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Archives and Research in Malaysia. the Development and Challenges ARCHIVES AND RESEARCH IN MALAYSIA. THE DEVELOPMENT AND CHALLENGES AHEAD 1900 - 1995 By SAMSIAH BTE MUHAMAD Thesis submitted for the degree of Doctor of Philosophy in the Faculty of Arts of the University of London University College London July 1996 ProQuest Number: 10044334 All rights reserved INFORMATION TO ALL USERS The quality of this reproduction is dependent upon the quality of the copy submitted. In the unlikely event that the author did not send a complete manuscript and there are missing pages, these will be noted. Also, if material had to be removed, a note will indicate the deletion. uest. ProQuest 10044334 Published by ProQuest LLC(2016). Copyright of the Dissertation is held by the Author. All rights reserved. This work is protected against unauthorized copying under Title 17, United States Code. Microform Edition © ProQuest LLC. ProQuest LLC 789 East Eisenhower Parkway P.O. Box 1346 Ann Arbor, Ml 48106-1346 to my Mother NATIONAL ARCHIVES OF MALAYSIA KUALA LUMPUR » mHiiinww’H ACKNOWLEDGEMENTS I would like to express my gratitude to the Malaysian Government for sponsoring and granting me study leave, without whose this research could not be possible. My grateful thanks to Dato' Zakiah Hanum Abdul Hamid, the former Director General of the National Archives of Malaysia, and Mrs. Habibah Zon, the present Director General for their continuing encouragement and support. My thanks are also due to my colleagues and staff of the Archives, especially from the Archives and the Research and Finding Aids Divisions, for their cooperation. I also take this opportunity to acknowledge the following individuals for their support and assistance throughout this study: Mr. John Mcllwaine, Dr. Tony Stockwell, Ms. Elizabeth Sheppard, Dr. Aref Makoui, Mr. Peter Goatly, Mr. Piers Cain, Jill Geber, Emmanuel Adjei, Daresah Ismail, Mahani Muhammad, Mahfuzah Yusuf and especially to Sheila Blankfield, and many others whom I have not named. I would also like to extend my special thanks to my brother-in-law. Dr. Hussein Ahmad; sisters, Rapeah and Maimunah for their guidance and assistance and to all other family members, especially to my dearest mother, for their support, patience and prayers. My deepest appreciation and sincere thanks to my supervisor. Dr. Anne Thurston for her tireless guidance and supervision, without whom this study would not have been completed. 4 ABSTRACT This study examines the management of non-current records in Malaysia and the development of archival institutions from 1900 to 1995. It analyses the role of the National Archives in fostering research, especially for national development. The massive loss of records during the Second World War had an impact on the Archives' acquisition policy. From the early stages of its development, the Archives has endorsed the 'total archives' concept as a means of ensuring that it preserves the most complete record possible. This has affected reference services it offers. The Archives has a vision of becoming the main resource centre of information for historical research in Malaysia and contributing significantly in achieving the nation's vision for the year 2020 of being a developed nation with strong moral and ethical values. By upgrading its technology to increase efficiency and by improving its methodologies for preserving and promoting the cultural heritage, the Archives will meet the challenges of the future. It will only achieve its goal if its records are fully consulted for a wide range of research. The study reveals problems of : lack of systematic and user-friendly finding aids; inexperienced researchers; lack of training on the part of the Archives staff; unsolved access problems caused by complicated legislations; a backlog of records; and most importantly, the lack of understanding of the importance of archival materials for research by researchers. The study concludes by stressing the necessity for action to improve the accessibility of unappraised records, to fill up gaps in the holdings, to make changes in existing legislations regarding access, to implement new approaches of outreach programmes, to plan for future trained researchers and archivists and, most importantly, to implement strategies for responding to the challenges of technology. On the whole, it is argued that improvement in all aspects, is vital for the Archives to become a significant resource centre for research in development and nation building. ABBREVIATIONS ASEAN Association of Southeast Asian Nations. DROs Departmental Record Officers. HIDS Hari Ini Dalam Sejarah [Today in History]. ICA International Council on Archives. ICSS Integrated Curriculum for Secondary Schools. INTAN Institute of Public Administration Training Centre. MAMPU Manpower Administration Management and Planning Unit. SAKEICA Southeast Asian Regional Branch of the International Council on Archives. URUS Urus Rekod Untuk Simpan [Managing Records for Storage]. TABLE OF CONTENTS Acknowledgements ...................................... 4 Abstract ............................................... 5 Abbreviations .......................................... 7 Table of Contents ..................................... 8 List of Figures.......................................... 12 List of Gr a p h s ........................................... 13 List of Appendices..................................... 14 1 INTRODUCTION........ ............................ 15 1.1 BACKGROUND OF THE S T U D Y .......................15 1.2 STATEMENT OF THE RESEARCH PROBLEM........... 18 1.3 OBJECTIVES OF THE S T U D Y .......................19 1.4 SCOPE AND LIMITATION OF THE S T U D Y ........... 2 0 1.5 RESEARCH METHODOLOGY......................... 22 1.6 ORGANISATION OF THE T H E S I S.................. 2 5 PART ONE; HISTORICAL DEVELOPMENTS 2 THE DEVELOPMENT OF THE NATIONAL ARCHIVES OF MALAYSIA AND THE MANAGEMENT OF NON-CURRENT RECORDS: 1900-1977 ............................. 2 9 2.1 OVERVIEW......................................29 2.2 THE MANAGEMENT OF NON-CURRENT RECORDS 1900-1957 .................................... 30 2.2.1 Preservation of Records .............. 3 0 2.2.2 Destruction of Records................. 38 2.2.3 Events Leading to the Establishment of the Public Records O f f i c e ...........43 2.3 THE PUBLIC RECORDS OFFICE 1957-1962 ......... 47 2.3.1 Administrative Structure ............. 47 2.3.2 Objectives and Role of the Of f i c e 49 2.3.3 Activities of the O f f i c e ............. 51 2.3.4 Planning for Accommodation.............55 2.3.5 From Public Records Office to National Archives...................... 57 2.4 THE NATIONAL ARCHIVES OF MALAYSIA I963-I970 .................................... 59 2.4.1 Changes in Administrative Structure ... 59 2.4.2 Objectives and Expanding R o l e ........ 62 2.4.3 Activities of the Department......... 63 2.4.4 Records Management Programme ......... 66 2.4.5 The Enactment of the National Archives Act No. 44 of 1966 .......... 68 2.4.6 Accommodation of the Archives ........ 7 0 2.4.7 Towards the Establishment of the National Library of Malaysia ......... 72 2 .5 THE DEPARTMENT OF NATIONAL ARCHIVES AND LIBRARY OF MALAYSIA I97I-I977 ............... 72 2.5.1 New Administrative Structure.......... 72 2.5.2 Activities of the Department.........7 6 2.5.3 Proposed Archival Training Institute .. 7 9 2.5.4 Establishment of the First Three Branches of the National Archives .... 80 2.5.5 Accommodation and the Archives Building............................... 82 2.5.6 Separation of the National Library .... 83 THE DEVELOPMENT OF THE NATIONAL ARCHIVES OF MALAYSIA 1977-1995 ................................ 87 3 .1 OVERVIEW......................................87 3.2 ADMINISTRATIVE STRUCTURE .................... 87 3.3 RECORDS MANAGEMENT PROGRAMME ................ 9 8 3.4 TRAINING AND CAREER DEVELOPMENT............. 105 3.5 ROLE AND IMAGE............................... IIO 3.6 MEMORIAL PROJECTS............................ 119 3.7 NEW REGIONAL AND STATE BRANCHES............. 122 3 . 8 THE NATIONAL ARCHIVES BUILDING...............123 3.9 TOWARDS CHANGES IN LEGISLATION...............12 5 3.10 MOVING TO THE FUTU R E......................... 126 4 THE DEVELOPMENT OF THE STATES ARCHIVES 1950-1993 ..129 4.1 OVERVIEW..................................... 129 4.2 THE REFERENCE LIBRARY AND ARCHIVES SECTION OF THE DEPARTMENT OF SARAWAK STATE MUSEUM 1950-1993 .................................... 129 4.3 THE SABAH STATE ARCHIVES 1957-1993 .......... 138 4.3.1 North Borneo Central Archives 1957-1965 ............................. 138 4.3.2 The Sabah Museum and the Events Leading to the Establishment of the Sabah State Archives 1965-1979 ........141 4.3.3 The Department of Sabah State Archives 1979-1984 .................... 143 4.3.4 The Department of Sabah Museum and State Archives 1984-1993 ............. 144 4.4 THE FUTURE OF THE STATE ARCHIVES............ 147 PART TWO; RESEARCH ISSUES 5 THE ROLE OF THE NATIONAL ARCHIVES IN PROMOTING RESEARCH........................................... 150 5.1 OVERVIEW..................................... 15 0 5.2 THE ARCHIVES' ROLES AND VI S I O N .............. 150 5.3 THE ARCHIVES' ROLE IN THE NATIONAL VISION . .169 5.4 THE CHALLENGES OF THE DUAL VI S I O N S.......... 176 5.5 CONCLUSION...................................183 6 GOVERNMENT RESEARCHERS.............................186 6.1 OVERVIEW.....................................186 6.2 OUTREACH AND SPECIAL RESEARCH PROGRAMME FOR GOVERNMENT OFFICIALS..................... 186 6.3 THE SURVEY................................... 191 6.4 USERS' PERCEPTION
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