Procedures for Appraisal, Disposal and Transfer of Public Records

6.6 Transferring Records to Pustaka Negeri Sarawak

1. Pustaka Negeri Sarawak may be contacted to ascertain if an office's records are appropriate for a transfer. The phone number is 082-440488, and the business hours are from 8 am-5 pm, Monday through Friday.

2. Records must be stored in records storage boxes. Box lids must be flat when closed. Overloaded boxes will not fit on the shelves at the Pustaka Negeri Sarawak. Strapping tape should be applied to the bottoms of boxes that appear to be weak. Ledger size books must be packaged and labelled to identify individual volumes, and combined weight should not exceed fifty pounds.

3. Organize the records in a logical sequence before boxing them, and then number the boxes using a common ordering system (e.g., 1 of 12; 2 of 12; 3 of 12, etc., or A of A-E; B of A-E, etc.) by writing the sequence on a piece of paper taped to the handle end of each box and placing a copy of that sequence on the inside of the box. Remove records from hanging folders before boxing them. Hanging file folders make it difficult to close a box's lid.

4. A label should be firmly affixed to a small end (an end with a handle hole) that details:

   1. The name of the office that created the records
   2. The name of the records in the box (e.g. minutes from xyz, building plans from Dewan Bandaraya Kuching Utara), as it would be stated in a retention schedule, if applicable
   3. The dates of the records (e.g. 1972-1975)
   4. The record series number, as it is stated in a retention schedule, if applicable

   It is critical that the label information be correct in order to prevent permanent records from being destroyed, or time-limited records from being destroyed too early, and to facilitate location and retrieval of records when needed.

5. A request to transfer records should be sent to:
   Chief Executive Officer
   Pustaka Negeri Sarawak
   (Repositori Rekod Negeri)
   Jalan Cahya Indah,
   Off Jalan Sultan Tengah
   93050 Kuching Sarawak.
   Tel: +60 82 440488
   Fax: +60 82 440484