132 G.S.M. October 2013

Malaysia’s ‘PosDAFTAR’ Registration System

Postal services are adopting to advances in technology all the time and this is affecting the stamps and postal history we collect. Developments in the registration system in use in Malaysia in the 21st century have already given rise to a number of changes including the fee paid being included in the cost of the label, justifying their description as ‘stamps’. Len Stanway runs through the story so far—but there is the strong possibility that there are further discoveries to be made!

Registration Stamps, but not as we Know Them! Malaysia’s ‘PosDAFTAR’ Registration System

By Len Stanway

From circa 1911 to 2001, Malaya used variants on the traditional British blue-and-white registration label. However, with the growth of postal mechanisation, the Universal Postal Union adopted a standard numbering system for tracked postal items, optimised for use with barcodes, so, from 2 April 2001, all Malaysian offices introduced a new Registered post system, marketed as ‘PosDAFTAR’, which complied with the UPU standard. The UPU system ensures that, in theory, postal administrations should be able to track foreign mail automatically using the barcodes without the need to apply national tracking labels.

The new Malaysian system required all registered mail to carry a large, self-adhesive, combined stamp and label with computer barcodes, including tear-off barcode strips which could either be attached to documentation, such as the postman’s delivery receipt book, or scanned by a hand-held recording device. The backing sheet of the stamp provided instructions for use and acted as the sender’s receipt. The registration fee (and postage in some cases) was therefore no longer paid for using ordinary postage stamps, but was paid using these items, which had intrinsic monetary value, which justifies my decision to classify them as registration stamps instead of labels. They were sold over the counter, like any other stamps, but the postal item, with PosDAFTAR stamp affixed, still had to be handed over the counter for registration and stamping of the receipt.

At launch, the system used three versions of the PosDAFTAR stamp, for domestic, international and postal service use, plus a registration envelope for domestic use only (Fig 1). A fourth stamp, for use on incoming registered mail without a UPU-compliant, tear-off-type, barcode label, may also have existed at this stage, but has not been recorded in this original format. Other services were added to the system later.

Each stamp carries a unique barcode and associated serial number as follows:RD: Service type / 01 517 607: Serial number / 4: Computer check digit / MY: Malaysia

It will be seen that the combination of the first four digits describes one million stamps issued. By the end of 2011, the domestic numbering series was in its fourth cycle (over

303 million stamps printed). This would suggest that, on average, about 30 million domestic registered items have been sent each year. Nearly 100 million domestic stamps were needed to provide the initial office stock plus use in the first year. By contrast, only some 14 million international series stamps had been produced in total.

Most of the stamps had a red fluorescent, invisible (except under UV light), dot-matrix-printed, security marking in the form of the words ‘POS MALAYSIA’ printed across the stamp, usually facing sideways reading down the centre of the stamp, but variations do occur.

Series 1 stamps (2 April 2001)Series 1 is characterised by its very large size (90×92mm except for the international stamp which was 90×85mm), which must have been of concern right from the start, as the backing

Fig 1 Original Domestic envelope type 1

The Malaya Study Group This article was provided by Len Stanway of the Malaya Study Group. The MSG has over 420 members spread around the world and exists for collectors of the stamps, postal stationery and postal history of the states of Peninsular Malaysia and Singapore.

It publishes its quarterly The Malayan Philatelist which contains articles, questions and answers submitted by the members.

For further information, visit the group’s website: www.malayastudygroup.com

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paper specified that envelopes to be registered must be at least DL size! Four types of stamp have been recorded:(i) Domestic Registered (Track on 1) (RD series numbers)This red stamp was peeled from a backing form entitled ‘TRACK ON 1’, which presumably referred to a digital ledger system on which movements of registered mail were recorded. For use on domestic registered mail only, it was sold at RM1.30 including the first 20g. postage (Fig 2). It had five peel-off barcode strips, the top (A) one of which included data on sender and addressee. Used examples normally had one or more of these strips removed for recording purposes.

The first printing of the domestic stamp was dated ‘24/02/01’ and was in the Bahasa Malaysia language with an English translation on the back. Some 48 million of this type were produced.(ii) International Registered (Track on 2) (RR series numbers)Intended for mail for overseas destinations, this blue stamp was sold at RM1, covering the registration fee, but not including postage. It had three peel-off strips and was undated. The text was in English with a Bahasa Malaysia translation on the back (Fig 3). Some three million were printed.(iii) Track on 3The ‘TRACK ON 3’ stamps were probably the Foreign Registered magenta stamp for use on non-UPU-compliant incoming mail. This stamp has not been reported in Series 1 format, but logically must have existed. It certainly exists in a later format.(iv) Postal Service Registered (Track on 4) (RS series numbers)A green stamp was used by post offices (and the Philatelic Bureau) for official mail which was exempt from the registration fee. These stamps should only be found used, as mint RS-series stamps were not made available to the general public (Fig 4). Some 2.8 million were produced.(v) Privileged Registered (Track on 5) (RP series numbers)The original RM1.30 domestic stamp blank (without the black printing that added the serial number and barcode) was subsequently used to provide a second official stamp type. These stamps were intended for use by agencies, such as the Armed Forces, Police and Inland Revenue, which had free domestic postage but which had to pay the registration fee. The form part was overprinted in black to obliterate the blue text ‘TRACK ON 1’ and ‘RM1.30’. At the same time, the stamp part was overprinted ‘RM1.00 TRACK ON 5’ in black at the foot of the stamp, together with a number in the RP series (Fig 5). Various versions of overprint are recorded.PosDAFTAR Envelope (2 April 2001)The pre-paid envelope for domestic mail was originally sold at RM2; the price including postage up to 100g. and 3mm in thickness. A pre-affixed stamp similar in size to the Series 1 stamp but of a hybrid format similar to Series 2 was pre-affixed at bottom left. The back bore a pre-printed ‘returned mail’ label (a somewhat pessimistic approach!). The flap bore the return address block and was extended with instructions and a receipt, which was rouletted so that it could be torn off. The stamp was printed with an additional serial number label, but this was removed during manufacture and affixed to the receipt

Figs 2 and 3 RM1.30 domestic and RM1 international series 1 as issued on backing forms

on the flap; the die-cut impression for this label could be seen up the right-hand side of the stamp. The flap was closed using a peel-off self-adhesive strip.

There have probably been a number of subsequent printings, but the only one seen by the author was dated July 2006. The envelope was now only pre-paid for 50g., but was still sold at RM2 and a thicker 6mm enclosure was allowed. A number of design alterations had been made to the envelope and the pre-affixed stamp had been reduced in size.

Series 2 stamps (2002)Circa April 2002, a new, smaller series of stamps was introduced; being a more convenient 59×82mm and enabling the envelope size limit to be removed. The new stamps had the same features as Series 1, but in a more compact format with the face value on the strip at the left which is retained by the user.

Above: Fig 4 Used Series 1 label for official mail (section B removed by postman)

Right: Fig 5 RM1 Privilege User Series 1 label

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134 G.S.M. October 2013

Malaysia’s ‘PosDAFTAR’ Registration System

First to appear, circa April 2002, was the RM1.30 domestic stamp, of which some 72 million were produced before the next change (Fig 6). The registration rate for domestic mail rose from RM1 to RM1.40 from 1 March 2005, at which point the domestic registration stamp was reissued with the face value increased to RM1.70 (including 30s. for postage). Some 12 million were produced with the changed price. From August 2005 new printings had the order date added to the left-hand portion of the stamp. The date therefore did not appear on a used stamp. For the domestic stamp, four printings between ‘AUG2005’ and ‘NOV2005’ have been recorded, totalling some 16 million stamps.

Following a massive increase in the overseas registration fee, the Series 2 version of the blue international stamp now had a face value of RM3.50 (plus postage) (Fig 7). It has not been seen by the author used before 28 January 2003, but was probably issued around the same time as the domestic one. Some four million were printed. The face value rose again from RM3.50 to RM3.90 in October 2005 (Fig 8). New printings showed the new value and bore the date ‘OCT 2005’. About a million were printed.

From the 25 April 2002 new issues mailing, the Kuala Lumpur Philatelic Bureau started using the Series 2 green official stamp (Fig 9). It is likely that post offices were issued with them around the same time. Some 6 million were printed, with a change to low-OBA paper early in the run. From 1 July 2002, the Bureau had to pay RM1 for each item registered, but no change was made to the stamp. From the ‘JAN2006’ printing, the date appeared on the backing form of the last million or so stamps.

As the large-format RP00 series was still in use in 2009, it is believed that no Series 2 RP series stamps were produced.Foreign Registered (RF Series numbers)Only, so far, known in its Series 2 form, the 58×55mm RF stamp was printed in magenta and had three peel-off barcode strips. It has been seen, by the author, only used with Part A removed (Fig 10). Mint stamps were not made available to the general public. Some 12 million RF-series labels had been printed by the end of 2011, but they are so rarely seen in this country that it is not possible to give any detailed information.

Series 3 stamps (November 2005)New printings from November 2005 had the printing order date shown on both the receipt and on Section A of the stamp itself (Fig 11). In all other respects, the design of the stamps remained unchanged. Some 76 million domestic stamps were produced in 26 known printings between November 2005 and July 2008. About 3.5 million international stamps resulted from 13 known printings between June 2006 and December 2007, with a similar number of official stamps from 17 known printings between January 2006 and June 2008 (Fig 12).

Series 4 stamps (July 2008)Printings of the registration stamps from mid-July 2008 had the new Pos Malaysia emblem on the receipt part of the form (Fig 13). This included the remaining part of orders dated

Figs 6 to 8 Series 2 RM1.30 domestic, RM3.50 international, RM3.90 OCT2005 international unused on backing forms

Left: Fig 9 Used, but complete, Series 2 official

Fig 10 Foreign registered Series 2 used (section A removed by postman)

Fig 11 RM3.90 series 3 with printing date on stamp

Fig 12 Official Series 3, used but complete, with date

Fig 13 Domestic Series 4 RM1.70 with new Pos Malaysia emblem

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earlier, such as the December 2007 order for international stamps.

The RM1.70 domestic stamp had eight printings between July 2008 and May 2010. The March 2009 and later orders had design changes to the receipt section. Some 40 million were printed.

On 1 July 2010, the price of domestic registration rose from RM1.40 to RM1.60. Coupled with the rise in minimum domestic letter postage from 30s. to 60s., this resulted in a rise in the cost of domestic registration stamps from RM1.70 to RM2.20 (Fig 14). Existing stamps remained valid for their marked price only and had to be supplemented with postage stamps. No examples have been seen of price change labels being used. After the rate increase, the first order so far recorded was dated October 2010, seen in use in March 2011, but reprints were probably also ordered in July/August 2010. Unlike previous issues, its face value ‘RM2.20’ appeared on the ‘A’ section, to the right of the ‘Insured Value’ boxes. Five known printings between October 2010 and December 2011 covered some 25 million stamps.

Issues of the RM3.90 international stamp with the new emblem began part of the way through the December 2007 order. On 1 July 2010, the price of international registration stamps rose by 20s. from RM3.90 to RM4.10. Existing issued stamps remained valid for their marked price only and had to be supplemented with postage stamps. Counter clerks were issued with adhesive ‘RM4.10’ labels to cover the original price on the counterfoil of counter stocks of both Series 3 and Series 4 stamps (Fig 15), but some stocks were reported to have been revalued in manuscript due to a shortage of labels. After the rate increase, the first recorded printing was dated August 2010. Its face value ‘RM4.10’ now appeared on the ‘A’ section (Fig 16). Four printings to August 2011 account for about 1 million stamps.

On official stamps, as used, the section with the Pos Malaysia emblem is not normally present, but issues from January 2009 conformed with the changes to the other values. The border had ‘URUSAN RASMI POS’ (Official Postal Business) in place of the face value. Some 2 million stamps are recorded printed between January 2009 and October 2010. As before, mint stamps were not made available to the general public, but a few unused examples are known (Fig 17). From 1 March 2011, Philatelic Bureau mailings were subject to the full appropriate registration fee. Therefore, from the 7 July 2011 mailing, the Kuala Lumpur Philatelic Bureau used normal international stamps, but the green stamps appear to remain in use for official business.

Originally inscribed ‘TRACK ON 5’, the

Privilege Domestic Registered RP-series stamps became, at an unknown point, ‘TRACK ON 6’, with a brown stamp in Series 4 format (Fig 18). The only examples seen by the author were from a March 2011 printing and priced RM1.60. The number indicated a total usage to date of some 20 million stamps since the introduction of the system.

Advice of Receipt Domestic Registered (Track on 7) (RA series numbers) (1 December 2011)From 1 December 2011, domestic AR registered mail was brought into the PosDaftar system as ‘TRACK ON 7’ with a yellow stamp numbered in the RA series (Fig 19). The initial batch of at least half a million PosDaftar stamps were dated ‘NOV 2011’ and priced RM2.80. They are the first stamps to dispense with the original upper-case italic ‘PosDAFTAR’ emblem in favour of a mixed-case emblem. A new AR reply card was introduced at the same time (Fig 20).

Further readingFurther information on these issues can be found in Volume 3 of Malaysia and The Federation of Malaya – Their Stamps and Postal Stationery by the present author, published by the Malaya Study Group.

Left: Fig 14 Domestic Series 4 RM2.20 with face value on Section A of the stamp and larger Pos Malaysia emblem (Reduced)

Right: Fig 15 Series 3 RM3.90 repriced to RM4.10 by adhesive label

Fig 16 Series 4 with value on stamp

Fig 17 Series 4 official unused

Fig 18 RM1.60 Privilege User Series 4

Fig 19 RM2.80 AR Series 4

Fig 20 PosDaftar AR card

All images are reduced on these page