1. What are there service hour of Bahagian Arkib Universiti/Branch Archive Unit?

1. Proposals for handing over trophies, souvenirs, etc. to the BARU and what is the method?
    BARU welcomes the contribution of UiTM-related collections from all PTJs to increase the visibility of the e-Gallery collection in GTAR.

2. Can the annual report be submitted in softcopy format?
    Yes you can. All vital records Of University can be submitted in printed or softcopy format.

3. Regarding the Disposal Period for Financial Records
    The disposal period for financial records is 7 years with reference to UiTM's records management policy.

4. About the Audit Plan To Be Implemented By BARU
    Can refer to the Record Management Audit checklist in the ARMS Audit System.

5. Can an officer be appointed for both the appointment of a classifier officer and a record officer of the department if there is a shortage of officers in the Division/Unit?
    Yes. It can be done by referring to the appointment source template in the Security Directive Book (Revision and Amendment 2018).

6. Preparation of Integrity Unit in UiTM Code of Management Committee Meeting (JkTK) No. 1/2024 especially with regard to the distribution of classified documents 'Confidential' for the reference of meeting members.

• Prior to the commencement of the meeting, the chairman must make a notification to all members that the small envelope distributed for members' reference contains classified 'Confidential' information which should be taken care of so that the information is not disclosed to non-members.

• The skin of the small envelope should be marked 'Confidential' so that each member is more careful in its use.

• It is not allowed for members to bring out small envelopes from the meeting room and the Integrity Unit will need to restore the small envelope upon completion of the meeting.

• Each member is required to fill in and sign a Confidentiality Undertaking Form whose proposed content is as follows:

   a) I promise that I:

        i.  Maintain the confidentiality of materials or documents of    Universiti Teknologi MARA
       ii.  Not taking pictures.
      iii.  Not disseminate any information on materials or documents and affairs of the department through any media in writing and speaking.

b) I am aware that disobeying any of the above rules may result in me being subject to disciplinary and legal action.

• If all meeting members need to leave the meeting room, the room must be locked to prevent non-meeting members from entering the room.

Source: Chief Government Security Officer's Office of Malaysia

7. Proposed to submit the integrity poster to BARU for the purpose of publishing for UiTM Today In History.

The Integrity Unit can channel information to the BARU to be published in UiTM Today In History.

8. Inquiry about documents in the e-meeting system: how long the document is in the system?

Electronic or digital documents go hand in hand with their original printed documents.
If the original document has been assessed to be destroyed, its electronic or digital documents will also need to be destroyed.

Source: Electronic Records and Archive Management Policy

9. How to keep AM492A book records either in a locked room or on a desk because the content in the title is Confidential.
    AM492A book which is the registration book of Off-schedule Official Secret records must be managed by the appointment staff of the Secret Registrar and kept in a locked cabinet.

10. Inquiries as to whether internal records and ITM photographs can be made public or otherwise.
      ITM pictures are among the vital records of UiTM. Access and reference to it depends on its status whether it is open or classified.Meanwhile, internal records also depend on its status. To access it, written permission required from the record creator

10. Inquiries about scanned Integrity Unit files can be transferred to BARU due to physical space constraints.
      Files transferred to BARU are inactive files that are worth archive and open status. If it is still classified status, the file should be downgraded to open by filling in the AM492B book.

11. University Records Manager Portal - Portal Pengurus Rekod Universiti (PPRU)
      The Integrity Unit is required to update the appointment of a new record manager due to a change of staff.

12. Inquiries about File Closing Procedure for Restricted File. Asked about if the file can be disposed or kept only?
      Attachments/Homogenous Files can be placed inside white/hard file. Hard File can be used to keep Homogenous Record such as (receipts, forms, financial voucher). While documents like letters are required to use white file and be given reference number. The letters should be transferred first to a Restricted File from the White File, and it cannot be disposed of for up to 5 years.

13. Inquiries about binding service for the journal and conference publishing in a large sum of quantity. But the fees for binding are costly.
      We will check first with the Financial Department. 

14. Inquiries about e-Gallery Repository : Do the collection must be sent physically and what preferable period of time does it take to make it acceptable.
      There was no limit of years for any collection to be placed at The Galeri Tun Abdul Razak(GTAR) and GTAR will deal with  The PTJ either to taking photography documentation on the collection or take it physically.

15. Inquiries on mapping status on Classification Files through BARU’s google drive for file migration process.
      Any PTJ’s required to key in the file number code 100 – 800 in google drive and have to check whether if there any changes of the file code before can proceed to the next step.

16. According to a statement by someone, after file classification mapping, the total number of files submitted decreased. why?
      This occurs when some files are closed due to inactivity in order to generate new ones.

17. Is the copy of payment/PB Form can be used in a hard file?
      Yes, a hard/homogenous file can be used to keep the payment or PB copy.

 
18. Inquiry on the Appointment of the Record Manager (Pelantikan Pengurus Rekod), a review of the Records Manager Portal, found that the information has not been updated. Head of Department (HOD) is not appointed as a Classifier Officer (Pegawai Pengelas), whether all heads of departments may be appointed as a Classifier Officer. This is because, the HOD will classify the documents. There will be a lot of classifier officers. Is it necessary to send BARU the Appointment Form?
       Due to staff retirements and relocations PTJ’s be advised to revise this matter in order to update the appointment information on the University Records Manager Appointment Portal (PPRU). Administrative Assistant Records Department (Pembantu Tadbir Rekod Jabatan) can be appointed in large numbers and need to must complete the application form.

19. Classified Documents, Top Secret, Secret, Confidential, and Restricted categories. If a PTJ’s has received confidential emails and is there any method to categorize it such as decision on minutes of meetings.
      For Classified document management methods, The document cannot be sent by email and must be sent in printed format. The process of sending a classified document is using 1 or 2 envelopes written CONFIDENTIAL/locked box. Using email is prohibited since it is not secure, and the Classifier Officer is responsible for determining the document's security level.

20. The decision of the minutes of the meeting received by the Treasurer Office of A Ministry is confidential. Is there any method on how to categorize in and out confidential documents? However, the Ministry provides a password for recipients to access the information.
      It is necessary to print as the receipt of the Ministry’s Bursar Office e-filing also confidential and only selected recipients will receive the email. However, it is feared that there is a secret leak as the email information can be accessed from the recipient's computer. This matter will refer with CGSO. Confidential letter must be registered in the Register AM492 book and if there is none, the PTJ’s office must purchase it from the National Printing (Percetakan Nasional).

21. File Classification Manual [Klasifikasi Fail (KF)]
      It is informed that Migration of KF have been approved and got KF harmonisation by National Archive Of Malaysia Arkib Negara Malaysia (ANM). And also, there was KF migration workshops have been conducted in Shah Alam and Branches.
Differential on using reference number, for example the old KF number is 100 and the new one using name of PTJUiTM-100. The new KF manual not been launched yet and will be informed later.

22. About Official Letter format and guideline, there was many staff unaware regarding the issue.

     i. What side do we need put letter reference number on page two?
        The reference number should be on the top of left side and need to follow letter writing format.

     ii. Is it allowed to retype again the title on the second page of the letter?
         No. It is not allowed. It must follow letter writing format. Reference number must be typed on top left side of letter to stated continuation of the letter.

     iii. How to use initials on letter writing
          It is the letter writer's responsibility to make the search process easier in the event that the responsible staff member is on leave. Example of initials are name/letter’s title/storage location.

    iV.  For checking purpose on the signature side, can it be initials or not?
          Yes, only pencils are allowed.

23. The problem is when the person who received the SK (Copy To) [salinan kepada] did not receive the entire letter.
Attachments are not accepted by Sk since they are considered information exclusive to Sk and are intended solely for the receiver.
      Sk will receive the same letter with attachments.  Otherwise, the information to be forwarded will not be received by the recipient.

24. Are digital signatures allowed? How can I know if the signature has been registered with the Malaysian Communications and Multimedia Commission (MCMC)?
      Digital signatures are not valid unless registered with MCMC. BARU will first consult with the CGSO, and any feedback will be notified. 

25. Best Records Management Audit (ARMS) [Audit Pengurusan Rekod Terbaik]
      Beginning in May, 10 PTJs will be audited. In 2023, 18 PTJ under the Vice Chancellor's Office were audited.

26. Vital Records of the University [Rekod Penting Universiti]  
       PTJ is required to provide any vital & crucial records to BARU. (Authority of the UiTM Records Management Policy, Nov 18, 2020) [(Punca kuasa Dasar Pengurusan Rekod UiTM- 18 Nov 2020)]. 

The Treasurer's Office is requested to pass over vital records to BARU for preservation purpose (15 UiTM records).

27. Is it possible to submit records digitally?
      Yes. PTJ may submit their vital records to the Bahagian Arkib Universiti or UiTM Branch Archives Unit (UAC) in either physical (printed) or digital (soft copy) form.

28. Since payment vouchers are filed in hardcover files at the Treasurer's Office, how should they be filed?
      Vouchers should be filed in a hard cover file; correspondence about them should be filed in an open file (white cover).

Voucher disposal application must be filled using homogeneous form. 

29. Head Of Zone have to nominate multiple of names to be appointed as classifying Officer.If there are 21 people, may the office fill only one form of KPKK 9?
      No, a nominee must fill in 2 original forms with signatures.

30.  He was appointed secretary of the Board of Meetings and is responsible for recording the audio of the meeting's discussion. After the meeting, the audio will be transmitted to the computer, and a password will be needed to access the audio.
       The staff should be appointed as Confidential Registrars for managing confidential letters/documents.

31. Is there sould be an officer who monitors the staff during disposal process?  For example, using the services of external contractors for the material cutting process.
      Yes, it should. PTJ should have its own officer to monitor the entire process. 

32.  Do Operations Assistants (Pembantu Operasi) need to be appointed as Confidential Registrars?
       Yes, absolutely. Operation Assistants have to be appointed Confidential Registrar because managing confidential letters and documents. 

34. Is there any record management manual in the video format?
      No it isn't. In the record management policy, it only contains a flow chart on the record disposal process from the beginning to the end.

35. Should records be submitted online or in softcopy?
      It's preferred the record to submitted in softcopy format.

36. Inquiry of how circulars/guidelines from the Registrar's Office website, known as the DPocket, were retrieved and entered into BARU's Online Finding Archive (OFA).
      The Registrar's Office DPocket contains both active and inactive files; however, at BARU, we preserve only inactive files. The circular will be filed, minuted, and submitted to BARU. In this case, the Digital Document Management System (DDMS) will serve as a document repository and one-stop centre.