Protocols
Last Updated 13th July 2016 01:55:57 AM
The aim is to develop a continuous archive and maintaining as well organizing deposited item for a long term preservation. This website will act as publishing method for the archive registry where identification of each item will be made possible.

A. Handling

All materials will be and are handled with care, stored in proper archival method for safe-keeping and to allow handling when necessary without directly touching materials to avoid passing residue or unintended implication from direct handling. With proper handling and safekeeping, it will prolong the existence of certain materials.

Some documents may need extra care in term of storage, where pressure should be avoided for documents that are showing sign of brittling or folded documents that show signs of heavy pressure were already exist to avoid separation.

B. Restoration & Preservation

All materials will be clean properly. Dirts and moulds will be removed to the maximum possible without causing deterioration to the paper, photo or markings. Requirements may include brushing, wiping with dry cloth or wet cloth using methylated spirits to kill moulds and removing dirts. Folded pages will be straighten during the storage, and metals will be removed where possible (stapler metals are best removed) but certain document with metal-sealing for photos or booklet are depending on the needs. If cannot be removed, protective sheet will be added to cover and separate other pages to avoid transfers of rust as metals tend to oxidize.

Separated documents will be kept as is without the use of gum or tape to re-attach the separated parts.

C. Digital Archiving

All materials will be scanned at 600dpi and saved into JPEG format, therefore materials can be viewed or inspected without the need to physically handling them.

However, for materials that cannot be scanned, photographs method will be used instead.

D. Privacy

All items are treated with utmost privacy requirement. Therefore, any materials meant for publishing on this website will be edited to hide all personal information that may lead to a person recognitiom. However, for materials sourced from public or have already been in the public domain as unedited, no editing for personal information will be made.

Please be aware that some materials are not published for public viewing, therefore some Call Number, Accession Number and photos won't show on the public side of the page.

E. Collection Publishing

Materials will be collected under the concept of "Government Issued Identity Documentation" (GIID) regardless of country without prejudice. However, materials for publishing will only cover those that were already expired or invalidated.

F. Standard

Date format based on ISO 8601, YYYY-MM-DD but will be read in reverse DD-MM-YYYY. If date on a document is not based on Gregorian calendar, it will be converted and remarks will be added where possible.

H. Call Number and Accession Number

Each materials will be given a unique call number, where call number may represent single or group whilst accession number will be unique for each separate and/or non-attachable item. However if for example the content of a letter expanded into more than one piece of a paper, it will be treated as one unit.

Example is a passport was found to have a payment receipt inside. Receipt will be removed and marked as a new unit as booklet is a unit and these two will be assigned one similar call number. Under this call number, two unique accession number should be registered.