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C O NTENTS 2 Author's Name 3 THE EFFECT OF PERFORMANCE IMPACT ON THE INTERGRITY MANAGEMENT OF ELECTRONIC MEDICAL RECORDS 6 DOCUMENTATION IN PRE- TRIAL INVESTIGATION: A STUDY OF USING THE RECORDS CONTINUUM MODEL AS A RECORDS 9 EFFECTIVE RECORD MANAGEMENT PROGRAM IN ORGANIZATION 16 RECORD MANAGEMENT AND INFORMATION PROCESING ON CONSTRUCTION SITES USING DIGITAL PEN AND PAPER 22 RECORD MANAGEMENT CAPACITY AND COMPLIANCE TOOLKITS: A CRITICAL ASSESSMENT 26 REFERENCESS TABLE OF Record Management Journal B O O K I S H M A G A Z I N E | 1
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THE E F F ECT O F PE R F O RMA N CE IMPACT O N THE I N T E G R I T Y MA N A G EME N T O F E L ECT R O N IC ME D ICAL R EC O R D S 3
THE EFFECT OF PERFORMANCE IMPACT ON THE INTEGRITY MANAGEMENT OF ELECTRONIC MEDICAL RECORDS As wireless network technology is used to create, manage, and distribute patient information, managing electronic medical records (EMR) is becoming more challenging. The wireless network presents additional opportunities for corruption and fraud by authorised people who have access to electronically generate, modify, and remove records. In order to prevent fraud and abuse, there is no one uniform methodology for evaluating the integrity management of electronic medical records (EMR) in a reliable digital repository.Hence, it shows the integrity management of EMR in a few government hospitals in Malaysia. Medical records staff were given surveys that resembled questionnaires in order to collect data. As a result, it was demonstrated that integrity was the key element in the effective management of EMR and that it had a significant impact on both management and performance. The continuation of corruption and fraud is directly correlated with a lack of comprehensive records management. It is necessary to keep the records up to date, full, and secure from unauthorised or unintentional modification. At the conception of performance theory, most researchers began to focus on measures that reflected the effort, expenditure and productivity of workers (Viswesvaran, 1993).Performance-monitoring systems are being implemented in budget formulation and resource allocation, employee motivation, performance contracting, improving government services and improving communications between citizens and government as well as for external accountability. Performance Impact: ManagementIntegrity: The integrity of a record refers to its being complete and unaltered. It is necessary that a record be protected against unauthorised alteration. From the aspect of information security, integrity is violated when an employee accidentally or with malicious intent deletes important data files, when a computer virus infects a computer, when an employee is able to modify his own salary in a payroll database, when an unauthorised user vandalises a web site, or when someone is able to cast a very large number of votes in an online poll (Aich, 2009). 4
TAKE RISKS. INACTION IS AS MUCH OF A RISK AS ACTION. A LEC A N T O I N E 5
DOCUMENTATION IN PRETRIAL INVESTIGATION: A STUDY OF USING THE RECORDS CONTINUUM MODEL AS A RECORDS AN EXPLORATORY STUDY ON THE MANAGEMENT OF BUSINESS RECORDS BY KNOWLEDGE WORKERS Issue 6.10 | November 2015 £5.00 6
PROBLEM STATEMENT Knowledge workers are often not loyal to specific organizations, leading to challenges in managing business records. Organizations are useful to knowledge workers if they can acquire new knowledge through working within them. Knowledge workers should adapt to new structures and ways of working while adding value by documenting problems, reporting best practices, and disseminating information. A level of competence in records management is necessary for knowledge workers to manage their own records. This research aims to broaden the knowledge base and understanding of internal business record management practices by knowledge workers, as there is limited information on their practices. RECORDS MANAGEMENT IN THE KNOWLEDGE ECONOMY Knowledge workers need information for efficient, transparent responsibilities, and business records are crucial for evidence of decisions, actions, and transactions. However, electronic business records creation presents challenges for organizations to develop and adopt records management programs. Preservation of electronic records is risky if standards for creation, management, and preservation are not in place. The impact of cell phones and electronic mail on records management adds complexity to ensure accurate, reliable, and authentic records are created and captured while maintaining integrity. An exploratory study on the management of business records by knowledge workers CONCLUSION Unstable employment is the norm in the knowledge economy, requiring self- management of business records by knowledge workers. Records management has evolved from a purely organizational function to a combination of organizational and personal functions. Matching individual and organizational goals depends on trust between knowledge workers and the organization. Organisational records management needs should be planned in a manner that knowledge workers take responsibility of records management seriously and work together to coordinate efforts. 7
VOL. BUSINESS 020 UNLOCKING THE SECRETS OF BUSINESS SUCCESS w w w . r e a l l y g r e a t s i t e . c o m ESSENTIAL TIPS TO PROPEL YOUR SUCCESS
EFFECTIVE RECORDS MANAGEMENT PROGRAM IN ORGANIZATION By Farah Eriyana Mohamed and Ap Azli Bunawan 9
ffective records management is crucial for organizations as records play a vital role in their efficient functioning. Records serve as evidence and provide valuable information about transactions and activities, making them essential for governance processes and decision-making. Importance of Records Management Legal and Social/Cultural Obligations ecords management professionals have the responsibility to ensure that records are accurately maintained, reflecting the organization's activities and transactions. This is essential to meet legal obligations and fulfill social and cultural requirements. Records management goes beyond administrative tasks, serving as a tool for gathering evidence and supporting compliance efforts. E R 10
stablishing robust records management policies is essential for organizations. These policies should be adaptable to the organization's environment, enabling efficient and effective management of records throughout their lifecycle. Clear policies provide guidance on record creation, retention, use, and disposal, ensuring consistency and compliance with regulatory requirements. NEED FOR RECORDS MANAGEMENT POLICIES CHALLENGES IN RECORDS MANAGEMENT E rganizations face variou challenges in records management, such as inadequate methods for managing records, security risks, a shortage of qualified records managers, limited resources, and insufficient record-keeping policies. Overcoming these challenges is crucial to prevent inefficiencies, corruption, and potential fraud associated with improper management of records. O
Staf Awareness and Competencies Top Management Support o ensure effective records management, staff members need to be aware of proper practices and possess the necessary competencies. Training and awareness programs can help employees understand the value of records and their role in maintaining and managing them effectively. Having competent staff contributes to the successful implementation of records management programs T he support of top management is critical for the success of records management programs. When leaders actively endorse and prioritize suitable records management practices, it creates a culture of compliance and accountability throughout the organization. Top management's commitment ensures resources are allocated, policies are implemented, and staff members understand the importance of records management in achieving organizational goals. T 12
E N T R E P R E N E U R S ""TT hh ee bb eesstt ee nn tt rree pp rree nn ee uu rrss aa rree nn oott dd rriivvee nn bbyy mm oo nn eeyy.. TT hh eeyy aa rree dd rriivvee nn bbyy mm aa kkiinn gg aa ddiiffffee rree nn ccee.."" BUSINESS RECORD 1 3
LINDA TUCCI, INDUSTRY EDITOR CIO/IT STRATEGY MEKHALA ROY STRATEGIC MANAGEMENT Whatis strategic management? Strategic managementis the ongoing planning, monitoring, analysis and assessment of all necessities an organization needs to meetits goals and objectives. Changes in business environments willrequire organizations to constantly assess their strategies for success. 14
"RECORD MANAGEMENT IS KNOWING WHAT YOU HAVE, WHERE YOU HAVE IT AND HOW LONG YOU HAVE TO KEEP IT" 15
Nigel Craig and James Sommerville 10 INFORMATION PROCESSING Records management and information processing on construction sites using digital pen and paper www.reallygreatsite.com
RECORD MANAGEMENT AND PROCESSING RECORD MANAGEMENT JOURNAL INTRODUCTION This paper aims to present findings from research that evaluate the defects/snagging management process at construction project level and review the potential for the operation of a novel, paper-based, records management mechanism. THE PURPOSE In today's digital era, the construction industry is gradually adopting innovative technologies to streamline processes and enhance efficiency. One such technology gaining popularity is the use of digital pen and paper for records management and information processing on construction sites. This article explores an important points highlighting the benefits and significance of this technology. 17
R E C O R D M A N A G E M E N T U sin g digit al p e n a n d p a p e r t e c h n olo g y in r e c o r d s m a n a g e m e n t o n c o n s t r u c tio n sit e s o f f e r s s e v e r al a d v a n t a g e s. It allo w s f o r t h e digitiz a tio n o f h a n d w rit t e n r e c o r d s in real-time, eliminating the need for manual data entry and reducing the risk of errors. The technology also enables the capture of additional information, such as timestamps and location data, providing a more comprehensive record. Digital records can be easily stored, indexed, and retrieved, improving efficiency and reducing reliance on physical paperwork. Records management refers to th e s y s t e m a tic c o n t r ol a n d a d minis t r a tio n o f r e c o r d s t h r o u g h o u t t h eir lif e c y cle , in clu din g t h eir c r e a tio n , o r g a niz a tio n , s t o r a g e , r e t rie v al, a n d dis p o s al. In t h e c o n s t r u c tio n industry, proper records management is essential for regulatory compliance, project documentation, accountability, and knowledge preservation. Digital pen and paper systems can streamline records management by digitizing handwritten information, enabling efficient storage, retrieval, and sharing of construction-related records. Digital Pen and Paper for Records Management 1 8
In the realm of records management and information processing on construction sites using digital pen and paper, incorporating snagging processes can be beneficial. Here's how snagging relates to record management and information processing by defect documentation. Snagging involves documenting and recording each identified defect or issue on-site. Using digital pen and paper technology, inspectors can directly note down the details of each snag, along with accompanying sketches or photographs, on specialized digital paper. This enables accurate and detailed documentation of the snag, facilitating its proper resolution and ensuring accountability. Workflow Integration: Digital pen and paper systems can integrate with existing snagging and issue-tracking workflows. The captured snag data can be seamlessly transferred to snagging software or project management systems, allowing for centralized and streamlined management of snags. Integration with existing systems improves data consistency, simplifies reporting, and enhances collaboration among different stakeholders involved in the snag resolution process. NSA G G I N G 19
Digital pen and paper systems streamline data collection and processing on construction sites. Workers can directly record information on special paper using a digital pen, which instantly digitizes the data. This eliminates the need for manual transcription and accelerates the availability of information for analysis, reporting, and decision-making. Streamlined data collection also contributes to more efficient workflows and improved productivity. By digitizing snag data using digital pen and paper technology, construction companies can gather valuable insights and analytics. The digital data can be analyzed to identify recurring issues, track patterns, and measure performance in snag resolution. This data-driven approach helps in identifying areas for improvement, optimizing construction processes, and enhancing overall project quality. Streamlined Data Collection and Processing The adoption of digital pen and paper technology in construction site records management and information processing brings numerous benefits. It streamlines data collection, enhances accuracy and efficiency, offers real-time data accessibility, integrates with existing systems, improves collaboration and communication, and ensures compliance and an audit trail. Embracing this technology can help construction companies optimize their operations, reduce costs, and improve project outcomes in the increasingly digital construction landscape. Editor-in-Chief CONCLUSION D E C E M B E R 2 0 2 2 | IS S U E 10 20
public data, internal data, confidential data, and restricted data THE GDPR USES FOUR LEVELS OF DATA CLASSIFICATION 21
Records Management Journal By Dr Julie McLeod, Sue Childs and Susan Heaford The findings aim to raise awareness of existing toolkits, provide new knowledge on their practical application, and assist users in making informed decisions about their use. A Critical Assessment of Records Management Capacity and Compliance Toolkits October 2007 The literature review revealed a scarcity of information on the four toolkits selected for the project. Only one article was found on one toolkit, while the web search primarily yielded news, press releases, and general information about the toolkits. This limited availability of literature emphasizes the uniqueness of the research project and its potential contribution to knowledge in the field of records management capacity and compliance toolkits. Limited availability of literature All the toolkits are based on relevant national and international records management legislation, standards such as ISO 15489, and good practices. These frameworks provide a basis for the evaluation criteria and link to guidance on improving records management practices. Underlying models and frameworks Three of the toolkits (IGT, RMCAS, RiskProfiler) are software tools that involve data input, analysis, and report generation. The Information Management Capacity Check (IMCC) consists of documentation describing the process, engaging staff with records management, and encouraging change. Design and technology
The toolkits in the study had varying purposes, rationales, and intended audiences. The Information Governance Toolkit (IGT) is mandatory for UK National Health Service organizations and targets the information governance team. The Information Management Capacity Check (IMCC) aims at Canadian federal departments and agencies, primarily senior managers, to assess and improve their information management (IM) capabilities. The Records Management Capacity Assessment System (RMCAS) targets the public sector, particularly in developing countries, and assists in assessing records and information systems capacity. RiskProfiler assesses an organization's records and information management for compliance with regulations and laws, and its use is open to any organization. Purpose and users of the toolkits The toolkits were found to be practical to implement, with minor improvements needed. Real-life users reported that the toolkits effectively met their objectives and assisted in improving records management within their organizations. However, the accuracy and thoroughness of the data input by users significantly impact the results obtained from using the toolkits. Practicality and effectiveness of the toolkits Each of the toolkits has its strengths, and they complement each other rather than compete. The identified improvements were minor in nature and were provided confidentially to the toolkit producers. General recommendations were developed for toolkit developers and users, covering aspects such as provenance, audience, content, format, usability, and evaluation approach. Strengths, improvements, and comparison 23
The key outputs of the project include a set of evaluation criteria applicable to any records management toolkit, a guide to records management capacity and compliance toolkits with case examples and recommendations, and generic recommendations for selecting a records management toolkit in a specific organization/context. Project outputs The project evaluation indicated that participants agreed the project was properly conducted and influenced or informed them as individuals. However, at this early stage, the project had not yet influenced or informed their organizations. Participants found the opportunity to think critically about toolkit evaluation criteria informative and intellectually challenging, and they expressed intentions to act upon the results of toolkit evaluations and/or the generic recommendations. Project evaluation Overall, the study highlights the limited literature on the selected toolkits, their purposes and target users, underlying models and frameworks, design and technology, practicality and effectiveness, strengths and improvements, and the need for tailored toolkits rather than a generic, global approach. The project outputs provide valuable resources for evaluating and selecting records management toolkits, contributing to knowledge and practice in the field. 24
"THE BEST WAY TO PREDICT THE FUTURE IS TO CREATE IT" - PETER DRUCKER 25
R E F E R E N C E S Craig, N., & Sommerville, J. (2007). Records management and information processing on construction sites using digital pen and paper. Records Management Journal, 17(3), 201–215. https://doi.org/10.1108/09565690710833107 Idzwan, M., Salleh, M. I. M., Abdullah, R., & Saleh, M. S. M. (2013). The Effect of Performance Impact on the Integrity Management of Electronic Medical Records 1. ResearchGate. Retrieved from https://www.researchgate.net/publication/265597326_The_Effect_of_Per formance_Impact_on_the_Integrity_Management_of_Electronic_Medic al_Records_1 McLeod, J., Childs, S., & Heaford, S. (2007). Records management capacity and compliance toolkits: a critical assessment. Records Management Journal, 17(3), 216–232. https://doi.org/10.1108/09565690710833116 Mohamed, F. B., & Bunawan, A. (2022). Effective records management program in organization. International Journal of Academic Research in Business & Social Sciences, 12(4). https://doi.org/10.6007/ijarbss/v12- i4/12998 Valtonen, M. R. (2007). Documentation in pre‐trial investigation. Records Management Journal, 17(3), 179–185. https://doi.org/10.1108/09565690710833080