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Published by 2021117977, 2022-07-05 22:20:52

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Keywords: imr

DISCOVER

RECORD MANAGEMENT

JULY 2022

Know More The struggle of
About record-keeping

ISO15489 officer

Commercial

RECORD CENTER RM45.90

Credit to: Pinterest

Table of

CONTENTS

DISCOVER:RECORDS MANAGEMENT

01 Editor's Note
05 What is a business record?
07 The importance of record management in organization
09 Criteria of Good Records Management
11 Who are the Key Stakeholders in a Business?
12 4 challenges of key stakeholders in business organization
13 The struggle of record keeping officer
15 What are the measure use to protect record?
16 Record with Strategic Business Resources

What are the Symptoms of Poor Record Management 17
Risk of poor record keeping 19
Know more about ISO15489 20
Life cycle of Record 21
23
Challenges of commercial record center 27

Implementation of electronic record management: 29
what is the benefit to the organization? 31

Difficulties of Electronic Record Preservation
Ways to improve the efficiency of a Electronic record
management

ACKNOWLEDGEMENT

we would like to praise and thank to
God for His shower of blessings, the knowledge
and the strengths that He gave to us
throughout this time to complete our E-
magazine for our IMR652 course. We are beyond
grateful for the opportunities that is given
to us to finish this assignment as in the
future, hopefully we can use this knowledge to
practice and be guidance for us in becoming a
successful and educated people.

Next, we would love to express our
gratitude to Miss, our dear lecturer, for her
advice and encouragement in providing
essential information for our report, as well
as for patiently teaching us during this
course. We would not have been capable of
delivering our report on time and in the
proper format without his guidance and
cooperation.

Last but not least, we want to express
our heartfelt gratitude to our friends and
family members who assisted and supported us
throughout this project. Without them, we
might be facing a lot of difficultness to
accomplish this assignment. Thank you.

It was an excellent experience to work with my
team and Canva. Despite all the hurdles and hustle

week we have been through, we still managed to
work well together to produce this fantastic
magazine. I am happy to be given this great

opportunity to express my creativity through the
magazine.

I hope the magazine will bring great benefit to the
business sector. I would like to appreciate and
thank you to all the readerships.

Zarena

Editor & Co-Author-

Page 1

Every organization needs to have proper Record
Management. Behind every successful organisation,

there is a good and efficient record management
system in the organization. It’s a privilege to have

you read this edition of Discover Record
Management.

I would like to appreciate and acknowledge my team
for their efforts in publishing this magazine. Also, I

sincerely hope everyone enjoys reading this
magazine and I wish this magazine can provide the

reader with a wealth of valuable knowledge.

Patricia Supang

Author

Page 2

Greetings to all fellow Readers,
This E-magazine give me a great opportunity to
work with my excellent team as well as Canva in
expressing my ideas related to business record
management. Despite all of the difficulties, I am
excited to share the work that we are working on.

I hope all readers enjoy reading our e-magazine as
much as we enjoy creating it as it will provide

readers with beneficial and informative knowledge.
Thank You.

Saidattul Izzati

Author

Page 3

Welcome to the Discover: Record Management. In
this edition, we wanted to bring all about record

management to your attention. We enjoy creating
an interesting, informative and easy-to-read

magazine for everyone to read. Also, a big thank
you to all my team for an excellent time creating

all content.

I am sure this magazine will be very exciting, and I
hope you have an interesting time going through

the pages. Love <3

Farah Nur Syahirah

Author

Page 4

wHAT IS

B URS eIcoNrdsE? S S

By : RECORDS? Electronic Record
Farah Nur Syahirah Salim Management SYSTEM?

Business Record Management Records are documents or It is a software system for
supervises and administers content that an organization
digital or paper records, must maintain as proof of organizing and storing
regardless of format. transactions, activities, or
business decision for various types of documents.
compliance and governance
Records management also purposes. Not all documents This type of system is a more
can be described as are records. Only a subset of
controlling the creation, documents that organization specialized document
maintenance and disposal of needs to preserve as evidence
data in any format. Records are called records. management system, a more
management is also the
process of identifying and general storage system that
safeguarding evidence in the
form of records. helps users organize and

store paper or documents

digitally. It refers more

Examples of records include specifically to software
final reports, budget
documents, company balance systems that handle digital
sheets, emails referring to an
action, and maps of field rather than paper documents.
missions.
Records management help Sometimes, these systems

organizations ensure the can also handle digitally

required documentation is scanned versions of original

accessible for both business paper documents.

operations and audits. In Other than that also emails

some small to medium-sized confirming an action or

businesses, spreadsheets decision, spreadsheets

track where records are showing budget decisions,

stored. Still, for the larger photographs or maps of field

organizations, they may find missions, which need to be

suite of records management kept as evidence.

software tied to an electronic

record management system

more useful. Page 5

Yaacob, R. A., & Sabai, R. M. (2011). Electronic Records Management in Malaysia: A Case Study in One
Government Agency. Asia Pacific Conference Library & Information Education & Practice, 420-421.

Malaysia

Records Manager

SalaryExplorer. (2022). Records Manager Average Salary in Malaysia 2022. Retrieved from Salary Explorer: Page 6
http://www.salaryexplorer.com/salary-survey.php?loc=130&loctype=1&job=458&jobtype=3

Written By Saidattul izzati Adenan

CRITERIA OF WHAT IS
GOOD RECORDS RECORD
MANAGEMENT MANAGEMENT?

Credit to: Canva Records management refers to
the process of overseeing and
managing paper or electronic
records, regardless of format.
The creation, receiving,
maintenance, usage, and
disposal of records are all part
of records management.

Credit to: Canva INTEGRITY USABILITY

AUTHENTICITY A complete and unaltered record is Usability criteria play an

The record's authenticity defined as a document's integrity. important role in record
must consist of a file
number, stamp on the front, The term "documents altered" refers management as every
person's signature, and other
features. Why is it necessary to a document that hasn't had any document that has
for the record to be
authentic? An authentic information added or removed. The been recorded should
record avoids deception or
alteration as the original organization must protect be classified according
document can be copied.
Secondly, an authentic unauthorized alterations to records. to the use of each
record can be crucial
evidence of each transaction Any changes to or deletions of department. Besides, an
that occurs. Thus, if there is
an authentic record, records, on the other hand, must be organization should
information fraud will not be
possible since they are communicated to the appropriate constantly review their
unable to create pishing
data. person. records to ensure that

the document's content

RELIABILITY still benefits the
company, while unused
The term "reliability" refers to a documents shall be
record's ability to be trusted. Any removed. A helpful
fact stated in a document, whether record may be found,
a business transaction or a fact retrieved, displayed, and
contained in a document, must be interpreted. It should be
accurate and complete. This record capable of following
should also be filtered to ensure presentations closely
that the information included is related to the business
accurate. Hence, an organization activity or transaction
must keep reliable documentation generated.
in a secure location to avoid fraud.
Page 9

Satyendra. (2020, April 6). Records and Records Management. Retrieved from
Ispatguru: https://www.ispatguru.com/records-and-records-management/

Minimize risks

intalio. (2021, June 29). 10 Major Benefits of a Records Management System | intalio. Intalio. Page 8
https://www.intalio.com/10-major-benefits-of-a-records-management-system/



“We are not
here to mark

time, but to
make progress,

to achieve
results, and to
leave a record
of excellence”

– George W. Bush

Page 10

Who are the

Key Stakeholders in a

Business ?Written By Saidattul izzati Adenan

1 OWNER

An organization's owners are its stakeholders.
They provide funds or equity to the company
and have a say in how things are conducted. A
firm can have numerous owners, and each
owner has equity in the company.

Keeping & creating record of transactions
made: income, expenses and others.

2 CUSTOMER

Customers are those who purchase business Credit to: Canva
items. A company cannot exist without 4 EMPLOYEE

customers. In return to the profit gained by the Employees have a direct stake in the
organization, the businesses must continuously company. They connect with clients,
connect with customers and address their make money and assist with business
demands. Customers are stakeholders in the operations. Employees may perform
sense that they are influenced by the quality of various duties. In return, they receive
service/products and their value. benefits such as incentives & salaries.

Provide relevant data to customer such as Provide employee contracts, pension
purchase transaction & managing record plan & attendance reports

on complaints. 5 SUPPLIER

3 CREDITOR A supplier is a person or business that

Creditors provide loans to businesses and may provides a product or service to
have a secured stake in the company's value. another organization. In addition to
Creditors are paid back through the selling of their income-generating, suppliers are
goods or services at your company. Banks & frequently concerned with safety, as
bondholders are an example of the creditor. their products directly influence an
organization's operations.

Store invoices from creditor & make a Issue purchase orders, quotations

proper follow up on payment accounts. bills & invoices

Minning, L. (2021, February 8). The 10 Types of Stakeholders That You Meet in Business. Page 11

Retrieved from ActiveCampaign: https://www.activecampaign.com/blog/types-of-stakeholders

Written by Zarena

FOUR
CHALLENGES
FACED BY KEY
STAKEHOLDERS
IN BUSINESS
ORGANIZATION

Time

All perspectives agree that engaging stakeholders need a Credit to: Google
substantial time investment, especially if it is to be done
effectively. Stakeholders are consulted by the reviewer at
multiple points in time. This also included a dispute about
whether the additional time resulted in a better product.
Others argue that it is more necessary in this circumstance to
speed the dissemination of results to stakeholders than to
involve them in the systematic review process.

Training and resources

Training and resources are the major issues for stakeholders.
This is because a lack of training and resources can be
challenging to the stakeholders besides the lack of only
needing extra time. Stakeholders who don't have a
background or experience may need more training and
ongoing support to contribute to the process in a meaningful
way. So to solve the challenges, organizations must ensure
that their stakeholders have the requisite background, training,
and resources to support their roles effectively.

Balancing multiple inputs

Balancing multiple inputs means figuring out how important
each stakeholder's input is. These can show that only a small
number of stakeholders are involved, and it can be hard to tell
if a particular stakeholder is an outlier or has another goal.
This process is set because not all inputs are the same, and it's
hard to get to.

Stakeholders reflection

The best way to deal with stakeholders is to find the perfect
balance. As a result, focusing on one group at the expense of
others rarely serves a leader well. There are genuine needs for
all stakeholders that must be met to the best of the company's
capacity. As a result, stakeholders may expect consistently
high performance from the organization.

Credit to: Google

Page 12Mohd Ideris, I., Md Ali, M., Laini, N., & Abu Hassan, S. (2017, December 20). imrbizrecords. Retrieved from Challenges of Key

stakeholders in Business Organization: http://imrbizrecords.blogspot.com/2017/12/challenges-of-key-stakeholders-in.html



Page 14

Credit to: Google (https://www.altodigital.com/solutions/document-management-home)

Written by Zarena

01. Transferring Record Credit to: Canva

Suppose data or information needs to be sent to 03. Authenticity of Records
a third party or another location, either inside or
outside the organization. In that case, all This applies to both paper and digital records.
necessary security steps should be taken to There are some problems with keeping the
protect it while in transit. This means sending in integrity electronic records, such as emails or data
the best way, in the correct format, or with the in a database, which can be changed easily.
suitable packaging and address. Among the things that should be done are:
controlling access to the record or data, Knowing
02. Location of Records who is in charge of and has access to the record
or data, preventing accidental or malicious
In both electronic and physical forms, records changes as much as possible, Checking the
should be kept safe and secure. Never leave accuracy of the data or information that has been
confidential paperwork on a desk or computer recorded.
screen unattended. After their usefulness has
expired, organizations should think about how to 04. Access to Records
dispose of their records properly.
There are different levels of protection needed for
different types of records. There are different levels
of protection required for different kinds of records.
To protect sensitive information, you might not
need to do much more than store it in a safe place.
Others will be extremely sensitive and require a high
amount of protection. A record's sensitivity level
should be considered when determining how
accessible it should be. It is essential to consider
who needs and should have access to a document
once you've determined its sensitivity.

Aramide, O., Ajibola, R., Olatunji, O., & Oduroye, P. (2020). Improve Records Page 15
Management and Security For Successful Business Performance: The
Role of New Media. Library Philosophy and Practice, 3734.

witRh Setcroartdegic

Business

When records are used as a medium

Resourcesto enhance the effectiveness and
efficiency of an organization, they
Written by Farah Nur Syahirah

become strategic resources that

can be used in the future. Human Rights

Financial Management Citizens have the right to evoke policies,
standards, and practices. As a result, the
This is where records are kept for government must consult records in order to
satisfy their entitlement.
accountability, transparency, and
Infrastructure and Sustainability
traceability. Poor records management can
A company or country can use good
result in audit failure, corruption, fraud, and management of records of feedback, reaction,
and desire provided by the people to offer
other disastrous outcomes that can bring good services, programmes, practises, and
infrastructure as much as required or as best
institutions to their knees. as possible.

Human Resources Management Strategy

Good record management can lead to System analysis is a must for every
improved staff performance because training organization
can be planned and delivered based on the An organization must create and
information provided. A team can be fairly maintain reliable and useable records.
rewarded based on its track record of Hire personnel to manage records.
performance, discipline, and capability. ensure business records establish

Knowledge Management

So that organizations can use valuable
information to plan for and achieve their
objectives.

Iezara, A. B. (2016, May 29). Records as a strategic resource. Retrieved from rmapprentice.blogspot.com:
http://rmapprentice.blogspot.com/2016/05/records-as-strategic-resource-affendi.html

Page 16

Credit to: Google

Written by Zarena

WHAT ARE THE
SYMPTOMS
OF POOR
RECORD
MANAGEMENT?

Credit to: Google Wasted Time

One reason you might use a records management system
is to save time. When you don't maintain good records, you
usually waste lots of time on customer interactions and
record checks. With a CRM solution, you can quickly find
and look into a customer's account, but it takes a long time
to find and look at paper files. Poor record management
makes it hard to do research and analysis quickly, which
slows down marketing, sales, and customer service.

Credit to: Google Lost Files

Records management systems can help prevent the loss
of customer files. It is possible, however, that a lack of a
well-organized system will make it difficult to locate files
containing customer account information such as purchase
history, payment history, and other vital information.
Because of this, it influences how you can give the finest
service and sales experience to your most important
customers. When your employees lose customer data files
on a regular basis or are unable to locate them, you begin
to lose customers or clients, which can harm your
business.

Poor Productivity Poor Organization and Clutter

Your company's bottom line improves as a result of Clutter and disorganization begin to take hold in the
better records management. You may improve absence of adequate records management. Data about
sales and service performance by eliminating time clients or customers must be kept in file cabinets or
wasters and costs and enhancing relationships. another organizational system if you do not have access to
Poor record-keeping may be a factor when revenue technology-driven records management. Plus, an office
and profitability fall short of projections or decline. can quickly become overrun by this, resulting in stressed
An easy-to-monitor system helps staff keep track of employees. In addition, staff will have a tough time keeping
their progress toward sales and service goals. track of client information and inventory due to an
inefficient records management system. The symptoms of
workplace tension and stress are closely linked.

Page 17Kokemuller, N. (n.d.). Small Business. Retrieved from Symptoms of Poor Record Management:

https://smallbusiness.chron.com/symptoms-poor-record-management-41864.html

Credit to: Google

Page 18

RiRske c oorfd PKoeoe pri n g

Written by: Archival records kept on
Farah Nur Syahirah the floor inside the NARC
Salim
building
Disruption of information Credit to: Google
flow

Failure to keep proper records will impede the Loss of CUstomer Trust
smooth flow of information and communication and Business Reptation
throughout an organisation. This causes
decision-making delays, issues with vendor- Businesses have lost their clients' hard-earned
client relationships, missed business trust over minor issues. Compliance is achieved
opportunities, and unrecoverable financial through implementing a systematic record-
losses. The company then devote its time, keeping system and timely records retrieval.
attention, and resources to refining the flow of Compliance with record-keeping requirements
information rather than progressing toward the encourages a more transparent and trustworthy
most comprehensive picture imaginable. relationship between businesses and their
customers.
Disaster Damage
Wasting time and space
Natural disasters such as floods and fires
can be horrific to businesses. It has the If records are not organized properly, countless
ability to destroy improperly stored hours can be spent in the process of arranging file
documents permanently. To reduce cabinets the result of which will never be neat. This
environmental risks, critical and will result in lost productivity and time when
irreplaceable records should be stored in employees find incorrect or missing records.
climate-controlled underground safes or Employees eventually duplicate records or recreate
professional records centres at strategic documents that may add burden to an already
locations. disrupted value chain. If the primary property is
used to store a lot of paperwork, the company fails
Disorganized Records Centre to use valuable resources appropriately. Other
at Mukono District LG decisions such as internal record keeping or rental
Credit to: Google housing employing employees who are not experts
in records management, increase the cost of
record-keeping and demoralize employees.

Page 19

Kayman. (n.d.). 5 Risks of Poor Record Keeping. Retrieved from Kayman Vaults: https://kaymanvaults.com/5-
risks-of-poor-record-keeping/



Life CycleWrittenby: OOff RReeccoorrdd
Farah Nur Syahirah

1. Creation Salim

It is the reproduction or production of The public and private sectors could create
recorded or documented data. The creation or records. Records have two formats that are
receipt of a record initiates this stage. For paper records and special format records.
example, you could create a financial report or Examples of special format records are
receive an email memo that is a receipt. photographs, audio-visual (cassette, film, and
Records must be created in the highest quality movie), micrographic (microfilm and
format possible and be accurate, valid, and microphone), and cartographic(map, plan,
dependable. They can form in a variety of ways blueprint).
within organisations.

2. Distribution

The distribution of records aids in record Bureau of Audio-Visual Instruction, at UW-Madison, 1950s.
management. Internal, external, and within-
department are the three channels in the Credit to: Google
distribution of records. Because of
distribution, records are sorted according to Maintenance can be in storage, where the
the parameters and schedule of the record equipment and facilities used must always be
management system that the business prefers. sound to keep records in good condition. Other
The classification must be appropriate for the than that, in the form of access that needs to be
company in order to facilitate retrieval. These retrible, it can classify who can and cannot
fields must be properly managed. Distribution access some document. Then in the form of
ensures that the records that the team requires safety and security. The company needs to add
frequently are accessible quickly and easily. some safety equipment such as CCTV, alarm
system, and padlock so that records will
3. Use and maintenance ensure the safety of the records.

The use consists of four elements: decision Page 21
making, consultation, evidence, and
references. A record remains a record as
people use and modify it, and you must
maintain and protect it from a variety of
threats, including unauthorised access and
damage. Those who require records on a
regular basis must have convenient access to
them. Different organisations have different
policies regarding how long a record must be
kept.

Credit to: Google

4. Appraisal

It is the procedure for determining the value of
a record. During this phase, records will be
divided into two values: primary value and
secondary value. Administrative, fiscal, and
legal records will be under primary value.
While, secondary value is assigned to the
researcher, historical, informational, and
evidential records.

5. Disposition Credit to: Google

At the end of a record’s lifecycle, the records There are several ways to destroy records. For
management team must decide whether to paper records, the company can easily do
destroy the records or transfer them to archive shredding and incineration or can recycle
institutions as permanent storage or to the them. They need to destroy audio-visual
records center as temporary storage. Within records using suitable machinery until it is
records management, systems determine what completely destroyed and then planted in a
happens to each record and when. The length place that has been reserved for them. In
of time a business must maintain a record contrast, electronic records need to delete from
differs based on factors, including company the system until the metadata.
policy and government rules and regulations.
A business must keep some records forever
and institute an archival process at some
point.

Weller, J. (2022, March 6). Records Management: Maintaining Your Organization’s Information. Retrieved from
smartsheet: https://www.smartsheet.com/record-management

Page 22

Credit to: Google

Written by Zarena

What is Commercial Record Center However, since most organizations choose
CRC to minimise their management costs,
A commercial records centre is a the inexpensive, cost-effective services
document storage facility that allows should be examined. As a result, providing
people to store both paper and high-quality services while using cutting-
electronic documents in one location. edge technology at a reasonable cost is a
Commercial records centers are a major difficulty.
safe, secure environment for
information management, whether it's 2.Safety and Security
tax returns, files, folders, or hard drives.
Typically, RC does support the whole Customers are significantly more anxious
records management process from than ever before about the safety of their
creation to usage and maintenance to records, and they are analysing the security
records disposition. Usually, RC is measures provided by their records centres.
designed by the organization’s records
management professional and Credit to: Google Page 23
information (IT) to meet the
organization’s file plan.

Challenges of Commercial Record

Center

Since records are considered as a
crucial organizational tool, challenges
faced by the commercial record center
(CRC) are also increased in this new
technology era. CRC's specifications
are determined by the current demand
and long-term interests. Because
technology is vastly changing,
therefore, successful CRCs must also
stay current of the various recent
innovations and pass the benefits of
those advancements on to their clients.

1.Marketing and Management

According to the article, in order to sell
the CRC, they must provide a good
facilities and services that may give
benefits to the organization goals and
needs. For example, a good CRC need to
provide a quick and easy access to the
document and yet give a tight security
to protect the documents.

Technical disasters, such as a failed
server or other key equipment, might
contribute to potential records
damage or issues retrieving records as
needed. Officers should pay special
attention to the emergency plan and
risk assessment. Furthermore, CRC
must be aware of how to preserve the
many formats of records that they
possess, including digital and physical
records. It's critical to have a secure
backup.

4. Technological Development of

Commercial Record Center

Many technologies are now available

to ensure that issues can be met and

controlled. The CRC sector is always

looking for innovative methods to save

costs, improve acuteness, and create

new opportunities. Records

management is gradually migrating to

a more digital environment, according

to Yatin (2019), one of the largest CRC

companies and a pioneer in this

Credit to: Google market. Decision-makers recognize

Since records are considered as a that the exponential increase of digital
crucial organizational tool, challenges
faced by the commercial record center content will continue uninterrupted,
(CRC) are also increased in this new
technology era. CRC's specifications and that the only way to accomplish
are determined by the current demand
and long-term interests. Because regulatory and e-discovery
technology is vastly changing,
therefore, successful CRCs must also compliance is through an enterprise-
stay current of the various recent
innovations and pass the benefits of wide information management system
those advancements on to their clients.
that includes more than just storing
3.Protection, preservation, and risk
electronic records. Paper will not
The level of risk should be considered,
and a disaster recovery strategy necessarily go away, but physical
should be in place. Water, such as
floods, flames, or smokes, or any other document management will become
element that can destroy the records
or the records centre itself can all be more integrated as part of a unified
considered disasters.
records management solution.

Record Management is
knowing what you have,
where you have it and
how long you have to
keep it - Rich Lauwer

YATIN, S. M., AHMAD SABARUDIN, A. S., AHMAD, A., SULAIMAN, S., ABDUL AZIZ, M. A., HARON, H., &
ZULKANAIN, N. (2019, MARCH 4). TRENDS IN COMMERCIAL RECORD CETER DEVELOPMENT.
INTERNATIONAL JOURNAL OF ACADEMIC RESEARCH IN BUSINESS & SOCIAL SCIENCES, 9(3), 1473 - 1487.

Page 24

Page 25

Credit: Google

Credit to: Google

Page 26

Credit to: Google





Credit to: Canva RAPID TECHNOLOGICAL EVOLUTION

FRAGILITY OF STORAGE MEDIA One of the primary issues of digital
preservation is the development of technology
People are becoming increasingly reliant on to assist businesses in maintaining their digital
digital data to record their memories, information. The necessity for preservation
perceptions, and life experiences as the digital measures varies as technology advances.
revolution unfolds. Concerns have been These methods must be updated when new
expressed about the fragility and potential loss technologies arise to guarantee that every
of data as the usage of digital storage media, organization can adequately utilize the
including external hard drives, USB drives, and technology for future generations. An
cloud storage services, has risen. Electronic organization must customize appropriate
data storage was not without its risks. strategies according to the demands of the
Corrupted, destroyed, or fragmented media community that employs them. They are
files are possible. With the rising use of internet beneficial when combined with document and
service providers, hackers and cybercriminals information preservation techniques, such as
are quickly exploiting any flaws in current scanning and filtering. In the short run, we must
systems to steal digital information for consider several issues in the electronic record,
financial benefit. Bit rot can prevent files from such as media integrity, digital rights
displaying correctly, if at all. Missing files can management, and metadata, in order to get
occur without warning and within a few years the best electronic record preservation while
or less after the material is made. The fast achieving technological advancements.
evolution of technology and the relative
transience of digital material make this a Written By Saidattul izzati Adenan
significant concern. Furthermore, as digital
technology evolves and grows, so do the sorts Difficulties of
of information saved digitally.
Electronic

Record

Page 29

LOSS OF BUSINESS DATA AND ELECTRONIC
DOCUMENTS

Data loss is one of the most significant difficulties of
digital preservation. Data loss or misplacement is a
problem for both corporations and individuals. No solid
backups make it difficult to recover what was lost. Data
loss may generate a slew of issues for both organizations
and people. It is tough to recover lost data when there
are no dependable backups. Businesses must be aware
of the hazards and install measures such as a secure
backup system to mitigate this. Individuals must also
recognize the risks. It is critical to back up all personal
data in one location and keep it secure in case
something goes wrong.

DIFFERENCES OF FILE FORMATS

File formats frequently evolve and become obsolete,
which makes it difficult to access or read them. Due to
outdated or different software used, obsolete file
formats may also happen with documents, including PDFs
or DOC. It can be a severe challenge, especially when an
organization urgently needs those documents. As a result,
data saved in these formats may become illegible or
unavailable.

Credit to: Canva

LOW INTEGRITY & VALIDATION OF RECORD

Assuring the integrity and validation of digital records
can be very challenging. This is because digital record is
easier to be change secretly by anyone in the
organization compared to physical records such as
written/printed documents. These modifications may
impact the content's validity and integrity when
generating the development and production of high-
quality and safe related to the business process. As
digital technologies have advanced, regulatory
requirements regarding data integrity have also evolved.
Therefore, an organization must avoid malicious change
and handle a proper modification of the document's
content.

Credit to: Canva

The ECM Consultant. (2022, March 30). 10 Challenges of Digital Preservation You Must Know. Retrieved Page 30
from The ECM Consultant: https://theecmconsultant.com/challenges-of-digital-preservation/

Ways to Page 31

IMPROVE THE
EFFICIENCY OF ELECTRONIC
RECORD MANAGEMENT

1 Written By Saidattul izzati Adenan

Track, Monitor, and Record the
Relevant Data

Effective document or data management is essential for
developing proper eDRMS (Electronic Document and
Records Management System), which should contribute to a
company's compliance with all applicable regulatory
requirements. As a result, eDRMS is one of the essential
components of your capacity to safeguard, monitor, record,
and preserve corporate secrets, intellectual property, and
valuable data. As it offers high document accessibility, a
successful eDRMS will help secure documents through
automated document collecting and categorising data and
metadata. As a result, it will arrange documents based on
the appropriate degrees of content management across
multiple clouds or on-premise repositories, network drives,
computer hard drives, apps, and so on.

2

Create Annual Audits & Policy
Reviews

Annual audits of your document management systems are
required since they are not one-time initiatives. As
regulations, industry standards, legislation, and other laws
change over time, it is critical to conduct yearly external and
internal compliance evaluations. These audits may also help
you measure the efficacy of your records management
procedures and eliminate unnecessary jobs and
components of your strategy, optimizing and improving your
data management efforts across all teams and
departments.

Credit to: Google

3

Develop an Efficient Records Credit to: Canva
Management Strategy

All businesses should strive to have a
straightforward records management
strategy. File systems, information structures,
protocols, and other processes are
frequently complex ecosystems, so ensure
your approach is tight and in compliance
with all applicable regulations and industry
standards. Conduct careful research,
document your records, optimize data
management methods, and ensure that all
relevant information and documentation are
available to your staff. Create and
implement a logical access-level structure
that specifies who may access which types
of data and which files require what level of
security and archiving to reduce expenses.

4

Frequently Back-Up Data &
Documents

Business files and data are a company's

backbone and central nervous system. A wise

business owner incorporates a disaster

recovery plan and records management

procedures into his preparation efforts. It is

vital to back up data in order to assure future

recovery and protection. Aside from

catastrophic events like hurricanes or other

natural disasters, file and system backups

protect against data loss in the case of

security breaches or power outages that bring

your corporate computer system down. Every

company should do regular file and system

backups. Backups should be kept in a safe

Credit to: Canva remote place. Backups are therefore
safeguarded if something happens at the

company's physical location.

Damian. (2022). 5 Best Practice Tips for Electronic Records Management. Retrieved from Planet Compliance: Page 32
https://www.planetcompliance.com/5-best-practice-tips-for-electronic-records-management/

Printer: Publisher:
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Centre, 93150 Kuching, Sarawak
A509, Level 5, Tower A2, Jalan
Pending, 93450 Kuching, Sarawak

[email protected]
Universiti Teknologi MARA Cawangan Sarawak Kampus Samarahan,Jalan

Meranek, 94300 Kota Samarahan, Sarawak

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