Presented by : Ahmad Sukri Abdul Kadir National Archives of Malaysia

1. 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

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

3. NAM as National Research Centre • 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

4. NAM and Electronic Government (EG) Development • 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

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

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

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

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

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

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

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

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

13. REVISED SARBICA CONSTITUTION • Membership • 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

14. SARBICA’s Activities & Projects • 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 .

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

16. Collaboration Archives, Museums and Library : Training and Workshop • 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.

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

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

19. THANK YOU TERIMA KASIH