E-MAGAZINE IMR652

THE ESSENCE OF HIGH ACHIEVER AND AFFLUENT SOCIETY

BUSINESSRECORDS
SPECIAL EDITION

USE OF ICTS IN IMPROVING THE
MANAGEMENT OF
RECORDS MANAGEMENT RECORDS IN SMES

Business DEATH
Continuity RECORD
Planning:
in Covid-19 cases
WHY YOU SHOULD CARE
www.businessrecords.com
Awareness
ttitu&des

among business managers

CONTENTS - CONTRIBUTORS
-
04 Why Should I Keep Records? - Aina Zahid
05 Records Management's Contribution -
To Efficiency & Productivity - Editor, MY
07 Challenges Associated With Records - ainazahid.com
Management in Public Sector -
08 The Record Management Practices in - Wan Azri
Capturing Organizational Memory -
10 ICT in Records & Information - Editor, MY
Management - wanazri.com
11 Regalia Records Management Sdn -
Bhd - Windylia Winnie
-
13 Why Businesses Need to Retain - Editor, MY
Records - windyliawinnie.com
14 Improving The Management of -
Records in SMES - Mohammed
15 Managing Digital Records in Global - Adrizulfi
Environment -
18 Electronic Records in Malaysian Civil - Editor, MY
Courts - mhdadrizulfi.com
20 Business Continuity Planning -
21 Records Management & Farisyah Nizan
Organizational Performance
23 Guidelines and Procedures During Editor, MY
COVID-19 Pandemic farisyahnizan.com
27 Awareness and Attitudes Among
Business Managers
29 Improving Customer Service
Experience With Records Management
31 Security In Electronic Records
Preservation
34 Importance Records Management
within a Governance Retention
35 Retention of Health Records
37 Electronic Document and Records
Management System Implementation
39 Records Management & Security For
Business Performance

A Letter From The
Editor-In-Chief

Hello readers!

As per our tradition, Business Records Magazine has
come up with another quality issue for all of you. Here,
it contains all the information that you need to know
about businesses and records. On behalf of my team,
thank you for your continued patronage. Happy reading

Sincerely,

Business Records Magazine Teams

SMALL BUSINESS AND SELF- EMPLOYED

WHY SHOULD I KEEP

RECORDS?
Written by Aina Zahid

'' It is very important that business owners
make a habit of recording their business

transactions every day. It will assist in
making informed, efficient and precise

decisions at any time '' - Wild

MONITOR THE PROGRESS

01 OF YOUR BUSINESS
Records can show whether your
business is improving, which
items are selling, or what
changes you need to make. Good
records can increase the
likelihood of business success.

PREPARE YOUR

FINANCIAL STATEMENTS

02 You need good records to prepare
accurate financial statements.
These include income (profit and
loss) statements and balance
sheets. These statements can help
you in dealing with your bank or
creditors.

REFERENCE
Aladejebi, Dr. O., & Oladimeji, Dr. J. A. (2019). The Impact of Record Keeping

On the Performance of Selected Small and Medium Enterprises in Lagos
Metropolis. JOURNAL OF SMALL BUSINESS AND ENTREPRENEURSHIP
DEVELOPMENT, 7(1). https://doi.org/10.15640/jsbed.v7n1a3

3

IDENTIFY SOURCES OF YOUR INCOME

03 You will receive money or property from
many sources. Your records can identify
the sources of your income. You need this
information to separate business from
nonbusiness receipts and taxable from
nontaxable income.

AVOID INTEREST AND PENALTIES

04 Proper accounting records help
business owners to avoid
interest and penalties as they
make it easier for them to pay
the right amount of tax and at
the right time.

COMPLIES WITH THE LAW

05 One of the main advantages
of keeping good accounting
records is to comply with the
law. By simply being
organized, businesses not
only enjoy the above benefits
but also stay within the law.

REFERENCE
Aladejebi, Dr. O., & Oladimeji, Dr. J. A. (2019). The Impact of Record Keeping

On the Performance of Selected Small and Medium Enterprises in Lagos
Metropolis. JOURNAL OF SMALL BUSINESS AND ENTREPRENEURSHIP
DEVELOPMENT, 7(1). https://doi.org/10.15640/jsbed.v7n1a3

4

RECORDS MANAGEMENT’S
CONTRIBUTION TO EFFICIENCY
AND PRODUCTIVITY

By Farisyah Nizan by the Association of Information and
Image Management in 1990 indicted that
It has been widely observed that records paper is still the dominant choice for 95%
management has helped organizations to of all information storage in the United
operate efficiently and effectively. Based States, and its projections through to 1999
on the experiences of western showed only a slight decrease to 92%,
organizations, particularly in the United with electronic media growing only to
Kingdom and the United States of about 5% for information storage. An
America, it is strongly believed that a Information Management Survey carried
systematically organized and fully utilized out by Touche Ross & Co. in 1994,
records management system can discovered similar problems, with over
maximize production and the exploitation 90% of large companies experiencing
of resources and contribute substantially problems with too much paper. However,
to the development of national status. Touche Ross also discovered that, whilst
Records management can help in the 10% of those questioned forsaw a
uptake of business opportunities and the continuing dependence upon paper,
development of more effective and another 10% forsaw the disappearance of
efficient business methods. However, this paper, in the move towards a paperless
situation is not yet realized in many of the office (Best,1996, p.8). The use of
developing countries. Thurston and Cain technology in media conversion
(1996, p.11) indicate that developing programmes, like those at Northumbria
countries have inadequate records Water Ltd in 1996, usually has a high level
management systems and that the of acceptance amongst staff, who see the
situation is endemic. They observe that benefits of improved access to records
poor records systems have serious through the use of IT. (Reynard, S. (1996)
consequences for both government and Implementation of a media conversion
its citizens and affect the government’s programe within Northumbrian Water Ltd.
ability to manage resources effectively and Records Management Journal, 6, (1), 43.).
to comply with international conventions. As more and more records are created
Although the purpose of records and stored electronically, so records
management can vary according to the management needs to adapt. The use of
priorities of the managing body, in IT brings significant changes in how
industry and commerce, the prime information and records are created and
objectives are: - to ensure that all records used, and is beginning to change the way
are efficiently stored, managed and that archivists and records managers go
retained for as long as, and no longer than, about their work..
they are needed; - to ensure that archives,
i.e. those records worthy of permanent Yusof, Z. M., & Chell, R. W. (1998). How records
preservation because of their
administrative, technical, commercial, management could help Malaysia materialize its
legal, scientific, historical or other
importance, are identified at the earliest Vision 2020. Journal of Librarianship and Information
possible moment and stored under
proper conditions. Science, 30(3), 169–176.

doi:10.1177/096100069803000303 5



The term record comes
from the Latin word
“recordari”, which
means to recall, or to
remember, or bring
back to mind.

AUTHORED BY WAN AZRI

CHALLENGES Lawal (2007) described the difficulties involved
ASSOCIATED WITH with records management in the majority of
RECORDS MANAGEMENT organizations is due to corruption or a lack of
IN PUBLIC SECTOR financial resources. According to Lawal, corrupt
leaders do not allocate sufficient funds, facilities,
Brendan (2012) identified weak legislative and and infrastructure for effective electronic record
organisational infrastructures as a serious problem management. Rather than that, corrupt officials
for public sector record management. The study intentionally distort public policies, public records,
found that record keepers in the public sector lack and decision-making apparatus, and occasionally
the fundamental skills and competencies required go to a length to relocate experienced records
to manage records and archives. Technophobia is managers in order to create opportunities for
a big issue in the majority of offices, particularly embezzlement.
among older employees.
According to Otuama (2010), the following issues
This could be a result of generational gaps
between new and old professionals, which caused affect records management in the majority of
analogue information managers to view computers
as a threat to their expert position. organizations including the absence of an archival

institution, the issue of oral traditions, insufficient

skills and high staff turnover, insufficient funding,

inadequate housing and equipment, the absence

of an archival law, high levels of computer

illiteracy, and poor transportation and

communication of the network.

Ugwu, J.N., Onoh, N.C.S., C, C.G. (2018). Record Management and Goals Achievement in the Public Sector: A Study of Selected Local Government
Areas in Enugu State. Business, Management and Economics Research. Vol. 4, Issue. 11, pp: 141-147.

7

THE Within this aspect, records management practises for
collecting organisational memory and knowledge
Record Managemet management range from improving organisational
administration to producing innovative products and services.
PRACTICES IN CAPTURING As a result, the advantages of records management in an
ORGANIZATIONAL organisation can be found in:

MEMORY Publicizing research and development in specific fields of
study with the goal of developing new innovative ideas
By Windylia Winnie that can be turned into commercialised products and
services or making local content in the subjects readily
10 available.

Decisions are made faster and more accurately because
the right information and knowledge are made available
at the right time, right place, and to the right person.

Assuring that organisations do not have to reinvent the
wheel in terms of how they manage their daily operations.

IN MALAYSIA Making more tacit knowledge, such as "soft" experience,
skills, and ideas, explicit, allowing other staff to learn from
REFERENCE those codified tacit rather than repeating the same
mistakes.
ALWI MOHD YUNUS & NIK AZLIZA NIK ARIFFIN (2013). THE RECORDS
MANAGEMENT PRACTICES IN CAPTURING ORGANIZATIONAL MEMORY. 1-11. Utilizing more about what they know from the numerous
RETRIEVED ON 19 JULY 2021 FROM sources given the availability of records or explicit
HTTPS://WWW.RESEARCHGATE.NET/PUBLICATION/258764676_THE_RECORD information and recognising a tremendous potential
S_MANAGEMENT_PRACTICES_IN_CAPTURING_ORGANIZATIONAL_MEMORY within its staffs and other resources.

8



ICT IN RECORDS & INFORMATION MANAGEMENT

BY MOHAMMED ADRIZULFI

Constant Okello-Obura (2011) stated that the SMEs "ICTs enhance
managers should be trained in basic ICTs utilization SME efficiency,
skills and especially in their applications in managing reduce costs, and
records and information by the Government of broaden market
Uganda.
reach, both
In order to achieve an effective and efficient records locally and
and information management, there should be globally"
improved ICTs infrastructure network among the
SMEs community.

All SMEs are encouraged to put in place e-mail
records and information management policy that
include among others the capturing, processing,
storage, archiving strategy and retention of e-mail
communication.

Proactive strategy should be design to provide ICTs
at subsidized costs to registered SMEs to improve
on ICTs adoption in business records management.

Okello‐Obura, C. (2011). Utilisation of ICTs by SMEs in records and information management in Uganda: a baseline study.
South African Society of Archivists, 44, 43-61.

10

BUSINESS RECORDS | EXPLORE

Regalia Records
Management
Sdn Bhd

Aina Zahid

Regalia is the largest locally-owned Records Management company in
Malaysia. They offer comprehensive and cost-effective records management
solutions along with their expertise and experience to address the complex
business challenges faced by their valued customers. Their solutions
address the specific needs of each organization with a key focus on
reducing costs and risks associated with the management of our key
business records while ensuring reliability security and flexibilities in their
service deliveries.

Reference 11
Regalia Records Management Sdn Bhd. (n.d.). Regalia Records Management. Regalia.

Retrieved June 28, 2021, from https://www.regalia.com.my/

Regalia
Services

Regalia provides a full spectrum of outsourced services and
solutions that you need throughout the information life-
cycle - from document storage and retrieval to digital
conversion and secured destruction.

SCAN

Regalia is a proven service provider with a strong
emphasis on data security with the experience of carrying
out digitization projects for government agencies, financial
institutions, and SMEs. Using high quality, high-speed
equipment and the latest software to capture information
in a full range of sizes ranging from A5 to A0 and
converting them into various digital formats.

STORE

They offer integrated physical management service at
document, carton, and file level, with customer-tailored
storage and retrieval options. High-value items will be
stored in a state-of-the-art, climate-controlled, and highly
secure vault protection. They also provide convenient
document retrieval, allowing customers to retrieve
documents via their 24/7 secure web-based interface
where customers can place orders, track information and
generate reports.

SHRED

At the end of life cycle, your critical documents and media
must be securely and properly destroyed. You want to be
prudent, compliant, and confident that your sensitive
information isn't exposed, stolen or abused. Their
document-shredding system comes with an enhanced
tracking capability throughout the whole process.

Reference
Regalia Records Management Sdn Bhd. (n.d.). Regalia Records Management. Regalia.

Retrieved June 28, 2021, from https://www.regalia.com.my/

12

WHY BUSINESSES Commercial for the efficient running of the
NEED TO RETAIN business. Organizations need to have
RECORDS information about their operation which,
amongst other things, enable them to
By Farisyah Nizan continue operating in the event of a
disaster, plan for future development and
With they sees the key to this objective in publicize activities.
adequate information which can be
delivered to the right place at the right Legal for compliance with national and
time for decision-making, particularly international legislation – records should
when a company is expanding and seeking be kept long enough to satisfy business,
new markets or when it is under threat and statutory and regulatory requirements.
having to alter strategy. Since information This includes protecting the rights and
required for marketing is often expensive interests of both the employer and
when sought outside the organization, the employees, customers, suppliers and the
best alternative source of information a general public.
company can get is from its own internal
information the records which are often Archival for the preservation of historical
much easier and cheaper to obtain. The material for research and posterity.
requirements for record keeping are
corporate requirements. Yusof, Z. M., & Chell, R. W. (1998). How
records management could help Malaysia

materialize its Vision 2020. Journal of
Librarianship and Information Science, 30(3),

169–176. doi:10.1177/096100069803000303

13

IMPROVING THE MANAGEMENT
OF RECORDS IN SMES

AUTHORED BY WAN AZRI

In order to contribute to economic Top management officers need to Lack of a policy for
growth and development, small and recognize the importance of business business records
medium-sized enterprises (SMEs) play an records management and the role of management has
important role. Over the years, these business officers by fully supporting the
sector have played an important part in development of a comprehensive records generated plenty of
the economy by creating opportunity for management programs for improving the issues for business
employment, generating revenue and quality of business records management records
equitable income distribution, thus as a basis for decision-making, business management,
contributing to reducing poverty. planning. including a lack of
defined procedures
Local government officials should Allocation of funding for records for record creation,
establish policies to be followed by all management programs, such as training,
owners and employees of SMEs on record seminars and workshops, is important to such as what should
keeping. They proposed that portion of increase business owners' skills and be created and how
the taxes they pay on licenses should be employees in records management to
utilized to manage records. This policy enhance their performance and overall they should be
should clearly explain the guidelines, control of the business performance. managed.
procedures, and duties of SME owners Hence, help the organization to achieve
and employees in regards of records their mission and vision within the
management. targeted timeframe.

Ghasia, B.A., Wamukoya, J., Otike, J. (2017). Managing Business Records In Small And Medium Enterprises At Vigaeni Ward In Mtwara-Mikindani
Municipality, Tanzania. International Journal of Management Research & Review. Volume 7, Issue 10, No 5, pp.974-986.

14

MANAGING DIGITAL RECORDS
IN GLOBAL ENVIRONMENT

BY MOHAMMED ADRIZULFI

Based on Shadrack Katuu (2016), The National
Archives of Austria has divided digital records into
four categories:

McDonald (1995) described Documents created using office
the “wild frontier” that applications.
EXP: text documents, spreadsheets and
characterized the modern presentations.
office as one that provides Records in online or Web-based
autonomy for individuals environments.
to create and manage their EXP: intranet, extranets and records of online
transactions.
own records. Records generated by business information
systems.
EXP: databases, geospatial data systems, human
resource systems, financial systems, workflow
systems and content management systems.
Digital communication systems.
EXP: e-mail, short messaging services,
multimedia messaging services, electronic data
interchange and electronic fax.

Katuu, S. (2016). Managing digital records in a global environment. The Electronic Library, 34(5), 869–894.
https://doi.org/10.1108/el-04-2015-0064

15

Standards & Best Practice
Guidelines

Based on Pember (2006) and Wilhelm (2009),
over the past two decades, there have been
numerous efforts around the world to develop
standards and best practice guidelines (S&GPG)
to manage records, particularly digital records.

The standards with an impact on records
management have come from both within and
outside the profession. For instance, when
researchers of an international research project,
known as InterPARES 3, developed a database
of standards relevant to their study, they
identified 63 International Organization for
Standardization (ISO) standards, five
International Council on Archives (ICA)
standards and 22 standards from other
professional organizations that have an impact
on the long-term preservation of authentic
digital records (InterPARES 3 Project: TEAM
Canada, 2012).

Frost (2011) and Oliver (2014) have argued that International institutions
records management professionals need to
understand how to make the best use of the full There are several international institutions
range of S&GPG. Force (2013) argued for that are involved in S&GPG development.
understanding their commonalities and ISO and ICA are two of the ones that had
differences, in order to strengthen the impact of the greatest impact in the work of records
records management. Considering the wide management professionals.
variety of S&GPG at the disposal of records
management professionals, it may be useful to
explore mechanisms of identifying patterns and
trends to better understand the offerings and
offer a roadmap for better utilization.

Katuu, S. (2016). Managing digital records in a global environment. The Electronic Library, 34(5), 869–894.
https://doi.org/10.1108/el-04-2015-0064

16



A good record and information Because court records Managing
protect the memory of a Electronic Records
management system is essential nation's civilization in judicial
matters, there will be a in
for good judicial delivery and significant influence on
humanity and government as
ensuring that the results of a whole.

every case management can be

conveyed to the community

quickly. Savings in moment,

energy, and employee energy Legal cases, proof, and WRITTEN BY WINDYLIA WINNIE

are driving the shift from mandatory reporting

manual to digital records statements, as well identified

management. as written statements, are

Digital court records examples of court records

management in jurisdictional that must be handled

despatch improves document effectively since those that

retrieval and accessibility when consist case law from

necessary. Case delays and previous cases as well as

backlogs could be limited when references to legal sources.

case management is completed

quickly. REFERENCE

NURUL AIQA, WAN SATIRAH, & SAIFUL FARIK. (2017).
\MANAGING ELECTRONIC RECORDS IN MALAYSIAN
CIVIL COURTS: A REVIEW OF LITERATURE.
INTERNATIONAL JOURNAL OF ACADEMIC RESEARCH
IN BUSINESS AND SOCIAL SCIENCES. VOL. 7, NO. 8.
909-919. RETRIEVED ON 19 JULY 2021 FROM
HTTPS://HRMARS.COM/PAPERS_SUBMITTED/3303/MA
NAGING_ELECTRONIC_RECORDS_IN_MALAYSIAN_CIV
IL_COURTS_A_REVIEW_OF_LITERATURE.PDF

FOR ANY NEWS ABOUT COVID-19 CASES : 18
KEMENTERIAN KESIHATAN MALAYSIA

https://www.moh.gov.my/

Rarely do disasters come with 19
advance notice. And whether
you are a small business or a
large corporation, dealing
with business disruptions can
be challenging. No matter
how prepared you think you
are, multiple issues can arise
that can cause lost revenue
and productivity - Vital
Records Control

Reference
Vital Records Control. (n.d.). Why You Need A Business Continuity Plan (BCP). Retrieved July 26, 2021, from

https://vitalrecordscontrol.com/why-need-business-continuity-plan/

AINA ZAHID

Business
Continuity
Planning:

WHY YOU SHOULD CARE

A Business continuity plan (BCP) refers to the continuation of critical business
functions in the event of a disaster, whether caused by natural disasters, human-
made errors, or cyber-security attacks. It outlines instructions and procedures an
organization must follow in the face of unexpected events. It’s more comprehensive
than a disaster recovery (DR) plan that primarily focuses on handling disruptions in IT
infrastructures. A business continuity plan contains contingencies for everything from
business processes, assets to applications.
To be resilient and reduce downtime, it’s essential to have a business continuity plan in
place to establish integration between business processes, applications, and IT
infrastructure. According to the National Archives & Records Administration,
Washington DC, 93% of companies that experience a disaster and lose data for 10
days or more file for bankruptcy within one year.
Not only does adaption and proper response to risks help companies withstand and
thrive during unforeseen incidents, but it helps you stay competitive. Companies are
now taking a holistic approach to developing business continuity management that
protects data and enables growth. They’re developing strategies that handle IT
disaster recovery, emergency management, safeguard data, and retain customers –
all while minimizing operational costs.

Reference
Vital Records Control. (n.d.). Why You Need A Business Continuity Plan (BCP). Retrieved July 26, 2021, from

https://vitalrecordscontrol.com/why-need-business-continuity-plan/

20

RECORDS
MANAGEMENT &
ORGANIZATIONAL
PERFORMANCE

AUTHORED BY WAN AZRI

According to Sanderson and Ward (2003), the necessity of
records management is becoming more widely recognized
in businesses. Consequently, it is the job of records
managers to ensure that they capture the attention of
decision-makers in their businesses. It all comes down to
persuasion when it comes to gaining recognition
management of the role of records management as an
enabling unit in an organization. Employees require
information to carry out their official tasks and obligations
properly and effectively in a transparent way. Records are
important sources of information and practically the only
solid and legally verifiable source of data that may serve as
proof of an organization's decisions, activities, and
transactions (Wamukoya, 2000).

Records are critical to the efficient and cost-effective
running of businesses. They function as organizational
memory, proof of previous events, and a framework for
future action. Records are enormous assets to an
organisation when they are generated, managed, and
disposed of in a methodical and organized manner.
Records are priceless. Records are also seen as a vital
instrument for ensuring that an organization's
commitments are satisfied. They also are useful for making
reference and management decisions. Accurate records
will also help to avoid excessive residues by ensuring that
the withdrawal time is fulfilled.

According to Palmer (2000), the role of the records
management system is to serve as a control system that
supplements other control systems such as internal and
external auditing. The record environment allows for
opportunities to perpetrate fraud, and once fraud is
detected, records can provide a trail for investigators to
follow to hunt down the source of corruption. Records,
however, must be accessible in order to be valuable in this
capacity.

Continue reading at next page >

Tagbotor, D.P., Adzido, R.Y.N., Agbanu, P.G. (2015). Analysis of Records Management and Organizational Performance. International Journal of
Academic Research in Accounting, Finance and Management Sciences. Vol. 5, No.2, pp. 1–16.

21

Wamukoya (2000) strengthens the Accountability Domain A good records
previous argument by identifying three Palmer (2000) viewed accountability as management
areas that include the function of a particularly crucial governance
records management in an organization. element and refers to holding officials of system should be
There are three of them including organizations responsible for their brief,
business domain, accountability domain, actions. As a reliable tool of evidence,
and cultural domain. records ensure that the organization has understandable
met its defined financial, legal, social or and easy to
Business Domain moral obligations. In all accountability update.
Organizations rely on accurate and forums, records are consulted as proof of
dependable records management to activity by senior managers, auditors or
perform efficiently and successfully. by anyone inquiring into a decision, a
According to Northwest Territories process or the performance of an
(2002), an organization generates and organization or individual.
maintains records in order to keep track
of what its members have done and Cultural Domain
what decisions have been made. The This domain believes that records should
business domain includes the creation be kept and made accessible to
and maintenance of records to support members of society for posterity and
an organization's essential activities, historical study research. Since records
such as providing proof of the document organizational history across
organization's operational activities and time, they serve as the foundation for
assuring competitive performance. authoring organizational history for the
benefit of new members. As a result,
important records are kept indefinitely
for future reference.

Tagbotor, D.P., Adzido, R.Y.N., Agbanu, P.G. (2015). Analysis of Records Management and Organizational Performance. International Journal of
Academic Research in Accounting, Finance and Management Sciences. Vol. 5, No.2, pp. 1–16.

22

DEAD BODIES DISPOSAL AND RECORD MANAGEMENT
GUIDELINES AND PROCEDURES DURING COVID-19
PANDEMIC IN MALAYSIA

WRITTEN BY WINDYLIA WINNIE

Throughout this context, the government's and Furthermore, the Malaysian Personal Data
Ministry of Health's efforts to prepare a concise business Protection Commissioner has enacted laws under
process for the management of COVID-19 patients' stays the Protection Act 2010 (PDPA) to preserve
in order to halt the spread of this disease outbreak are personal records during the Covid-19 pandemic,
truly admirable. Even through constrained capacity at a which involves victim records.
certain point during this unprecedented period, Malaysia
has successfully embraced and performed a REFERENCE
comprehensive dead bodies disposal and document
management system. ADNAN W.H., JONATHAN K.R. & DAUD D. (2021). DEAD BODIES
DISPOSAL AND RECORD MANAGEMENT GUIDELINES AND
Besides that, COVID-19-related death files in PROCEDURES DURING COVID-19 PANDEMIC IN MALAYSIA : A
Malaysia are completely managed by the Ministry of CONCEPTUAL STUDY. JOURNAL OF MEDIA AND INFORMATION
Health (MOH) to prevent the misuse as well as to protect WARFARE. VOL. 14(1), 30-41. RETRIEVED ON 25 JUNE 2021
the deceased's confidentiality.
23F R O M H T T P S : / / I R . U I T M . E D U . M Y / I D / E P R I N T / 4 6 9 7 9 / 1 / 4 6 9 7 9 . P D F

MDAENAATGHEMREECNOTRODF "YOUR FRIENDS MAY BE THINKING OF SUICIDE" -

IN COVID-19 CASES IN Henry Golding worries about suicide
cases in Malaysia during pandemic
Malaysia covid-19.
The Crazy Rich Asians actor shared a
lifeline for further help : @befrienderskl
or call 0376272929 - Malaysian Mental
Health Association

WRITTEN BY WINDYLIA WINNIE

When a person dies in a government-
registered healthcare organization in
Malaysia, the clinical professional in
charge certifies the cause of death, and
indeed the hospital is therefore required
to declare the death within twenty-four
hours.

The National Registration Department
(NRD) is required to issue a death
certificate within twenty-four hours of the
death being reported, in which the death
certificate will normally state the cause of
death.

The officers will require a post-mortem to
discover the exact autopsy report, whereupon
the physician will further the performed
document with the cause of death to the police,
who will decide whether any further action is
necessary. To defend the patients' secrecy,
digital information must have assisted in the
continuous monitoring of COVID-19-related
deaths throughout Malaysia. The declaration of
death doesn't include victims' identities.

REFERENCE

ADNAN W.H., JONATHAN K.R. & DAUD D. (2021). DEAD BODIES

DISPOSAL AND RECORD MANAGEMENT GUIDELINES AND PROCEDURES DURING

COVID-19 PANDEMIC IN MALAYSIA : A CONCEPTUAL STUDY. JOURNAL OF MEDIA

AND INFORMATION WARFARE. VOL. 14(1), 30-41. RETRIEVED ON 25 JUNE 2021

FROM HTTPS://IR.UITM.EDU.MY/ID/EPRINT/46979/1/46979.PDF 24





MANAGING BUSINESS RECORD
IN MALAYSIA

Awareness And Attitudes Among Business Managers

EDITOR : FARISYAH NIZAN

Records need to be managed records management application of
systematic and scientific controls to recorded information required in the

operation of an organization's business.

27

AWARENESS AND ATTITUDES
AMONG BUSINESS MANAGERS

WRITTEN BY FARISYAH NIZAN

Do Malaysian Managers Business Manage
Their Records?

Malaysian managers usually DO COMPANIES HAVE RECORDS DO COMPANIES HAVE RECORDS
did not actually hold such MANAGEMENT COMMITTEES
records in such a way as to MANGEMENT POLICIES AND
satisfy the entire range of A records management system must
standards set our by record be accepted by the management of PROCEDURES
management programs in the organization in order to be An effective record management
developed countries.Not only successful. This can be achieved by
that, Malaysia responsible setting up the committee to oversea program must have a specific written
respondents have kept their the overall of management of
records for minimal reasons, records. In facts many managers of process manual, which contains the
namely to allow them to carry business do not have a separate
out their business operations. entity engaged in general of company policy and the strategy for
In this questions, the term supervision of their records. One
"business archive" had been reported that separate staff are in the system, must be made available.
introduced as means that charge in many position like be a
checking whether any of the business appointed auditor, head of For example, a guide ensures
respondents related their department, two supervisors a
collection of records to the management representative and an continuity in work and behavior. A
preservation of history instead agency appointed by the employer.
of simply to management. typical method also trends to simplify

overall record management.

Furthermore, a guideline that provide

in the policy can help to prevent

circumstances where different

departments take different measure

and produced different results to

record management of the

organization rather than support the

management companies.

Yusof, Z. M., & Chell, R. W. (1999). Managing Business Records in
Malaysia: awareness and attitudes among business managers.

Information Development, 15(4), 228–235.
doi:10.1177/02666669942400

28

By Aina Zahid

IMPROVING

CUSTOMER
SERVICE

EXPERIENCE WITH
RECORDS MANAGEMENT

01 Improves Response Times
Having information at your fingertips helps
to handle customer inquiries more quickly.
And that can only be possible if all the
records are in order and up to date.

02 Access to relevant data

Enhanced responsiveness allows the
company’s representatives to focus on
resolving the issues. The more they know,
the faster the service, the better the CX.
With all the relevant data available to
members of sales and customer service
staff members, decisions can be made on
the spot.

Reference

Causey, A. (2019, April 7). Improving customer service experience with records management. Improving

Customer Service Experience with Records Management. https://www.openkm.com/blog/improving-

customer-service-experience-with-records-management.html 29

03 Various integration options
Record management technology can
be easily incorporated with other
existing applications to make the
business stronger. The integration can
make it simpler to access information
or answer questions immediately.

04 Preserve important information
Information is categorized into public and private
records. Records management helps to protect
sensitive, confidential data by granting access only
to authorized users.

05 Saves time, money, and effort

With the implementation of proper tools,
employee efficiency can peak, and a
considerable amount of operating expenses
can be cut. And in the event of a disaster, theft,
or other loss, vital information can be
effortlessly reconstructed.

Reference
Causey, A. (2019, April 7). Improving customer service experience with records management. Improving

Customer Service Experience with Records Management. https://www.openkm.com/blog/improving-
customer-service-experience-with-records-management.html

30

SECURITY IN "Preservation of
electronic records
ELECTRONIC should be given more
attention than is
RECORDS given to paper based
records, since the
PRESERVATION characteristics of
electronic records are
BY MOHAMMED ADRIZULFI easily changed and
lost, and the risks in
Based on Panpan Liu, Qiuhui Xiao and Xiaotong Xu
(2020), as a particular kind of digital object, in the digital
Specification on Electronic Documents Archiving environment are
and Electronic Records Management (GB/ T18894-
2016), electronic records are defined as records dynamic"
that are created and processed by digital devices,
transmitted via digital devices, stored in digital
formats, and formed from content, structure and
background.

In China, the State Archives Administration
investigates the number of electronic records in all
levels of general archives every year, but it hardly
goes through the details on the whole
preservation process of electronic records. The
surveys of electronic records preservation in China
are mainly initiated by some scholars and their
teams. At present, the earliest and largest survey
in China was conducted by Ning Zhang (2008) and
her team on the status of electronic records
preservation of 153 institutions that are directly
under the central government, provincial archives,
enterprises and public institutions. At that time,
electronic records preservation was conducted in
China for only approximately ten years, and the
methods and scope of archiving, preservation
methods, preservation institutions and electronic
records management system (ERMS) were lacking.
The survey shows that 55.1 percent of the
institutions could not guarantee the authenticity
and reliability of electronic records, and the overall
status of electronic records preservation was
disordered and uncontrolled.

Xiao, Q., Xu, X., & Liu, P. (2020). Security status of electronic records preservation in central China. Library Hi Tech,
39(1), 22–36. https://doi.org/10.1108/lht-04-2019-0088

31

Insufficient awareness and capability Low-grade implement of electronic
of defending the security risks records backup and disaster recovery

Based on Panpan Liu, Qiuhui Xiao and Xiaotong Xu (2020), in Contents, structures and backgrounds are all crucial to the
the surveyed archives, the preservation and management of authenticity, reliability, integrity, and usability of the
paper-based records are performed better than they are for electronic records. Application-level backup and business-
electronic records. It could be concluded that the awareness level backup fail to receive enough attention, which is
and capability of defending the archives from security adverse to preserving electronic records that are stored in
breaches is insufficient. It is found that less than half of the special formats or carriers. More efficient and reliable
institutions preserve electronic records in professional backup methods, such as real-time backup, online backup
physical environments. Although electronic records are not as and differential backup, have not been widely applied. The
physical as paper-based records, they deserve to be preserved technical environment of electronic records is much more
in a professional environment. Otherwise, valuable complex than the paper era. Once disasters occur,
information would be lost. besides, the adoption of innovative electronic records would be in great danger due to a lack
technologies that are employed to defend against risks is of preparation.
unsatisfactory, which makes electronic records more likely to
be attacked. Lack of understanding of the
characteristics of electronic records
"Institutions and organizations have
their own ways of conducting Several archivists have a poor understanding of the
conception and characteristics of electronic records.
electronic records preservation in Some archivists claim that electronic records are not
terms of physical security and supposed to be regarded as archives, which is to say,
information security" archives must be paper-based, which lags behind the
development of technology and times. The
aforementioned phenomenon illustrates that the
preservation value and evidential value of electronic
records are not widely accepted.

Xiao, Q., Xu, X., & Liu, P. (2020). Security status of electronic records preservation in central China. Library Hi Tech,
39(1), 22–36. https://doi.org/10.1108/lht-04-2019-0088

32



- -The Importance of Records Management
WITHIN A
GOVERNANCE,
RETENTION AND
COMPLIANCE STRATEGY

Life Cycle

The life cycle of a record is the period from its creation or receipt to its
final disposition.

Meta-data

Data that describes encrypted data : the framework, associated
information, interconnections & attributes of digital records.

Record

Records are preservation by an agency as proof of the organisation,
functions because of the value of data in the record.

Record Category

Each categorization is correlated with retention and destruction data,
which is adapted to all records within the category.

Record Category Identifier

The alphanumeric or numeric signifier of a Company stating a distinct
record category.

Record Folder

A record folder is a file strategy extension that is either a static structure
or an accumulated collection of records.

Record Identifier

A record identifier is a data element whose benefit is provided by the
system and uniquely identifies a specific record.

Retention Period

Temporary record retention periods can be classified into two
categories.

Time Disposition

"Remove after two years - cut off at the end of the timeline (or fiscal)
year; keep for two years; then destroy," for example.

Time-Event Disposition

The record's retention period does not begin until the case is dismissed;
at that point, the file is cut off and the retention period (destroy after 3
years) is implemented.

W R I T T E N B Y : Windylia Winnie REFERENCE

THE IMPORTANCE OF RECORDS MANAGEMENT WITHIN A GOVERNANCE,
RETENTION AND COMPLIANCE STRATEGY. (N.D.). ALFRESCO WHITE
PAPER SERIES. 1-9. RETRIEVED ON 19 JULY 2021 FROM
HTTPS://WWW.IMMAGIC.COM/ELIBRARY/ARCHIVES/GENERAL/ALFRS_UK
/A091021I.PDF

34

RETENTION OF

HEALTH
RECORDS

IN MALAYSIA

RETENTION PATIENTS’ MEDICAL
PERIOD RECORDS

ORDINARY RECORD - 7 BY AINA ZAHID
YEARS
Patient medical record contents the history and
LEGAL RECORD - 10 level of health of individuals as well as the record
YEARS of treatment administered by General
Practitioners. This information is very important
PEDIATRIC & OBSTETRICS from the clinical, administrative, or legal point of
RECORDS - 21 YEARS view.

PSYCHIATRIC RECORDS - These information whether in the form of manual
LIFETIME or electronic plays an important role in treatment
and healthcare services delivery. Due to the fact
MATERNITY REGISTER that medical records contents private and
BOOK - PERMANENT personal information it is therefore categorized as
classified official document and it has to be given
FORENSIC RECORDS - a desirable level of protection. Medical Records
PERMANENT are therefore classified as “CONFIDENTIAL” and its
management has to comply with procedures for
the management of classified documents as per
Security Order (Arahan Keselamatan).

Reference
Kementerian Kesihatan Malaysia. (2017, June 15). Penyimpanan Rekod Perubatan.

PORTAL MyHEALTH. http://www.myhealth.gov.my/penyimpanan-rekod-perubatan/

35

P hysically, medical records are In accordance with the Security

properties of the Hospital even Order (Arahan Keselamatan),

though the contents belong to custodians and users of patient

patients, in order to ensure safety medical records only those who have

and confidentiality are maintained, made a declaration under the

the Medical Records Department is Official Secrets Act 1972 (Act 88) are

established to manage these records authorized to manage and access

which involve the task of receiving, these medical records.

registering, filing, controlling,

issuance, movement, and disposition. All parties concerned who are

The Medical Records Department is a involved with the management or

restricted area because it is where usage of information are

classified documents or records are accountable for its confidentiality

stored for safekeeping. This area is and should comply with existing

therefore limited only to authorized policies, regulations and laws.

parties. Borrowers of these classified

documents are also accountable for

Personnel who are handling or its safety and confidentiality during

managing medical records are the period these documents are in

responsible to ensure patient their possession. Administratively

information is always maintained however, the safety of patient

confidential and safe. It is ethically medical records is the responsibility

wrong if patient information is being of the Hospital Director.

shared even in the closed forum

without prior consent from the Reference

Kementerian Kesihatan Malaysia.

patient and if it is really mandatory

(2017, June 15). Penyimpanan Rekod

every effort must be made to ensure Perubatan. PORTAL MyHEALTH.

the patient’s identity is not disclosed. http://www.myhealth.gov.my/penyi
mpanan-rekod-perubatan/

36

MALAYSIAN RECORD EDRMS is “an automated system that supports
the creation, use, and maintenance of documents
ELECTRONIC DOCUMENT AND and records in both paper and electronic format,
RECORDS MANAGEMENT with the intention of reaping an efficient
SYSTEM IMPLEMENTATION IN organisation’s workflow and processes”. The
MALAYSIA implementation of EDRMS has been proven to
improve effectiveness, reduce costs, keep
By Farisyah Nizan information safe and secure, manage record
versions, manage the integrity and reliability of
Yusof, Z. M., & Chell, R. W. (1998). How records data, improve service delivery and generally
management could help Malaysia materialize its Vision enhance business processes.
2020. Journal of Librarianship and Information Science,
It supposed to provide a more integrated and
30(3), 169–176. doi:10.1177/096100069803000303 efficient solution for record management within
the organizations. However, the public sector is
suffering from a range of issues in implementing
the initiative where the failure to the
implementation can lead to embarrassment,
reputation damage, and financial loss Previous
studies have reported the failure of the system
implementation was due to a variety of factors
such as computer illiteracy, attitude towards
technology, and poor of change management .
Yet, few studies have actually been conducted in
the context of the public sectorN. O M A D I C | 2 4

37

MALAYSIAN RECORDS

SYSTEM FOR MANAGING DOCUMENTS AND
RECORDS IN MALAYSIA PUBLIC SECTOR

SYSTEM METHOD

DIGITAL DOCUMENT METHOD
MANAGEMENT
(DDMS) An intensive review of literature on the implementation
of EDRMS initiative in the public sector was conducted
Malaysia is using Digital Document alongside with semi-structured interview. For the former
Management System (DDMS) for technique, a research question was outlined i.e. “What
managing the documents and are the issues embraced in Implementing EDRMS
records of its public agencies [6]. initiative in the public sector?”. Search strings such as
DDMS enables significant cost EDRMS implementation”, “EDRMS implementation
savings for the agencies as it is made issues” and “public sector” from various online databases
available through the Software as a were used.
Service (SaaS) delivery model that
leverages on a multitenancy DETAIL >
architecture. DDMS is to be . Security and Privacy
extended to the entire public Security and privacy issues are one of major concern in implementing EDRMS
agencies by the year 2020 and to [5]. The users’ confidence in the system will increase when organizations provide
date, it has been implemented in 52 high priority and assurance related to information security. This is because the
out of 200 agencies. From these 52 user’s confidence and capabilities could also affect the implementation of
agencies, only 11,118 users (51%) are EDRMS [13, 16]. Accordingly, the safety and privacy of organizational information
actively using the system. As the lead should be taken into consideration to prevent such information from being
agency of DDMS implementation in released to the unauthorized users.
the public sector in Malaysia, Issue
Malaysian Administrative Technical issue includes ICT infrastructure, data migration, and system
Modernization and Management integration [2, 12]. ICT infrastructure is a major requirement in EDRMS
Planning Unit (MAMPU) remarks this implementation comprising of the related hardware and software. Data
as unsatisfactory level of usage. migration that not performed according to the procedure may cause the risks of
Therefor this study examines issues data corruption, loss, and alteration
affecting the DDMS implementation
in Malaysia public sector 38

Ab Aziz, A., Mohammad Yusof, Z., Mokhtar,
U. A., & Jambari, D. I. (2018). Electronic
Document and Records Management
System Implementation in Malaysia: A
Preliminary Study of Issues Embracing the
Initiative. Lecture Notes in Computer
Science, 585–591. doi:10.1007/978-3-319-
78105-1_65

MEASURED USED TO
PROTECT RECORDS

Records Storage

Storage is the process of
keeping records in a
certain location until they
are needed and specific
storage media should be
considered when choosing
storage equipment.

An effective records management system
comprises a method for assessing the
organization's needs in order to choose the
optimal storage medium or combination of
media.

Classification of RECORDS MANAGEMENT
Records & SECURITY FOR
BUSINESS PERFORMANCE
The process of locating
records or information AUTHORED BY WAN AZRI
using a predetermined
filing system comprises The degree of security needed for a record will differ based on its
determining the function content. Some records may be extremely sensitive, necessitating
or subject of a record. little or no security. Others will be extremely sensitive,
necessitating extreme caution. A record should be accessible
A system for organizing records according to depending on the sensitivity of the record.
function and subject in order to facilitate
retrieval and filing. Records classifications and If information or data is to be transmitted to a third party or to
scheduling standards are typically incorporated any other location within or outside the business, all safety
in a single integrated system known as a procedures necessary to protect it in transit should be
Records Classification System and Retention implemented. This will involve sending or packaging in the most
Schedule. acceptable format and correct addressing.

Records Security Next, records should both electronically and physically be
preserved safely and securely. Sensitive files should not be left
The degree of protection unattended on the desk or on the computer screen.
from danger, loss, and Organizations should take into account the format or medium to
crime is referred to as retain records and select the most secure and to prevent losses,
security, records should they may need to back up their documents, especially if they are
be safeguarded against important or necessary to business in some respects. At the end
both physical harm and of their lifetime, organizations must choose the appropriate way
unauthorized access. to disclose records.

The security approach used is totally
dependent on the storage technology used.
Confidentiality can be preserved when
computers are used by assigning a password
to a document or file, making it difficult for
another user to access the file.

Aramide, O.K., Ajibola, R.E., Olatunji, O.S., et al. (2020). Improving Records Management And Security For Successful Business Performance: The Role
Of New Media. Library Philosophy and Practice (e-journal). 3734.

39



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Kuala Lumpur
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