News & Announcement
Dewan Penyelidikan Arkib Negara Malaysia (Ibu Pejabat) Akan ditutup sementara pada 26 Ogos 2024 (Isnin) Bermula Jam 12 Tengah hari
Monday - Thursday : 9.00 a.m. - 4.30 p.m. / Friday : 9.00 a.m. - 12.15 afternoon & 2.45 p.m. - 4.30 p.m.
Eksplorasi Negarawan
Announcement on Operation Hours of the Research Hall After Ramadan

splask

  2. Home
  3. Services
  4. Records Management
  5. Public Records Disposal

Public Records Disposal

In accordance with Sections 25, 26, and 27 of the National Archives Act 2003, the National Archives is responsible for monitoring, planning, and implementing records disposal programs in ministries, departments, and public agencies. In this context, records disposal refers to the management of record separation for the purpose of destruction, transfer, or otherwise. It covers all types and formats of records, including electronic records.

Groups of records that can be disposed off are as follows:
  • Actions of Public records that are completed
  • Reached the storage period as set in the Record Disposal Schedule
  • The physical state of the record does not permit its preservation
Application for Disposal of Public Records Without Schedule
  • Ministries/Departments/Government Agencies are required to separate records that are not active and action completed according to the order categories, series, year and number sequence.
  • Records that are confirmed to be disposed must be listed in the Application Form Record Disposal as follows according to types of record:-
Subject
Version
Archive Form 1/08:
Records Disposal Schedule
Archive Form 2/08:
Application Form for Destruction of Public Records
Archive Form 3/08 :
Application for Destruction of Electronic Records
Archive Form 4/08:
Application Form for Destruction of Financial and Accounting Records
Archive Form 5/08 : 
Application Form for Disposal of files (not specified in the Records Disposal Schedule)
Archive Form 6/08 : 
Application Form for Disposal of Cartographic Records (not specified in the Records Disposal Schedule)
Archive Form 7/08 : 
Application Form for Disposal of Architectural Records (Not Stated In the Records Disposal Schedule)
Archive Form 8/08 : 
Application Form for Disposal of Audio Visual Records (not specified in the Records Disposal Schedule)
Archive Form 9/08 :
Application Form for Disposal of Publications and Printed Material Records (not specified in the Records Disposal Schedule)
Archive Form 10/08 : 
Application for Disposal of Electronic Records (not specified in the Records Disposal Schedule)
Archive Form 11/08 :
Application Form for Transfer of Public Records
Archive Form 12/08 :
Verification of Destruction of Public Records
Archive Form 13/08 :
Verification of Financial and Accounting Records Destruction
Disposal Application For Public Records With Public Records Disposal Schedule
  • For the disposal of financial records it is required to use Finance Record Disposal Schedule prepared by the National Archive of Malaysia.
    • For the disposal of Housekeeping records the Housekeeping Record Disposal Schedule prepared by the National Archive of Malaysia must be used.
    • For Ministries/ Departments/ Government Agencies with Functional Records Disposal Schedule the Schedule must be used for functional records disposal.


  • Procedures for Application for Disposal of Public Records With Disposal Schedule are as follows:
    • Ministries/ Departments/ Government Agencies must identify the record series, action completed and comply to the fixed storage period as in the Schedule.
    • Separate records identified for destruction or to be transferred to the National Archive of Malaysia based on the record series.
    • Ministries/ Departments/ Government Agencies are required to fill Application for Destruction of Public Records (Archive 2/08) or Application for Destruction of Finance and Accounting Record (Finance-Archive 4/08) for records designated to be destroyed and fill the Public Records Transfer List Form /em> (Archive 11/08) for records designated to be transferred to the National Archive of Malaysia.

RECORDS TRANSFER

Records Transfer is a process whereby public records of national value or history are transferred from one government office to the National Archive for preservation for continuos reference.

Records identified to be transferred must be listed in the Public Records Transfer List Form Awam (Archive 11/08) and submit 2 copies to the National Archive of Malaysia for transfer confirmation.

Postponement of Transfer of Public Records
  • The postponement of transfer of public records can be made if the record identified as archive value by the Head of Director of the National Archive of Malaysia is greatly needed without which will jeopardize the administration of any Ministry/ Department/ Agency or conflict with public interest. The respective Ministry/ Department/ Government Agency is required to submit a Letter of Acknowledgement for Postponement consistent to Section 28 (3) National Archive Act 2003.

For further information, please contact Records Disposal Section at the Headquarters or any National Archive of Malaysia branches nearest to your department.

RECORDS CENTRE SERVICES

Records Centre Services provide the roles below;
  1. Manage and process official govenment records received
  2. Provide temporary space storage facilities and maintain permanent valuable records that are less than 25 years;
  3. Provide departmental referral services and returning of public records, spesifically to evacuees department, consistent to Section 35 National Archive Act 2003, and
  4. Provide expert service to government agencies in incorporating, maintenance and operating Agency Records Centre.

For further information, please contact Records Service Section in Petaling Jaya or any National Archive of Malaysia branches nearest to your department.
Image