Hezel Sophia IND Assignment 2 IMR451 PDF

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FACULTY OF INFORMATION MANAGEMENTBACHELOR OF INFORMATION SCIENCE (HONS.)INFORMATION SYSTEM MANAGEMENT (IM245)MANAGEMENT OF RECORDS IN ORGANIZATION(IMR451)INDIVIDUAL ASSIGNMENT 2:3 POLICY RECORD MANAGEMENTPREPARED BY:SITI HEZEL SOPHIA BINTI ZAMRI (2020825256)GROUP: D1IM2453CLECTURER:MADAM NOOR RAHMAW...

Description

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 1.0 CURRENT RECORDS

1 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 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

8-11

- Prohibition of taking or making any document, measurement, sounding or survey of or within a prohibited place (Sect 4) 4.0 REFERENCES

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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-andmultimedia-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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