Transfer and Receiving of Public Records and Archives

Introduction

Archives Management Division, Depository Services Sector responsible for managing the transfer and receiving of public records which are of archival value or as directed by the State Secretary (SS) to be archived which stipulated under Section 14(1) (d) of Sarawak Library Ordinance, 1999 (SSLO). Records that are:

• Non-active but with archival value but more than 25 years.
  
• Non-active but with archival value but less than 25 years.
  
• Special provisions for public records.
  
• Sarawak’s records created before the year of 1963.
  

Brief information on the file/record transfer initiatives can be view at this link: https://www.youtube.com/watch?v=_ZQSSFjwEj0&list=PLrCnBpYDEv-LMtkRMCHcyU37SIS5QMLYl&index=5

Operation Hour

Normal		Movement Control Order (MCO)		Conditional Movement Control Order (CMCO)		Recovery Movement Control Order (RMCO)
8:30 am until 4:30 pm everyday except Saturday, Sunday and Public Holiday Note: Please call 082-440 448 or e-mail statedepository@sarawak.gov.my to make an appointment before transferring the files/records to State Records Repository		NO transferred session conducted during MCO		By appointment ONLY Note: Please call 082-440 448 or e-mail statedepository@sarawak.gov.my to make an appointment before transferring the files/records to State Records Repository		By appointment ONLY Note: Please call 082-440 448 or e-mail statedepository@sarawak.gov.my to make an appointment before transferring the files/records to State Records Repository

Process

1. Transfer of records after appraisal process

Upon receiving the Laporan Penilaian Rekod from Records Management Division (RMD), the Archives Management Division (AMD) shall check the report against the approved transfer list and issued the confirmation notification of receiving to the relevant government agencies via official email.

2. Transfer of records created before or on the year 1963

Once the creating or transferring agencies identify and listed records and archives in their custody that was created before or in the year of 1963, the relevant agencies then shall notify AMD. Upon receiving the list, AMD shall contact the relevant agencies via official email.

3. Meeting/discussion/briefing with the transferring agencies before transfer

After the confirmation notification for transfer of records and archives have been issued, a meeting/discussion/briefing will be arranged with the creating/transferring agencies to discuss on the following:

• Training conducted (physical or virtual) for processing records and archives;
  
• Listing of records and archives that will be transferred;
  
• Boxes for transfer to be prepared by the creating/transferring agencies;
  
• Transferring of records and archives by the creating/transferring agencies shall be submitted by a minimum of two (2) officers or more.

4. Transferring and receiving of Records and Archives

After the meeting/discussion/briefing on transferring of records and archives, the transferring date shall be set and the creating/transferring agencies shall ensure the following condition are fulfilled:

• The records and archives should be transferred by the focal person or representatives from the creating/transferring agencies (minimum two persons).
  
• The checking of records and archives transferred shall be done by both parties (transferring agencies and AMD officer) before endorsement of the transfer process.
  
• The Borang Pemisahan Rekod shall be filled with the list and details of records and archives, which will be transferred and verified by Head of Department of the creating/transferring agencies.
  
• The listed records and archives and the details as in Borang Pemisahan Rekod are the same as the physical records and archives that been transferred.
  
• Processing of the records and archives are done according to Guideline Processing of Transferred of Public Records and Archives.
  
• The Archives Accession Form is completed by the AMD officer.