public Records

  1. Public records are national heritage containing important information pertaining to the country's administration and history.

  2. Public records contain knowledge which can raise national consciousness.

  3. Public records represent a primary source of reference for the government and the public.

  4. Public records contain information that safeguards and protects government and individual interests.

In view of the importance of the records, it is the responsibility of the department and you to protect and preserve them, consistent with the government's objective of creating an efficient and cost effective administrative system through the setting up of a modern and systematic record management system within the government departments.

Your Responsibility towards Public Records

  1. Creating records required by the department in its daily affairs.

  2. Ensuring that records which are still required by the department are kept systematically and preserved with care.

  3. Separating records which are no longer active.

  4. Contacting the National Archives of Malaysia regarding records that are no longer required.

  5. Preparing a transfer list for records which have been closed for 5 years to determine whether the records need to be transferred to National Archives of Malaysia for storage or for destruction.

  6. Ensuring that all valuable records which are 20 years old are listed and transferred to the National Archives.

  7. Seeking the approval of the Director-General of the National Archives for the destruction of ephemeral records.

  8. eeking the advice and cooperation of the officers from the National Archives regarding records management in your department.

For effective records management, a Departmental Records Officer and a Senior Records Clerk must be appointed for the department.

Record Management

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