Introduction to Record Center PDF

IMD237: FUNDAMENTALS OF RECORDS CENTER Chapter 1 MANAGEMENT Introduction to Records Center Learning Objectives Define and recognize the concept of a records center and semi-current records. Identify the three main types of records (phases o...

IMD237: FUNDAMENTALS OF RECORDS CENTER Chapter 1 MANAGEMENT Introduction to Records Center Learning Objectives Define and recognize the concept of a records center and semi-current records. Identify the three main types of records (phases of records). Recognize the legislations related to records management in Malaysia. Identify the three main types of records center. RECORDS MANAGEMENT INTRODUCTION ❑ It is the responsibility of the government or corporate records and archives institution to control all records created by the organization and ensure that they are put to use to the best advantage throughout their life. ❑ The term `records’ includes all information materials produced in the course of administrative work. ❑ Most records are on paper but other format also exist such as audio visual materials and electronic records etc. ❑ Good records care begins with establishing policies, procedures and priorities before records are even created. ❑ When record cease to become semi current, some of them can be destroyed (under the authority of the disposal schedules). ❑ A small number of records may be transferred directly to an archival repository. ❑ The majority of the records should be transferred from the record offices to a central place where they can be kept securely, used as a sources of information and then disposed of systematically. ❑ The central place is a RECORDS CENTER. WHAT IS A RECORDS CENTER? Records center: A building or part of a building designed or adapted for the low-cost storage, maintenance and communication of semi-current records pending their ultimate disposal.  RECORDS CENTER Records in boxes are arranged on the shelves in records centre Special format records: maps/plan/drawings Repository of records centre – accommodate records on various floors – multiple levels  RECORDS CENTER ❑ There may be more than one records center in an organization, or one records center may have several storage areas. Even if the institution holds records in several locations, administratively all of these should form part of one records center. ❑ The majority of semi-current records have to be kept for various periods of time for legal, financial or administrative requirements. Some should be kept because it is thought that they will be valuable for research.  RECORDS CENTER ▪ Keep records for various periods of time for the legal, financial and administrative requirements. ▪ Only a temporary or intermediate storage facility. ▪ It is an intermediate stage between the organization and the archival institutions. ▪ Not a place for permanent retention of records.  RECORDS CENTER ▪ No records should be transferred to the RC unless appraisal has taken place and there is an action date & action category attached to the records. ▪ Should be equipped with a system for retrieving and consulting the records. ▪ Should be safe, secure, efficient and economical.  RECORDS CENTER Appraisal Is a process of determining the value of records for further used, for whatever purposes and the length of time for which the value will continue. Also known as evaluation, review or selection.  RECORDS CENTER Action The date when records are scheduled to be Date removed from a RC either Permanent, Review or Destruction Action The category of action when records are Category scheduled to be removed from RC either Permanent, Review or Destruction.  RECORDS Any documents created, received, maintained and used by individual/organization (public/private) for the purpose of legal obligation or in the business transaction, Normally it provides evidence. Types of records Phases of Records Archival Institution Archivist Records Office Records Center Records Officer Records Manager  Legislation on records management 1.0 National Archive Act 2003 (Act 629) 1.1 Prohibition against destruction of public records 1.2 Disposal of public records 1.3 Records disposal schedule 1.4 Transfer of public records to National Archives 1.5 Public records to be surrendered on demand 1.6 Custody and control of public records of a defunct public office 1.7 Acquisition of non-public records 1.8 Deposit of records 1.9 Establishment of Record Center and Agency Records Center 1.10 Establishment of Limbo Records Center 1.11 Return of public records  Legislation on records management 1. Surat Pekeliling Am Bil.5/2022 2. Pekeliling Perkhidmatan Awam Bil. 5/2007(Panduan Pengurusan Pejabat) 3. Surat Pekeliling Am Bil. 4 Tahun 2015 - Pemindahan Terbitan Rasmi ke Arkib Negara Malaysia 4. Surat Pekeliling Am Bil. 1/1997 5. Arahan Perbendaharaan 150 (Lampiran M) 6. Arahan Perbendaharaan 299 7. Surat Pekeliling Perbendaharaan Bil.9 Tahun 1986 8. Surat Kementerian Kewangan 3 November 1993 9. Arahan Perkhidmatan (Bab 3, 4, 5, 6) 10. The Companies Act 2016 / Akta Syarikat 11. The Evidence Act 1950 / Akta Keterangan 12. The Limitation Act 1953 13. Akta Perkhidmatan Kewangan 2013 Types of Records Center National Departmental Commercial National Records Center In Malaysia, the records center is managed by National Archive Department and situated at Petaling Jaya, Kuala Lumpur. The clients of this records center involved all the ministries and government departments in Malaysia. A records center shall be responsible for the storage, processing and servicing of the records. Departmental Records Center Department Records Centre owned by any government institutions or private companies which maintains and manages semi-current records and non-current records that contained temporary and permanent value. Normally it was located at head quarters office building. Commercial Records Center Commercial Records Centre is responsible to give fee-based services of records maintenance for private agencies/companies as well as government institutions. Among the services offered are renting storage location, preparing disposal schedule, accession, conservation, appraisal and disposition of records. National Records Center Departmental Records Center  Commercial Records Center Definition: A records center that stores the records of other organizations and provides services on a for-profit, fee basis.(Expert Glossary,2014) According to Archives and Records Management Association (ARMA) (2013), Commercial records center is a records center that stores the records of other organizations and provides services on a for-profit, fee basis. Physically remote facility or site equipped to provide protected storage for magnetic/optical media, microfilm, and paper records. Some sites also rent space on their hard drives or tapes on which customers can download data via internet or other network for backup storage.(Busines Dictionary,2014)  Regalia Records Mgt Sure Reach Records Mgt Prism Integrated is now part of Iron Mountain Company Recall Total Information Mgt CRC in Malaysia  CRC Product and Services Traditional paper storage Consulting services Online Onsite access Destruction Data entry TYPICAL and mobile services reporting shredding OTHERS Supplies Pick up and Document delivery imaging services REFERENCES IRMT. (1999). Managing records in records center. London: International Records Management Trust. National Archives Act 2003. Retrieved from www.arkib.gov.my Rusnah Johare (2000). Records management handbook: Guidance on the management of current, semi current and non current records. Shah Alam: Fakulti Pengurusan Maklumat, UiTM.