IMR652 E-MAGAZINE

DERIVE
THE STORY OF BUSINESS RECORD
MANAGEMENT

IN THIS ISSUE MANAGE RECORDS
ACCORDING TO
RECORD AS A REGULATORY
STRATEGIC BUSINESS REQUIREMENTS
RESOURCES

Electronic Document and Records
'The Records Management
Practices In Capturing Management System (EDRMS) Adoption in
Organizational Memory' Public Sector – Instrument’s Content

TRAINING FOR RECORD
MANAGEMENT PROFESSIONAL

RECORDS MANAGEMENT IN INSTITUTIONS OF
HIGHER LEARNING : TOWARDS THE BUSINESS

SUPPORT FUNCTION

BUSINESS SYSTEM LEAD OF CRITERIA
ANALYSIS (BSA) AND
RECORDS MANAGEMENT records management
practices in public
BSA AND RECORD
MANAGEMENT institution archives

AMIR ASHMAN - NAZRUL DANISH - KHAIRUL AMIR - IZZAH
ATHIRAH - NURUL IZZAH

1

ABOUT THE

MAGAZINE

2020937831 2020900759 2020704637

MUHAMMAD KHAIRUL AMIR ASHMAAN BIN NAZRUL DANISH BIN
AMIR BIN HANAPIAH ABDUL MUTALIB SHAHROLNIZAM

2020374831 2020308403

NUR IZZAH ATHIRAH BINTI NURUL IZZAH BINTI
MOHD HALIMI AHMAD NIZAM

This magazine is filled with the hardwork of 5 students from Universiti Teknologi Mara Kampus
Sungai Petani. This magazine is the final project of Management of Business Record ( IMR652 )
subject. The student involved are from KBA2465C. This magazine is presented to Dr. Siti Khairunnisa
Sheik Abdul Mutalib, the lecturer for this subject.

This magazine unfold the stories of Business Management Records and keep it simple for readers.

2

THE ULTIMATE LIST OF

EDITOR'S
NOTE

EDITOR

MUHAMMAD KHAIRUL AMIR BIN
HANAPIAH

First and foremost, a million of praises and
thank you to the Almighty, for His blessings

towards us throughout the completion of
this E-Magazine.



We want to express our gratitude to Dr. Siti
Khairunnisa Sheikh Abdul Mutalib, for

providing us with a good guideline along the
completion of this E-Magazine and

consultation. A sincere thank you for the
patience, encouragement and all the

motivation that she offered. It was a pleasure
to have her as our lecturer.



Not to forget, our deepest gratitude to all of
our family members. Without a doubt they
have given a full support and without them, it
would be impossible to finish this magazine



Most importantly, a special thank you toward
all of our group member for their hard work
in completing this E-Magazine assignment.
Thank you and cheers for each of us through

this journey. May God shower us with
success and honor in our life.

3

CONTENTS

05 RECORD AS A
10 STRATEGIC BUSINESS
16 RESOURCES
20
25 by Nazrul Danish Bin Shahrolnizam
2020704637

BUSINESS SYSTEM
ANALYSIS (BSA) AND
RECORDS
MANAGEMENT

by Amir Ashmaan Bin Abdul
Mutalib 2020900759

MANAGE RECORDS
ACCORDING TO
REGULATORY
REQUIREMENTS

by Nur Izzah Athirah Binti
Mohd Halimi

TRAINING FOR RECORD
MANAGEMENT
PROFESSIONAL

by Nurul Izzah Ahmad Nizam
2020308403

LEAD OF CRITERIA

by Muhammad Khairul Amir
2020937831

4

QUOTES OF THE DAY

If opportunity
doesn't

KNOCK, build
a DOOR.

MILTON BERLE

5

DERIVE
THE STORY OF BUSINESS RECORD MANAGEMENT

NAZRUL DANISH

RECORD AS A
STRATEGIC
BUSINESS
RESOURCES

2020704637

6

RECORD AS A
STRATEGIC
BUSINESS
RESOURCES

BY NAZRUL DANISH BIN SHAHROLNIZAM

WHAT IS STRATEGIC
RESOURCES?

A strategic resource is a valuable,
uncommon, difficult to imitate, and non-
substitutable item. A resource is useful to
the degree that it assists a company in
developing strategies to capitalize on
opportunities and defend against dangers.
Competitors struggle to duplicate
resources that are difficult to replicate.

Some resources that are difficult to
reproduce are secured by different legal
measures, such as trademarks, patents,
and copyrights. Other resources are
difficult to replicate since they change
over time and represent distinct qualities
of the company.

Strategic resource also helps organization
understanding more on the past, present
and the future , it helps the organization in
decision making, operations and drive
policy formulation and implementation.

RECORD AS STRATEGIC BUSINESS
R E S O U R C E. S

STRATEGIES IMPACTS

. .

Business analysis Economically
Manage records according to the regulatory Support better management
requirement Ensure accountability
Training for records management
professionals 7

'THE RECORDS MANAGEMENT Because information and knowledge
PRACTICES IN CAPTURING management encompasses all aspects of data,
information, and knowledge in an organization,
ORGANIZATION
AL MEMORY' one must consider records management practices
and their relationship to the capture of
WRITTEN BY: ALWI MOHD YUNUS ; NIK AZLIZA NIK ARIFFIN organizational memory holistically as a
continuous effort and processes of capturing
The article that I have chosen is 'The critical knowledge, whether tacit or explicit
Records Management Practices In knowledge possessed or owned by an
Capturing Organizational Memory'. organization, which becomes the memory of an
Records management is an essential organization.
component of every organization's work
operations. Without records, a business Knowledge and records are essential to the
risks losing transactional evidence, proof survival of knowledge-driven enterprises. The
of behavior, potential lawsuit, and mandate of both Records and IT is an enterprise
historical knowledge of its actions. Not strategy to the collecting, classifying, security,
only that, but organizations risk losing and lifecycle management of this business
vital information in the form of knowledge, information, regardless of format. Organizations
best practices, and lessons learned in the public and private sectors are continuing
through everyday behavior (explicit their attempts to manage the massive document
knowledge), as well as their human capital inventory, regardless of media.
(tacit knowledge). As a result, it is
necessary for organizations to strive in While there are numerous challenges associated
record management and play a crucial role with this effort, one stands out in today's highly
in discovering and capturing information complex business environment: balancing the
into records and keeping them properly, need to minimize the risks associated with the use
therefore conserving the organization's of records as evidence with the business
intellectual assets and transforming community's ongoing interest in retaining and
human capital into structural capital. leveraging all knowledge assets, including
Nonaka emphasises the importance of records. Organizations recognize that in order to
knowledge, particularly tacit knowledge, stay competitive, they must use what they know
as the primary source of new information and what they are learning. Decisions about
and ongoing innovation. Given Nonaka's "What should be maintained and for how long?"
data, information, and knowledge and "What should be shared and with whom?" get
hierarchy, the requirement for an more challenging as this heightened
endeavour to collect knowledge appears understanding for information worth grows.
to be a reasonable and logical conclusion.

8

RECORDS MANAGEMENT PRACTICES INDIVIDUAL MEMORY AND
In most cases, records management strategies ORGANIZATIONAL MEMORY
have shown to be beneficial. However, many Individual employees who arrive and quit
businesses see records as supplementary to the workplace on a daily basis possess a
fundamental organizational processes. When critical kind of knowledge in
corporate techniques have functioned organizational settings. Employees'
successfully for many years, it is tough to modify explicit and tacit knowledge is crucial to
them. an organization's ability to solve issues
and develop new knowledge, but being
CORPORATE MEMORY frequently disregarded in efforts to codify
Overlooking their significance and unique and collect explicit information.
function in the electronic era, the electronic Employees generally acquire this
revolution that all businesses are experiencing information through social contact, such
provides the chance to re-design business as working alongside individuals who are
processes and methodologies. It envisions quick using knowledge gained from previous
access to all information across all systems in projects. Individual knowledge has a
our business as well as information available strong impact on organisational memory
from the outside world. and collective knowledge, which drives
individual performance while interacting
ORGANIZATIONAL LEARNING AS with others.
ORGANIZATIONAL MEMORY DEVELOPMENT
9
To have a deeper understanding of how
knowledge developed through meaningful
experience migrates within an organization.
Attipoe (1999) conducted a research in which he
assessed learning from 22 initiatives in
professional services, financial services, and
industrial firms. He discovered that
organizations recall prior learning in a number
of ways. The memory of an organization is
stored in the minds of its workers and in the
connections that employees rely on on a daily
basis to complete tasks.

SCARED TO DRIVE?

DON'T BE.

START
THE
ENGINE
NOW

THERE'S NO
OTHER PERFECT TIME.

10

DERIVE
THE STORY OF BUSINESS RECORD MANAGEMENT

AMIR ASHMAAN

BUSINESS
SYSTEM

ANALYSIS
(BSA) AND

RECORDS
MANAGEMEN

T

2020900759

11

INTRODUCTION

DEFINITION

Strategic Resources –
resources that are
essential for the success of
a business organization.

To provide an understanding of
the past, present and future,
bring knowledge and
intelligence, bear on decision

making and operations and drive
policy formulation and
implementation.

Duke | 102

12

NO. 12 $6.99

BAD RECORD MANAGEMENT

BY JAMES REUBEN
ARTICLE REVIEWED BY AMIR ASHMAAN

Reuben James has defined record management Here are some critiques in my opinion. Firstly, most
is the organisation, storage and archiving of of the point did not come with real example. For
documents, both electronic and paper. Record example, James Reuben have stated business will
management systems are not all always the core work ineffieciency but did not add on any example or
uses of businesses and organisations, thus these real incident from a company that have poor
systems are important to the proper running of management. It's usually a good idea to look at some
a company. Inefficient records management has sample incident reports at work to ensure your article
very negative effect, both legally and for the well is immaculate because it comprises information from
being of your organization. the wounded employee as well as eyewitnesses, a
safety incident report helps ensure that no one is
Based on the article, there are several mistreated. (Cicero, 2012)
disadvantages of bad records management. Besides, the writer did not come with any statistics
Firstly, Pu these loses, it will in incur losses in such as graphs, pie chart or anything. This shows that
expending resources in searching for the files. In the writer did not make a research such as
addition, customer satisfaction will also be questionnaire. Writer can just take any used
jeopardized if this happened. Moreover, failure questionnaires from any websites to make it easier.
of compliance will also effected by the poor Statistics enable you to assess arguments using
record management. Based on the article, this is quantitative evidence and distinguish between
because it will exposes you to legal consequences reasonable and dubious conclusions. This is especially
from the non compliance with federal regulation important these days because data is abundant, as are
regarding record management. Furthermore, it interpretations given by persons with unknown
will also effect poor management decision motives. (Frost, 2014)
making . This occurred to management
decisions are made with reference to company
records. This refers to without appropriate
documents, an organization risks making
unfounded decisions will cause losses,
corruption and mismanagement. The last point
is spiralling information. The writer article have
added a study entitled “Worldwide Email Usage
Forecast, 2002-2006: Know What’s Coming
your Way,” In above it have stated that this
amount of record management can easily
overwhelm an organization’s capacity Overload
information will effect an organisation to a
standstill.

13

BSA AND
RECORD
MANAG
EMENT

The analysis is an • The parts of the system that is
analytical framework that working well and parts of the
involves the analyzing of system that needs and
an organization as a improvement.
system. • The time needed to complete
the tasks
Component or parts of a • The opportunity and threats of
business system or the organization
organization as listed
below: • The time needed to complete
• The goals and strategies the tasks
of the organization • The opportunity and threats of
• The functions of the the organizations.
organization that support
the pursuit of these goals The analysis provides the core
and foundation for the development
strategies. of recordkeeping tools that
• The gain of insights on contributes to decisions on the
how the organization creation, capture, control,
functions and the storage, disposal and access of
interrelationship records.
between various tasks,
jobs, people, structures
and other elements.
• The activities of the
organizations that
constitute the functions.s.

14

6 maJOR
KNOWLEDGE
AREAS

Enterprise analysis Requirement analysis
and documentation
Focuses on understanding the needs of
the business as a whole, its Describes on how to develop and
strategic directions, and identifying specify requirements in detail to
initiatives that will allow a allow them to be successfully
business to meet those strategic goals. implemented by a project team.

Requirement planning Requirement
and management communication

Involves planning the requirements ITechniques for ensuring that
development process, stakeholders have a shared
determining which requirements are understanding of the requirement and
the highest priority for how they will be
implementation and managing change. implemented..

Requirement elicitation Solution assessment
and validation
Techniques for collecting requirements
from stakeholders in a project. Describes how the business analyst can
verify the correctness of a
proposed solution and how to access 15
possible shortcomings in the
implementation.

DERIVE
THE STORY OF BUSINESS RECORD MANAGEMENT

IZZAH ATHIRAH

MANAGE
RECORDS
ACCORDING

TO
REGULATORY
REQUIREMENTS

2020374831

16

Manage Records According to
Regulatory Requirements


" T O H E L P O R G A N I Z A T I O N S T A Y W I T H I N T H E P O L I C I E S A N D

PROCEDURES OF THE COUNTRY THEY ARE OPERATING IN
REGARDING THE RETENTION OF INFORMATION."



INTERNATIONA MALAYSIA
L STANDARD LEGISLATION

ISO 15489: NATIONAL ARCHIEVES
INFORMATION AND ACT 2003
DOCUMENTATION NATIONAL ARCHIEVES
ACT 1966 (REPEALED
NON-COMPLIANCE ACT 629)
WITH RULES CAN OFFICIAL SECRET ACT
RESULT IN 1972 (AMENDMENT
CONSIDERABLE 1986 ).
PENALTIES AND PUBLIC RECORDS ACT
HAVE AN IMPACT ON 2002 & 1973
THE ORGANIZATION'S PUBLIC
CONTINUITY,THE ADMINISTRATION ACT
USAGE OF RECORDS 2004
MANAGEMENT
SYSTEMS ASSISTS THE ISO 15489 FRAMEWORK CAN ASSIST
FIRMS IN COMPANY IN GAINING THE ADVANTAGES OF
PROPOSING, BETTER RECORDS MANAGEMENT. MEETING
IMPLEMENTING, AND LEGAL DUTIES FOR ACCURATE STORAGE AND
DEVELOPING THE RETRIEVAL IS ONE OF THEM. IT WILL ALSO
ESSENTIAL POLICIES INCREASE ACCOUNTABILITY AND
AND PROCESSES. TRANSPARENCY BY ENSURING THAT DUTIES
WHEN VARIATIONS ARE ASSIGNED TO THE APPROPRIATE PEOPLE
ARE FOUND IN WITHIN COMPANY.
COMPLIANCE WITH
APPLICABLE LEGAL FOR ENTERPRISES THAT PROVIDE RECORD
REQUIREMENTS, MANAGEMENT SERVICES, IMPLEMENTING THE
ELECTRONIC ISO 15489 RECORD MANAGEMENT SYSTEM IS
RECORDS CRITICAL. IT WILL ASSIST IN STREAMLINING
MANAGEMENT MANAGEMENT PROCEDURES AND CREATING
SOLUTIONS HELP MORE EFFICIENT RECORD-KEEPING
LIMIT FINANCIAL METHODS. IT WILL ALSO HELP WITH AUDITS
RESPONSIBILITY AND AND TRAINING.
THE DANGER OF
LITIGATION. 17

The article “Electronic Document and Records Management
System (EDRMS) Adoption in Public Sector – Instrument’s Content
Validation Using Content Validation Ratio (CVR)” by Aziz et al
2019 is informative and insightful because the authors validate
Instrument’s content about adoption of EDRMS that can be use in
new research. New researcher can spend less time to adopt
questionnaire and do not have to worry about validity of the
question as it already been proven in the research. According to
Aziz et al 2019, although Electronic Document and Record
Management System (EDRMS) are good for organization to use in
managing their records and documentation, the system is not fully
use especially in public sector.

ELECTRONIC DOCUMENT The research was about to study the validation of the
AND RECORDS instruments content by following strict process. The Content
MANAGEMENT SYSTEM Validity Ratio (CVR), a quantitative approach, is used to validate
(EDRMS) ADOPTION IN the questionnaire's contents. 78 indicators will be validate and
PUBLIC SECTOR – evaluate EDRMS adoption in the public sector organization. The
INSTRUMENT’S CONTENT study conduct by Aziz et al (2019) are using Content Validity Ratio
(CVR) to validate the questionnaire’s contents. The point to which
the items on the measurement instrument represent the complete
content domain is determined by content validity (CV). Experts
familiar with the instrument's content domain review and determine
whether the items are genuine. A CV ratio (CVR) is a numeric
statistic that indicates the degree of validity of an instrument based
on expert CV ratings. According to one rule of thumb, an item or
scale must have a CVR of at least 0.78 to be considered legitimate.
(Content Validity ratio, 2018).

By Azlina Abd Aziz, Zawiyah Yusof After the validation is performed, 7 out of 78 indicators were
and Umi Mokhtar rejected. Indicators that rejected are (1) EDRMS manages record
Article Reviewed By Nur Izzah security well, (2) I find that the classification of records within
Athirah Binti Mohd Halimi EDRMS is intuitively, (3) Overall I found EDRMS easy to use, (4)
Always ready to be used by all agencies in the public sector, (5)
Correct service, (6) Save costs and (7) I expect to use EDRMS
regularly within the next 6 months. All the indicators that rejected
have value less than 0.58.

Based on Aziz et al (2019), the CVR approach used in this study
has easy-to-follow stages and a precise calculation formula,
making it simple to use. This instrument are effective tools to
measure the level of EDRMS adoption among users in the public
sector. The findings of the study also open up new possibilities for
practitioners, who can utilise the measuring tool to examine
EDRMS implementation in their own organisationNsO. M A D I C   |   2 4

18

By Noel Stein

Criticism Suggestion

As the title mention, Electronic Document and Records The authors may refer Linh Thuy
Management System (EDRMS) Adoption in Public Sector – Nguyen, et al (2008) research on how they
Instrument’s Content Validation Using Content Validation take survey sample selection. They
Ratio (CVR), this journal is focus on the validity of the identify and contact all Australian
questionnaire. This study want to see new possibilities for government department and agencies. An
practitioner, who may use the measurement tool to assess initial contact was made to determine the
EDRMS implementation in their own companies. It provide target participants' specific details such as
few suitable variable can be used for questionnaire related record managers/EDRMS managers/CIO
to adoption of EDRMS in Public Sector. /CEO. The survey were given to 1,289
participants at three levels of Australian
The content validity of instrument can be determined government. Local government, state
using the viewpoints of the panel of experts. Using target government organisation and federal
group members as expert subjects guarantees that the government entities. Although not all
population for whom the instrument is being designed is participant give respond to the survey
represented. (Zamanzadeh et al., 2015) In this article, 11 invitation, the large number of participant
experts are involved in this research. They have research make it easier to see does implementation
experience or work in the field for at least 10 years. The of EDRMS have any significant differences
result may not represent most of the user because the within different sectors or level of
subject of the target group for the instrument is being government body and how it works within
developed is represented is limited. Although the experts different organization.
may have more than 10 years’ experience in using EDRMS,
they may involve in same sector and industry which mean Authors also can include the
the respond are similar. Each sector or industry may have background of current level of EDRMS
differences when using EDRMS than can result to different implementation in the organization. This is
feedback and opinion. Some of variables that being to give better understanding why it
measured may be not applicable for different industry. produce certain result. Other than that,
which system they used for electronic
The study also only focus on the instrument used in the recordkeeping system. (Linh Thuy
study which is CVR, which is considered as a reliable tool to Nguyen, et al (2008).
assess the EDRMS adoption by the system’s user instead of
using the result for EDRMS should be implement within
public sector. Even though the result of the study is useful
for new research, the findings did not state whether public
sector is working towards compliance with government
mandates, which is introducing electronic record-keeping
systems in general. However, the result from the study is
self is indirectly said EDRMS should be implement in public
sector.

Lastly, the study did not specifically mention this study on
EDRMS adoption in public sector is for whom clearly. Based
on assumption, the EDRMS adoption are conduct for
Malaysia public sector as all the authors are Malaysian or it
can be target at public sector at certain area only such as
Kuala Lumpur, Putrajaya and Selangor only.

19

If you get tired,
LEARN TO REST ,

not to quit!

BANSKY

20

DERIVE
THE STORY OF BUSINESS RECORD MANAGEMENT
IZZAH NIZAM

TRAINING FOR
RECORD

MANAGEMENT
PROFESSIONAL

2020308403

21

TRAINING FOR
RECORD

MANAGEMENT
PROFESSIONAL

ECONOMICALLY ENSURE ACCOUNTABILITY SUPPORT BETTER
MANAGEMENT
Filing systems that are organized Records are very important as it
would aid in saving the cost of The success in recognizing
handling, for example cost for is the foundation of records as a strategic resource
space in office, filing equipment would be possible through
and the staff that are involved in accountability. In managing resources such as financial,
maintaining and organizing filing knowledge, equipment, human,
system. organizations, recorded accommodation and payroll.
Hence, once an organization has
Filing system that is well documentation is considered as applied a systematic records
operated and designed with an management program, it would
effective index would be able to an essential. be able to manage the resources
facilitate delivery and retrieval efficiently and effectively.
of information to users faster. Every firms are required to keep
Furthermore, firms with a good records of business transactions Managers and executives will be
records management program and decision in order to meet the able to easily have the
can eliminate duplication of demands for the accountability information they require
work and overlapping of of corporate while also service through a records management
functions. their own needs for information. program. The loss of control of
records could also be avoided.
A record management program Every actions taken by Thus, executives and managers
that is effective can address both organizations have to be are able to keep track of the
the control of creation and accountable, and this is could progressions of the firm, which
record retention. This will then only be proved when the then makes them able to make a
results in stabilization of the administrators are able to access decision efficiently.
growth of records in all formats. the records.
22
A poor record keeping might
result in failures to meet
accountability and other
requirements of the
organization.

RECORDS MANAGEMENT IN
INSTITUTIONS OF HIGHER
LEARNING : TOWARDS THE

BUSINESS SUPPORT
FUNCTION

By Carolyne Nyaboke Musembe
Article Reviewed By Izzah Nizam

The article that I have specifically chose for a review With the aim of establishing the relationship between
is the Records Management in Institutions of Higher records management and how it supports the
Learning : Towards The Business Support Function. function of an institution, the author managed to
This article was written by Carolyne Nyaboke gather a number of 111 respondents to participate in
Musembe, and was published in 2016 in the the study, in which it includes Records Supervisors,
International Journal of Library and Information representatives from the top management, and other
Science Studies. As we know, records can be obtained staffs from the Main Campus of Moi University. The
in any ways, regardless of their physical author applied purposive sampling in choosing the
characteristics, and they serve as the evidence of most suitable candidates for the study, which also
firms or institutions regarding it functions, decisions, enables the collection of data from various
policies and many more. The word record itself has departments in the institution. Other than providing
various definitions and explanations, according to self-administered questionnaires to selected
different scholars. For instance, it was stated by Cox respondents, the author also conducted face to face
(2001) that records could be defined as an extension interviews.
of human memory. Hence, it could not be denied
that records management is a crucial key for The results for the findings of this study was shown in
informations. several categories, where the author included every
category of respondents, which are from the
After reading further into the article, we could see management department, the auditors, supervisors in
that this study was conducted with the aim to explore the institution, the action officers, response from the
deeper on how proper records management supports records staff and also the secretaries.
the functionality of the institutions of higher learning.
The author gathered a total of 111 respondents from Based on this study alone, readers are able to gain a
the main campus of the Moi University, Kenya. The large number of information related to the records
approaches used for this particular study were management from the definition, the explanation,
qualitative and quantitative data analysis techniques. advantages or benefits and its effect on business
functions. The author clearly explains the definitions
As stated by Shepherd (2006) there are countless of records and records management from the
benefits that could be gained from a proper records different perspectives of many scholars and
management. Firstly, an organisation could be organisations. With all the explanations provided in
conducted efficiently and in an accountable manner the study, readers would be able to understand the
with the help of the records that were managed well. concept of records management easily, which then
Organisations would also have the ability to respond results in a better understanding on the whole study
to planned or unplanned events, for instance, audits that has been conducted by the author. The author
and disasters through an effective records also managed to highlight the support functions of
management. On the other hand, management records management in institutions and the records
programmes that were effective could guarantee that that are essential in the institutions of higher learning.
the records are available and valid to use when
needed. 23

On the negative side, the information that was Besides, the study could also focus on small
provided in this study could be too much for the categories of respondents in the parts of sharing
reader to comprehend, as well as rising confusion the result of the study. While the research could
as there are a large number of contents to be still be conducted using the same number of
read. For example, rather than doing a quick respondents, the results should highlight the
reading, readers need to focus on every functions that applies the most to every
information provided, as they could miss the respondents that participated in the research.
points or details that they are searching for. So
while this paper was written in great details and To conclude, this study has been conducted
contents, it is not suitable for readers that are successfully with the aim of investigating the
aiming for light readings. relationship between records management and
its functions in business support. The author
In my perspective, this article could improve in managed to explain the concept of the study
terms of information sharing. As we could see, clearly which would ease the reader to
there are many contents related to the topic of understand the whole contents of this article.
this article that were mentioned and stated by
the author. In order to simplify the paper, the
author could take the initiative to only bring up
the most crucial points of the study instead of
providing extra details that is not applicable to
the study.

24

FASHION HAS TWO
PURPOSES :

COMFORT
AND

LOVE.

BEAUTY COMES

WHEN FASHION

SUCCEED 25

COCO CHANEL

DERIVE
THE STORY OF BUSINESS RECORD MANAGEMENT
KHAIRUL AMIR

LEAD OF
CRITERIA

2020937831

26

Lead to the Criteria

AUTHENTICITY 01

A record is authentic if it can be verified that it is now exactly as it was when first
transmitted or set aside for retention.
To ensure the authenticity of records, organizations should implement and document
policies and procedures which control the creation, receipt, transmission, maintenance and
disposition of records to ensure that records creators are authorized and identified and that
records are protected against unauthorized edition, deletion, alteration, use and control.
For example - a letter received in an office may be date-stamped, registered and placed on a
file. The file containing the letter is tracked throughout its use and stored when not in use
in a records office.

02 RELIABILITY

A reliable record is one whose contents can be trusted as a full and accurate representation
of transactions, activities or facts to which they indicate and can be depended upon in the
course of subsequent transactions or activities.
For the records system, the reliability of the system should be documented by creating and
maintaining records of systems operation.

USABILITY 03

A useable record is one that can be located, retrieved, presented and interpreted.
It should be capable of subsequent presentation as directly connected to the business
activity or transaction that produced it.
The contextual linkages of records should carry the information needed for an
understanding of the transaction that created and used them.
It should be possible to identify a record within the context of broader business activities
and functions. The links between records that document a sequence of activities should be
maintained.

04 INTEGRITY

The integrity of a record refers to its being complete and unaltered. It is necessary that a
record be protected against unauthorized alteration.
Records management policies and procedures should specify what annotations may be
made to a record after it is created, under what circumstances additions or annotations may
be authorized and who is authorized to make them.

27

RECORDS MANAGEMENT
PRACTICES IN PUBLIC

INSTITUTION ARCHIVES

INTERNATIONAL JOURNAL OF ENGINEERING
& TECHNOLOGY

Written by: Kamarudin and Nurul Hanis The article also mentioned about the research
methodology used to achieve the objective.
Based on the article, identification types of records, Researchers decided to use the qualitative
policy, procedure, filing system and records study as methodology, and one of the public
management system is among the most important institution archives will be selected due to the
aspect in managing a record in the archives. This time constraint and cooperation from a
article was based on one propose case study that resource person. In terms of respondents, there
will be conducted in one of the public institution is certain staff that can be key informants in this
archives. The objectives of this articles are aiming study that will be selected. In this study, the
to identify types of records kept, the policy and researcher pro-poses to collect data through a
procedure used, the filing system and records semi-structured interview with selected
management system used in one of the public informants.
institution archives in Malaysia. All objectives are to
give awareness about the importance of good The element of this article is about record
records management practices in ensuring all management element such as type of records,
archival material collections of public institution Records Management Policy, Records
archives can be protected for future reference. Management Procedures, Filing System, and
Future findings from this study can become a Records Management System. Archives
guide for proper records management practices, department of public institution has their own
particularly in academic institutions, which are still resources such as staff records, student records,
lacking in Malaysia. administration records and vital records, which
were valuable for historical reference, research
The articles explore about records management and development. In the future, it archives
practices in public institution archives. Regardless resources can be good evidence if a failure to
to achieve the objectives, the article mentioned interpret or under-stand something correctly
various thing such as several problems regarding occurs. Moreover, work process in organization
the records management practices of the archives become more systematic when policy has been
department of the public institution. There a few used as guidance, and also fulfils the need of
problems that are mentioned in the article which records creators and users.
is types of records, lack of Records Management
Policy, lack of Records Management Procedures, 28
The Filing System is Not Well Maintained and
Improper Records Management System.

At the same time, classification of In my opinion, in order to solve all the
records on the activities of problem, all of this task should be
departments must be related each conducted by records professional
other. Therefore, classifications are because they are qualified professionals as
required for an effective records compared to other staffs. Organization
management program. Besides that, a that manages records with-out proper
good records management system procedures of records management can
should have security aspects which cause any possible risks in the future.
only an authorized person can access Archives department should organize
the records and information security periodical training or workshop that
control is part of electronic system related with work process or any latest
security which it can avoid from any development to increase knowledge and
alterations or changes on records develop skills among staff. Moreover, all
content to ensure the authenticity, records in the archives department must
availability and reliability of records. be arranged properly for easier access, and
it is needed to be kept and protects
In my judgement, the article truly records from accidental loss or destruction
shows about the record Records as describe in records management
Management Practices in Public policy.
Institution Archives. As it shown that
records management practices are Furthermore, the implementation of
important in managing archives records management procedures is
department of public institution necessary for any organization, including
because records contain recorded archives department of public institution
information, which can be good because well documented procedures can
evidence for any claims or legal protect records for long term access. Filing
actions. Most of the public institution system can ensure all the records are
do not aware about the roles of managed with the right ways for faster
archives department because it’s retrieval and access when it was needed.
significant are invisible. Public Other than that, classification of records
institution produced a huge number must be developed during the creation of
of records based on activities and records to ensure an effective retrieval
transactions, which must be preserved process. Lastly, it is important to develop
for future use. All collections from the proper system that meets archives and
public institution that have historical records management requirements.
value should be retained permanently, Records management system can assist
and university archives are the proper an organization in access information,
place to preserve the collections to enable sharing of documents, reduce
enhance research and development in problems on duplication of records, and it
related areas. will ensure all the work process becomes
more systematic.
However, the process of maintaining
an original classification system is one In conclusion, it is importance that good
of the frustrating problems faced by records management practices in
academic archivists because it was ensuring all archival material collections of
constantly changing and often public institution archives can be
puzzling lines of authority in colleges protected for future reference. They
and universities. At the same time, the should implement the element of good
outline of records group and record management in order to have a
subgroups is obsolete and no proper record management practice. So,
classification guide. Failure of in this article, it can become a guide for
organization in providing proper and proper records management practices,
user-friendly records system can give particularly in academic institutions,
effects on the management of records which are still lacking in Malaysia.
at archives department and improper
records system can give big problems 29
in the future which records cannot be
access for organization purpose. In
addition, it was a challenge for
archives department when they lack
of skilled staff because any changes or
implementation of the new system
requires proper training to make them
familiar with the usage and functions.

SOMEONE IS
SITTING IN
THE SHADE
TODAY
BECAUSE
SOMEONE
PLANTED A
TREE A LONG
TIME AGO.

- WARREN BUFFETT

30

REFERENCES AZIZ, A.A., YUSOF, Z. M., & MOKHTAR, U. A. (2019). ELECTRONIC DOCUMENT AND RECORDS
MANAGEMENT SYSTEM (EDRMS) ADOPTION IN PUBLIC SECTOR – INSTRUMENT’S CONTENT
IMR652
RECORD CHIGARIRO, DICKSON AND NJABULO BRUCE KHUMALO. "ELECTRONIC RECORD
MANAGEMENT MANAGEMENT RESEARCH IN ESARBICA : A BIBLIOMETRIC STUDY." RECORDS MANAGEMENT
JOURNAL (2018): 16.
VOLUME ONE
JANUARY 2022 KAMARUDIN, ET AL. "RECORDS MANAGEMENT PRACTICES IN PUBLIC INSTITUTION
ARCHIVES." INTERNATIONAL JOURNAL OF ENGINEERING & TECHNOLOGY (2018): 4.

MOKHTAR, UMI A. AND ZAWIYAH M.Y. "ELECTRONIC RECORDS MANAGEMENT IN THE
MALAYSIAN PUBLIC SECTOR: THE EXISTENCE OF POLICY." RECORDS MANAGEMENT
JOURNAL (2009): 17.

MUSEMBE, C., N. (2016). RECORDS MANAGEMENT IN INSTITUTIONS OF HIGHER LEARNING :
TOWARDS THE BUSINESS SUPPORT FUNCTION. INTERNATIONAL JOURNAL OF LIBRARY AND
INFORMATION SCIENCE STUDIES, 2(1), 13-28.

NGUYEN, LINH THUY; SWATMAN, PAULA M. C.; AND FRAUNHOLZ, BARDO, "AUSTRALIAN
PUBLIC SECTOR ADOPTION OF EDRMS: A PRELIMINARY SURVEY" (2008). ACIS 2008
PROCEEDINGS. 7.

ZAMANZADEH, V., GHAHRAMANIAN, A., RASSOULI, M., ABBASZADEH, A., ALAVI-MAJD, H., &
NIKANFAR, A. R. (2015). DESIGN AND IMPLEMENTATION CONTENT VALIDITY STUDY:
DEVELOPMENT OF AN INSTRUMENT FOR MEASURING PATIENT-CENTERED COMMUNICATION.
JOURNAL OF CARING SCIENCES, 4(2), 165–178.

CICERO, M. T. (2012, MARCH 5). RETRIEVED FROM
HTTPS://SAFETYSTAGE.COM/INCIDENT-REPORTING/EXAMPLE-INCIDENT-REPORT-
WORKPLACE/

FROST, J. (2014, JULY 4). STATISTIC BY JIM. RETRIEVED FROM
HTTPS://STATISTICSBYJIM.COM/BASICS/IMPORTANCE-STATISTICS/

HAMMELS, D. (2018). RETRIEVED FROM HTTPS://WWW.TOPPR.COM/GUIDES/BUSINESS-
CORRESPONDENCE-AND-REPORTING/ARTICLE-WRITING/STEPS-OF-ARTICLE-WRITING/

31