Electronic records keeping, Projects for Control Systems. Advance Tertiary College
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scha-mimiey

Electronic records keeping, Projects for Control Systems. Advance Tertiary College

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electronic record keeping important to keep old records
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INTRODUCTION

An archive is a collection of data moved to a repository for backup, to keep separate for

compliance reasons or for moving off primary storage media. It can include a simple list of files

or files organized under a directory or catalog structure. Archive is also a place where people go to find information. But rather than gathering information from books as we would in a library,

people who do research in archives often gather firsthand facts, data and evidence from letters,

reports, notes, memos, photographs, audio and video recordings and other primary sources.

We are required to find any archive, arrange the interview sessions with that archive, visit

and acquire information on how that archive manage its archival materials, roles and

responsibilities, key personnel involved, types of archival materials, types of classification and

coding, arrangement of archival materials, description of finding aid and their preservation and

conservation methods. For our project, we choose department of archive in MARA University of

Technology (UiTM) in Shah Alam which is the main campus for UiTM. We choose that archive

as it had been 35 years since it was set up as department of arhive in MARA University of

Technology.

The aim of this project is to know the roles and responsibilities that must have in

managing archival materials. Other than that, to know the key personnel involved in departments

of archive in MARA University of Technology. To acquire information about the types of

archival materials that has been preserved in departments of archive in MARA University of

Technology for almost 35 years. To know the types of classification and coding system use by

that archive in managing their materials and their arrangement of archival materials. Also to

know methods they use to preserve and conserve their archival materials to prevent them from

damage such as by removing damaging staples or clips, flattening and unfolding papers or

storing items in acid-free containers.

TYPES OF ARCHIVAL MATERIALS

Archival materials are information objects that serve as evidence of past events. They

record information about past activities and act as memory aids that allow its users to recall and

relive them or to re-communicate information about those events at some point in the future.

There are many of archival materials that had been kept in departments of archive in MARA University of Technology. The total of materials that have in their archives are 352,167 of

documents which are 205,432 for files not including files in the branch campus, 9,925 for

newspaper cutting and 136, 810 for pictures.

First material is staff personal files. It is the main staff file of MARA University of

Technology that contains the history of the employment relationship from employment

application through exit interview and employment termination documentation. The staff

personal files keep in departments of archive is from year 1965 until year 2009. It contains 1,381

boxes times to 5 files in each boxes, the total is 6,905 of staff personal files. Files from 2010

until now is kept in the division of remuneration and services. The aim for keep the staff

personal files is employer can has an accurate view of an employee’s employment history and

supports the employer’s decisions and may protect the employer in a lawsuit-preserved correctly.

Second material is student files. It is an official university file relating to a students that

may contain personal information about students, their results, their achievement or position they

have held during the studies. The student files keep in departments of archives is from year 1966

until year 2002. It contains 5,667 boxes times to 35 files in each boxes, the total is 186,262 of

student files. Files from 2003 until now is kept in division of record and convocation. The aim

for keep the student files is used when staff write references to companies where we are seeking

employment and it’s also important if one day the students become the well-known person.

Third material is administrative files and important records. It is a document that relates

to housekeeping functions such as management of the facilities, finances and personnel and to agreements, contracts, meetings, legal actions and others. The administrative files keep in

departments of archive contains 2,453 boxes times to 5 files in each boxes, the total is 12,265 of

administrative files and important records.

Forth material is newspaper cutting. It is the cutting-out of articles from a paper

publication and kept for future reference or for sentimental reasons such as an article on a

history-making event. The latest newspaper cutting keep in departments of archive is from year

2008 until year July 2015. The total for the latest newspaper cutting is 3,475 and for the old

newspaper cutting is 6,450. They also have the collection of UiTM newspaper which is from

year 1976 until year 1985.

For the fifth or last material are pictures. It is a picture that they acquired from lectures,

students and staffs that work at UiTM. The picture that have in their server are 76,706 pieces.

The pictures that in film roll are 50,000 pieces. Images that have been printed which is placed in

acid envelope that can make the pictures in good condition and prevent from damaged, the total

are 10,104 pieces.

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