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 BAU will be given.

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 with the appointment position 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.

PTj can seek advice from BAU by visiting BAU or make plans to hold a Records Management briefing session at PTj's place.

Can be used until BAU announces the use of a new KF. For your information, the newest UiTM KF is still under development.

Disposal of publications materials must be done by submitting an application for Disposal of Publication Records of Printed Materials. Firstly,BAU will check whether the material is in the BAU collection or not. This is because each PTj publication must be kept in the BAU collection. If BAU still does not have this material, PTj must send a copy to BAU. If there is a excess, a Disposal Application can be made by filling in the Disposal Form of The Record of Published Materials.

BAU no longer provides any Archive Boxes for distribution to PTj. PTj must deal with the Printing Division using the specified specifications.

No need to send records to BAU. It is the responsibility of PTj staff to carry out the record disposal process until it is completed.

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 Bahagian Arkib Universiti.

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 BAU website.

Only Record Evaluation Form and Homogeneous Form needs to be sent to the Bahagian Arkib Universiti together with the Disposal Application Cover Letter while the Record Separation Form needs to be kept at PTj.

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.

Among the forms that need to be filled out are the Record Separation Form, Record Evaluation Form, or related to Homogenous Form before being inserted in the archive box.

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.

Records officially received or issued by any public office in the course of its affairs or by any public servant or employee of a public office in the course of its official duties and includes records of any Government enterprise and also includes all records which, at the commencement of this act, are in the custody of or under the control of the National Archives of Malaysia established under the National Archives Act 1966 [ Act 511 ]

Materials which is in written form or other forms that state facts or events or otherwise any information recording which include papers, documents, registers, printed materials, books, maps, plans, drawings,  photographic photographs, microfilms, cinematograph films, sound recordings, electronically produced records regardless of their physical form or characteristics and any copies thereof.

A management field which are responsible for conducting efficient and systematic control of the creation, maintenance and disposal of records. These controls include the process of evidence collection and information about the activities and transactions of the organisation's affairs in the form of records.