Monday, 15th April 2024 
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Research Procedures

Users of the Archive must read, understand, and agree to the following before registering as registered users through the OFA System.

Interpretation

"Public user" refers to individuals who are not registered with the National Archives of Malaysia.

"Registered researcher" refers to individuals who have registered as researchers with the National Archives of Malaysia.

"Registration Form" means a form that must be completed clearly by public users to qualify for reference to archive materials and use the facilities provided by ANM.

"Registration Confirmation" means the confirmation feedback sent by ANM via email to public users who apply to become registered researchers.

"Registration Number" means a unique number given to public users who register as official identities. This number is given according to the registration year, followed by a consecutive number for that year.

"Archive Customer" refers to registered users who apply, pay subscription fees according to subscription period choices, for the use of research facilities through the OFA System.

"Current Renewal" means and refers to the application for the extension of the validity period as an archive customer.

"Reproduction" means reproducing public archive copies used in book/documentary/film publishing, etc.

  1. Terms and conditions:
    1. Application to become a registered researcher is OPEN to all Malaysian citizens and foreigners.
    2. Public users registering outside the National Archives of Malaysia Research Council must have or establish an active email account. While Public users registering within the National Archives of Malaysia Research Council and State Branch Archives do not need to have an email account.
    3. The confidentiality of user IDs, passwords, and account usage is the responsibility of registered researchers.
    4. ANM reserves the absolute right to block and/or cancel registrations made for security and/or other purposes determined by ANM.
    5. ANM will not be liable for any liabilities or loss costs incurred and experienced for all payment transactions related to any system failure and technical or other factors beyond ANM's control.
    6. All payment transactions are in Malaysian Ringgit (RM) for payments made through the OFA System.
    7. Payment for the purchase of Public Digital Archive Content can be made through the following methods:-
      1. Payment via Credit Card/Online Payment
      2. Payment by cheque - Cheque payments must be made payable to "National Archives of Malaysia". Payment by personal check is NOT ALLOWED.
      3. Postal Order/Money Order payment - Payments must be made payable to "National Archives of Malaysia".
      4. Cash - payment is made at the Research Council Service Counter
    8. Registered researchers/Archive Customers are not allowed to cancel any type of payment. No refunds will be made after payment is made. No refund guarantee by ANM.
    9. Any payment is subject to the National Archives of Malaysia Regulations (Fi) 2005 amendment 2013.
    10. The use of digital content through the OFA portal is subject to the Public Archives Reference and Access Rules 2012.
    11. Public digital archive content via the ANM OFA portal can only be used for reference and research purposes by registered Archive users only. While the use of digital content downloaded for commercial purposes such as broadcasting, exhibitions, publications, or advertising in any media whether electronic or print media requires written permission from the Director-General of ANM.
    12. Reproduced public archives for any purpose must state the source from the National Archives of Malaysia. (refer to copy form)
    13. Public Digital Archive Content downloaded from the OFA Portal cannot be used for trading marks or for any illegal use, pornography, defaming anyone, or violating privacy, publicity, or moral rights, or infringing on the copyright of any trademark or trademark of any living or deceased person or entity.
    14. The same archive material copy CANNOT BE USED for any other purpose without the permission of the Director-General of the National Archives of Malaysia.
    15. The shipping fee to be charged depends on the weight and destination of the shipment and is borne by the applicant.
    16. ANM is not responsible for any delay or loss during postal delivery and download services.
    17. Any amendments to the terms and conditions are subject to ANM's jurisdiction.
  2. Registration as a registered researcher.
    1. Public users must fill in personal information in the OFA registered researcher registration form found in the OFA System. While registered researchers need to update information in the re-registration form.
    2. The researcher's REGISTRATION NUMBER will be obtained after VERIFICATION OF REGISTRATION CONFIRMATION via email or use of identification card/passport number at the research council.
    3. The valid period for registered researchers is for one year.
    4. Registered researchers attending the National Archives of Malaysia Research Council or State Branch Archives must present the registered user registration number before being allowed entry.
    5. Registered researchers are eligible to enjoy facilities such as:
      1. Viewing information content on the OFA Portal.
      2. View (10) first displays from the full display of digital documents (PDF) or 50% of the full display for digital documents less than ten pages.
      3. Watch 90-second clips for visual materials for free.
      4. Listen to 120-second clips for audio materials for free.
      5. Make reservations (reserve) for physical materials through the OFA SYSTEM before attending the Research Council for reference.
      6. Can become a customer
      7. Have a user profile
  3. Application as an archive customer.
    1. Registered researchers can apply to become Archive Customers if they want to enjoy full access to digital records in the OFA SYSTEM.
    2. The validity period as an Archive Customer is 1 year and renewals can be made after the expiration date.
    3. Subscription registration must be made using the "Archive Customer" link provided on the OFA portal.
    4. Subscription fees can be PAID via credit card or FPX and a payment receipt will be sent via the registered email. This fee is exempted if the application is made at the National Archives of Malaysia Research Council.
    5. Archive Customers are eligible to enjoy facilities such as:
      1. Search for materials through the OFA System
      2. View full displays of digital documents (PDF)
      3. Watch 90-second visual material (video/film)
      4. 120 seconds of overall audio
      5. Can download digital content and comply with established regulations
      6. Can purchase digital content in bulk
      7. Can make reservations (reserve) for physical materials (analog materials) before attending the Research Council for reference.
  4. Reproduction of Public Archives.
    1. Reproduction of public archives for commercial purposes requires completing the Public Archive Usage Agreement Form for Commercial Purposes (check in OFA) and explaining the payment.
    2. The completed form must be sent by post, email, or fax to the address below:- National Archives of Malaysia

      Jalan Duta, 50480,
      Kuala Lumpur
      Fax: 03-6201 5679
      This email address is being protected from spambots. You need JavaScript enabled to view it.

    3. The application for public archive content for commercial purposes is subject to the terms and conditions set by ANM.
  5. Application for Analog Content Copies to Digital Content.
    1. Registered researchers can apply to obtain digital content of public archive materials still in analog form identified from search results made on the OFA Portal.
    2. Registered researchers are required to complete the Digital Content Copy Application Form provided and explain payment when the reservation is made.
    3. Analog archive materials will be copied to digital with low resolution along with watermarking.
    4. The completed Digital Content Copy Application Form must be sent by post, email, or fax to the address below:-

      Jalan Duta, 50480,
      Kuala Lumpur
      Fax: 03-6201 5679
      This email address is being protected from spambots. You need JavaScript enabled to view it.

    5. The application for analog content copies to digital content is subject to the terms and conditions set by ANM.
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