FACULTY OF INFORMATION MANAGEMENT

BACHELOR OF INFORMATION SCIENCE (HONS.)

INFORMATION SYSTEM MANAGEMENT (IM245)

MANAGEMENT OF RECORDS IN ORGANIZATION

(IMR451)

INDIVIDUAL ASSIGNMENT 2:
3 POLICY RECORD MANAGEMENT

PREPARED BY:
SITI HEZEL SOPHIA BINTI ZAMRI (2020825256)
GROUP: D1IM2453C

LECTURER:
MADAM NOOR RAHMAWATI BINTI ALIAS

DUE DATE:
18 DECEMBER 2020
TABLE OF CONTENT PAGES
NUMBER
ACKNOWLEDMENT 1

1.0 CURRENT RECORDS 2-4

1.1 National Archives Act 2003
- Part III: Advisory Board (Authority to depart
from advice of Board Sect 13)
1.2 Digital Signature Act 1997
- Part VII: General (Obligation of secrecy Sect
72)
1.3 Official Secrets Act 1972
- Appointment of public officer to classify official
document, etc (Sect 2B)
2.0 SEMI-CURRENT RECORDS 5-7
2.1 Official Secrets Act 1972
- Declassification of official secret by a Minister
or a public officer (Sect 2C)
2.2 National Archives Act 2003
- Part IV: Management of Records (Deposit of
records Sect 32)
2.3 Communications and Multimedia Act 1998
- Chapter 5: Information-Gathering Powers
(Record of information Sect 79)
3.0 NON-CURRENT RECORDS 8-11
3.1 National Archives Act 2003
- Part II: National Archives and Director
General (Power of review Sect 8)
3.2 National Archives Act 2003
- Part IV: Management of Records (Prohibition
against destruction of public records Sect 25)
3.3 Official Secrets Act 1972
 - Prohibition of taking or making any document,
measurement, sounding or survey of or within a
prohibited place (Sect 4)
4.0 REFERENCES 12
ACKNOWLEGEMENT

First of all, Alhamdulillah, thank you to Allah SWT that I finally able to finish my
assignment that have been given to me. This assignment had been done with all my efforts and
hard work and hopefully can fulfil the requirements needed though a little problem were
happened.

I would like to give a full gratitude and thankfulness to my lecturer. This assignment
cannot be completed without guidance and encouragement from my lecturer, Madam Noor
Rahmawati Alias. Lastly, I also would like to thanks my friends that always stick together and
help in finishing my assignment.

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1.0 ACTIVE RECORDS

NATIONAL ARCHIVES ACT 2003

PART III: ADVISORY BOARD

1.1 Authority to depart from advice of Board

13. Notwithstanding section 12, the Director General may, after

consultation with the Minister, depart from the advice given by the

Board, but if the Director General does so—

(a) he shall record fully in writing, for inclusion in the minutes

of the earliest meeting of the Board after the making of

that decision, the reason for his decision; and

(b) it shall be competent for any member of the Board to

require that there shall be recorded in the minutes of the

earliest meeting of the Board after the making of that

decision, any advice or opinion that the member may

have given upon the question in dispute and the reasons

therefor.

➢ For this section, it occurs on active records phase. This is because, Director
general need to fully write and record the decision, and reason why he want
to depart from the advice given by board. So, there is a competent evidence
Director General does so and can be recorded in the minutes of the earliest
meeting.

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DIGITAL SIGNATURE ACT 1997

PART VII: GENERAL

1.2 Obligation of secrecy

72. (1) Except for the purposes of this Act, no person who has

access to any record, book, register, correspondence, information,

document or other material obtained under this Act shall disclose

such record, book, register, correspondence, information, document

or other material to any other person.

(2) A person who contravenes subsection (1) commits an offence

and shall, on conviction, be liable to a fine not exceeding one

thousand ringgit or to imprisonment for a term not exceeding

two years or to both.

➢ According to this act, the person who have no authority to access any
records, data, information and many more that obtained under the Act
disclose the records and can be fined or imprison if he does so. The act of
doing so is relate to the active records because it mentions about access the
materials.

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OFFICIAL SECRETS ACT 1972

1.3 Appointment of public officer to classify official document, etc.

2B. A Minister, the Menteri Besar or the Chief Minister of a

State may appoint any public officer by a certificate under his

hand to classify any official document, information or material as

“Top Secret”, “Secret”, “Confidential” or “Restricted”, as the case

may be.

➢ According to this Act, Menteri Besar can appoint anyone under his hand to
classify any official material as a top secret and so on. From this Act, it only
can happen during active records phase because when the records are
disclosed, we cannot classify any official documents.

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2.0 SEMI CURRENT

OFFICIAL SECRETS ACT 1972

2.1 Declassification of official secret by a Minister or a public

officer

2C. A Minister or public officer charged with any responsibility

in respect of any Ministry, department or any public service or the

Menteri Besar or the Chief Minister of a State or the principal

officer in charge of the administrative affairs of a State may, at

any time, declassify any document specified in the Schedule or

any official document, information or material as may have been

classified and upon such declassification, the said document,

information or material shall cease to be official secret.

➢ From this Act, we can know that a Minister that with any responsibility in
respect of any Ministry that are in charge of the administrative affairs can
declassify any document specified in schedule at any time that has may been
classified before and upon to the action, the material will cease to be official
secret. This Act occurs in Semi-current records because although the
document has been classified, they may need it in the future because of any
situation such as declassified and the document may have a value to refers.

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NATIONAL ARCHIVES ACT 2003

PART IV: MANAGEMENT OF RECORDS

2.2 Deposit of records

32. (1) All records required under this Act to be transferred or

surrendered to, or to be deposited with the National Archives, shall

be deposited in the National Archives or at any other place as the

Director General may direct.

(2) In any case in which records of any description are deposited

with the National Archives pursuant to this Act, the Director General

shall receive and retain the records in the manner and for the

purposes directed by this Act, and shall make such notes or

endorsements on, and give such acknowledgments in respect of,

the records as may be necessary.

➢ This Act relate to the semi current records because it has mention about
being transferred to the National archives. Director general will keep the
record in a good condition and with the process of this Act, he will give a
note that records may have a value and give an acknowledgement to the
records.

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COMMUNICATIONS AND MULTIMEDIA ACT 1998

CHAPTER 5: INFORMATION-GATHERING POWERS

2.3 Record of information

79. (1) The Commission shall maintain a record of all information,

evidence or documents received pursuant to the directions given

under subsection 73(2).

(2) The record shall be made available to the public.

➢ This Act talk about the record of information shall be maintained as an

evidence and keep it value also the records will be made it available to the
people. This action occurs in the phase of semi current records because it
has mentioned about maintaining and to make it visible to the people which
means it been in the record centre.

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3.0 NON-CURRENT:

NATIONAL ARCHIVES ACT 2003

PART II: NATIONAL ARCHIVES AND DIRECTOR GENERAL

3.1 Power of review

8. (1) The Director General shall from time to time review or

cause to be reviewed any classified records which are in the custody

or under the control of the National Archives.

(2) For the purpose of subsection (1) and subject to

subsection (3), the Director General shall have the power to inspect

the contents of any classified records and to reclassify or declassify

those classified records which are in the custody or under the

control of National Archives.

(3) The review and reclassification or declassification of any

classified records shall be carried out in accordance with the Official

Secrets Act 1972.

➢ This Act conclude that Director General will inspect a content of any
classified records from time to time and have authority to reclassify or
declassify the records under the control of the National Archives. This Act
occurred in non-current records because it has been in the archived already
and are in custody. It also will be carried out in accordance of the Official
Secrets Act 1972.

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National Archives

PART IV: MANAGEMENT OF RECORDS

3.2 Prohibition against destruction of public records

25. (1) Notwithstanding any written law to the contrary, no person

shall, except with the prior written consent of the Director General,

destroy or authorize the destruction of any public records which

are in the custody or under the control of that person.

(2) A person intending to destroy or authorize the destruction

of any public records shall—

(a) notify the Director General in the prescribed form of the

intention to do so; and

(b) in such notification, specify the nature of the public records

in question.

➢ From this Act, it said that anyone that want to destroy of any records have
to notify the director General as the written law to the contrary with the prior
written consent of that person. This Act happen during non-current phase
because it in the process of disposal.

OFFICIAL SECRETS ACT 1972

3.3 Prohibition of taking or making any document, measurement,

sounding or survey of or within a prohibited place

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 4. (1) If any person takes or makes any document, measurement,

sounding or survey of or within a prohibited place, he shall, unless

he proves that the thing so taken or made is not prejudicial to the

safety or interests of Malaysia and is not intended to be directly

or indirectly useful to a foreign country, be guilty of an offence

punishable with imprisonment for a term not less than one year

but not exceeding fourteen years.

(2) (a) It shall not be an offence under subsection (1) to take

or make, outside a prohibited place a photograph or drawing in

which such place or part thereof is included, unless it is proved

that the photograph or drawing is intended to be prejudicial to the

safety or interests of Malaysia or to be directly or indirectly useful

to a foreign country.

(b) Paragraph (a) shall not apply to the taking or making of a

photograph or drawing from an aircraft.

(3) (a) It shall not be an offence to take or make any document,

measurement, sounding or survey if such taking or making is done

with the prior written permission of the competent authority.

(3)(b) In granting such written permission, the competent authority

may impose as a condition that anything so taken or made must

immediately be submitted to the competent authority for examination.

The competent authority, if satisfied that there is reasonable cause

to believe that the thing so taken or made contains matter or

information prejudicial to the safety or interests of Malaysia and

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 directly or indirectly useful to a foreign country, may order that

the document be forfeited or that any part of such document be

obliterated, erased or removed.

➢ If any person takes a record to the prohibited place he shall be punished

unless he proves that he has no intention in making prejudicial to the safety
or interests of Malaysia and is not intended to be directly or indirectly useful
to a foreign country. A competent authority may propose any condition that
if anything taken must be submitted for examination and if there is a
prove that the record is taken for prejudicial to the safety of Malaysia, the
documents will be forfeited or destroyed. This action occurs in non-current
records because it relates to the process of disposal.

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4.0 REFERENCES

Common LII. (n.d.). Malaysian Legislation. Retrieved December 17, 2020, from
http://www.commonlii.org/my/legis/consol_act/osa1972156/

MALAYSIAN COMMUNICATIONS AND MULTIMEDIA COMMISSION. (2020,

December 18). Communications and Multimedia Act 1998 [Act 588]: Malaysian
Communications And Multimedia Commission (MCMC). Retrieved December 17,
2020, from https://www.mcmc.gov.my/en/legal/acts/communications-and-
multimedia-act-1998-reprint-200

MALAYSIAN COMMUNICATIONS AND MULTIMEDIA COMMISSION. (n.d.). Akta

Tandatangan Digital 1997 [Akta 562]: Malaysian Communications And Multimedia
Commission (MCMC). Retrieved December 17, 2020, from
https://www.mcmc.gov.my/ms/sectors/digital-signature/digital-signature-act-1997

Wikipedia. (2020, December 13). National Archives of Malaysia. Retrieved December 17,
2020, from https://en.wikipedia.org/wiki/National_Archives_of_Malaysia

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