Management of Publications

Scope

This procedure shall be used in Pustaka Negeri Sarawak, Kuching, Miri and Sibu in managing publication in various topics about Sarawak, such as
a)Cerita Rakyat Sarawak (Folklore)
b)Festival Sarawakiana
c)Permainan Tradisional Sarawak
d)Warisan Sejarah Suku Kaum
e)Warisan Budaya Sarawak
f)Makanan Tradisional
g)Kompilasi Karya Penulis Sarawak
h)Tokoh Sarawak<be>

Process Details

1.0 Identification of Topics

1.1 At the end of the preceding year, the Head of Division (HOD) / designated officer (DO) shall email all Responsible Officer (RO) in Kuching, Miri and Sibu to identify new topics for publication.

1.2 Upon receipt of new topics from the RO, the HOD/DO shall update the Publication Master List in MS TEAMS.

1.3 After updating the Publication Master List, the HOD/DO to arrange an online discussion for the Research and Publications Committee (RPC), RO and consultants.

1.3.1 The DO shall identify the date for the discussion

1.3.2 The DO shall book zoom link with ICT Infrastructure Division

1.3.3 The DO to arrange discussion date with RPC members, RO and consultants.

2.0 Presentation of Proposals

2.1 Upon confirmation of the discussion, the HOD/DO shall coordinate and notify RPC members, RO and the consultants for the discussion.

2.1.1 RO shall invite consultants/writers to present their publication proposals.

2.2 After presentation by the consultants, the RPC shall evaluate the publication proposals.

2.2.1 If there are amendments to be made in the proposals, the consultants/writers shall make the necessary amendments and resubmit the proposals.

2.2.2 If no amendments are required, the proposal shall be accepted and shall be presented in the RPC Meeting.

2.2.3 If the topic is not within the scope of publication and rejected by the RPC Discussion, the process ends.

3.0 Approval by the RPC

3.1 Upon approval by the RPC, the HOD/DO shall inform the RO shall notify the consultants/ writers by official letters within 3 working days.

4.0 Approval for Financial Procedure

4.1 After notifying the consultants/writers, the HOD/DO/RO shall prepare documents to be presented to Jawatankuasa Perolehan Terus (JPT) for approval.

4.2 When the proposal has been approved by JPT, the HOD/DO/RO shall proceed with the procurement of service.

5.0 Memorandum of Agreement

5.1 Upon issuance of service order (SO), the HOD/DO/RO shall prepare a draft memorandum of agreement (MOA) and send it the relevant parties for their first reading.

5.1.1 If the MOA requires amendments, the relevant parties will inform the HOD/DO/RO to update the MOA.

5.1.2 If the MOA does not require amendment, the MOA shall be signed by the relevant parties.

6.0 Monitoring of Publication Project

6.1 After the MOA has been signed and stamp-duty-paid, the HOD/DO shall coordinate the monitoring of the publication project.

7.0 Printing and Delivery

7.1 Upon completion of a publication project, the HOD/DO/RO shall present the proposal for the printing of the publication for JPT approval.

7.1.1 If the proposal is approved, the HOD/DO/RO shall proceed with the procurement of the printing service.

7.1.2 If the proposal requires amendment, the HOD/DO/RO improve the proposal and resubmit it to the JPT.

7.2 Upon approval by the JPT, the HOD/DO/ RO shall request for final dummy from the printing company for approval by the Chief Executive Officer (CEO).

7.2.1 If there are comments on the final dummy, the HOD/DO shall inform the printing company to make the necessary amendments.

7.3 When the dummy has been finalized, the HOD/DO shall notify the printing company to start printing.

7.4 Upon completion of the printing, the printing company shall deliver the publications to the HOD/DO/RO in Kuching, Sibu and Miri.

8.0 Control of Documented Information

8.1. After the completion of the Publication Master List, the HOD/DO shall immediately keep it in softcopy in the Learning and Knowledge Creation (LKC) Division directory in the MS TEAM.

8.1.1 The Publication Master List shall be categorised as “Open” document and can be accessed by every staff.

8.1.2 The Publication Master List shall be kept for as long as MS TEAM is in use.

8.2 After the MOA has been signed, the HOD/DO shall place it in the Publication File and keep the file at the Central Registry.

8.2.1 The Publication File shall be categorised as “Open” and can be accessed by every staff.

8.2.2 The Publication File shall be kept for a minimum of 5 years

9.0 Disposal of Documented Information

9.1 When the Publication File has reached its retention period, the HOD shall seek advice of the Departmental Record Officer for the disposal of the documented information.