UNIVERSITI TEKNOLOGI MARA SARAWAK

FACULTY OF INFORMATION MANAGEMENT

Diploma in Information Management

(IM110)

Group and Final Project

IMD313

Foundation of Archives

Topic:
Report of National Archives Malaysia

Prepared by:
Martina Dewi Anak Matu (2019274232)
Rowena Angit Anak Arluak (2019440422)
Claudia Baun Rubin (2019255538)
Mielin Jemmie (2019249064)
(IM1105C)

Prepared for:
TS. DR. Mohd Rafiz bin Salji

Date of submission
(11th January 2022)
Topic: Report of National Archive Malaysia

Prepared by
Martina Dewi anak Matu
Rowena Angit anak Arluak
Claudia Baun Rubin
Mielin Jemmie
(IM1105C)

Faculty of Information Management

Universiti Teknologi Mara Sarawak
Kampus Samarahan
Acknowledgement

All thanks to God and His blessings for the successful completion of this group
assignment. We are grateful to God for all of the chances, hardships, and power that have
been bestowed upon us in order for us to complete this group assignment. During this
process, we gained a great deal of knowledge and experience, both academically and
personally. Our heartfelt gratitude to the god Almighty, whose way of life has served as a
constant source of inspiration for us.

First and foremost, we would like to show our gratitude to our lecturer of Foundation of
Archives (IMD313) TS. DR. Mohd Rafiz bin Salji for providing us with clear assignment
guidelines during multiple consultations. We appreciate everything he has done to clarify this
assignment to us. May God bless he for everything he has done. This assignment put our
mental and physical abilities to the challenges.

Our heartfelt appreciation extends to all our family members. Without their support,
motivation, and prayers we would not be able to complete this assignment. We offer our
special thanks to all our friends for their helps and guidance to improve our quality of patient
to finish our group assignment. We would like to thank the names below for their cooperation
in preparing this report:
Table of Contents

Contents Pages
1.0 What is NAM? 1-4
1.1 Functions and activities of NAM
1.2 Logo and Definition
1.3 What types of sources are kept in NAM?
1.4 Responsibilities of NAM
1.5 What if National Archive Malaysia not exist?
2.0 Background of NAM 5-6
2.1 Background
2.2 Branches
2.3 Departments/Unit
2.4 Vision
2.5 Purpose of systematic records management
3. 0 What are Statesman Archives? 6-7
4.0 Award & Recognition 7
5.0 Act 8
6.0 The National Documentation and Preservation Center for Audio- 9
Visual Archives
7.0 Function Online Finding Aids & Records Store 10-11
8.0 Conclusion 12
References 13
 1.0 What is NAM?
1.1 Functions and activities of NAM

National Archive of Malaysia (NAM) very important and the function of

NAM firstly is to provide advice to government departments on the management of public
records in systematic and effective. Secondly, identify, collect and store and maintain records
of information materials that have a national heritage and history as national treasures. Next,
provide reference and research to government departments and the public. After that,
conducting research and preparing documentation for information about history. Lastly,
disseminate knowledge and information of historical value among the public.

Reason why National Archives of Malaysia (NAM) established in 1957 is

for the agency that serves as a repository of data, information and government records,
is responsible for the collection, preservation and preparation of public records in various
types and forms as references for researchers as well as the public. Activities of NAM is
provided research hall with a seating capacity for 120 persons, library, map-reading room,
microfilm-viewing room, audio-visual room, copying services and transliteration services. In
addition, the Archives set up exhibitions and memorials.

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 1.2 Logo and Definition

Figure 1: Logo of National Archives of Malaysia

Logo of National Archives of Malaysia is very unique and have many
meanings of every part of the logo that available in there. The designing of the
logo of National Archives of Malaysia was design by Encik Sumali bin Amat.

Logo Meaning
Papers numbering 13 pieces Symbol of the country’s documents and
records
The attachments of 13 pieces of paper Representing 13 states formed Malaysia
which effects links document and records
which rich with historical background
Flower-shapped papers with 13 petals Symbolises the cultural values & elements
13 pointed star Represents the in the flag for the unity
The word: Arkib Negara Malaysia Symbolises of NAM as authority entrusted
to be the custodian government/ country’s
Yellow circular ring Symbolises for officer as mobiliser and
agent in the implementation of governments
plans.

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 1.3 What types of sources are kept in NAM?
Types of sources that are kept in NAM are maps, letters, microfilm,
photographs, diaries, history governments documents and declaration of the
independences. All of this sources are keep to make sure that it can be
evidence or future use if it need by particular organization or country and it
also used for young generation to make them know and appreciate the
sacrifice by the past generation. The most important is that the sources keep in
the archive is original and not edited which historian regards as primary
sources. That is why archive very important because it keep all the important
evidence might be useful in the future.

1.4 Responsibilities of NAM

Responsibilities of NAM is it handle all of the exhibition and keep all the
important data and sources that very useful for the future. NAM will in charge for
record management and highlight the activity calendar. They also in charge
responsible for the collection, preservation and preparation of public records in
various types and forms as references for researchers as well as the public.
National Archive such a important organization every country should have
because that the place keep all the important data and historical relics. As we can
see that many relics collection and also the history about the past that younger
generation did not know. So, when the National Archive have the collection, they
must keep it properly so it can be evidence that why archive become the right
place to preserve it. When it preserves in the archive it will be there and safe. In
the future it can become the evidences and make the young generation know about
the historical relic and scarify from the past generation.

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4
1.5 What if National Archive Malaysia not exist?
National Archive Malaysia is one of important organization for Malaysia
as it become the building to keep all the historical relics and all the important
documents of the country. Not just that it also keeps all the Declaration
Independence of Malaysia and also some agreement that very useful and
become the evidences that Malaysia already independence and become
harmony country without any wars. This is why National Archive Malaysia
exist. But when National Archive Malaysia not exist it such terrible and worst
thing happen because we did not have evidences show that we already
independence and terrorist, external threats from other country might make
wars happen again. But if we have the prove and evidences, we should not
worry about it.
If in the future need the declaration, we can show it as evidence. Plus, if
NAM not exist it will make our young generation did not know about the
historical relics that past generation use to survive and their daily life. Not
only show to young generation but can give the new knowledge and convinces
to study and explore more about the historical. New knowledge from young
generation might have many new innovation and idea that can show all the
historical value to worldwide.

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2.0 Background of NAM

2.1 Background

National Archives of Malaysia (NAM) that was previously known as Public Record Office
up until 1963 has been established on the 12th of January 1957. On the year 1966, the
National Archives building was consecrated in Petaling Jaya and later on in 1982, they
moved to a new building in Jalan Duta, Kuala Lumpur. Furthermore, NAM has been placed
under the Ministry of Culture, Arts, and Heritage on year 2004.

2.2 Branches

There are eight branches of NAM offices:

1. Johor/Melaka (at Johor Bahru),
2. Kedah/Perlis (at Alor Setar),
3. Sabah (at Kota Kinabalu),
4. Kelantan (at Kota Bahru),
5. Sarawak (at Kuching),
6. Pulau Pinang (in Georgetown),
7. Perak (in Ipoh), and
8. Terengganu/Pahang (at Kuala Terengganu).
2.3 Departments/Unit
The institution is headed by a Director-General and consists of five divisions:

1. Administration,
2. Records Service (acquisition and selection),
3. Archives Service (accessibility),
4. Search and Publication, and
5. Repository and Technical Services.
2.4 Vision

Leading the Transformation of Records Management and Archives Administration as the

National Research Centre of Excellence by the year 2020.

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2.5 Purpose of systematic records management
The purpose of having a systematic records management are to make sure
institutional records of vital historical, fiscal, and legal value are verified and
maintained, while non-essential records are destroyed in accordance with
established norms and applicable regulations. Other than that, a systematic
management of records will be more beneficial to organizations as they are an
effective way of managing current records. As an example, it minimizes
record-keeping redundancies, removes irrelevant file storages, etc.
Furthermore, Records Management ensures institutional accountability and
timely information access.

3. 0 What are Statesman Archives?

 List of memorials and its functions.

Memorials Functions
The Tunku Abdul Rahman To commemorate the service and contribution of the late
Putra Memorial Tunku as the “Father of Independence” and also the first
Prime Minister of Malaysia (1957-1970)
The Tun Abdul Razak To commemorate the service and contribution of the Late
Memorial Tun Abdul Razak to the race and country.
The Tun Abdul Ghafar Baba To commemorate the contributions of Tun Abdul Ghafar as
Memorial our respected and reputable leader who are adored by the
people especially during his time as the Deputy Prime
Minister.
The Tun Hussein Onn To commemorate and appreciate the contribution of the
Memorial Tun Hussein Onn’s as the third Prime Minister of Malaysia.
Furthermore, the memorial is used to store, preserve,
exhibit, and disseminate information pertaining to a person
known as “Father of Unity”
The Proclamation of To commemorate the service and sacrifice of the fighters
Independence Memorial and national independence from the colonial grip.
The P. Ramlee Memorial To appreciate the Great Artiste of Tan Sri P.Ramlee’s

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 Library contribution to the art industry and to encourage research
and study in national arts and cultures.
Galeria Sri Perdana To commemorate and remember Tun Dr Mahathir’s service
as the “Modernization Father” whom had provide major
contributions to the country for 22 years.
Independence House To display the old house during Tunku Abdul Rahman
occupation.
Mahathir Mohamad’s To protect the valuable and historical place from being
Birthplace extinct (Preserving the Born House of Mahathir Mohamad).
P. Ramlee’s Birthplace To exhibit the collection of the original items belonged to
Allahyarham P.Ramlee while in Penang and the legacy left
by the family.

4.0 Award & Recognition

 UNESCO Jikji Memory of the World Prize (2009)

- The awards giving every two years to the organization participate in maintenance
and facility for treasure trove in the country, international and worldwide.
- It receive the award during the of the International Advisory Committee of
UNESCO’s Memory of The World Programme that was held on 31 st July 2009 in
Bridgetown , Barbados.
 Management System Implementation MS Quality: ISO 9002: 1994 (2000)
- To ensure the effectiveness of SPK implementation and have the covers the main
process in records and archives management
- The implementation of the version adoption and new scope is scheduled to
enforced on 1st August 2009 involves 19 sections and 35 quality Procedures
consist of Quality Manual and Compulsory procedure

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5.0 Act

In the National Archive of Malaysia (NAM), the applicable act that being use is National
Archives Act 2003. This act was approved on 29 July 2003. The National Archive of
Malaysia act 2003 is an act to address the establishment, acquisition, custody, preservation,
use, and administration of public archives and public documents, as well as other related
issues. There are a few parts that can be found in this act. The first part is preliminary which
content a few sections which is short title, application, and commencement, Interpretation,
and Declaration of federal status. Other than that, the second part is National Archives and
Director General. In this part, we can learn about the Establishment of National Archives,
Appointment of Director General, Appointment of officers, Functions of the Director
General, Power of review, Power to delegate, and Appointment of Resource Persons. Next,
the third part is Advisory Board. In the advisory board there are Establishment of Board,
Functions of Board, Authority to depart from advice of Board, Membership of Board,
Secretary, Tenure of office, Revocation of appointment and resignation of members,
Vacation of office, Filling of vacancies, Remuneration or allowance, Meetings of Board,
Board may invite others to meetings, Minutes, and Procedures. Furthermore, the fourth part
that can be found in this act is management of records. In this part, there are Prohibition
against destruction of public records, Disposal of public records, Records disposal schedule,
Transfer of public records to National Archives 3, Public records to be surrendered on
demand, Custody and control of public records of a defunct public office, Acquisition of
records, Deposit of records, Establishment of Record Centres and Agency Record Centres,
Establishment of Limbo Record Centres, and Return of records. The next part is
Administration of Archives. In the administrative of archives, there are Processing and
preservation of public archives, Access to public archives, Access to classified records, and
Prohibition against reproduction and publication of public archives. Besides that, the fifth
part is Establishment and Management of Ministerial Archives and Memorial Archives.
There are Establishment of ministerial archives and memorial archives and Materials to be
deposited in ministerial archives and memorial archives that can be found in this part.
Moreover, another part that can be found in this act is General. In the general part, there are
Legal validity of photographic copies and extracts, Authentication of photographic copies and
extracts, Prohibition against export, Regulations, Annual report, and Repeal and saving. Last
but not least, the final part is State Archives. In the state archives, there are Establishment of
State Archives.

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6.0 The National Documentation and Preservation Center for Audio-Visual Archives

The National Documentation and Preservation Center for Audio-Visual Archives of Malysia
was located at Jalan Duta, Kuala Lumpur. It was a new building that was reserve for the
National Documentation and Preservation Centre for Audio Visual Archives. The building
cost MYR 35,000,000.00. Other than that, the center was collecting the AV materials from
around Malaysia since 1960’s. There are two type of AV materials that can be stored in this
building which is official sources and non-official sources which the Director General deems
to be of permanent and enduring national or historical worth, or both. Aside from that, the
purpose of this National Documentation and Preservation Center for Audio-Visual Archives
is to acquisition and documentation. All of the AV materials need to be acquired and
documented in this center. It helps to organized all of the documents a material so that it can
be easily retrieved if needed. Other than that, the second purpose is for preservation of the
national heritage. Preserving the national heritage is very importance because it can be used
for future reference or for the use of future generation learning. Besides that, another purpose
of this center is offer research facilities. With all of the national heritage store in this center, it
can be used as the research facilities to do research from all of these materials. Last but not
least, another purpose of this center is to providing expertise. Expertise from around Malaysia
or from other country can go to this center to do research on the materials that was available
at this center.

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7.0 Function Online Finding Aids & Records Store

The archive's online access is Online Search Help (OFA). Online Search Assistance is a
tool that assists users in locating information in a group of records, collections, or series of
archive materials. Users can use Online Search Assistance to find information in a specific
set of records, collections, or series of archive material. Inventories, both published and
unpublished, lists of containers and folders, card catalogues, calendars, indexes, registers, and
institutional guides are all examples of search aids. The Panducari Online Project Proposal
Paper, prepared by the Guidance Division on 14 January 2005, was followed by the
Panducari Online Committee, directed by Dr. Hjh Samsiah Muhamad, in 2008. The Online
Finding Aids (OFA) Application is presently implemented through one of the MyCreative
scopes. Project on Content (MyCC).

The OFA application will provide immediate access to digital audio-visual archive
content kept in the high-tech Data Center. The use of OFA allows people from all areas of
life to gain access to archival content that is no longer restricted by time, place, or time. Users
from both the United States and other countries can use OFA while surfing the ANM Portal
at any time. Unlike COMPASS and COMPASSWeb, the OFA programme employs the same
UI and search parameters to make things easier for researchers.

ANM is now able to provide early booking services for materials through OFA, in
addition to giving access to archival materials. Researchers can make bookings up to three
days in advance of their visit to conduct research. This can help to speed up the research
process and, in turn, cut down on the time it takes to get supplies. For researchers who are
unable to visit ANM or who are conducting research in cyberspace, ANM offers visiting
services that enable access to not only metadata information but also digital photographs that
may be viewed and purchased.

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The database Online Finding Aids (OFA) is a repository for archival resources. The
archive sort method can be used to translate this online search approach:

 Archive Materials
 Record Type
 Subject
 Source
 Sub Category
 Categories

Searches can be conducted using the following methods:

 Search by material type

 Source Search
 Receipt number search
 Name search

The OFA system's search methods are separated into the following categories:

 Subject
 Search
 Archive search
 Keyword search

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8.0 Conclusion

National Archives of Malaysia, as keeper of national history, is ready to take the lead in
establishing governance and long-term preservation. The National Archives of Malaysia can
assist various parties in maintaining and storing a variety of materials that can be used as
references. Apart from serving as a reference source, the National Archives of Malaysia has a
number of other vital responsibilities to ensure that the material received is treated as
carefully as possible. Because we are very early in the electronic records effort, we anticipate
issues arising from records created in the legacy system that do not meet the NAM system's
criteria.

When the transfer of electronic records takes place, there will be more complications and
issues. Because the risk of losing information is higher in the EG system, and the challenge is
even greater when compared to the paper environment, change and risk management must be
implemented to ensure that information is available over time. NAM needs to form
partnerships with the originating agencies and share recordkeeping obligations. The strategy
also aids the NAM in preventing damage to the material. This is because some materials used
to be readily damaged, and there was no way to repair them.

If this occurs, the material may no longer be admissible as evidence. As a result, it is the
responsibility of National of Archives Malaysia to maintain and preserve the content. The
National Archives of Malaysia maintains historical materials that can be used by the
government in the future. All of the evidence can be used to show anything about the
country's past. As a result, the National Archives of Malaysia plays a critical role in
preserving material linked to the country's or a person's history. The material will be used for
many reasons in the future, as well as for future generations.

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References

A new direction for National Archives of Malaysia. yumpu.com. (n.d.). Retrieved January 5,
2022, from https://www.yumpu.com/en/document/read/35413959/a-new-direction-for-
national-archives-of-malaysia.

Achievements of National Archive Malaysia. Ofa. Retrieved December 3, 2021 from

http://www.arkib.gov.my/en/web/guest/logo-arkib-negara-malaysia

Function of National Archive Malaysia. Ofa. Retrieved December 3, 2021, from

http://www.arkib.gov.my/en/web/guest/fungsi

Laws of malaysia act 629 national archives act 2003. (n.d.). Retrieved December 20, 2021,
from https://kualaselangor.selangor.gov.my/kualaselangor/resources/File%20upload/
Pengurusan%20Rekor%20Arkib/1_National_Archives_Act_2003.pdf.

Malaysian legislation. CommonLII. (n.d.). Retrieved December 20, 2021, from

http://www.commonlii.org/my/legis/consol_act/naa2003176/.

National Archive Malaysia logo. Ofa. Retrieved December 3, 2021 from

http://www.arkib.gov.my/en/web/guest/logo-arkib-negara-malaysia

OFAV1. (n.d.). Retrieved December 5, 2021, from

https://ofa.arkib.gov.my/portal/index.php/id/component/content/category/11-panduan

Ringkasan Sejarah Penubuhan Arkib Negara Malaysia. (n.d.). Official Portal National
Archives of Malaysia. Retrieved 23 December 2021 from
http://www.arkib.gov.my/en/web/guest/logo-arkib-negara-malaysia

The archives of Economic Life in South Asia. (n.d.). Retrieved December 5, 2021, from
https://www.histecon.magd.cam.ac.uk/archives-asia/blogs/wong.html.

User, S. (n.d.). Ofa. Retrieved December 5, 2021, from

https://ofa.arkib.gov.my/portal/index.php/en/2012-12-03-04-47-30/ofa.

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