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Questions and Answers
What is the primary administrative principle for a records center when records are held in multiple locations?
What is the primary administrative principle for a records center when records are held in multiple locations?
- Each location should operate as an independent records center.
- All locations should form part of one administratively unified records center. (correct)
- Records should be split to different locations based on their type.
- All records should be moved to a single location for efficiency.
What is the primary purpose of a records center?
What is the primary purpose of a records center?
- An intermediate storage facility for semi-current records. (correct)
- A place to store personal records indefinitely.
- A location to destroy all outdated documents immediately.
- A place to permanently archive all important documents.
Before records are transferred to a record center, what action should take place?
Before records are transferred to a record center, what action should take place?
- Immediate destruction of all paper records.
- Appraisal to determine their value, and an action date and category applied. (correct)
- Complete digitization of all records
- A full catalog and transfer of all records.
What is the primary purpose of the appraisal process in records management?
What is the primary purpose of the appraisal process in records management?
What is the purpose of an 'action date' regarding records in a records center?
What is the purpose of an 'action date' regarding records in a records center?
Which of the following is a service commonly offered by records centers?
Which of the following is a service commonly offered by records centers?
What is a key characteristic of a Commercial Records Center?
What is a key characteristic of a Commercial Records Center?
Besides physical storage, what other form of storage do some records centers offer?
Besides physical storage, what other form of storage do some records centers offer?
Which of these is NOT a typical 'Traditional' service offering from CRC?
Which of these is NOT a typical 'Traditional' service offering from CRC?
Which of the following services is LEAST likely to be provided by a records center?
Which of the following services is LEAST likely to be provided by a records center?
What is a typical 'other' service offered by CRC?
What is a typical 'other' service offered by CRC?
Which of these is a function that a records center might perform when dealing with records?
Which of these is a function that a records center might perform when dealing with records?
What is the primary focus of a records center?
What is the primary focus of a records center?
Which entity is primarily responsible for managing records at the national level in Malaysia?
Which entity is primarily responsible for managing records at the national level in Malaysia?
What is the main function of a departmental records center?
What is the main function of a departmental records center?
What type of service does a commercial records center primarily provide?
What type of service does a commercial records center primarily provide?
Which legislation specifically prohibits the destruction of public records?
Which legislation specifically prohibits the destruction of public records?
According to the content, what is the key responsibility of a records center?
According to the content, what is the key responsibility of a records center?
Under what circumstances should public records be surrendered?
Under what circumstances should public records be surrendered?
Which type of records center is usually located at the headquarters of an institution?
Which type of records center is usually located at the headquarters of an institution?
Which act outlines the need to acquire non-public records?
Which act outlines the need to acquire non-public records?
What is the primary function of a records center?
What is the primary function of a records center?
Which of the following best describes the transition of records according to the content?
Which of the following best describes the transition of records according to the content?
According to the content, what does the term 'records' include?
According to the content, what does the term 'records' include?
What happens to records when they cease to be semi-current, according to the content?
What happens to records when they cease to be semi-current, according to the content?
What should happen before records are even created, to promote good records care?
What should happen before records are even created, to promote good records care?
According to the information, what is the relationship, if any, between a records center and the archival repository?
According to the information, what is the relationship, if any, between a records center and the archival repository?
Which of the following is NOT a characteristic of a records center, according to the content?
Which of the following is NOT a characteristic of a records center, according to the content?
What is one of the purposes of moving records to the records center?
What is one of the purposes of moving records to the records center?
Flashcards
Records Center
Records Center
A central location where an organization stores its semi-current records, before permanent retention or destruction.
Appraisal
Appraisal
The process of determining the value of records and their retention period based on legal, financial, and historical importance.
Action Date
Action Date
The date when records are scheduled for removal from the Records Center for permanent storage, review, or destruction.
Action Category
Action Category
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Records
Records
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National Archives Act 2003
National Archives Act 2003
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Active Records
Active Records
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Inactive Records
Inactive Records
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Records Management
Records Management
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Records Disposal Schedule
Records Disposal Schedule
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Public Records
Public Records
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Non-Public Records
Non-Public Records
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What is a records center?
What is a records center?
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What are semi-current records?
What are semi-current records?
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What are inactive records?
What are inactive records?
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What are archival records?
What are archival records?
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What is records management?
What is records management?
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What are the legislations related to records management in Malaysia?
What are the legislations related to records management in Malaysia?
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What is a traditional records center?
What is a traditional records center?
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What is a digital records center?
What is a digital records center?
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Commercial Records Center (CRC)
Commercial Records Center (CRC)
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Document Imaging
Document Imaging
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Traditional Paper Storage
Traditional Paper Storage
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Consulting Services
Consulting Services
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Pick Up and Delivery Services
Pick Up and Delivery Services
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Destruction Services
Destruction Services
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Online Access and Onsite Access
Online Access and Onsite Access
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Data Entry and Reporting
Data Entry and Reporting
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Study Notes
Introduction to Records Center Management
- Records management is the responsibility of government or corporate records and archives institutions
- They ensure records are used to the best advantage throughout their life cycle
- "Records" include all information materials created during administrative work
- Most records are on paper, but others exist as audio-visual or electronic formats
- Good records care starts with policies, procedures, and priorities established before records are created
- Semi-current records are records that are no longer used on a regular basis.
- Records that are no longer needed are disposed of under the authority of disposal schedules
Learning Objectives
- Define and understand records centers and semi-current records
- Identify the three main types of records (phases of records)
- Understand the relevant legislation for records management in Malaysia
- Identify the three main types of records centers
Types of Records
- Current Records: Regularly used for current business activities; kept near origin or in a registry.
- Semi-Current Records: Infrequently used but kept for legal, financial, or administrative reasons; often stored in a records center or off-site.
- Non-Current Records: No longer needed for current business activity, but may be valuable for research; kept in an archival repository.
What is a Records Center?
- A building or part of a building designed for the low-cost storage, maintenance, and communication of semi-current records until disposal.
- Contains records in boxes arranged on shelves.
- May accommodate records on various floors/multiple levels
- More than one records center may exist within an organization
- The majority of semi-current records are held due to legal, financial, or administrative requirements.
- Records centers are intermediate storage facilities, not for permanent retention.
Records Center Requirements
- Records should only be transferred to a records center after appraisal, with an action date and category
- Needs a system for retrieving and consulting records
- Must be safe, secure, efficient, and economical
Appraisal
- A process of determining the value of records for further use and the duration of their value
- Also known as evaluation, review, or selection
Action Date and Category
- Action Date: Date when records are scheduled for removal (permanent, review, or destruction)
- Action Category: Category of action for removal (permanent, review, or destruction)
Types of Records Centers
- National: Managed by the National Archives Department; responsible for all ministries and government departments in Malaysia. Located in Petaling Jaya.
- Departmental: Owned by government or private companies; maintains semi-current and non-current records located at head office buildings
- Commercial: Responsible for fee-based records maintenance for various groups and organizations; offers services like storage rentals, disposal planning, accession, preservation, appraisal, and record disposal
CRC Product and Services
- Typical: Data Entry, Supplies, Traditional paper storage, Online access and reporting, Onsite mobile shredding, Consulting services.
- Other: Document imaging, Destruction services, Pick-up and delivery services
Legislation on Records Management
- The National Archive Act 2003 (Act 629) covers matters like prohibition of destruction of public records, record disposal, transfer of records, public records in defunct offices, acquisition of non-public records.
- Other legislation includes circular letters/instructions and departmental issuances providing guidance and regulations.
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Description
Explore the key principles of records management, including the life cycle of records, types of records, and the importance of policies in managing records. This quiz will help you understand semi-current records and the relevant legislation in Malaysia. Test your knowledge of records centers and their main types.
