The Development of National Archives of Malaysia NAM

The Development of National Archives of Malaysia (NAM) as National Research Centre & SARBICA’s Roles Presented by : Ahmad Sukri Abdul Kadir National Archives of Malaysia

Contents n n NAM as a National Research Centre NAM and Electronic Government (EG) Development n n n n e-Government initiative COMPASS e-SPARK Project ERMS-Electronic Records Management System Data Conversion and Digitization Project SARBICA’s Roles Collaboration Archives, Museums & Library

NAM as National Research Centre n n Institution for custody and preservation of archival materials Holdings a huge and variety of records, such as files, manuscripts, reports, maps, plans, microfilms, photos, audio visual materials etc Provider of information to the researchers pertaining to the nation’s history Equipped with the right system and technology

NAM and Electronic Government (EG) Development n n n Electronic Government initiative (e-Government) COMPASS System-Computerized Archival System and Services e-SPARK Project ERMS-Electronic Records Management System Data Conversion and Digitization Project

COMPASS-Computerized Archival System and Services Ø Ø An integrated information system that was implemented in 1997 Ø Upgrading COMPASS in year 2000 Ø enhance the existing COMPASS and incorporate new requirements Ø new network infrastructure (Gigabyte Ethernet Technology)

COMPASS FUNCTION Ø Registration of agencies Appraisal, Acquisition & Processing Ø Files and Non Files processing Ø Detail information entry Ø Labeling Space Management Retrieval Ø Allow reservation of space Ø Tracking of materials movements Ø Location List Ø Generate requisition and replacement slip Ø Provide access for materials

COMPASS FUNCTION Users’ Services Ø Registration of researchers Ø Embargo materials Ø Copying facilities Ø Borrow and return materials Conservation and Preservation EIS Ø Overall management of conservation Ø Facilitate online request on conservation Ø Query the status of conservation process Ø Costing on conservation Ø Provide reports on records management Ø Provide statistical information on productivity Ø Provide list of information Ø Provide list of reference code

e-SPARK (e-Strategy for Preservation of Government Records and Archives) Project e-SPARK Phase 1 Tools/Guides n Electronic Records Management and Archives Management Policy n Electronic Records and the National Archives Act 2003 n Guidelines on Electronic Records Management n Managing Electronic Records in the Unstructured Environment n Managing Electronic Records in the Structured Environment n Managing Electronic Records in the Web Environment n The Electronic Records Management Systems Specification

e-SPARK (e-Strategy for Preservation of Government Records and Archives) Project e-SPARK Phase 2 n n Dec 2006 – ongoing Consists of 2 components: n Electronic Records Management System (ERMS) n n to manage the whole life cycle of electronic records from its creation to disposal Digital Archival Management System (AMS) n to provide storage space for digital object and its metadata based on Open Archival Information System (OAIS) – Tessella SDB

Data Conversion and Digitization Project n n n Converting archival data into a digital form Involves present archives that are being kept in the NAM repositories My Creative Content (My. CC) Project - Digitization Project

My Creative Content (My. CC) Project Target of My. CC project : n Three (3) million pages of files and 2000 hours of audio visual materials digitized n A complete infrastructure for digitization n Digital repository to store all the documentary heritage n Online Finding Aids – search engine

About SARBICA - First Regional Branch of ICA n Established 9 July 1968 n Objectives and Functions to be consistent with ICA n

REVISED SARBICA CONSTITUTION n Membership n n Category A-National Archives in the region of Southeast Asia Category B-Archival institutions of other ICA Branches, as well as State/Provincial Archives. Category C-Non-archival institutions Category D-Retired Archivists who have made outstanding contributions to archival

SARBICA’s Activities & Projects n n n Since 1968 - organized 29 Executive Board meetings, 17 general conference, 30 seminars and workshop, 4 exhibitions. Publication on SARBICA Exclusive Heritage – Coffee Table book September 2010 - Issues and Challenges in Preserving Audiovisual Archives in the Tropical Region/Kuala Lumpur October 2011 - Electronic Records/manila 2012 - Electronic Records/Thailand Journal SARBICA/Collaboration - Publish seminar paper

Collaboration Archives, Museums and Library n n Archives, Museums and library - under the same ministry - Ministry of Information, Communication and Culture Area of collaboration n Cadre Post n n Archives/Library - Preservation for Manuscript/Documents Museums/Archives - Conservation of Artifact Librarian attached at NAM Assistant Conservator attached at National Library Curator attached at NAM Workshop on Disaster Preparedness Response and Recovery Plan

Collaboration Archives, Museums and Library : Training and Workshop n n Malaysian Technical Cooperation Program (MTCP) since 1984 >1000 participants from different background - archives/library/museums etc. – attended. SEAPAVAA 2011 – Conference on Management of Audio Visual Archives.

Conclusion n n e-SPARK is a good experience for the NAM Better equipped in assisting public agencies in implementing ERM n n Policy compliance – ANM system specifications, ISO 15489 (MS 2223) etc Preserving record and making them accessible over time

Conclusion…cont. n SARBICA continue to support member countries n n n to promote, organize and co-ordinate activities to maintain and strengthen relations between archivists and non-archivists Welcome more members to join SARBICA n n to enhance the cooperation between archivist and non-archivist to promote sharing of knowledge and information

THANK YOU TERIMA KASIH