Effective Records Management Practices

2.2 The Life Cycle of A Record (continued)

The responsibility for maintaining a record during its active office life is that of the officer in charge of the office that generates the record. Maintaining the record, especially for long periods of time or permanently, requires trained staff who take into consideration the type and value of the record, the most efficient system for organizing and accessing the record, and procedures for protecting the record. In most cases, the location for storage is the office where the record was created. Other options include moving the record to an off-site storage location (and taking responsibility for all corresponding costs), or, if the record has some historical, research, or special value, it may be eligible to be transferred to Pustaka Negeri Sarawak.

Unless the record is permanent or transferable to the Pustaka Negeri Sarawak, it must be disposed of after its respective shelf life. The creating agencies/departments write a letter of "intent to destroy" that lists the record and sends the letter to Pustaka Negeri Sarawak for prior approval. Upon approval by Pustaka Negeri Sarawak the record may be destroyed. Disposal options include burning and shredding. When recycling is a viable option, it is recommended as the most responsible means of disposition. After its disposition, the record will be permanently gone, but a copy of the intent to destroy will be retained by the creating agencies/departments.