Important records are documents, files or records in any form or format that contain important information for the needs in performing the functions and operations of UiTM and or the ‘survival’ of UiTM.
2. Why it needs to be submitted?
Vital records need to be submitted to protect UiTM's financial and legal interests as well as to preserve and protect the rights of UiTM staff, customers and stakeholders.
It will remain as the Memory of UiTM Institutions.
UiTM Vital Records Management is an institutional initiative plan to ensure that the records that support the entire operation are in good control and always accessible despite threats
3. What is the referenced policy?
Dasar Penilaian dan Perolehan Rekod Awam Arkib Negara Malaysia (PRINCIPLES OF EVALUATION AND ACQUISITION OF PUBLIC RECORDS. NATIONAL ARCHIVES OF MALAYSIA (ANM) : -
Obtaining public records in the custody or under the control of a public office, to the custody and control of the National Archives through the process of transfer - Section 28, National Archives Act 1903 [Act 629]
4. What is the first thing I should do if I need to dispose a record?You need to remove records from the file cabinet, identify inactive file/ record features, and make segregation according to classification serial numbers 100, 200, 300, 400, 500, 600, 700 & 800.
5. What form do I need to fill out?
Among the forms that need to be listed are the Record Separation Form, Record Evaluation Form, or related to Homogenous Form before being inserted in the archive box.
6. What are the differences between the forms??
Record Separation Forms : Identifying if the record have any values of permanent/temporary/valueless
Record Evaluation Forms : File/Record with a classification number
Homegenous Forms : Records of printed material publications.
7. Are those forms need to be sent to the Archives Department?
Only Record Evaluation Form and Homogeneous Form needs to be sent to the Jabatan Arkib Universiti together with the Disposal Application Cover Letter while the Record Separation Form needs to be kept at PTJ.
8. Can I use a regular box other than the archive box to store files/records in the evaluation process?
Not allowed.PTJ must use the archive box according to the specified specifications and the box must be affixed with the box label. Box labels can be downloaded on the JAU website.
9. What should I do after receiving the disposal permission letter from JAU, National Archives of Malaysia, National Audit of Malaysia, Accountant General's Department of Malaysia?
You must carry out a record disposal process such as shredding or burning or burrying and upon completion must return the 12/08 or 13/08 Archive Form to the Jabatan Arkib Universiti.
10. Is it necessary to send records to JAU to carry out the record disposal process?
No need to send records to JAU. It is the responsibility of PTJ staff to carry out the record disposal process until it is completed.
11. How do I get an Archive Box?
JAU no longer provides any "Archive Boxes" for distribution to PTJ.
PTJ must deal with the Printing Division using the specified specifications.
Disposal of publications must be done by submitting an application for Disposal of Publication Records of Printed Materials. Firstly,JAU will check whether the material is in the JAU collection or not.This is because each PTJ
If there is a excess, a Disposal Application can be made by filling in the Disposal Form of The Record of Published Materials.
13. Is the current File Classification (FC) still applicable??
Can be used until JAU announces the use of a new FC. For your information, the newest UiTM FC is still under development.
14. How can PTJ get exposure on Records Management?
PTJ can seek advice from JAU by visiting JAU or make plans to hold a Records Management briefing session at PTJ's place.
15. PTJ often face problems due to the change of officers who perform duties as The Department's Records Officer. What action should be taken by PTJ?
PTJ can make a new appointment by filling in the relevant form.
Records Management in the department should be implemented by staff who have been officially appointed by UiTM into position such as Classifying Officer and Secret Registrar for Classified Records Management and
Departmental Records Officer as well as Departmental Records Administrative Assistant for open records management.
16. What training and courses will be obtained by the staff which was been appointed as Departmental Records Officers ?
Each appointed staff will be given adequate training. For the appointment of Classifying Officers, a two -day course organized by the Office of the Chief Government Security Officer of Malaysia (CGSO) will be given.
For Secret Registrars, a one -day course organized by CGSO will also be provided. For PRJ and PTRJ, a two -day Basic Records Management Course for PRJ & PTRJ organized by JAU will be given.
18. When is service hours of Jabatan Arkib Universiti / Branch Archive Unit?
The service hours of the Jabatan Arkib Universiti are from 8:30 am to 5:00 pm every working day.
Archive Unit service hours for branch campuses are subject to working hours in the respective states.
All staff , students , researchers can conduct a reference at the Jabatan Arkib Universiti.
(a) UiTM staff
Consists of academic staff and administrative staff of UiTM who are still in service.
(b) UiTM student
UiTM students who are still on valid study period.
(c) Researchers
UiTM Alumni , Individuals , Government Agencies, Private Agencies, Local Community.
20. What is the method to reference any of archive materials?Material Reference Applications can be made via emails , official letters ,phone calls or directly to our service counters at Jabatan Arkib Universiti/Branch Archives Unit.
21. What type of archive materials can be loaned at Jabatan Arkib Universiti? Materials that can be loaned at the Jabatan Arkib Universiti/Branch Archives Unit are only subject to Publication Materials, Staff Personal Files, Student Personal Files and Administrative Files.
However, the file can only beloaned by the Department/Division/Unit/Centre that created the file and not individuals, UiTM students or external researchers.
The file loan period allowed to the borrower is seven (7) working days only.
The service fee for University's archives materials are subject to the National Archives (Fees) Regulations 2015 which have been approved by the UiTM Finance and Development Committee No. 205 dated 20 June 2017.
23. What if the loaned material is damaged or lost?Files that have been lost or damaged by the borrower must be reported IMMEDIATELY to the Jabatan Arkib Universiti /Branch Archives Unit.
24. Proposals for handing over trophies, souvenirs, etc. to the JAU and what is the method?
JAU welcomes the contribution of UiTM-related collections from all PTJs to increase the visibility of the e-Gallery collection in GTAR
25. Can the annual report be submitted in softcopy format?
Yes you can. Vital Records Of University’s can be submitted in printed or softcopy format
26. Regarding the Disposal Period for Financial RecordsThe disposal period for financial records is 7 years with reference to UiTM's records management policy
27. About the Audit Plan To Be Implemented By JAUCan refer to the Record Management Audit checklist in the Arms audit system
28. 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)
29. 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
30. Proposed to submit the integrity poster to JAU for the purpose of publishing for UiTM Today In History.The Integrity Unit can channel information to the JAU to be published in UiTM Today In History.
31. 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
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.
33. 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 it's status.
To access it, written permission required from the record creator.
Files transferred to JAU 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.
35. 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.