NATIONAL RECORDS CENTRE BILL

Order for Second Reading read.

5.25 p.m.

The Minister for Culture and Social Affairs (Inche Othman Bin Wok): Mr Speaker, Sir, I beg to move, "That the Bill be now read a Second time."

The purpose of this Bill is to provide a national Archives and Records Centre for Singapore where national archival services providing for the custody and preservation of Government archives and records of high value and importance, historical research as well as to the administration can be undertaken. The care and maintenance of these unique documents which are public property is considered to be a public obligation and has been enacted into legislation in several Commonwealth countries, including Ghana in 1955, New Zealand and Nigeria in 1957, Tanzania and Sierra Leone in 1965, and Malaysia in 1966.

The Singapore archives, which comprise a prominent and substantial series of historical documents, some dating as far back as 1800 and which are part and parcel of Singapore's national heritage providing data, facts and historical information concerning the whole of South-East Asia corresponding with the focal position of Singapore in this region in the 19th and 20th centuries, are at present kept in the National Library, and the maintenance of these documents is the responsibility of the National Library.

With the growing production of records by Government departments, statutory boards and offices, it has become necessary that overall and well-considered decisions should be taken on the difficult and recurrent question of disposal, that is, what records to preserve, because they are deemed to be of historical and national importance, and what records to destroy, which form by far the larger part when no longer of use.

It is felt that the present system governed by General Orders Nos. 560 and 563 which leave this important decision of disposal of records to various heads of departments and administrative offices is inadequate in that no consistent principle is applied to the disposal of public records which may result in the possible destruction of important public records and, at the same time, the preservation of those records which are of no importance, thereby leading to loss of valuable space of Government and Board offices.

In order that post-war archives and records are preserved and added to our archival holdings for further reference and research, it will be necessary for adequate repository space to be found. This is provided for in clause 3 of the Bill.

For the determination of what part of public records should be preserved and what part should be disposed of and for the direction, management and control of the centre, clause 4 of the Bill empowers the Minister to appoint a Director for the purpose. It is envisaged that the Director will conduct a record management programme which will contribute to the improvement of administrative efficiency connected with the creation, utilisation, maintenance, retention and preservation and for the disposal of public records, thereby ensuring that valuable office space now taken up by accumulation of non-recurrent records in various Government and Board offices will be properly used. To enable the Director to be advised on his functions, clause 5 of the Bill provides for the establishment of a Committee appointed by the Minister.

Provision is also made in clause 9 of the Bill to allow for the destruction or disposal of public records only on authority of the Director.

Provision is made in clause 10 to allow persons access to only such public records as are regarded as public archives.

I shall be moving in Committee a number of amendments to the Bill. These amendments are considered necessary to enable the distinction to be made between archives and other public records.

Mr Speaker, Sir, I beg to move.

Question proposed.

5.32 p.m.

Mr Tang See Chim: Mr Speaker, Sir, the Government is to be congratulated on the introduction of this Bill which will help to remedy the long neglect of our unique historical archives in Singapore. I am glad the Government is bringing in amendments to provide for archives as well, for archives are fundamentally different from a records centre. The setting up of the National Archives and Records Centre will not only be of tremendous benefit to local and overseas scholars and research workers engaged in studies into the history of Singapore, but also to those scholars and research workers of neighbouring South-East Asian countries as well.

In addition, the National Archives and Records Centre will help to improve administrative efficiency in our Government departments by enabling more office space to be used through the disposal of unwanted Government records which are of no historical importance, and by ensuring a good system of records management which will reduce paper work, enable files to be located speedily, and speed up Government actions in all spheres.

It is important that early consideration be given to provide a suitable building for the National Archives and Records Centre in keeping with its status as the repository of the nation's history. I understand the old records are at present kept in the National Library and the removal of these records from the National Library will also alleviate the burden of space in the National Library brought about by the unprecedented increase in library services to the public over the last few years.

It is to be hoped that with the establishment of the National Archives and Records Centre, an adequate budget for staff and services will be provided to ensure that this new department will not be hampered in its first year of existence and that there will also be provision for training future staff.

Sir, I support the Bill.

Inche Othman Bin Wok: Just for the information of the Member, Sir, the question of the budget and training facilities will be considered. I understand it is in the hands of the Ministry of Finance.

Question put, and agreed to.

Bill accordingly read a Second time and committed to a Committee of the whole House.

The House immediately resolved itself into a Committee on the Bill. -[Inche Othman Wok].

Bill considered in Committee.

[Mr Speaker in the Chair]

5.36 p.m.

Clause 1 -

Inche Othman Bin Wok: Mr Speaker, Sir, I beg to move,

In page 1, line 3, after "National", to insert "Archives and".

The purpose of amending the Short Title of the Bill from "National Records Centre Act" to "National Archives and Records Centre Act" is because the term "public archives" has a distinct meaning from "public records". In clause 2 of the Bill "public archives" has been defined to mean public records of national and historical value which are more than 25 years old, and therefore, the Act which establishes a centre to house public archives and public records should be known as the "National Archives and Records Centre Act". The need to amend the Short Title of the Bill has been made after consultation with the UNESCO expert on archives who has helped to draft the present Bill.

Amendment agreed to.

Clause 1, as amended, ordered to stand part of the Bill.

Clause 2 -

Inche Othman Bin Wok: Mr Speaker, Sir, I beg to move,

In page 1, line 7, after "National", to insert "Archives and".

In page 1, line 14, after "National", to insert "Archives and".

Mr Speaker, Sir, the reason for the introduction of these amendments has already been explained by me.

Amendments agreed to.

Inche Othman Bin Wok: Mr Speaker, Sir, I beg to move,

In page 2, line 7, to leave out "and"; and

In page 2, line 9 -

The Chairman: Inche Othman, I suggest we take the amendments one by one.

Inche Othman Bin Wok: Yes, Sir.

The Chairman: As these are mostly drafting amendments, I do not think there will be any necessity for explanation.

Inche Othman Bin Wok: Yes.

Amendment agreed to.

Inche Othman Bin Wok: Mr Speaker, Sir, I beg to move,

In page 2, line 9, at end, to add -

"and

(c) have been transferred to the Centre or to such other place as the Director may from time to time determine;".

Mr Speaker, Sir, the reason for introducing this additional clause is that it is necessary that public records of more than 25 years old and of enduring national and historical value should be transferred to an archival institution responsible for establishing and maintaining their custodial integrity before they are regarded as public archives.

Amendment agreed to.

Amendment made: In page 2, to leave out line 26 and insert " "Committee" means the Archives and Records Committee established". -[Inche Othman Wok].

Clause 2, as amended, ordered to stand part of the Bill.

Clause 3 -

Amendment made: In page 2, line 28, after "National", to insert "Archives and". -[Inche Othman Wok].

The Chairman: The marginal note to this clause will also contain the words "Archives and" after the word "National".

Clause 3, as amended, ordered to stand part of the Bill.

Clause 4 -

Amendments made:

In page 2, line 30, after "National", to insert "Archives and". -[Inche Othman Wok].

In page 2, line 37, to leave out "records" and insert "archives". - [Inche Othman Wok].

Inche Othman Bin Wok: Sir, I beg to move,

In page 2, line 39, to leave out "received by" and insert "transferred to".

This amendment is consequential to the inclusion in the definition of "public archives" in clause 2 of the need to transfer to the Centre all records before they become archives.

Amendment agreed to.

5.45 p.m.

Amendments made:

In page 3, line 12, to leave out "contents" and insert "holdings". -[Inche Othman Wok].

In page 3, line 18, to leave out "records" and insert "archives".-[Inche Othman Wok].

In page 3, line 20, to leave out "records" and insert "archives".- [Inche Othman Wok].

Clause 4, as amended, ordered to stand part of the Bill.

Clause 5-

Amendment made: In page 3, line 37, to leave out "a" and insert "an Archives and". -[Inche Othman Wok].

The Chairman: In consequence of the amendment, the marginal note to clause 5 will omit the word "a" and in place thereof the words "an Archives and" will be inserted.

Clause 5, as amended, ordered to stand part of the Bill.

Clause 6 ordered to stand part of the the Bill.

Clause 7 -

Amendments made:

In page 4, line 9, to leave out "archives" and insert "records which are more than twenty-five years old". -[Inche Othman Wok].

In page 4, line 14, to leave out "archives or intermediate public". -[Inche Othman Wok].

The Chairman: In consequence of the amendment, the marginal note to clause 7 will have the word "archives" omitted and the word "records" inserted in its place.

Clause 7, as amended, ordered to stand part of the Bill.

Clause 8 ordered to stand part of the Bill.

Clause 9-

Amendments made:

In page 4, line 23, to leave out "consent" and insert "authorisation". -[Inche Othman Wok].

In page 4, line 24, after "Director", to insert "under subsection (4) of this section,". -[Inche Othman Wok].

In page 5, line 5, to, leave out "records" and insert "archives". -[Inche Othman Wok].

Clause 9, as amended, ordered to stand part of the Bill.

Clauses 10 to 13 inclusive ordered to stand part of the Bill.

Clause 14 -

Question proposed, "That clause 14 stand part of the Bill."

Inche Othman Bin Wok: Sir, it is intended that the Question, "That the clause stand part of the Bill" be negatived and a new clause be proposed in substitution thereof.

Mr Speaker, Sir, it is felt necessary that prohibition should be made not only for the unauthorised taking out and export of any public records but also to prevent the damage and destruction of public records.

Question put, and negatived.

Clause 14 accordingly disagreed to.

New Clause - " Prohibition 14. No person shall - of export (a) without the written permission of the of public Director take or send out of Singapore records, etc. any public record; (b) write on, mark, inscribe or otherwise deface any public record; or (c) mutilate, excise or otherwise damage any public record.".- [Inche Othman Wok].

Brought up, and read the First time.

Inche Othman Bin Wok: Sir, I beg to move, "That the clause be read a Second time."

Question put, and agreed to.

Clause read a Second time and added to the Bill.

Clause 15 -

Inche Othman Bin Wok: Sir, I beg to move,

In page 6, line 23, to leave out "photostat".

Mr Speaker, Sir, deleting the word "photostat" is to enable the Director to utilise any duplicating process for the reproduction of archival material as might become available from time to time, and not restricting him to just photostat the archival material.

Amendment agreed to.

Clause 15, as amended, ordered to stand part of the Bill.

Clause 16 -

Amendments made:

In page 6, line 31, to leave out "one" and insert "two". -[Inche Othman Wok].

In page 6, line 32,, to leave out "six months" and insert "one year". -[Inche Othman Wok].

Clause 16, as amended, ordered to stand part of the Bill.

Clause 17 ordered to stand part of the Bill.

Long Title -

Amendment made: In page 1, after "National", to insert "Archives and". -[Inche Othman Wok].

Bill reported with amendments; read a Third time and passed.