N ATI O N AL A R C H IVE S O F U N ITE D STATE S O F A M E R I C A DOES YOUR BUSINESS HAS DISASTER RECOVERY PLAN? Digest BUSINESS FEBRUARY 2 0 2 3 DIANA J ENNI F ER NAT E L LYE HAMZI M A N A G E M E N T O F B U S I N E S S R E C O R D S W O R L D T O P 1 0 B E S T B U S I N E S S E - M A G A Z I N E WRI T T EN BY THE INNOVATION OF UNDERWATER DATA CENTRE For m ore e-M a g azine
TABLE OF CONTENTS Sean Fraser Authors Note Oldest Business in the World When Management meets Engineering Key Stakeholders in Business No Evidence No Talk You Should Know Edwin Grenville Seibels The Key: Marketing Research Financial Record Keeping and Auditing Production Record Management Business Records Characteristic Benefits of Good Business Records Strategic Resources, Managing Records Six Major Knowledge of Business Analysis Training: Records Management Professionals Impact of Managing records as a Strategic Resource Records Management Process in Business Organizations Record Management Professional The National Archives of U.S ISO 15489 Managing Records Processes Eliminating the Evidence Business Continuity Plan (BCP) Disaster Recovery Planning Disaster Recovery Operation Effective Customer Service
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2021114805 JENNIFER LAWAI C r e a t i v e E di t o r o f This magazine was a success with the cooperation of my teammates . With their trust, i could edit and design the magazine reaching my maximum capacity of creativity "Team work make the dream work" My biggest hope is for this magazine not only to be informative and academical but also entertaining and fun to read. A NOTE uthor ' s BUSINESS DIGEST
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I have been interested in doing a magazine. When I finally did, I realize it is not as easy as I thought. But it is definitely super fun! This has been the BEST EXPERIENCE I ever had working as a team. I hope this magazine can add more knowledge to the readers. This is a perfect magazine for not just record professionals, but also just anybody. It's a fun and interesting eMagazine, I promise! 2021525453 HAMZI BIN HAMDAN V ide o E di t o r o f A NOTE uthor ' s BUSINESS DIGEST
BUSINESS IN THE WORLD OLDEST Business as we know it can be traced back 3,000 years to India and China, where companies – with structures resembling sole proprietorships, partnerships and corporations. Business organization - any official activity with the target of creating revenue and profit from sale of goods or services. The oldest operating business is Kongo Gumi in Japan, founded in 578. It's a construction company that specializes in shrines and temples. Source: https://www.smallbusinessrainmaker.com/small-business-marketing-blog/the-oldest-companies-in-the-world-infographic
WHAT WITH TAYLOR? FREDERICK WINSLOW TAYLOR Taylor's philosophy focused on the belief that making people work as hard as they could was not as efficient as optimizing the way the work was done. In 1909, Taylor published "The Principles of Scientific Management". In this, he proposed that by simplifying and optimizing jobs, we can increase our productivity. define as the process of reaching organizational goals by working with and through people and other organizational resources. It is also essential for an organized life and necessary to run all types of management. Good management is the backbone of successful organizations. Management is a set of principles relating to the functions of planning, organizing, directing and controlling, and the application of these principles in harnessing physical, financial, human, and informational resources efficiently and effectively to achieve organizational goals known as F.W. Taylor, was an American mechanical engineer who is regarded as the father of scientific management and was one of the first management consultants. The believe of Taylor is known for being different as back then the way work was typically done in businesses beforehand where factory manager has very little contact with the employees, and he left the employees independently to produce the necessary product. These "time and motion" studies also led Taylor to conclude that certain people could work more efficiently than others. These were the people whom managers should seek to hire where possible. Therefore, selecting the right people for the job was another important part of workplace efficiency. Taking what he learned from these workplace experiments, Taylor developed four principles of scientific management. These principles are also known simply as "Taylorism". WHEN MANAGEMENT MEETS ENGINEERING As an mechanical engineer, Taylor is very interested in efficiency. He applied the scientific method to study the optimal way to do any type of workplace task. As such, he found that by calculating the time needed for the various elements of a task, he could develop the "best" way to complete that task. MANAGEMENT COULD BE... PLANNING ORGANIZING LEADING CONTROLLING 4 BASIC MANAGEMENT PROCESS In the planning phase, management should identify the goals and create a reasonable course of action to attain them. There may be multiple ways to achieve the goal, but it’s management’s responsibility to determine the best course of action. Organizing facilitates a clear development of the organizational structure for executing the plan, but it also encourages collaboration among team members spread amongst various teams and departments. The leading stage consists of motivating and influencing employees to do the work and meet performance standards. Keep in mind that effective leadership extends beyond delegating and directing employees what to do. The controlling function consists of monitoring performance and progress through project execution and making adjustments as needed. Managers should ensure that employees meet deadlines while simultaneously balancing synchronicity amongst the project’s resources and the overall budget.
HOW TO START YOUR CAREER AS FREELANCER A magazine is a periodical publication, which can either be printed or published electronically. It is issued regularly, usually every week or every month, and it contains a variety of content. This can include articles, stories, photographs, and advertisements. TIPS & TRICKS FOR GROWTH YOUR SOCIAL MEDIA It is issued regularly, usually every week or every month, and it contains a variety of content. This can include articles, stories, photographs, advertisements. A magazine is a periodical publication, which can either be printed or published electronically. HOW TO WORK FROM HOME WITH KIDS It is issued regularly, usually every week or every month, and it contains a variety of content. This can include articles, stories, photographs, and advertisements. A magazine is a periodical publication, which can either be printed or published electronically. HOW TO START YOUR CAREER AS FREELANCER A magazine is a periodical publication, which can either be printed or published electronically. It is issued regularly, usually every week or every month, and it contains a variety of content. This can include articles, stories, photographs, and advertisements. TIPS & TRICKS FOR GROWTH YOUR SOCIAL MEDIA It is issued regularly, usually every week or every month, and it contains a variety of content. This can include articles, stories, photographs, advertisements. A magazine is a periodical publication, which can either be printed or published electronically. HOW TO WORK FROM HOME WITH KIDS It is issued regularly, usually every week or every month, and it contains a variety of content. This can include articles, stories, photographs, and advertisements. A magazine is a periodical publication, which can either be printed or published electronically. HOW TO START YOUR CAREER AS FREELANCER A magazine is a periodical publication, which can either be printed or published electronically. It is issued regularly, usually every week or every month, and it contains a variety of content. This can include articles, stories, photographs, and advertisements. TIPS & TRICKS FOR GROWTH YOUR SOCIAL MEDIA It is issued regularly, usually every week or every month, and it contains a variety of content. This can include articles, stories, photographs, advertisements. A magazine is a periodical publication, which can either be printed or published electronically. HOW TO WORK FROM HOME WITH KIDS It is issued regularly, usually every week or every month, and it contains a variety of content. This can include articles, stories, photographs, and advertisements. A magazine is a periodical publication, which can either be printed or published electronically. KEY STAKEHOLDERS IN BUSINESS What Is a Stakeholder? A stakeholder is a person or group that has an interest in a business and can either affect or be affected by the business. The primary stakeholders in a typical corporation are its investors, employees, customers, and suppliers. CREDITORS Creditors is a person or organization that expand credit to another person or company to loan cash usually by loan agreement or contract. There are two classification of creditors; personal and real OWNERS Owners could be an entrepreneurs - a person who manage, and estimate the risk in opening a business. Owners also could create a business and serve as a sole aowner. Coowner is when the owner allow someone to have interest in the business. When there is a combined ownership of a business, the proportion of ownership will reduced and same goes to profits will be shared among these owners. Personal creditors is those who borrow money to friends or family but allow delay in payment. Real creditors are banks or finance companies that issue legal contracts and loan agreement.
HOW TO START YOUR CAREER AS FREELANCER A magazine is a periodical publication, which can either be printed or published electronically. It is issued regularly, usually every week or every month, and it contains a variety of content. This can include articles, stories, photographs, and advertisements. TIPS & TRICKS FOR GROWTH YOUR SOCIAL MEDIA It is issued regularly, usually every week or every month, and it contains a variety of content. This can include articles, stories, photographs, advertisements. A magazine is a periodical publication, which can either be printed or published electronically. HOW TO WORK FROM HOME WITH KIDS It is issued regularly, usually every week or every month, and it contains a variety of content. This can include articles, stories, photographs, and advertisements. A magazine is a periodical publication, which can either be printed or published electronically. HOW TO START YOUR CAREER AS FREELANCER A magazine is a periodical publication, which can either be printed or published electronically. It is issued regularly, usually every week or every month, and it contains a variety of content. This can include articles, stories, photographs, and advertisements. TIPS & TRICKS FOR GROWTH YOUR SOCIAL MEDIA It is issued regularly, usually every week or every month, and it contains a variety of content. This can include articles, stories, photographs, advertisements. A magazine is a periodical publication, which can either be printed or published electronically. HOW TO WORK FROM HOME WITH KIDS It is issued regularly, usually every week or every month, and it contains a variety of content. This can include articles, stories, photographs, and advertisements. A magazine is a periodical publication, which can either be printed or published electronically. HOW TO START YOUR CAREER AS FREELANCER A magazine is a periodical publication, which can either be printed or published electronically. It is issued regularly, usually every week or every month, and it contains a variety of content. This can include articles, stories, photographs, and advertisements. TIPS & TRICKS FOR GROWTH YOUR SOCIAL MEDIA It is issued regularly, usually every week or every month, and it contains a variety of content. This can include articles, stories, photographs, advertisements. A magazine is a periodical publication, which can either be printed or published electronically. HOW TO WORK FROM HOME WITH KIDS It is issued regularly, usually every week or every month, and it contains a variety of content. This can include articles, stories, photographs, and advertisements. A magazine is a periodical publication, which can either be printed or published electronically. EMPLOYERS What Is a Stakeholder? A stakeholder is a person or group that has an interest in a business and can either affect or be affected by the business. The primary stakeholders in a typical corporation are its investors, employees, customers, and suppliers. CUSTOMERS Customers expect the business to provide efficient and high-quality products and services. In general, meeting the customers’ needs is an extremely important area of concern for ensuring the success of any business. Customers are directly impacted by the product quality a business gives. Customers are the people who buy business products. Customers expect to buy the best quality from that business but at a fair price SUPPLIERS Suppliers are people or businesses who sell goods to your business and rely on you for revenue from the sale of those goods. In addition to looking out for their own revenuegeneration, suppliers are also often concerned with safety, since their products can directly impact your business’ operations Source: https://www.activecampaign.com/blog/types-of-stakeholders
ACCORDING TO UN, RECORD MANAGEMENT IS WHEN A PERSON OR AN ORGANIZATION TAKE ACCOUNTABILITY FOR EFFICIENT AND STRATEGIC CONTROL OF THE CREATION, RECEIPT, MAINTENANCE, USE AND DISPOSITION OF RECORDS, INCLUDING PROCESSES FOR CAPTURING AND MAINTAINING EVIDENCE OF AND INFORMATION ABOUT BUSINESS ACTIVITIES AND TRANSACTIONS IN THE FORMS OF RECORDS. ST/SGB/2007/5 RECORDKEEPING AND THE MANAGEMENT OF UNITED NATIONS ARCHIVES. EVERYBODY DEPENDENT ON INFORMATION TO ASSIST US TO WORK EFFICIENTLY AND TO CREATE THE KNOWLEDGE ON OUR OWN AND THE ORGANIZATION. RECORDS MANAGEMENT IS THE EFFICIENT AND SYSTEMATIC CONTROL OF THE CREATION, RECEIPT, MAINTENANCE, USE AND DISPOSITION OF RECORDS. BUSINESS RECORDS CAN ALSO BE KNOWN AS BUSINESS INFORMATION. IT DOES CONTAINS THE TRANSACTION BETWEEN TWO OR MORE PARTIES IN THE FORM OF ELECTRONIC AND PAPER DOCUMENTS. BUSINESS RECORDS ARE KEPT FOR EVIDENCES AND REFERENCES. RECORDS MANAGEMENT SOURCE: BRITANNICA, T. EDITORS OF ENCYCLOPAEDIA (2022, OCTOBER 21). INDUSTRY. ENCYCLOPEDIA BRITANNICA. HTTPS://WWW.BRITANNICA.COM/TECHNOLOGY/INDUSTRY NO EVIDENCE NO TALK A BABYLONIAN ASTRONOMICAL CALENDAR, C. 1000 BCE© SCIENCE SOURCE - ONE OF WORLD OLDEST RECORDKEEPING CONTROL SYSTEM OF BUSINESS RECORDS ARE PROCESS THAT A PERSON OR MANAGERS APPLIES TO DETERMINE WHEN AND WHERE AN ISSUE ARISES WITH BUSINESS PROCESS. CONTROL HERE MEANS ONLY ALLOWED AND AUTHORIZES OFFICER TO TAKE CORRECTIVE ACTION. CONTROL SYSTEM OF BUSINESS RECORDS BUSINESS PROCESS BUSINESS RECORDS MONITOR AGAINST STANDARD CORRECT DEVIATION STANDARD
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Y TY O PES U OF S BU H SINE O SS R U ECO L RD D IN O K RGA N NIZ O ATI W ON ADMINISTRATIVE Used in daily operation of a business. Such as, minute of meeting, organizational chart tc ADVERTISING used to promotes the good and services to the customer, such as, catalogues. ACCOUNTING AND FISCAL used to demonstrate the process of money in the company , like balance sheet, cheques and petty cash records. CORPORATE It is a vital records that records show the background and condition, such as, permits to do business. EXECUTIVES This is used to explain regarding the administration of the company or anything to show the information of the organization INSURANCE To be utilized when there is a need to make policy or to claim for any damages or loss. LEGAL These records are related with industrial operation, such as, inspection records. MANUFACTURING records that are related to industrial operation, such as, inspection records and operating reports PLANT AND PROPERTY These records are records that are related to the operation of managing land and buildings. PERSONNEL Related to staff or any individual that is in the company. PURCHASING This is related to buying, lease or hiring significance store and equipment. For example, purchase orders. MARKETING These records related with the process of selling and buying AND SALE TAXATING Records that are related to the amount assessed as tac or the revenue gained from taxes
EDWIN GRENVILLE SEIBELS THE HISTORY OF The ve r ti cal filing syst em was c r eat ed in 1898 by Edwin Gr envill e Se ibe ls (Sept embe r 12, 1866 – De c embe r 21, 1954), who is ac c r edit ed with its invention. This syst em has be en wide ly us ed for mor e than a c entury. He did submit a pat ent appli cation for his me thod, but it was r e j e c t ed on the grounds that it was me r e ly an idea and not a physi cal obj e c t.
MARKETING RESEARCH IS THE KEY Marketing and sales-related activities or businesses, including advertising and market research. The management process accountable to determine, expect and fulfil customers needs profitability. A successful organization is one that set the aim to unravel the desire of the customer and way to fulfil it. To achieve this, a "marketing research" should be done. There are two types of marketing research, which is, primary research and secondary research. PRIMARY AND SECONDARY RESEARCH Interviews (telephone or face-toface) Surveys (online or mail) Questionnaires (online or mail) Primary research is analysis carried out by you (or hire someone to do for you.) It entails speaking with a source directly to collect information, typically clients and potential customers in your target market. A key business model known as the "marketing mix" has always focused on the four Ps of product, price, place, and promotion. The "collection of marketing tools that the firm takes to accomplish its marketing objectives in the target market" is known as the marketing mix. Research that has already been prepared, gathered, organized, and published by others is referred to as secondary research. It comprises research and reports from government organizations, industry trade groups, and other companies. A lot of secondary research is available right on the Web, simply by entering key words and phrases for the type of information you’re looking for. MARKETING MIX
Bookkeeping and internal How long should you keep financial records? Accounting's history can be traced back thousands of years to the cradle of civilization in Mesopotamia and is said to have developed alongside writing, counting and money. The early Egyptians and Babylonians created auditing systems, while the Romans collated detailed financial information. The core of the accounting process is the recording of each transaction made by a business. It is necessary to know the specifics of sales, purchases, and spending in order to oversee business operations, link expenses to income, pay bills on time, collect debts, and record asset values. Internal auditing of the bookkeeping system is undertaken to test the efficiency of that system. Keep in mind, the IRS can audit returns up to 3 years back, though in some cases this can extend to 6 years or even longer. Some documents, such as final pay stubs for each year you were employed, should be kept indefinitely, to help substantiate your income in matters related to social security benefits. Additionally, you might also want to consider keeping these in a cabinet that locks or even in a fireproof safe. You are responsible for meeting your monthly, quarterly and annual federal, state and city tax obligations. These obligations include payroll taxes— employee withholdings and company share for federal income tax, social security and Medicare—state and local sales taxes, local business taxes, and licenses and fees to do business in the jurisdiction your company is located. Keeping your books up-to-date and accurate is the best remedy for your business’ financial health. It allows you to efficiently manage your business cash flow and obtain the best prices from suppliers as well as the best interest rates from your lenders. The first items your lenders will ask for are updated financial statements and recent tax returns. Financial Record Keeping and Auditing Source: https://www.lawpay.com/about/blog/financial-record-keeping-best-practices/ Why is Important to Keep Financial Records?
Source: https://www.lawpay.com/about/blog/financial-record-keeping-best-practices/ Production Record Management Production is the process of combining various inputs, both material and immaterial in order to create output. Ideally this output will be a good or service which has value and contributes to the utility of individuals. The process by which produce a finished product from raw material. Production has 3 categories; the manufacturing process, service activities and advisory activities. THE PRODUCTION FUNCTION The Manufacturing Process Service Activities Advisory Activities Place location Production methods Place Layout Maintenance Stock Control Distribution Work Study Quality Control Personnel on Record Management The success of an organization depends upon the effort of its employees. An effective personnel function will ensure: People are doing the right job; People are trained to do their job efficiently; People are paid according to their contribution and effort; People are protected from danger and unnecessary hazards; People are motivated in their job; People are satisfied with their employer;
SOURCE: SVÄRD, PROSCOVIA (2017). ENTERPRISE CONTENT MANAGEMENT, RECORDS MANAGEMENT AND INFORMATION CULTURE AMIDST E-GOVERNMENT DEVELOPMENT || RECORDS MANAGEMENT. , (), 13–24. DOI:10.1016/B978-0-08-100874-4.00002-8 Figure 1 A shelf of documents and hardcopy records.. a “field of management responsible for the effective and systematic control of the creation, maintenance, use, and disposal of business records,” according to ISO 15489-1, (2001). Records stand out from other information assets due to their inherently trustworthy and authentic transactional features. In a digital context where documents may be quickly altered and manipulated, good records management is essential to good governance. Authentic records are the foundations of accountability and transparency since they serve as the proof of actions and choices. The ISO 15489-1 standard offers best practice advice on how to manage records to make sure they are authentic, reliable, complete, undamaged, and usable. 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. The authenticity of the record can be proved, together with the fact that it was made or sent at the time it is said to have been done and by the person who made or sent it. Content 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. A record must can be located, retrieved, presented and interpreted. It should be possible to identify a record within the context of broader business activities and functions. The integrity of a record refers to its being complete and unaltered. It is necessary that a record be protected against unauthorized alteration. Any authorized annotation, addition, or deletion to a record should be explicitly indicated and traceable. A document must have certain characteristics in order to be referred to as a record. The characteristics are as stated below: Authenticity Reliability Usable Integrity According to the International Council on Archives' guidelines, a record "is not simply a collection of facts, but rather the consequence or product of an event and, therefore, tied to a commercial activity." As a fixed representation of the business transaction, records' content must exist in a fixed form as one of its identifying characteristics. BUSINESS RECORDS ? CHARACTERISTIC OF RECORDS
Records management aims to assist a company in maintaining the required paperwork in a readily accessible location for both business operations and compliance audits. Business records are important as a good records will help in the following: SOURCE: INTERNATIONAL COUNCIL ON ARCHIVES. (2008A). PRINCIPLES AND FUNCTIONAL REQUIREMENTS FOR RECORDS IN ELECTRONIC OFFICE ENVIRONMENTS—MODULE 2: GUIDELINES AND FUNCTIONAL REQUIREMENTS FOR ELECTRONIC RECORDS MANAGEMENT SYSTEMS. INTERNATIONAL COUNCIL ON ARCHIVES. Figure 1 A shelf of documents and hardcopy records.. BENEFITS OF GOOD BUSINESS RECORDS TYPES OF BUSINESS RECORDS Monitor the progress of business Prepare financial statements Identify sources of income Keep track of deductible expenses Keep a record of property's foundations. Prepare tax returns Support items reported on tax returns Administrative Advertising Accounting & Fiscal Corporate Executive Insuranance Legal Manufacturing Plant & Property Personnel Purchasing Sales & Marketing Taxation
MANAGING RECORDS STRATEGIC RESOURCES REGULATORY REQUIREMENTS Each organization must determine the legal framework that influences its operations and the standards for recording those operations. Organizational policies and procedures should demonstrate how the regulatory environment is applied to their company operations. In the records of its actions, an organization should offer sufficient proof of its compliance with the regulatory environment. Which of these regulatory aspects (individually or in combination) are most pertinent to that business's records management obligations will depend on the type of the organization and the industry to which it belongs. The analysis is an analytical framework that involves the analyzing of an organization as a system. The analysis provides the core foundation for the development of recordkeeping tools that contribute to decisions on the creation, capture, control, storage, disposal and access of records. BUSINESS FUNCTIONAL SYSTEM ANALYSIS Source: Business Analysis School. (2022, November 29). The 6 knowledge areas in business analysis business analysis jobs. Retrieved from https://www.businessanalysisschool.com/post/the-6-knowledgeareas-in-business-analysis
MANAGING RECORDS STRATEGIC RESOURCES In order to create a comprehensive records management programme, the Malaysian government, particularly the National Archives of Malaysia and MAMPU, has enacted a number of laws, regulations, processes, and recommendations. Some of the examples are as listed below: statute and case laws, and regulations governing the sector-specific and general business environment, including laws and regulations relating specifically to records, archives, access, privacy, evidence, electronic commerce, data protection and information, Mandatory standards of practice, Voluntary codes of best practice, Voluntary codes of conduct and ethics, and Identifiable expectations of the community about what is acceptable behavior for the specific sector or organization. THE REGULATORY ENVIRONMENT CONSISTS OF: Source: Chapter 2, Business Records Management (IMR652) Standards Malaysia. (2009). Information And Documentation - Records Management - Part 1: General (Iso 15489-1:2001, Idt). Department of Standard Malaysia. https://www.jsm.gov.my/
KNOWLEDGE AREAS OF BUSINESS ANALYSIS: SIX MAJOR Source: Chapter 2, Business Records Management (IMR652) Standards Malaysia. (2009). Information And Documentation - Records Management - Part 1: General (Iso 15489-1:2001, Idt). Department of Standard Malaysia. https://www.jsm.gov.my/
Image: In the centuries that separate us from the time of Brueghel’s painting, the various administrative and legal occupations may have diversified, crystallised, and professionalised, but we should not lose sight of the broader interconnecting thread of information management. This entangled set of meanings and broad remit of record-keeping is what we seek to capture. FOCUSES ON COMPREHENDING THE REQUIREMENTS OF THE BUSINESS AS A WHOLE, ITS STRATEGIC GOALS, AND DEFINING THE ACTIVITIES THAT WILL ENABLE THE ORGANIZATION TO ACHIEVE THOSE GOALS. ENTREPRISE ANALYSIS INVOLVES ORGANIZING THE REQUIREMENTS DEVELOPMENT PROCESS, DECIDING WHICH REQUIREMENTS SHOULD BE IMPLEMENTED FIRST, AND MANAGING CHANGE. REQUIREMENT PLANNING AND MANAGEMENT STRATEGIES FOR GATHERING NEEDS FROM PROJECT STAKEHOLDERS. REQUIREMENT ELICITATION Source: Chapter 2, Business Records Management (IMR652) Standards Malaysia. (2009). Information And Documentation - Records Management - Part 1: General (Iso 15489-1:2001, Idt). Department of Standard Malaysia. https://www.jsm.gov.my/
Source: Chapter 2, Business Records Management (IMR652) Standards Malaysia. (2009). Information And Documentation - Records Management - Part 1: General (Iso 15489-1:2001, Idt). Department of Standard Malaysia. https://www.jsm.gov.my/ ILLUSTRATES HOW TO PRECISELY DEVELOP AND SPECIFY REQUIREMENTS SO THAT A PROJECT TEAM CAN PROPERLY IMPLEMENT THEM. REQUIREMENT ANALYSIS AND DOCUMENTATION APPROACHES FOR ENSURING THAT STAKEHOLDERS ARE ON THE SAME PAGE ABOUT THE REQUIREMENTS AND THEIR IMPLEMENTATION. REQUIREMENT COMMUNICATION DISCUSSES HOW THE BUSINESS ANALYST MIGHT ACCESS POTENTIAL IMPLEMENTATION FLAWS AND CONFIRM THAT A PROPOSED SOLUTION IS CORRECT. SOLUTION ASSESSMENT AND VALIDATION
Be Nice to Archivists, They Can Erase You from History Manager Humor #101 Source: https://europeancommission.medium.com/https-medium-com-europeancommission-archivists-history-interview68ae49d13bd#:~:text=They%20hide%20behind%20perfectly%20ordered,start%20documenting%20whatever%20is%20left.
TRAINING FOR RECORDS MANAGEMENT PROFESSIONALS Issue 001 Some of records management professionals work scopes include: One of the challenging tasks is the record management profession; it requires specific education and expertise. The record center has been developed as the primary source of information agencies in the majority of modern nations. As a result, the staff at this records center are highly skilled in the field of record management, and some universities have made a field available to students who are interested in and qualify for enrollment in the subject. 23 October, 2022/Vol. 001 However, the majority of organizations who hired record management staff experienced issues with staff that had a poor understanding of record management and were required to send them to training. Storing, arranging, indexing and classifying records. Facilitating the development of filing systems and retention and disposal schedules and maintaining these to meet administrative, legal, and financial requirements. Advising on records storage and records media. Overseeing the management of electronic and/or paper-based information Setting up, maintaining, reviewing, and documenting records systems Identifying the most appropriate records management resources Advising on and implementing new records management policies and classification systems. Providing a policy framework for how people are expected to manage their records and use the system in place. Ensuring that relevant legislative and compliance requirements are met Standardizing information sources throughout an organization or group of organizations. Managing the changeover from paper to electronic records management systems. Preserving corporate memory and heritage. Resolving problems with information management through effective use of software and other information management resources. Enabling appropriate access to information. Responding to internal and/or external information enquiries Collating and writing reports. Giving advice on issues related to legislation Managing and monitoring budgets and resources. Training and supervising records staff. Advising staff in other departments on the management of their records and information. Source: Ndenje-Sichalwe, E.; Ngulube, P.; Stilwell, C. (2011). Managing records as a strategic resource in the government ministries of Tanzania. Information Development, 27(4), 264–279. doi:10.1177/0266666911417026
ARCHIVING AND RECORD MANAGEMENT CORPORATE TRAINING BROCHURE © Knowles Training Institution Private Limited WWW.KNOWLESTRAININGINSTITUTE.COM Haite Building, 15 Changi Business Park Crescent, #05-06, Singapore Email: [email protected] Call: +65 6817 2530 No part of the materials including graphics or logos, available in this Web site may be copied, photocopies, reproduced, translated or reduced to any electronic medium or machine-readable form, in whole or in part Knowles T. Inst ACRA Registration Number: 202304985e
Reducing the operating cost - An organized file system will reduce handling costs, including those associated with misfiling and the cost of filing supplies, office space, and staff time to maintain and arrange filing systems. Controls the creation and growth of records - In order to control the growth of records in all formats, an effective records management programmes addresses both control of creation (which restricts and reduces the existence of nonessential records that are not required to operate a business) and records retention (a system for destroying useless records or retiring inactive records). IMPACT OF MANAGING RECORDS AS A STRATEGIC RESOURCE ECONOMICALLY ENSURE ACCOUNTABILITY A record demonstrates accountability by serving as proof of an action or choice. Records serve as the foundation for accountability. Organizational management necessitates documented documentation. All organizations are required to keep records of business decisions and transactions in order to meet the requirements of corporate responsibility and to meet their own information needs. Organizations must be held accountable for their actions, and in order to do so, administrators must have access to records. Failure to meet accountability and other organizational needs will be a result of poor record keeping. Records are a strategic resource because they may be used to increase the efficacy and efficiency of the business. They also serve as a resource for the future. There are three main impacts of managing records as a strategic resource. Enhances reduction of time required - An efficient index and welldesigned file system can make it easier to send information to consumers as quickly as needed. In addition, a competent records management application will get rid of duplicate tasks and overlapping roles. SUPPORT BETTER MANAGEMENT Managing resources effectively - Human, knowledge, accommodation, infrastructure, budgetary, and payroll resources are all critical to the effectiveness of identifying records as a strategic resource. As a result, if a systematic records management programme is implemented in the business, the resources may be managed effectively and efficiently. Developing strategic plan - Using a systematic records management programme to manage records efficiently will assist managers in identifying an organization's mission, goals, and objectives, determining its needs, capabilities, and resources, and then developing strategies to fulfill its goals successfully. Effective decision making - A records management programme can assist in ensuring that managers and executives have easy access to the information they require. It also prevents the loss of record control. As a result, managers and executives can maintain track of the firm's progress and make informed decisions. Minimize litigation risks - Effective record management reduces the risks of lawsuit and related penalties. By allowing for their systematic and routine disposal in the normal course of business, a methodically records management programme can limit the liabilities connected with document disposal.
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RECORDS MANAGEMENT PROCESS IN BUSINESS ORGANIZATIONS Records management is the system that controls an organization's records from the time they are created until they are archived or destroyed. The process of records management includes identifying records, sorting records, storing records, and managing internal and external access. The process may also include policies and procedures for creating and approving records, as well as the enforcement of those policies and procedures. On a daily basis, many companies must deal with massive amounts of data. A thorough, effective records management strategy is integrated into the daily activities of productive businesses. An organisation must first decide what comprises a record before developing a records management procedure. To begin, define an organisational record. An organisational record is any document that contains information about a business agreement, activity or occasion. The record can be documented on electronic or paper in the form of an spreadsheet, database, digital file or email. Video and audio recordings and photographs are also one of the examples for records. Legal, financial, historical, and daily operations are some examples of record categorization. At least five components make up an effective records management process: record production, internal and external record dissemination, record consumption, record maintenance, and record archival and disposal. Record Creation The creation of the record is the first step in any records management process. There are numerous methods for business records to be created. Sending or receiving an email, generating a spreadsheet, database, or document, or receiving a document from outside the organisation will result in the creation of a record. Contracts, budgets, bank statements, policy manuals, and meeting minutes are all examples of records. It is vital to remember that not every piece of paper or email contain value to be retain. The requirements for record production are determined by the organisation. Record Distribution When record is created, the organisation must decide how it will be distributed. Does the record be emailed or printed and delivered physically? As for external documents, should it be emailed or deliver it using mail services? The record was emailed to all employees in the case of the vacation policy update The firm can use "read receipts" to ensure that all employees received informed of the change by using an internal, secure email system. Internal and external distribution techniques should be determined by policies in existence at the organisation. Record Usage Corporate governance generate a wide range of records and how records are being processed is determined by how they are used. Designing a proper process for the distribution of documents to those who require them is crucial for efficient record management and to keep confidentiality of the document secured. Dg Nur Diana bt Edrus, 11 January 2023
R e c o r d s m a i n t e n a n c e r e f e r s t o t h e p r o c e s s o f s t o r i n g r e c o r d s . W o r k o r d e r s c o n t a i n i n g a c t u al p h y s i c al prototypes of products must be provided to the workers and copies of the client's physical folders must be stored properly. Record Maintenance Record Archive Active and historical records are distinguished by records management systems. Active records, such as customer project data in the remodelling sector, are used on a continuing basis. When a project is completed, the paperwork associated with it would turned into a historical record. Archiving historical records is beneficial since the knowledge can be applied to future projects. If such Such documents are archived, it means they are stored and accessed constantly. Record Disposal If historical documents have value for the organisation, they can be archived. Historical documents that does not possess any value will be undergoing record disposal process. The records will be shredded to avoid identifiable or confidential information leak and digital records destroyed permanently. It is critical that the organisation implement precise rules and procedures for the preservation as well as the disposal of a record according to law. A document that contains all of the information regarding a work activity and describes how to complete it. Work orders might include information such as who approved the task, the scope, people in charge of the task, and what is to be expected. A B O U T W O R K O R D E R
news article discusses current or recent news of either general interest (i.e. daily newspapers) or of a specific topic (i.e. political or trade news magazines, club newsletters, or technology news websites). A news article can include accounts of eyewitnesses to the happening event. It can contain photographs, accounts, statistics, graphs, recollections, interviews, polls, debates on the topic. Headlines can be used to focus the reader’s attention on a particular (or main) part of the article. The writer can also give facts and detailed information following answers to general questions like who, what, when, where, why and how. A news article can include accounts of eyewitnesses to the happening event. News article discusses current or recent news of either general interest (i.e. daily newspapers) or of a specific topic (i.e. political or trade news magazines, club newsletters, or technology news websites). Headlines can be used to focus the reader’s attention on a particular (or main) part of the article. The writer can also give facts and detailed information following answers to general questions like who, what, when, where, why and how or technology news websites). RECORD MANAGEMENT PROFESSIONAL he writer can use redirection to ensure that the reader keeps reading the article and to draw her attention to other articles. For example, phrases like "Continued on page 3” redirect the reader to a page where the article is continued.A news article can include accounts of eyewitnesses to the happening event. T MEDICINE BREAKTHROUGHS A BEYONDTHE DARK MATTER eadlines can be used to focus the reader’s attention on a particular (or main) part of the article. The writer can also give facts and detailed information following answers to general questions like who, what, when, where, why and how. A news article can include accounts of eyewitnesses to the happening event.. News article discusses current or recent news of either general interest (i.e. daily newspapers) or of a specific topic (i.e. political or trade news magazines, club newsletters, or technology news websites). H MEETTHESCIENCESKEPTICS The writer can use redirection to ensure that the reader keeps reading the article and to draw her attention to other articles. For example, phrases like "Continued on page 3” redirect the reader to a page where the article is continued.A news article can include accounts of eyewitnesses to the happening event. news article discusses current or recent news of either general interest (i.e. daily newspapers) or of a specific topic (i.e. political or trade news magazines, club newsletters, or technology news websites). What, when, where, why and how.
Source: https://www.archives.gov/publications/general-info-leaflets/1-about- archives.html#:~:text=There%20are%20approximately%2013.28%20billion,video%20and%20sound%20recordings%3B%20and
Source: https://www.archives.gov/publications/general-info-leaflets/1-about- archives.html#:~:text=There%20are%20approximately%2013.28%20billion,video%20and%20sound%20recordings%3B%20and
Source: https://www.archives.gov/publications/general-info-leaflets/1-about- archives.html#:~:text=There%20are%20approximately%2013.28%20billion,video%20and%20sound%20recordings%3B%20and
Source: https://www.archives.gov/publications/general-info-leaflets/1-about- archives.html#:~:text=There%20are%20approximately%2013.28%20billion,video%20and%20sound%20recordings%3B%20and Preservation of the Constitution and other historical documents is part of United States of America history and mission. The Declaration of Independence, written in 1776, announces a complete break with Britain and expresses the ideals on which the United States was founded: “We hold these truths to be self-evident, that all men are created equal, that they are endowed by their Creator with certain unalienable Rights, that among these are Life, Liberty and the pursuit of Happiness.” From the "Declaration of Independency Gallery" in National Archives of US Process of Preservation on the Constitution
Source: https://www.archives.gov/publications/general-info-leaflets/1-about- archives.html#:~:text=There%20are%20approximately%2013.28%20billion,video%20and%20sound%20recordings%3B%20and The Constitution of the United States is the country's highest law. The Federal Government's structure and authority are laid forth on these four substantial parchment sheets. Written in 1787, the Constitution created a clever, workable structure of government that draws its authority from "We the People of the United States" and advances the benefit of all its citizens. Barry Faulkner painted the murals that adorn the curved walls of the Rotunda in 1935–1936. They feature fictitious events of the Declaration of Independence and the Constitution's promulgation. The murals rank among the biggest singlepiece oil on canvas works in the country. From the "Faulkner Murals Gallery " in National Archives of US Constitution of United States Gallery
ISO WORLDWIDE STANDARD FOR RECORDS MANAGEMENT ISO 15489 The Standard was published in 2001 and adopted in over 50 nations and translated into more than 15 languages. ISO 15489 Part 1 was amended in 2016 after a threeyear period of evaluation and consultation. Outlines the fundamental concepts and principles for record creation, capture, and its management. The Standard applies to all types of business and technology records, in all forms of business or technological environments Concepts and Principles C o n c e p t s a n d P r i n c i p l e s C o r e s Records, metadata for records and records systems Policies, assigned responsibilities, monitoring and training supporting the effective management of records Recurrent analysis of business context and the identification of records requirements Records controls Processes for creating, capturing and managing records. 15489
MANAGING RECORDS Capture A process to determine whether the record should be made and kept. It entails selecting which records should be captured, which requires deciding who should have accessibility to those papers and how long they should be kept. Can be affected by placing a document in a chronological order into a folder or file that has a title, papers progressively added to the file may be dated or sequentially numbered to provide extra security in specifying the sequence of operation. Following that, more indexing points may be added to the file to ensure that the specific document can be identified and retrieved. Registration The function is to offer proof that a record was created or captured in a records system. It entails entering concise descriptive data about the record into a register and a unique identifier will be assigned to the record. As a minimum, registration requires the following metadata which are a systemassigned unique identifier, such as records name or title, description or abstract, date of creation, date and time of communication and receipt, author (with affiliation), sender (with affiliation), recipient (with affiliation), classification according to the classification scheme, business system from which the records were captured, application software and version under which the record was created or in which it was captured, details of embedded document links containing the programme and version used to create the linked record, templates needed to decipher document structure, access, retention duration, and other contextual and structural details relevant for efficiency reasons, registration of the date and time, description of a title or abbreviated and the author, sender or recipient. Storage Are needed to store and retain documents. Proper storage environments must guarantee that the data are safe, accessible, and costeffectively handled. The new AM4 tower was developed by local studio Benthem Crouwel Architects to slot in alongside the smaller AM3 data centre, which it completed in 2012 for global networks specialist Equinix. Image Source: https://www.dezeen.com/2017/11/21/benthem-crouwel-stripy-tower- moat-amsterdam-data-centre-architecture-netherlands/ P R O C E S S E S
Classification To provide a systematic framework for records management. The purpose of developing the business activity classification is to identifies all of the organization activities and locates them in the framework of its stated or mandated mission or purposes. A classification system provides a mechanism for an organisation to organise, describe, and linked the records as well as sharing interdisciplinary information, both internally and externally to an organisation in order to improve access, retrieval, and distribution of its records. A classification system's structure is often hierarchical and mirrors the analytical processes in three level. Typically, the first level reflects the business function. The second level is founded on the activities that comprise the function. The third and succeeding tiers refine the activities or groups of transactions that occur inside each activity. Access and Security Classifications Access classification refers to individuals, both those in charge of managing access-classified records and others having access rights. Appropriate security and access will be determined by the type and size of the organisation including the contents and value of the information that need to be protected. The level of security required to secure information from unauthorised access, collection, usage, breach, loss, modification, or destruction is referred to as reasonable security. Identification of Disposition Status Typically, can be conducted before records are created, before a records keeping system is built, before destruction or whenever necessary. Depending on the size and type of the organisation and its accountabilities, the process necessitates a more or less formal disposal authority. Permanent preservation may be prescribed by the disposition authority, either inside the organisation or in a distinct archival institution such as the National Archives of Malaysia. The prescribed steps are by determining the transaction or commercial activity that records the document, identifying the activity and documents in the disposition authority's relevant records class and plan disposition action as well as allocate relevant retention time and record the retention time and eventual disposition action and record it in the record system. Next, evaluating the amount to which metadata regarding documents which have been moved to an external storage service provider, archived, or destroyed must be retained and lastly, monitor and evaluation the process of the disposition status. Use and Tracking Use of the records can be defined as a records management process that the system may need to record in order to form part of the metadata. The record's use may have an impact on its access and disposition status. Organizations use records user tracking within records systems as a security measure. It is to ensures that only users with valid authorization to conduct record-keeping operations. The systems must be capable of detecting any record within a reasonable time frame and guaranteeing all movements can be trace.
YOU MIGHT NOT KNOW ... Nearly 75% of time spent on working with paper-based information wasted in searching and filling. Source: Cooper and Lybrand ROYAL NAVY STOLEN DATA There has been a huge vinyl revival over the past decade. In fact, record sales have not been this good since the mid-1980s, according to Rolling Stone. 7.5% of all document get lost and the remainder percentage of loss documents are 3% Regular criminals can sometimes stumble upon highly sensitive data,. as the British Royal Navy discovered to their detriment. Imagine keeping application information from over ten years’ worth of Royal Navy applicants on a laptop; you might not think that’s such a big deal… But when you give that laptop to a Navy Officer, who leaves it in his car, and then his car gets stolen, the situation starts looking a little more serious! 39% millennials are more likely to read newspaper on a mobile device than any other group of generations. Source: https://www.newsmediaalli ance.org Source: https://www.business2community.com/big- data/the-5-most-disastrous-data-loss-incidents-in- recent-history-0473611
IMPLEMENTATION OF DISPOSITION The action done with regard to records as a result of their evaluation and the expiration of their retention period is known as disposition. The disposition implementation will be effective and successful if the organization can refer to the data retention, records inventory, and destruction timeline. Records retention is a policy and practice for determining which records to maintain, where to store them, and for how long whilst records inventory is a survey carried out to determine the types and quantities of filed records, as well as their location and frequency of usage. On the other hand, schedule for record retention and destruction is a set of timetable for retaining records, relocating semi-active and inactive records to storage, and destroying records with short-term value. Figure 2 Figure 1 Landfill of Document (Method of Disposition for Document) Shredding Machine (A method of (Disposition) THE DISPOSITION IMPLEMENTATION ELEMENTS: PRESERVATION Action performed to slow or prevent degradation or harm the data or documents by environmental control and treatment (National Archive of Malaysia). Several methods for this strategy is conversion, copying and transferring the records. DESTRUCTION Several methods of destructions are landfill, incineration, shredding, recycle, destroy microfilm and electronic records. TRANSFER OF CUSTODY OR OWNERSHIP RECORDS Transferring ownership or custody of documents to another organization may entail transferring the records to other organizations with responsibility for the records, transfer to contracted or outsourced organizations, transferring to a storage facility or an archive. ELIMIN -ATING THE EVIDEN (DISP C OSIT E ION)
Business Continuity Plan Team Leader - Manage the overall administration of rescue operations. Supervisor for Rescue Team - Assemble, instruct, and manage work crews Coordinator of Support Services - Put together necessary tools and materials Records Keeper - Control of inventory for damage records Business Continuity is described as a completely managed endeavor to prioritize essential business processes and identify threats to regular operations. To avoid a disaster from harming corporate records, an organization must first identify the potential for such occurrences (example: fire, water, theft). Organizations need Recovery Team Responsibilities in order to address this issue. Recovery Team Responsibilities should include a minimum of four members with alternates. Each member must be designated and prepared to carry out one of the following responsibilities:
Ten years after the 9/11 terrorist attacks, 1 1/2 years after the Haiti earthquake, and six months after the Japanese tsunami, earthquake and nuclear crises, this event is examined on how far we have come in responding to disasters — and the policy implications for decision making in emergencies. The panel discussed the health risks first responders face, the roles of survivors and government agencies in the hours and days after a disaster, and what measures can be taken to speed recovery and clean-up. Disaster Response A Decade of Lessons Learned Post 9/11
DISASTER THE CONSISTENT ACTIONS THAT MUST BE TAKEN BEFORE, DURING, AND AFTER A NATURAL OR MAN-MADE DISASTER SO THAT THE ENTIRE TEAM CAN EXECUTE THEM. A DISASTER RECOVERY PLAN SHOULD ADDRESS BOTH PURPOSEFUL AND INADVERTENT MAN-MADE DISASTERS, SUCH AS THE CONSEQUENCES FROM TERRORISM OR HACKING, AND EQUIPMENT FAILURE. BY DEVELOPING A RECOVERY PLAN PRIOR TO A CRISIS, PERSONNEL MUST BE ABLE TO INSTANTLY BEGIN THE PROCESS OF EFFECTIVE REACTION AND THE ACTIONS NECESSARY TO CREATE THE PLAN. THE NEXT FEW PAGES DETAIL HOW TO CREATE THE PLAN. BASED ON THE ARTICLE “DISASTER RECOVERY PLAN” THAT WE HAD REVIEW, THE AUTHORS MENTIONED THAT A DISASTER RECOVERY IMPLEMENTATION PLAN, OR IT DISASTER RECOVERY PLAN IS A STRATEGY AND METHOD MEANT TO SUPPORT AN ORGANISATION IN EXECUTING RECOVERY ACTIVITIES IN RESPONSE TO A DISASTER IN ORDER TO SAFEGUARD COMPANY IT INFRASTRUCTURE AND ENCOURAGE RECOVERY IN GENERAL. WHAT HOW WHY R E C O V E R Y P L A N N I N G
DISASTER IDENTIFY TYPES OF RECORDS (ELECTRONIC AND PAPER) - CONDUCT A STUDY OF RECORDS MANAGEMENT AND KEEP AN EXHAUSTIVE FILE LIST. A COPY OF THE FILE LIST SHOULD BE KEPT OR BACKED UP EXTERNALLY. STEP 1 ESTABLISH VITAL RECORDS MANAGEMENT PROGRAM - DEVELOP AND EXECUTE COSTEFFECTIVE WAYS, INCLUDING OFF-SITE STORAGE AND THE USE OF TECHNOLOGY, TO PROTECT AND SECURE ESSENTIAL RECORDS FROM LOSS, DESTRUCTION, AND UNAUTHORISED ACCESS OR MODIFICATION. STEP 2 IDENTIFY THE RISK - RISK MANAGEMENT IS THE APPLICATION OF TECHNIQUES, METHODS, AND INSTRUMENTS TO MANAGE RISK. PROCESS OF RISK MANAGEMENT INVOLVES: -METHODICALLY IDENTIFYING THE RISKS ASSOCIATED WITH CORPORATE OPERATIONS. -ASSESSING THE PROBABILITY THAT AN EVENT WILL OCCUR. STEP 3 R E C O V E R Y P L A N N I N G IDENTIFY ALTERNATIVE STORAGE FACILITIES - EXAMINE THE CURRENT STORAGE FACILITIES TO DETERMINE IF THEY ARE SECURE AND WILL PREVENT LOSS OR DAMAGE AND IDENTIFY AN ALTERNATE PLACE FOR COMPUTER BACKUPS OF ESSENTIAL RECORDS. STEP 4 DEFINE ROLES AND RESPONSIBILITIES - ESTABLISH A SET OF STAFF CONTACTS TO ASSIST WITH THE RESTORATION AND ASSIGN THE RESPONSIBILITY OF UPDATING THE PLAN SO THAT IT IS ALWAYS UP TO DATE. STEP 5 DEVELOP A LIST OF CONTACTS - PREPARE A LIST OF EMERGENCY CONTACT INFORMATION, INCLUDING FIRE, POLICE, HOSPITALS, PROPERTIES, SECURITY, AND SURROUNDING COMPANIES AND TRADESPEOPLE. STEP 6 PREPARE A DISASTER BIN - ACQUIRE EQUIPMENT AND OTHER SUPPLIES FOR USE IN MINOR EMERGENCIES, SUCH AS PIPE LEAKS, SMALL FIRES, ETC. THIS MAY CONSIST OF SPECIFIC EQUIPMENT, GLOVES, MASKS, FIRE EXTINGUISHERS, AND FIRE BLANKETS. STEP 7 DRAW UP AN ACTION PLAN - CREATE A CONCISE PLAN WITH MANY OF THE ABOVE DETAILS, INCLUDING INTERNAL AND EXTERNAL NUMBERS, AND A STEP-BY-STEP LIST OF STEPS FOR STAFF TO FOLLOW IN A DISASTER. DISTRIBUTE THE PLAN TO ALL STAFF. STEP 8
Source: https://news.microsoft.com/source/features/sustainability/project-natick-underwater-datacenter/
DID YOU KNOW ? The first underwater data center was deployed by Microsoft into the Pacific Ocean, off the coast of California, through an experiment called Project Natick, with Phase 1 being a vessel carrying 1 rack, containing 24 servers. To-date, Microsoft’s Project Natick has successfully completed Phase 1 and Phase 2 testing, while a forthcoming Phase 3 has been speculated. M I C R O S O F T U N D E RWA T E R D A T A C E N T R E BUT WHY UNDERWATER? Cooling Latency Time to Market Reliability PHASE 1 Sustainability PHASE 2 PHASE 3 August 2015 June 2018 Future Phase 2 Microsoft's Project Natick was placed 117 FEET deep to the rock slab seafloor. The facility comprised an underwater data center loaded with 12 racks, containing 864 standard servers with FPGA acceleration Source: https://news.microsoft.com/source/features/sustainability/project-natick-underwater-datacenter/
Disaster Recovery Operation Disaster recovery (DR) refers to an organization's capacity to respond to and recover from a situation that disrupts business operations. The objective of DR approaches is to enable the organization to quickly regain access to vital systems and IT infrastructure following a disaster. In order to prepare for this, businesses frequently do an in-depth review of their systems and produce a formal document to follow during a crisis. This document is a disaster recovery strategy. the practice of disaster recovery focuses on situations with grave consequences. These events are commonly associated with natural disasters, but they can also be the result of system or technical failure or a deliberate attack by humans. They are severe enough to temporarily halt or entirely halt essential business operations. WHAT IS DISASTER RECOVERY OPERATION? Disaster Recovery demands enough operational and technical support to minimise downtime and ensure that business operations are resumed as rapidly as feasible in the event of a disaster. The following are the six steps that must be taken when a disaster occurs: Source: Sullivan, E., Crocetti, P., & Wigmore, I. (2021, May 26). What is disaster recovery (DR)? Disaster Recovery. Retrieved from https://www.techtarget.com/searchdisasterrecovery/definition/disaster-recovery
STEP 1 Security and Safety - Evaluate disaster-affected regions for concealed dangers, such as shorter motors or broken electrical cables. If water is present, disconnect all electrical appliances and turn off the power. Otherwise, there may be an electrical hazard risk. STEP 2 Stabilizing the Environment - It is necessary to take measures to stabilize the environmental factors that affect the documents: -If available, remove any standing water from the area using mops, buckets, and wet-dry vacuum cleaners. -If carpets and caused by the growth have been damaged by water, remove them. These materials should be stored in a dry environment. STEP 3 Assessing the Extent of the Damage to Records and Facilities - Compile an incident report and confer with available specialists regarding the most effective treatments for damaged documents. STEP 4 Rehabilitating Storage Area and Building - Ensure that the leader of the emergency team has approved any chemicals used to sterilize the stack areas. STEP 5 Ongoing Protection of the Records - Complete all record treatments, including cleaning and drying. When they are entirely dry, check them for mould and mildew and return them to storage if they are clean. STEP 4 Resumption of operation - By holding post-mortem meetings, the causes of the emergency or disaster can be determined and analysed. Prepare an indicator report or equivalent briefing notes on the emergency or disaster for agency heads. Source: What is a disaster recovery plan? definition and related faqs. Druva. (2022, April 22). Retrieved from https://www.druva.com/glossary/what-is-a-disaster-recovery-plan-definition-and-related-faqs/