IMR652 MANAGEMENT OF BUSINESS RECORD

IMR 652

MANAGEMENT

OF BUSINESS

RECORD
j

HADIJA DANIA HARTINI NURUL RAIHAN MUHAMMAD MUHAMMAD
NABILAH WAZIF IRFAN ZAKWAN
Managing An Archivist and

complexity in A Records
Social media data
Business
The contribution

maritime business: Manager:
analytics for
Continuity Plan:
of records
understanding the Professional
business decision
Examining of
management to

smart changes of Education in
making system to
Multi-Usable
good governance
globalization Ukraine competitive Framework
analysis

Prepared For :
Dr Nurussobah Binti Hussin

&
Miss Syfa' Binti Tokiran

Thursday, 7 July 2022

‫بسم الله الرحمن الرحيم‬

In the name of Allah, we as a whole team would like
to thank to Allah, for giving us a strength to complete
this Management of Business Record E-Magazine.
Throughout making this E-magazine, we face few
obstacle but we manage to overcome it and manage to
finish on time.

Also, thanks to our lecturer, Dr Nurussobah Binti Hussin
and Miss Syfa' Binti Tokiran because give us the
opportunity to create our own Electronic Magazine.

Without her guide, our E-magazine cannot be done
properly. She always gives us supports and guide on how
to do this assignment in purpose to produce an E-
Magazine in this subject.

Not to forget, a big thanks to each member of this
group who has made significant contributions to the
assignment and persevered until the very last page.

Everyone was responsible of this task and eager to
accomplish this task as soon as possible

Course Overview 1

TABLE OF CONTENT Editors Background 2
Article Review 4-27

Managing complexity in maritime
business: understanding the smart
changes of globalization

An Archivist and A Records Manager:
Professional Education in Ukraine

Business Continuity Plan: Examining
of Multi-Usable Framework

Social media data analytics for
business decision making system to
competitive analysis

The contribution of records
management to good governance

National Policies on record 29-31
management and electronic
record management

International Policies on 32-34
record management and
electronic record management 35-36
37-38
Reflection 39-41

References

Glossary

COURSE OVERVIEW

Background of Information System Management

(IM245)

Programme IM245 Bachelor of Information Science (Hons)
Information Systems Management is recognised as a key
resource by the programme. It is intended to educate and
train students in information management knowledge and
abilities. It entails analysing, creating, developing, and
managing various forms of information systems for
identifying, obtaining, organising, storing, retrieving, and
publishing information for strategic and competitive goals of
users. To finish this degree, students must study for 7
semesters, including Industrial Training. Students will
graduate with a wide range of new skills, including Algorithm
and Data Structure, Data Center Operational and Services,
Legal and Ethical Aspects of Information Systems, and others.
Prospective graduates will be able to work in industries such
as Information Systems Executives, Information Specialists,
and Information Managers.

Page 1

Editors Background

HADIJA DANIA BINTI MOHD NOR AZMI (2022931169)
"Hi! Hadija Dania here. I am 21 years and currently in my third semester of a Bachelor of Information
Science (Hons) Information Systems course at UiTM Puncak Perdana in Shah Alam. My family consist
of 7 member and i have 5 siblings including me. Me and all of my siblings are born and raised in
Shah Alam, Selangor. I described myself as a petite girl with an open minded. Learning is part of my
passion for me to continue to succeed in achieving my ambitions. I will never stop learning and
educate myself because the knowledge is comprehensive and also can help to improve my skills
and social. "

HARTINI BINTI CHE MHD EZHAM (2022779983)
"Hello! I am Hartini, 22 years old, and I am a student at the Faculty of Information Management
studying Information Science (Hons) Information System Management at UiTM Puncak Perdana,
Shah Alam. I have 6 siblings including me. I am enthusiastic about whatever I am doing because I
enjoy it. I consider myself as a hardworking student who enjoys learning new things. We must
continually learn new things in life, it allows us to get new experience and understanding
viewpoints on the world around us."

NURUL RAIHAN NABILAH BINTI KAMAL ARIFFIN (2022908321)
"Hello! Nice to meet you, I'm Raihan, and i am 21 years old. I'm one of the student from the
Faculty of Information Management and currently studying Information Science (Hons) Information
System Management at UiTM Puncak Perdana, Shah Alam. I am person who keen in learning new
things although it does takes time for me to understand it. Nevertheless there's nothing wrong in
taking small steps to improve yourself. My main life motto is "Be happy although you are sad and
always woot woot your life".

MUHAMMAD WAZIF IRFAN BIN CHEK (2022923717)
"Assalamualaikum w.b.t. and Hi ! It's great to see you guys safe and well. In a short greetings, you
guys can call me Wazif, I am 21 years old, and I am currently an undergraduate student at UiTM
Campus Puncak Perdana in Selangor, studying in Semester 3 of the program IM245 - (Hons)
Information Systems Management. One of my greatest ambitions is to become a professional
information system person, which is why I am currently pushing myself harder to learn something
new. Not to mention my wonderful largest supporters' backbone, my parents, who never stopped
praying for my successes and ease of chest openness in seeking knowledge."

MUHAMMAD ZAKWAN BIN MOHD FARID (2022949971 )
"Assalamualaikum w.b.t. and Hi ! It is my sincere hope that each of you is well. I'm Ku wan, a 21-

year-old undergraduate student at UiTM Campus Puncak Perdana in Selangor enrolled in the IM245

- (Hons) Information Systems Management programme in Semester 3 of my first year at UiTM

Campus. Right now, my current guiding principle dictates that I always try to learn something new, no

matter how irrelevant or uninteresting it may seem to my current studies and pursuits. I also wouldn't

be where I am today without the prayers of my parents, who have stood by my side throughout this

entire journey. Page 2

(2021)

Page 3

Vol.32 No.4,
2022
BUSINESS MANAGEMENT


pp. 582-599

MANAGING COMPLEXITY IN MARITIME
BUSINESS : UNDERSTANDING THE SMART
CHANGES OF GLOBALIZATION

WRITTEN BY : SUMMARY
Hatice Akpinar ,Didem Ozer-Caylan. (2021)
According to the article, The
The title of the article, Managing organization nowadays have to
complexity in maritime business: manage their operations under fierce
understanding the smart changes of competitive rules in ever-changing
globalization is written by Hatice business environment including
Akpinar and Didem Ozer-Caylan Maritime Business. Maritime Business is
(2021). It is discuss about the a backbone of the world economy and
importance of change management in it improves with the progress of trade.
handling complexity management for It is a unique industry that shows
maritime business to gain volatile market characteristic. The
competitiveness in global business changes of the organization in
environment. Maritime Business lead to various
complexity in management.
The authors of this article are well
known about this topic because both of The pressured change of Maritime
them are in the field of Maritime Business can lead to innovative
Business. Hatice Akpinar is work under solution in technology, structure and
Department of Maritime Business process in the organization. It is a
Management in Marine Science Faculty good method to improve the business.
The change management also need to
at Karadeniz Technical University, deal with the complexity management.
Sumene Trabzon, Turkey. However The complexity divide into two types
which is "External Complexity" and
Didem Ozer-Caylan is work under "Internal Complexity".
Department of Maritime Administration
in Maritime Faculty at Dokuz Eylul Page 4
University , Izmir,Tukey

Vol.32 No.4,
2022
BUSINESS MANAGEMENT


pp. 582-599

The author state that "External As specified by some researchers in the
Complexities" can also be known as article, the complexity happen in Maritime
"Environmental complexities". Meanwhile, Business because of increased competition,
the "Internal Complexities" is a complex globalization, technology, economy, politic,
that happens inside the environment. social changes, and changing demand of the
customer.
External Internal
complexity complexity There are many issues and complexity in
Maritime Business such as low freight
Terrorist Applying new rates, pressured of trade policy and
Attack documentary increase regulatory applications which
need to be change in terms of technologies,
Climate system structure and organization. With the
Change presence of smart advancement and
Adapt with new technological development, the Maritime
Poiitical technology in Business can get change in terms of the
instability business to a structure such as, new tracking or tracing
new customer system, smart and intelligence
applications.

Strikes

Disease Page 5

Natural
Disaster

Adapting new
regulation

Vol.32 No.4,
2022
BUSINESS MANAGEMENT


pp. 582-599

CONCLUSION

Finally, the objective of this research are to study and research on this topic are still
review and understand the importance of ongoing and extended. Despite the article
complexity management for maritime business. being full of information, the final result is still
The author has made a clear statement about not complete yet.
the objectives of the research which easy for
the audience to understand the purpose
behind the research.

Author also use an appropriate language in
the article writing. The information convey in
the article are easy to understand and to
review.

However, the author also had a lacks study Overall, the author should do more research
and research about the topic of this article. and study about the topic of the article,
According to the last page of the article, the Managing complexity in Maritime Business.
author state that, " future studies should be The final result of the article should be state in
more deep and precise to understand more the article if the author do a deepen research
about changing circumstance in the new on it
business environment for the sake of
managing complexity". It is shown that the In conclusion, applying change management
techniques via complexity management can
lead to innovation and successful of the
business. By using change management
application in maritime business, it easy to
understand the environmental uncertainties
created by global change and can create
competitive advantage in the organization.

Page 6

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Page 12

Page 13

The Fifth Information Systems
International Conference 2019

Business
Continuity Plan:
Examining of
Multi-Usable
Framework

Written by:

Silmie Vidiya Fani, Apol
Pribadi Subriadi

A business continuity plan (BCP) is The number of disruptions has increased as
a set of procedures for developing more companies implement information
plans to prevent, prepare for, technology and become more connected to
respond to, manage, and recover the external network. Massive losses, and
from a disruption. even bankruptcy can occur in an
- Introduction organization if there is no plan in place to
deal with them.
BCP is a framework for developing and
validating plans to keep business Regardless of how complex the
operations running continuously. It applies organization's IT is, they require a plan to
before, during, and after disasters or deal with business disruptions. As a result, a
disruptions. plan is required to ensure that an
organization's operational activities continue
BCP is one of the most important to run even when there are disruptions.
components of the recovery strategy
because it focuses on sustaining business The purpose of this research is to evaluate
functions during and after a disruption and the BCP framework, as the BCP framework
managing business operations. produced to date still relates to a standard
for power companies.
Creating a suitable business continuity
plan (BCP) as a part of Business Continuity Page 14
Management (BCM):

Risks could arise in the form of disruptions
caused by both external factors such as
disasters and malware, as well as internal
threats such as human error, utility outages,
and so on.

"BCP is intended to manage risk, lessen the

Business Continuity Plan: impact of risk, and guarantee that the
organization works regularly, whereas DRP
Business continuity is a method in which
organizations anticipate and overcome is a plan to respond to interruptions and
disruptions so that the risk of loss is recover vital operations in the event of a
reduced and business operations can
disaster."

continue to operate within an organization 04. Moving on, the major contents in this
when the risk occurs by creating a Business
Continuity Plan (BCP). research study also stated that the BCP
life cycle includes evaluations and

The following are further information on objective setting, identification of
Business Continuity Plan (BCP) in this study: essential processes, business impact
analysis, and continuity response

methods, as well as monitoring, testing,

01. BCP is defined as a plan for and improvement of these areas.

responding to emergencies and

recovering business operations. 05. The implementation phase has five
BCP enables the company to
resume normal operations during parts;
and after disruptions. risk analysis,
business impact analysis,

business continuity strategy,

02. Company continuity planning ensures disaster recovery plan,
and employee training.
that personnel, assets, and business

processes can recover rapidly from

disruptions. In addition, it was one of

the most essential components of

the rehabilitation approach.

The company needs a business
continuity plan (BCP) to evaluate
business effects.

03. In this article, it has been stated

that BCP comprises of the
procedures to preserve business
continuity before, during, and
after interruptions have occurred.
The Disaster Recovery Plan (DRP)
is a section of the Business
Continuity Plan (BCP) for the
recovery of vital operations during
a disaster.

Page 15

This research design is meant to address
the need for BCP guidelines, as it is
predicated on the presence of the
proposed BCP framework, which is a
flexible framework.

The outcomes of the BCP implementation To demonstrate this, the framework was
will be discussed in this section: applied to four distinct types of

06. BCP testing was done to confirm organizations with varying business, size,
and activity characteristics to determine if
whether the plan is acceptable and can
be followed up on, as well as to ensure it could be implemented in case studies
that staff understand their with diverse business, size, and activity
responsibilities and what would happen characteristics.
if there is a disruption.

07. Based on the BCP testing observations, it

is possible to conclude in this research
study that these activities are involved
with costs and time, as the success of
implementing BCP is influenced by
experimental activities and periodic
reviews.

In another parts, this research also
reveals that top management
commitment, awareness, and BCP
expertise can all influence the success of
BCP implementation, since they will have
an impact on its implementation if they
know nothing about it.

Based on the overall analysis, various
adjustments to the BCP framework are
required to accommodate the organization
in adopting the BCP framework.

Page 16

Study Research Conclusion on BCP:
According to the findings of the entire edition of this research study, a
business continuity plan helps an organization to plan its business continuity
for the long term, demonstrating that firms that do not develop BCP have a
low chance of survival.

This study's authors also shown that every organization has different
approaches and modifications in the implementation of BCP, as well as the
importance of the BCP framework containing items that must be present in
the BCP.

In the case of this finding, the application of BCP saw a shift in activity as a
result of a different interpretation of case studies. As time goes on, it is evident
that this framework will be tried in organizations, with the outcomes indicating
whether or not the BCP framework is appropriate for all sorts of businesses.

"The organization should prioritize the
development of a Business Continuity

Plan, also known as a BCP"

Page 17

Page 18

Volume 59, Issue 1, January 2022, 102751

Written by:
JieYang, Pishi Xiu,
Lipeng Sun, Limeng Ying,
Blaanand Muthu.

Social media dbautsain
ess
analytics for
decision making system to
competitive analysis

Is the use of social media relevant for commercial purposes?

In recent years, many businesses have begun using Social Media Networks (SMN) to
engage customers. Because SMN (Facebook, Instagram, and Twitter) connect
billions of social media internet users worldwide, organisations face a massive
database challenge of potentially valuable user-generated information, resulting in
a need for Social Media Data Analytics (SMDA). Here the authors are trying to show
the advantages of involving social medias with business.

Social trade attracts transactional customers. Social content and monitoring will
inform customers. A sociological approach incorporates social media data into
traditional organisational processes to build consumer relationships. A social
networking era changes the interaction between a company and its customers. The
factors that influence consumer commitment must be identified to allow customers
to interact via social media. Castronovo and Huang (2012) say social media should
be launched using marketing intelligence, promotion, PR, product management, and
customer management.

What is SMN? JANUARY 2022 | ISSUE 1

SMN data is a complex source of business information. Customer interactions in
the SMN improve real-time sentiment and acceptance. SMN data is
disorganised, jumbled, and hard to extract real-time quantified information for
business decision-making systems. Enterprises may find using SMN data time-
consuming and expensive.

In recent years, SMN data has grown exponentially, requiring more refined
pattern and functionality extraction. Traditional research uses shallow training
frameworks. Competitive Analysis (CA) improves feature representation for
data extraction and classification using supervised or unsupervised
computation methods. Recent molecular discoveries about human brain
processing have drawn attention to CA. Digital image editing, speech-to-text,
and interactive filtering were areas of strength.

Page 19

JANUARY 2022 | ISSUE 1 jANUARY 2022 | ISSUE 1

Which management techniques is the best?

.All of the authors agree that the decision-making system has
five major phases that all business owners who want to learn it
must go through: investigation, preparation, scheduling,
execution, and supervision. This is the first step in determining
the future primary functional requirements for connecting
humans with software systems for decision modelling and
analysis. I strongly advise anyone who wants to start it to really
study it as it is a complicated move to start as all the
information needed to get by doing research from their
consumers then they will know on what they need to focus on
as there are various management techniques used for data
processing such as CSM, IDS, BDA, SA, and BDMS. However, prior
to the data extraction algorithm, the information will be pre-
processed, which will most likely include case folding,
verification, filtering, and stubble to ensure data quality. It is up
to them to choose which management techniques to employ,
but in my opinion, BDMS is the best option.

BDMS is the best method

The final result has shown that the most
successful management technique is Business
Decision Making System (BDMS), which has
received the most positive feedback of all
management techniques. BDMS is used to
investigate the impact of social media networks
on an organization's business development. In
addition, the developed model uses information
from recent literature to generate review data for
control periods. The internal server is used for
data mining, processing, and archiving. It is clear
that the authors' decision to include these
techniques was correct from the start, as they
predict that as a result, people will prefer this over
the others because it is practical and systematic.

Page 20

Page 21

jANUARY 2022 | ISSUE 1
Social media data analytics for business decision making system to competitive analysis

How to start social media based business model? Thoughts and advice from a reader JANUARY 2022 | ISSUE 1

Social media business systems require a few After reading the article in its entirety, I feel
steps. Mine, store, and process data. All these confident in saying that the authors strike a
steps are necessary for success. Data mining positive and upbeat tone when discussing the
requires entering raw consumer data. Next, data research and experimentation they undertook
extraction groups data by report characteristics. to identify the most effective management
In data mining, data extraction is the process of techniques they now recommend to other
analysing pre-classified data to isolate a pattern business owners. In my opinion, more
and group it into known categories. Finally, data convincing evidence is needed to really get
storage requires more dimension research and is across the point that BDMS is the best
when they can use their system properly. It sound technique available. It would be helpful if they
really dificult when we need to calculate using provided more concrete examples of their
complicated process and this is strongly why findings and simplified their explanations of
businesss owner are not interested to invest their how and why they differ from the BDMS so
time, money and energy when the outcome is that readers could more easily grasp the
just not that amazing with all the hardwork point.

Conventional business model In conclusion business intelligence (BI)
applies analytical methods to business data
Based on the figure, the authors agreed that to yield management-actionable insights.
this method gives consumers distribution Businesses and universities value user-
channel benefits. Consumers and generated data analysis and knowledge. This
distributors can't share information. This article suggests using BDMS to leverage
helps business owners understand what social media analytics to grow a business.
consumers want and don't want, and BDMS provides a comprehensive
improve their work. Customer interaction understanding of big social data
improves task management and customer fundamentals, challenges, capabilities, and
efficiency. Trust, information confidentiality, advances. BDMS outperforms the
partner incentives, investment, and competition, according to experiments. n.
technology will remain challenges despite all Businesses can make better strategic
their hard work. Consumers and distributors decisions and track the effectiveness of
can't share information openly. initiatives by analysing social media data.

Page 22

Page 23

Business Record Management

by Anastasia Dikopoulou & Athanassios Mihiotis Volume 24 | Issue 2

The keeping of records is a necessary
prerequisite for participating in
democratic life or practises. It is an
undeniable fact, but it is extremely
challenging to be regarded and
evaluated in any meaningful way by
people or institutions. The value of
records management (RM) is difficult to
quantify in monetary terms as well. It
would appear that people and
organisations do not pay a great deal
of attention to the management of
records and archives that they produce
or use in the course of their daily
activities. On the other hand, in order to
safeguard their legal standing, they
always present records as evidence.

The authors,

argue that RM is a vital component of good
governance in an organized society.
Information and communication technology
progress cannot alone ensure the solution of
all information management problems. Both
security in information delivery and usage of
records and transparency in transactions
and interoperability are important.

Page 24

It is important for understanding the
role of RM in public administration to
present and analyze the concepts of
documents, records, archives and the
systems used to manage them.

RMS: the
concept and
the basic
components

RMS is “the information system which captures, manages and provides
access to records through time. RMS are distinguished from information and
document management systems (IMS/DMS) by the role they play in
providing organizations with evidence of business activities”. RMS manage
and store official documents that their content, context and structure are
clearly identified and cannot be altered. IMS/DMS manage and store
information and documents that are not still records so and can be
reviewed, replied, recombined and reused without reference to their
documentary context and structure. Information, document, records and
archives management systems can coexist but they cannot substitute each
other.

Archives represent a very small
percentage of all records created.
According to the UK National Archives,
only the 5 percent of the annual public
administration records are usually going
to be preserved for an indefinite time.
Archives are the non-active records
which disposed to national or other
archives for long-term preservation.

Volume 24 | Issue 2

Page 25

Page 26

Value and

Function

“The characteristics of a record are: a fixed
form, an unchangeable content, explicit
linkages to other records, an identifiable
administrative context, an author (the person
issuing the record), an addressee (the person
for whom the person is intended) and a writer
(the person determining the articulation of the
discourse in the record), and an action that the
record documents".

The functions of records and archives

The evidential function (the documentation of the
actions – operations of the records created by corporate
body or individual). The warranty function (the safeguard
of people and organizations’ rights and property through
the administrative acts, the agreements and contracts
with other parties, etc.). The perpetual function (the will
statement of administration documents has a perpetual
validity except the cases that there are limitations by the
creator).

The values of records and archives

Administrative or operational (the primary value of
records for the continuance of the administration or
operations of the originating agency or a successor in
function or as evidence thereof). Archival (the value of
inactive records for continuing preservation of the
collective memory and cultural heritage in an archival
institution) (National Archives and Records Service,
1984). Informational (the secondary value of records or
archives deriving from their content and not from their
initial cause of creation).

Effective administration of records
creation is crucial

It connects business functions with the unsolicited
creation of documents of any type, medium and age,
which have specific typology, diplomatic elements and
terms of usage. It prevents the creation, storage,
reviewing and disposal of non-essential records, and
thus reduces the cost of handling great volume of
records and the risk of information misuse. It remarks the
vital records of an organization.

Page 27

Page 28

2 NATIONAL POLICIES ON

RECORDS MANAGEMENT

AND ELECTRONIC RECORDS


MANAGEMENT

Page 29

NATIONAL ARCHIVES OF MALAYSIA
ELECTRONIC RECORDS MANAGEMENT AND


ARCHIVES MANAGEMENT POLICY

Among the contents of this

policy are the concept and

definitions of the record as a

whole, such as the record's

purpose and attributes. There

is also content for handling

electronic records, such as

electronic record disposal. Not

only that, but The National

Archives recommends all

governmental offices to

establish, execute, and

The National Archives maintain an adequate business

Malaysia has developed continuity plan to cover their

Electronic Documents electronic records,

Management Guidelines to recordkeeping, and business

help governmental bodies in information systems.

handling electronic records.

More precise standards for In a nutshell, the content in

managing electronic records this policy of course can assist

in certain situations are also public officials accomplish

available. To help public their job effectively. Because

offices, any information may they adhere to the same

be retrieved via the National policy, the Guidelines on

Archive Malaysia. Electronic Records

Management, their work will

be more consistent and

orderly. Page 30

ATTORNEY GENERAL'S OFFICE :
RECORD MANAGEMENT POLICY

(2013)







To conclude as a whole. This
Record Management policy
contain a standard guideline
for the record usage. The
standard state in the policy is
standard ISO 15489 :2001 .

The Attorney General's Office Other than that, there is also
provide a guideline on how to
is a National Policy of record create a complete record, how
to create a reliable record , how
management in United to maintain record and the
retention guideline for the
Kingdom. It has developed future use.

Record Management Guideline

on information and

documentation of record. This

guideline is to assist the Finally, the existence of Record

Government of United Management Policy by

Kingdom handling their Attroney General's Office are

confidential record in their to guide the and assist the

country. officer or record manager to

manage the record effectively

Page 31

2 INTERNATIONAL POLICIES

ON RECORDS


MANAGEMENT AND

ELECTRONIC RECORDS


MANAGEMENT

Page 32

BUSINESS SERVICES ORGANISATION :
POLICIES ON RECORDS MANAGEMENT

All record-related processes and
procedures must adhere to the
same set of rules outlined in the
regulations governing the
destruction of old files. In order
for the organization to have
access to a valuable information After that, it will make a decision
and knowledge resource, it is about whether or not to keep the
necessary to uphold the standards records. Records management
that govern the quality and stakeholders will be consulted
accuracy of its records. throughout this procedure. Every
customer record will be protected
Business Services Organisation and cared for in accordance with the
records contain important responsibility to keep the record in
information about patients and usable condition over a long period
clients, as well as data that is of time.

administrative, financial, legal, To sum up, BSO policies are
evidentiary, and historical in
nature. They are crucial to the available beginning with the
archiving process and continuing
organization's present and future through the detention phase. Their
operations, as well as to its
accountability, as well as to the policies are easy to understand and
well-explained, allowing both
understanding of its history. customers and employees to learn

They are the entirety of the about the company's inner workings
group's institutional memory. and make informed decisions.
Records maintained by the
Business Services Organization
will be created, used, and
managed in accordance with all
applicable laws and regulations.

Page 33

THE STATE UNIVERSITY OF NEW YORK :
POLICIES ON ELECTRONIC RECORDS MANAGEMENT

ELECTRONIC RECORD Statement of Policy
MANAGEMENT
POLICY Creation and Use of E-Record;
The records of SUNY must be kept at the
In this further section will be office of record copy of documents, and a
discussed about The State system must be established to execute the
University of New York (SUNY) on usage of e-records in place of original
policy for electronic record records.
management which will been
provide the background of federal The protocols must ensure that the
government authorization and the process retains the reliability and security
approval for use of e-records, of the original records, as well as the
defines an e-record, provides the authenticity that can be proven.
requirements for managing e-
records to ensure policy Security of E-Records;
compliance, and identifies the Provide for the backup and recovery of e-
sources of reference. records as a safeguard against
information loss, as well as the
Definition of E-Record prevention of illegal changes to an e-
record and protection against system
E-record- is described as faults such as power outages.
information that is recorded in a
format that only a computer can Selection and Maintenance of
process, which includes numeric, Alternate Storage Medium;
graphic, and text information that SUNY provides secure, timely, and
can be recorded on any medium convenient e-record access and retrieval,
that a computer can read. as well as appropriate microfilm readers
that produce readable, close-to-original-
Federal Government size paper copies of reproduction quality.
Authorization
Page 34
According to the Office of

Management and Budget, the Code

of Federal Regulations, the

Department of Health and Human

Services (DHHS), and the Office of

Grants and Acquisition

Management (OGAM) Action

Transmittal, the federal

government authorizes grantees to

use e-records and alternate storage

mediums.

REFLECTION

HADIJA DANIA

HARTINI By implementing this
E-Magazine project of
I have a good grasp of business Management of Business
management, business record Record course, I have learn
administration, and excellent something new that managing
business does need a little
customer service in change to get rid of the issues
organizations after 13 weeks of and complexity in the
business. Through out
completing the IMR652 complete this task, I realize
Management of Business that by summarizing the topic
Records course. I think that of managing complexity in
once I complete my degree, I maritime business, it can be
will put what I have learnt into implement and useful in my
practise in the job. I hope the
knowledge supplied will be business future.
useful to me in the future.
RAIHAN

By the end of this assignment
for IMR652, I felt like I had a
complete picture of how
people manage business

systems and collaborate using
analysis and social media.
Despite the fact that the

business world is not directly
related to my field of study, I
am hoping that the experience
I have had thus far will provide
me with valuable insights that I

can apply in the future.

Page 35

REFLECTION

ZAKWAN

WAZIF IRFAN My understanding of the
function of records
Based on what I have done as
part of my contribution to the management in a business
completion of this entire task, I was solidified by the time I
am confident in myself that I can
successfully express the way of finished this IMR652 e-
presenting the information that magazine project. Even if a
is in the form of an article review large number of people were
into an e-magazine form without involved, no one can deny
that the task of keeping or
encountering any problems
during the completion of this managing records was a
thoughtful one. Nonetheless,
work. One of my greatest
accomplishments is I has been there is a wealth of
knowledge that I hope to
understanding that record draw from in the long run,
management must constantly be
even if it isn't mainly
adopted and maintained in a correlated to my present
more efficient manner because a
study.
section like this can assist an
organization in maintaining the
legitimacy of their information.

Page 36

REFERENCES

Akpinar, H., & Ozer-Caylan, D. (2021). Managing complexity in maritime
business: understanding the smart changes of globalization. Competitiveness
Review: An International Business Journal, 32(4), 582–599.
https://doi.org/10.1108/cr-10-2020-0128

Cox, A. (2022, April 27). Business analysis glossary. Netmind. Retrieved June
29, 2022, from https://netmind.net/en/business-analysis-glossary/

Dikopoulou, A. and Mihiotis, A. (2012), "The contribution of records
management to good governance", The TQM Journal, Vol. 24 No. 2, pp. 123-141.
https://doi-org.ezaccess.library.uitm.edu.my/10.1108/17542731211215071

Electronic Records Management and Archives Management Policy. Retrieved
29 June 2022, from https://silo.tips/download/electronic-records-
management-and-archives-management-policy-5.

Fani, S. V., & Subriadi, A. P. (2019). Business continuity plan: Examining of
multi-usable framework. Procedia Computer Science, 161, 275–282.
https://doi.org/10.1016/j.procs.2019.11.124

New York, T. S. U. of. (2018, January 23). Electronic Record Management Policy.
Electronic record management policy. Retrieved June 2022, from
https://www.rfsuny.org/media/rfsuny/policies/ae_electronic-record-
management_pol.htm

New York, T. S. U. of. (2022). University-wide policies & Procedures - SUNY.
University-wide Policies & Procedures. Retrieved June 2022, from
https://www.suny.edu/sunypp/

Records management policy - hscbusiness.hscni.net. Business Services
Organization. (2015, July 6). Retrieved June 29, 2022, from
https://hscbusiness.hscni.net/pdf/Records_Management_Policy.pdf

Records Management Glossary-Province of British Columbia. Www2.gov.bc.ca.
(2022). Retrieved 27 June 2022, from
https://www2.gov.bc.ca/gov/content/governments/services-for-
government/policies-procedures/government-records/glossary

Page 37

REFERENCES

Tiurmenko, I., & Bozhuk, L. (2019). An Archivist and a Records Manager:
Professional Education in Ukraine (Case study of the National Aviation

University). Knygotyra, 73, 289-319.
Yang, J., Xiu, P., Sun, L., Ying, L., & Muthu, B. (2021, September 17). Social Media
Data Analytics for Business Decision Making System to Competitive Analysis.
Information Processing & Management. Retrieved June 29, 2022, from
https://www.sciencedirect.com/science/article/pii/S0306457321002326

Page 38

GLOSSARY

Management of Business Record

A Change Management

Accountability Change management is an approach to

an assurance that an individual or an moving organizations and their
organization will be evaluated on their
performance or behavior related to stakeholders, in an organized manner,
something for which they are responsible.
from their current state to a desired

future state. Effective change

management tries to do so in a manner

which causes the least anxiety and

B resistance and therefore is the most likely

to succeed.

Business Analysis D

The practice of enabling change in the Data
context of an enterprise by defining needs
and recommending solutions that deliver The smallest meaningful units of
value to stakeholders. recorded information generated by an
organization, which gain significance
Business Continuity Plan when stored in a structured manner that
enables them to be synthesized and
Business Continuity Plan ensures interpreted.
customers, suppliers, and other entities
can access important business functions Database
when a risk occurs.
A common type of electronic system,
Business Management consisting of a number of structured
“fields” where pieces of information are
Business management is the coordination stored, and can be sorted, manipulated,
and organization of business activities. and retrieved in different ways for a
variety of purposes. Complex databases
Business Model re-use information and then display and
print it in any number of combinations
A broad range of informal and formal with other information, thereby creating
models that are used by enterprises to electronic records.
represent various aspects of business,
including its purpose, offerings, Document
strategies, infrastructure,
organizational structures, and Information consigned to a
operational processes and policies. medium.

C Page 39

Complexity Management

Complexity management is the ability to
analyse, review, and optimize complexity
in organizations.

GLOSSARY

Management of Business Record

F M
Framework
Model
A physical or conceptual structure
designed to support or guide the A representation and simplification of
construction of something that
grows the structure into something reality developed to convey information
useful.
to a specific audience to support
G
Globalization analysis, communication, and

The tendency for the world understanding.
economy to work as one unit, led
by large international companies N
doing business all over the world.
Network supports
Good governance
The infrastructure that
Processes and institutions produce electronic data exchange.
results that meet the needs of
society while making the best use O
of resources at their disposal.
Organization
I
IT Prioritization A group of people and facilities with an
arrangement of responsibilities,
IT prioritization is the process of authorities and relationships.
launching IT initiatives and
procedures depending on an P
organization's immediate and long- Process
term needs.
A business activity that transforms data;
it has a distinct beginning and end; a
process may be high-level or detailed;
an activity performed by the business
that transforms information (data); a set
of activities designed to accomplish a
specific objective by taking one or more
defined inputs and turning them into
defined outputs.

Public Administration

The implementation of government
policies, often regarded as including also
some responsibility for determining the
policies and programs of governments.
Specifically, it is the planning,
organizing, directing, coordinating, and
controlling of government operations.

Page 40

GLOSSARY

Management of Business Record

R Transparency

Record The extent to which investors have ready
access to required financial information
Recorded information created, received about a company, such as price levels,
and maintained by an organization or market depth, and audited financial
person, in pursuance of legal obligations reports.
or in the transaction of business. This
includes records formats defined in the
Interpretation Act and FOIPPA

Record Management

The field of management responsible for
the efficient and systematic control of the
creation, receipt, maintenance, use and
disposition of records, including
processes for capturing and maintaining
evidence of and information about
business activities and transactions in the
form of records.

Risk Analysis

The process of identifying and analyzing
potential concerns that could have a
negative influence on significant business
efforts or projects.

T

Technology Development

Technological development is the overall
process of invention, innovation and
diffusion of technology or processes.

Training Needs Analysis

A process by which an organization
identifies its employees' training and
development needs in order for them to
perform effectively at various levels of the
organization.

Page 41