The evolution of University Putra Malaysia archives: insights from a successful setup process

This article presents the experience of establishing a comprehensive Archival Management System at Perpustakaan Sultan Abdul Samad, Universiti Putra Malaysia, to preserve academic, administrative, and historical records. Although UPM’s archival function dates back to 1978, it faced long-standing challenges, including the absence of a centralized system, inconsistent metadata, inadequate infrastructure, and limited staff awareness. In 2020, UPM Archives launched a five-year strategic development project (2020–2025) to modernize and institutionalize archival management in line with national and international best practices. The study outlines four key implementation phases: strategic planning and policy development; infrastructure and human resource strengthening; acquisition and curation of archival collections; and post-implementation evaluation. It details efforts to assess institutional needs, benchmark with peer institutions, develop facilities and integrate digital technologies to ensure consistency and long-term accessibility. Key challenges addressed include digitization priorities, legal compliance, resource limitations, and user access. This case study demonstrates the pivotal role of university archives in preserving institutional memory, supporting academic research, and enhancing administrative efficiency. The findings offer practical guidance and a scalable framework for other higher education institutions seeking to implement or reform their archival systems.

Text 122326.pdf - Published Version Download (1MB) Official URL or Download Paper: https://eprints.usm.my/63365/

Actions (login required)

View Item