FACULTY OF INFORMATION MANAGEMENT

KAMPUS PUNCAK PERDANA

SHAH ALAM

IMR664 (ELECTRONIC RECORD KEEPING) NIMBF10A

FINAL PROJECT

ACQUISITION SERVICES,

INFORMATION RESOURCES DEPARTMENT

CCRM RECORD CENTER

Prepared by:

NOR HAZMEY BIN RAMAD

MOHD IZWANE BIN WAHED

DAYANG RAMISAH BINTI BRAMA

INTAN AZURA BINTI ZAINUDIN

NUR ADRINA BINTI ABD ZAMAN

Prepared for:

DR. AHMAD ZAM HARIRO SAMSUDIN

Submission Date:

24 January 2021
CONTENTS
ACKNOWLEDGEMENTS.........................................................................................................

1.0 Introduction to the Organization.....................................................................................

2.0 Information of the Department............................................................................................

2.1 Core Business of the Unit...............................................................................................

2.1.1 Introduction to the Unit - Acquisition Services..........................................................

3.0 Activities of the Acquisition Services..................................................................................

3.1 Information Resources Officer, Acquisition Services......................................................

3.2 Archive Assistant, Acquisition Services..........................................................................

4.0 Physical records and electronic records provided by the unit.............................................

4.1 Physical Record..............................................................................................................

4.2 Electronic record.............................................................................................................

4.3 E-mail.............................................................................................................................

5.0 How records are stored......................................................................................................

5.1 Record storage of physical records................................................................................

5.2 Record storage of electronic records..............................................................................

6.0 Standards and/or conventions adopted and observed for managing records.....................

6.1 Workflow chart................................................................................................................

7.0 Policy/guide to classify records..........................................................................................

8.0 Policy to develop records metadata...............................................................................

9.0 Guide for naming convention of records.............................................................................

10.0 Records storage retrieval.................................................................................................

11.0 “Audit trail” features..........................................................................................................

11.1 Angka.sa2 system........................................................................................................

11.2 SharePoint....................................................................................................................

12.0 Guide to back up the data................................................................................................

13.0 Guide used for records retention......................................................................................

14.0 Security issues.................................................................................................................

15.0 Appraisal..........................................................................................................................

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16.0 Preservation issues..........................................................................................................

17.0 Problems faced with respect to managing records...........................................................

18.0 Solutions for effective information management...............................................................

19.0 Recommendation.............................................................................................................

20.0 Conclusion.......................................................................................................................

References...............................................................................................................................

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 ACKNOWLEDGEMENTS

In preparation of our assignment, we had to take the help and guidance of some
respected persons, who deserve our deepest gratitude. As the completion of this assignment
gave us much pleasure, we would like to show our gratitude to Dr. Ahmad Zam Hariro Bin
Samsudin for giving us good guidelines for assignment throughout numerous consultations.
We would also like to expend our gratitude to all those who have directly and indirectly
guided us in writing this assignment.

In addition, a thank you our classmate have made valuable comment suggestion on our
assignment which gave us an inspiration to improve the quality of the assignment.

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1.0 Introduction to the Organization

CRMM Records Center was establishing on September 2007 as a commercial record

centre. Jalan Astaka U8/84, Bukit Jelutong Business and Technology Centre, 40150 Shah
Alam, Selangor. We decide to choose this location because of certain reason such near to
our clients company and not too far away from the nearest town. The record centre was
launched by Director National Archive of Malaysia, Datuk Azemi Bin Abdul Aziz. We provide
services as a record management centre to stored records based on paper based and
electronics document. Besides that we also provide the services of retrieval and pickup for
the record of our client to facilitate them.

The policies and procedures of our record centre are according to the National Archive Act
2003. Instead of that, our record centre implements the technology and automation in our
daily operation to manage the record storage professionally and effectively. By using the
technology, we can get many advantages such as reduce cost, reduce time, minimize client
waiting period and also to provide 100% accuracy. In the early years of our operation, we
only have two record officers, one head of security and maintenance and one supervisor.
Currently, we are able to hire approximately about 15 staff. Basically, our clients are
government agencies, non-governmental agencies and private individuals.

2.0 Information of the Department

No matter your industry or size, CCRM Record Centre can help you perform better
by understanding and controlling the information you create, process, preserve and securely
destroy.

As a privately held company, CCRM is not driven by shareholder interest or stock market
valuations. We’re in control of our long-term strategy, and our customers and employees are
an inextricable part of who we are and what we do. Our philosophy is simplicity itself.
Whether it’s storing and managing millions of documents, or providing information audits or
workflow solutions, our goal is to remove the complexity. We look to make your life simpler
by integrating your physical and electronic data assets, unlocking the potential within your
own organisation, and ensuring a smooth flow of information throughout your business.

As a multinational organisation, we’re intimately tied to every country in which we have a

footprint. Our staff do thousands of voluntary activities every year, supporting local
communities and delivering environmentally sustainable programs, to minimise our impact

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on the planet. The services and facilities have been designed to integrate modern digital
technology with traditional information resources.

The past few years have seen an explosion in how data is created, stored and used. In
many countries we now offer a fully comprehensive range of digital services to assist our
customers, ranging from intelligent scanning of documents and safe disposal of media items,
to rigorous information audits.

Our mission to be an essential business resource for member companies, their employees,
and the marketplace in the global information management industry through education,
advocacy, industry promotion, and networking.

We help clients to maximize the value of their “corporate memory” using technology to free
up your data. Machine learning, and artificial intelligent solutions help you to make the most
of your data, enabling much wider collaboration and better working practices. With our global
reach, CCRM offers data consultancy services, helping organisations unlock their corporate
memory; much of which has been locked within files and boxes for decades. Scanning and
workflow solutions give you the freedom to share information in a very safe and controlled
manner and then, when you’re done, preserving that information for the future forms a key
part of the strategy.

Our new generation of facilities set the highest standards in security, safety and work-flow
efficiency. In over 50 countries, we provide secure document storage and retrieval of
information in physical and electronic format, as well as digital imaging, media management
and secure data destruction. We provide all of this within a multitude of different facilities,
many of which we own and manage ourselves, as we’re here for the long term.

Working with virtually every private industry, including financial services, healthcare, legal,
manufacturing and pharmaceuticals, as well as many public sector organizations, CCRM
gives organizations the “power of memory.”

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Organization Chart of Information Resources Department

General
Manager

Archive Financial Administrati IT

on Manager
Manager Manager Manager

Archive Accounti Human IT Staff

Staff ng Staff Resource
Staff
Organization Chart of
Information Resources Department

2.1 Core Business of the Unit

2.1.1 Introduction to the Unit - Acquisition Services
The unit of Acquisition Services acquires and makes accessible
information and resources to the community of CCRM. The guidelines used
by the Acquisition Services to selects and manage collections to support
teaching, learning and research are the Acquisition Unit Rules and Collection
Governance.

The key responsibilities of the unit are as follows:

Manag
er

Information Resources officer,

Acquisition Services

Archive Assistant,
Acquisition Services

Key responsibility area of Acquisition Services

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3.0 Activities of the Acquisition Services
3.1 Information Resources Officer, Acquisition Services
Key responsibility:

 Acquisition of CCRM materials - Oversee the process of ordering, invoicing

and receiving of record materials such as books, electronic books, online
resources, periodicals and etc.
 CCRM Materials - Monitor, oversee, plan and manage the CCRM materials
budget annually.
 Collection Assessment - Assists with the collection assessment and
development by reviewing the CCRM collection and users borrowing patterns
and needs.
 CCRM Supplier Relations – Select CCRM Supplier and represent the Record
centre in communicating with the suppliers regarding purchases and
payments.
 Analysis and Planning - participate in the analysis and improvement planning
of all aspects of the availability of acquisitions services operations.

3.2 Archive Assistant, Acquisition Services

Key responsibility:

 Processing the book request

 Monitoring orders
 Monthly outstanding material report
 Communicating with the suppliers regarding outstanding orders
 Others:
o Customer Service
o Lending Services
o Provide office administrative support
o General work as a member of the Information Resources team

4.0 Physical records and electronic records provided by the unit

4.1 Physical Record
A. Requisition form

A printed requisition form is no longer available as the form has goes fully
electronic.

B. PO list

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 PO List is a document that is generated by the Acquisition Officer from the
MyProcurement system, Acquisition Module. It is as a supported document to the
official PO that is issued by the Finance Department.

Every PO list generated will be classified with the PO List number. The
reference number is arranged as such: Organization name/Information
Resources/Year of PO List/Supplier code name/ PO List number.

Example: R20256885

PO List classification number

C. Individual vendor files

All printed documents from Acquisition Services were kept in a file which has
been classified in order to ease the retrieval of documents. The main files hold by the
unit is the vendors file that supplies books/periodical materials to the Record Center.
New files are created every beginning of the year.

Each files were classified according to File Year, File name (Supplier Name /
File description) and File Number and Each of the vendor file contains complete set
of a PO documents which consist:

 A copy of PO (official from Finance Department)

 PO List
 Requisition form/ Price comparison form
 Document of approval requisition from the Dean / Head of Management Unit
 Suppliers quotation

D. Magazine files

The Magazine file is for any Magazine related documents which consist of:

 A copy of PO (official from Finance Department)

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  Quotation Summary Form
 Document of approval requisition from the Dean/ Head of Management Unit
 Suppliers quotation

E. PDPA disposal record file

These file are manage by the Acquisition Resource Officer. This file is
updated annually as the review and destruction of records is done in the first quarter
of the year. The file contains:

 Disposal record Form

 Files Reviewed & Disposal Checklist Form

4.2 Electronic record

Electronic Requisition Form

The electronic Requisition form can be found from the CCRM website. The
users are encouraged to use the electronic requisition form in order to place their
request.

Should a requester have more than a title to request, they are recommended
to submit the requisition form in Ms-Excel format. The form must be submitted via
email to the Acquisition Services team. Softcopy of book requisition is saved in the
unit SharePoint.

4.3 E-mail
Email messages are often used as communication in the Acquisition Services
Unit and across the organization. It is the substitute for the telephone as well as to
transmit substantive information or records previously committed to paper and
transmitted by more traditional methods. The email messages can contain records,
and in many cases, may be the only record created documenting a transaction, an
action taken, or a policy determination or interpretation. This combination of
communication and record creation and record keeping has created uncertainties on
the status of email messages as University records.

The weakness of email is the record will be lost when the user permanently
delete the information for reason of inbox capacities. The solution taken by
Acquisition Department is to print out all the vital information in email transaction for
record keeping. Printed email is a black and white proof for the audit. Among email
records that are important to the unit is the:

 Requisition form

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  Requisition approval from the Dean / Head of School
 Supplier quotation

5.0 How records are stored

5.1 Record storage of physical records
The recent 2 years’ files are categorised as the active file. Those files are
stored at the Acquisition Services working area which is behind the staff desk. The
shelf used to store the files is the wooden shelves.

Tolong tukar gambar lepas tu delete tulisan merah Active File stored on the wooden shelves

Files that are 3 years and above are considered semi-active files. It is stored
in the record room store and organised on the steel shelves. Acquisition Services
records will be reviewed annually after 7 years of the file creation. In case of
important documents that are needed for future audit, it is advisable to proper safe-
keeping of all these form/papers, trail/documents/emails printouts.

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Tolong tukar gambar lepas tu delete tulisan merah Semi active files stores in the record
room store

5.2 Record storage of electronic records

MyProcurement Management System

MyProcurement Portal serves as a mechanism in enhancing the transparency

of the CCRM procurement system in tandem with the principles given by the Ministry
of Finance which prioritizes efficient, accountability and transparency (CAT)
administration. This portal acts as a platform to inform the community on
advertisements and results of the latest quotations/tenders implemented by the
Agency and directly creates accountability and transparency in the implementation of
procurement.

The Acquisition Module is used as the acquisition record management and

the module is used to:

 Manages the process of purchasing Record Centre materials

 Prepares and presents customized POs
 Enables Archives to duplicate the content of each PO to minimize
data entry effort
 Allows Archives to manage budget and funds allocated for
acquisition
 Statement management to manage received invoices

B. SharePoint storage

SharePoint is a cloud-based service collaboration and document

management platform from Microsoft. CCRM staff is using the SharePoint to manage
their electronic documents. Each department across the Organization has their own
folder, which can only be accessed by the respective department. The Acquisition
Services is the subfolder of the Information Resources department folder. There is no
specific classification used to standardize the folder name between units but it is up
to all unit supervisors to manage their own files and folders. As for the Acquisition
Services Folder, it is classified with alphanumeric classification system.

The Acquisition Services electronic records are updated daily. Below is the
example of files contained in each folder:

ACQ – 01. NEW REQUISITION

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 New request > Requisition Form / Price comparison table

Price comparison table

ACQ – 02. ACQUISITION RECORDS

Year folders > Invoice records, PO records, Book request statistic,

KLIBF records

ACQ – 03. OUTSTANDING TITLES

Year’s folders - Outstanding titles records

Monthly monitoring outstanding report

ACQ – 04. COLLECTION STATISTICS

Years folders > Monthly folders > Collection Statistic

ACQ – 05. ONLINE DATABASES & SYSTEMS SUBSCRIPTION

Folder of subscription according to Publisher

C. Email storage

Only the official copy of an email record must be filed and maintained in a
recordkeeping system. Additional copies are considered convenience copies and are
considered non-records, which may be disposed of when they are no longer needed.

Recordkeeping for email can be paper based, electronic, or a combination of

the two. If the unit chooses to maintain printed copies of email, the procedures must
include the appropriate transmission data, attachments, calendars, and task lists.

6.0 Standards and/or conventions adopted and observed for managing records.

6.1 Workflow chart

There are no exact guidelines used to observe and managing records.

However, the Acquisition Services has workflow charts which are divided into two
Acquisition process that is ordering of Record Centre material and receiving of
Record centre material. The workflow chart is used for documentation and
implementation purposes since it provides a general overview of a business process.
Workflow chart are also useful to help the employees to understand their roles and
proper guidelines for them to follow in the daily task process. The Acquisition

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 Services frequently update records and hence the workflow chart is a useful tool as
their reference.

7.0 Policy/guide to classify records

There is no proper policy or guidelines in order to classify the records in this unit. The
Acquisition Officer will be the person who is responsible to decide and plan on what
classification methods suitable for the unit’s record classification. The officer classifies the
records based on logic with the alphanumeric combination. As files in the unit are created
every year, most of the unit files state the year of the file.

8.0 Policy to develop records metadata

The metadata created in the Acquisition Services is a managed by the

MyProcurement system. The policy that can be referred in order to develop the metadata of
the Acquisition Services is the Guideline of Acquisition of Record Centre material. The
guideline is designed to provide guidelines for the selection and acquisition of Record center
materials which involves the process of selection, request, ordering and receiving

The guideline on ordering material is used as a guideline in order to create data of

PO and guideline on receiving material is used to guide the creation of Invoices. The
workflow chart also can be a reference tool for the guidelines records metadata
development.

9.0 Guide for naming convention of records

Naming a record or folder is equally important as the record itself. By naming the
record or folder properly, it will be easier to search and retrieve the record quickly and easy.
It also prevents the record from missing. Unfortunately, there is lack of awareness about
naming guideline for this system. Although they are using recognizable name for all their
records and folders, it will become problem in the future. There are several guidelines or
standard can be use so in the future new employee still can have the same understanding of
the standard or naming procedure. There are different guideline in naming the folder and
record. The guideline that can be used in naming folder is:-

 Avoid creating folder using organisation or department name. The folder

should describe the work that being done, not who done it.
 Folder titles should not be repeated in the hierarchy. For example, if the top
level is Procurement, the second level should read Strategy, rather than
Procurement Strategy. It should be read as a linear title, with a back slash

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 separator, as in the address window in Windows Explorer (Procurement \
Strategy).
 The top two levels of shared drive structures should map to a classification
scheme. Lower levels of shared drive structures must reflect the needs of the
service or function.

As for the record naming, the following rules should be followed:

 Keep file names short, but comprehensible, using commonly recognised

acronyms or abbreviations where appropriate.
 Order the elements in a file name in the most appropriate way to retrieve the
record, with the most important element first
 Avoid repetition and redundancy: in particular, the title of a folder should not be
repeated in the document title. This will aid efficient searching.
 If it is important that documents can be sorted by date, number or name, to
ensure correct sort order, numbers below 10 should be given in two digits,
dates in the form YYYYMMDD or YYMM, and personal names with surname
followed by initials without spaces.
 Avoid non-alphanumeric characters, such as ? ; : / \ < > * & $ £ + =. Hyphens
may be used.
 Date, subject and author should be given if appropriate, e.g. for a letter or
email.
 When saving items such as digital photographs and scanned images, the title
should be changed from the system-generated number to a something
meaningful.
 A description of the application (e.g. PowerPoint, Access) should not be
included in the document title - this is apparent from the document icon and
extension.
 Words describing the form or format of a document, such as 'draft', 'letter',
'presentation', 'spreadsheet', should not be used at the start of file names.
 'FW' and 'RE' should be removed from the titles of emails

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10.0 Records storage retrieval

The physical records can be retrieved easily according to the classification of the
year of file and supplier name. The semi active files that were stored in the record room
store access is restricted to only staff designated to process the data.

The metadata of Acquisition Services can be retrieved using MyProcurement system.

Only the Manager of Information Resources and Information Resources Officer of
Acquisition Services has the access to the Acquisition Module, MyProcurement

Only staff of Information Resources Department has the access to the SharePoint
according to their unit of department they are attached to.

11.0 “Audit trail” features

11.1 MyProcurement system
The Acquisition Module of the MyProcurement system is used as the audit
trail for instantly search by record by type such as PO records and invoices records.
Acquisition Module consist of:

 Purchase Request Management

 Purchase Request Approval
 Purchase Order Management
 Statement Management
 Acquisition Admin

A. Feature of the Purchase Order Management

From the PO menu, the user (license holder) is able to search for PO records
at any point of time. User can retrieve a record of PO by entering any of the related
information of the PO such as:

 Order Number
 Supplier Code Or Name
 PO Detail Title
 PO Detail Author
 PO Detail ISBN Or ISSN
 Budget Code
 Order Year

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  Order Status

B. Features of Statement Management

The statement management has two functions which is Item Processing and
Statement.

 Item Processing

Item Processing menu is used to received or cancel an item.

User can search for the PO data by entering any data of the PO which
is the PO number, title and supplier code or name.

 Statement

Statement menu consist of:

 Statement Search

Search for a statement (invoice) and also to create a statement

into the system. User is able to search for statement by providing any
the information as below:

 Invoice Number
 Order Number
 Supplier Code Or Name
 Title
 Invoice Year
 Invoice Status
 Create Statement

This menu is used by the Officer in-charge to create a new

Statement received from vendor for the purpose of entering data to
the system.

11.2 SharePoint

The SharePoint that managed the working documents of Acquisition Services

has a search engine that can search across the IR department folder. It is an audit

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 trail features that can assist staff to search for files without having to go through each
and every folder. It is also tool to retrieve a file when staff accidentally moved or
deleted a file to a different folder.

12.0 Guide to back up the data

The work to protect possibly appropriate data presents great problems for most
organizations. Preservation of custodian data on laptops and desktop systems can be
specially challenging. The where about of mobile specialists and the accessibility of data are
difficult to establish from the administrative location. Developing accessibility, presence, and
get a handle on around enterprise data across laptops and desktops is not merely important
for company continuity, but it can also be a legal duty that companies today must satisfy.
Organizations need to find out what data they have in order to realize the connected
company expenses, dangers, and regulatory obligations. Using Backup Data to complement
a legal hold process can dramatically reduce the time it traditionally takes to execute legal
hold on laptops and desktops and can replace the high cost and protracted effort of manual
solutions with a defensible process.

Data backup reduces nearly all the danger of data reduction from enterprise
desktops and notebooks, whether regional or remote. By immediately backing up PC data in
the backdrop, the solution guarantees detailed data defence without interrupting users.
Applying patented technology, Data Backup communicates just changes to data for copy, to
truly save time, network bandwidth, and storage space.

Here, they employed sophisticated security and different protection technologies to

guard enterprise data constantly, including during indication, storage, and recovery simplifies
and streamlines data migration during PC renew and allows IT to scale the information
migration method throughout the enterprise. People are empowered with self-service entry
for all their copied data the moment they wood into the completely new desktop or laptop PC
without IT intervention. IT administrators are able to accomplish scalable, systematic data
migration as a natural area of the desktop renew process. Data backup reduces the
downtime commonly connected with common support centre based PC copy data migration,
so users may remain successful, which saves time and support desk related costs.

13.0 Guide used for records retention

A record retention policy helps establish a uniform rule across the organization as to
how long something should be retained. A record retention policy not only assists the
organization with which records to retain, it also serves as a guide for when certain records

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can be destroyed due to physical or electronic space constraints. A good record retention
policy can also reduce legal risks and discovery costs, as well as recovery effort time,
associated with legitimate lawsuits.

This system does not have any systematic schedule of records retention. So we have
few suggestions that can be implementing to the system. All record should have its own
schedule from the creation of the record to disposal. The record schedule should be assign
to each record according to their usefulness and important. There are several records that
should not be disposed because of legal risk and evidence for the organization. Those data
are purchase or order details and vendor details.

14.0 Security issues

Security is potentially a major problem in to secure electronic records. There may be

no system in the world that can't be hacked. Many companies can fall victim to internal
employee threats. For example, a disgruntled or dishonest employee can easily delete, alter,
steal, or even destroy your business’ electronic records. For the most secure storage
solution, the safest option would be to use a professional records management company to
monitor and store all the vital data.

Cybercriminals are armed with ways to get their hooks into the data. The most
reliable way to prevent cybercrime is to keep all valuable information off web-enabled
servers. The security on the electronic records is supported by the Information Technology
Services department. IT Services department developed the unit rule which is Information
Technology Security

15.0 Appraisal

Functional appraisal is often supposed to be the most appropriate model for

appraising electronic records. Instead on the taxonomy of values of individual records or
series, appraisal decision is made on the basis of the functional context of record creation.
This concept allows for the appraisal in the stage of the record system design, before any
record is created, because the primary object of appraisal is the function and not records
that are created or supposed to be created by subsequent us of the system.

The appraisal of electronic records raises many important issues, some of which are
relevant to appraisal of records in any medium and form, and some of which relate to the
overall strategy and tactics of appraising electronic records in a difficult environment. It is

18
evident that the work of the Appraisal is primarily to identify the particular issues that apply to
long-term preservation of authentic electronic records.

The Acquisition Services Unit appraises their records annually in related to the PDPA
appraisal process. The PDPA was enforced on 15 November 2013 which objective is to
protect personal data of individuals in commercial transactions with the data user. Records
that has been reviewed and need to be destroyed will follow the guidelines.

Destruction is the process of eliminating or deleting records, beyond any possible

reconstruction. Acquisition Services destroys the records that contains personal data such
as name, photocopy IC, credit card details, and email and telephone number/mobile in the
record documents. Records can be from the Requisition Form or any related material related
to User Personal Data either hard copy or soft copy from Acquisition Services records.

The evaluation is documents that contain PDPA personal data and the data cannot
be retained longer than necessary to fulfil the function in which it was collected.

The appraisal & destruction process:

1. Records appraisal
2. Identification of records to be destroyed.
3. Discuss with Head of Management unit / Subunit before destroying any
records. The purpose is to verify if the records can be destroyed.
4. Fill up the Disposal Record form the list of records to be destroyed.
5. Authorization to Destroy Records - Email the form to the Head of
Management Unit to digitally sign before destroying the records listed.
6. The nominee is to save a copy of the disposal record form in the network
folder
7. The Subunit will compile all disposal form and forward to the PDPA
committee to be saved in the network folder
8. Acquisition Services to save the Disposal Record Form which was digitally
signed by the Head of Management Unit/Subunit to the internal drive folder.

There is NO single retention period for email messages. The value of email
messages is based upon their informational content. Messages that are deemed to be
records need to be retained the same length of time that they would be retained if they were
hard copy. Because most frequently the user will determine the record status of an email
message, University employees need to acquaint themselves with institutional records
retention policies. (University of Missouri, 2011)

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16.0 Preservation issues

A. Physical record

The department only destroys document that contains personal data. Old files
that have already been appraised were kept in the record room store for 7 years at
least. There is no proper preservation done to the old files. Issues on the old files are:

 Documents still attached with a rusted stapler.

 File holder is rusted
 Space issue
 Improper storage room

B. Electronic record

The existence of electronic records introduces new preservation

requirements. As medium preservation, the issues are more on environmental and
handling in concerns of tapes, magnetic discs, and optical discs and etcetera. Bigger
attention should be directed to the freedom of technologies to moves as well. The
real challenge is to imagine not only on how to preserve electronic records as
technically indefinitely, but also on being selective of what to preserve and what to
guarantee on the reliability of electronic records and its authenticity in the future.

17.0 Problems faced with respect to managing records

With the advent of the personal computer more staff is directly responsible for
creating and filing their own documents without the benefits of training within the records
management process, which leads to inadequate institutional control over the creation and
maintenance of records.

Most of Acquisition Services work processes are through electronic. Among

problems faced by the Acquisition Services in managing their Electronic records are as
follows:

 The documents and records that were electronically created are dependent upon
technology to interpret them, and more often than not, they are dependent upon
specific hardware and software system combinations, some which are proprietary
and unique.

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  Managing electronic records are fully dependable on an electronic device such as a
personal computer. Staff are unable to process a data if his/her computer
breakdown. It will delay the work process.
 The power blackout issue seldom happens but when it does, it may cause frustration
for the staff as the data may not be captured during the data entry. Data loss can be
lost during the power blackout. The power blackout also caused the office operation
to breakdown as the work processes are mostly electronic.
 Internet/server down can also cause the operation of the Acquisition Services to
breakdown. As the Angka.sa2 system and SharePoint and fully dependable on the
internet to function.
 Potential security breaches of electronic records and damage or records via virus
attacks.
 There are a lack of institutional policies and guidelines addressing the management
of electronic records
 Without effective tools and/or institutional polices and guidelines for filing and
managing records, the usability, location and accessibility to the records may be
compromised.

18.0 Solutions for effective information management

Due to the lack issues as mentioned in previous page, we have highlighted ten
principles that need to be carried out for the organization as solution of effective information
management. Information management is portrayed as an umbrella in term of encompasses
all systems and processes within an organization for the creation and use of corporate
information. In term of technology, information management encompasses systems to
integrate and link from one to another so that it will closely relate and to ease information
gathering.

These key principles will helps to ensure that information management activities are
effective and successful. The principles are as follows:

 Recognized and manage complexity

 Focus on adoption
 Deliver tangible and visible benefits
 Prioritize accordingly to business needs
 Provide strong leadership
 Mitigate risks

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  Communicate extensively
 Aim to deliver a seamless user experience

If these measurements are taking into action, they can practise better electronic
record keeping according to the standards and conventions that been underlined. It is not
only for practising good electronic record keeping as well as to have better control and
maintenance of records for both physical and electronic records.

19.0 Recommendation

Based by our evaluation and observation, this organization may increase their
understanding of record keeping as well as to gain awareness of importance of good record
keeping in organization. Our recommendation for this business organization is as follows:

NO ISSUES RECOMMENDATION

No profound understanding and To attend any course or workshop with

1. awareness in record keeping among regard of record management/record
staff keeping

Record handle by manager who has Hire record manager to handle record in
no specific knowledge of record organization or the manager should take
2.
management additional course or workshop in record
management/record keeping

Rely completely to the vendor in Provide back up in internal storage to

3. managing electronic record. avoid loss of record or leakage of private
and confidential information

Filing cabinet is locked with easy-open Change to sophisticated key lock system
4.
key

Flexibility in employee to access Appoint one or two employees as

5. records authorized person to access to each
record to prevent leakage

These recommendation are provided to develop their understanding and to gain

awareness to the organization on how importance to have good record management either
as physical or digital medium. With these recommendations, hopefully the management will
consider to accept and to could overcome those issues regarding records management as
stated above.

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20.0 Conclusion
Organization records can be maintained either as manual, computerized
(spreadsheet) or to kept online. If it is operating by systems, ensure the systems is easy to
operate and compliment to the business. To keep organization records can be daunting but
as long as the prime key is holds, it may be breakdown to a straightforward and manageable
tasks. It can be easily access and update in regular basis later on without leaving it piling up.

 The efficient practice of electronic record management should involve several

activities such as:
 Plan the information needs and identify information requirement
 Create, approve and enforce policies and practices regarding each records
including its organization and disposal
 Develop record storage plan which includes short and long term storage of
physical and digital records
 Coordinate access to records internal and external and balance the requirement
of organization’s confidentiality, privacy and public access.
 Design, implement and administer systems for record and integrate records
management into organization systems and processes.

The benefits of good records keeping according to ISO 15489, it will enable to
improve transparency and accountability, effective policy formation as well as informed
decision making. It also could protect the rights and obligations of either organizations or
employees. Good records keeping will improve ability to demonstrate corporate
responsibility including to meet sustainability goals of organization. As regularly stated, it
may reduce cost and ensure efficiency and effectiveness in everyday tasks.

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References

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