E-MEGAZINE IMR652 NIMBF6B

IMR 652 : NIMBF6B MARCH 2021

IM245 (BACHELOR OF INFORMATION SCIENCE (HONS.) INFORMATION MANAGEMENT SYSTEM)

FACULTY OF INFORMATION MANAGEMENT
UNIVERSITY TEKNOLOGI MARA (UITM)
PUNCAK PERDANA

First of all, we would like to thank Allah S.W.T for having a blessed on
us to complete our group assignment without the barriers that prevent us to do
our assignment perfection. We have taken an effort in this task. However, this
task would not have been possible without the kind of support and help from
our family and friends. We would like to extend our sincere thanks to them.

We are highly indebted to our lecturer of The Management of Business
Record (IMR 652), Dr. Mohd Nizam Yunus for his guidance and constant
supervision as well as providing the necessary information regarding the task
and for his support in completing this task. Besides, we would like to express
our gratitude towards our parent and our siblings for their kind co-operation
and encouragement which help us in completion of this project. They
are the reason why we keep on moving forward and strive each day. Without
them, we would not be able to go through any obstacles that we faced
throughout the process of completing the tasks given.

Our thanks and appreciation also go to our colleague in developing the
project and people who have willingly helped us out with their abilities. Thank
you for encouraging each and every one of us to do our best in order to succeed
together and helping us out whenever we need some help. Honestly, this task
could not be completed without their support and guidance.

Last but not least, we also place on record and our sincere of gratitude
to one and all who directly or indirectly have lent their helping hand in time for
us to complete this group assignment.

NAME : NOR SABRINA BINTI SABARI
ID NO. : 2019838048
AGE : 36 YEARS OLD
EMAIL : [email protected]

NAME : MUHAMMAAD FAREEZ BIN MOHD
ZAHARI

ID NO. : 2019690382
AGE : 30 YEARS OLD
EMAIL : [email protected]

NAME : MOHAMMAD YUSUF BIN KAMAL
BASHAH

ID NO. : 2019802462
AGE : 30 YEARS OLD
EMAIL : [email protected]

NAME : MOHAMAD AMIRUL BIN HASHIM
ID NO. : 2019804338
AGE : 31 YEARS OLD
EMAIL : [email protected]

OVERVIEW
of RECORD MANAGEMENT

By : NOR SABRINA SABARI ACCOUNTING &
FISCAL
ADMINISTRATIVE
❖ Used for demonstrate the
❖ Used in the daily process of financial in
operation of a business business organization
organization.
❖ Example: Acc, receivable,
❖ Document that related to Balance sheet, Cheque
housekeeping function (Paid & Cancelled),
Financial Statement & Petty
❖ Example: audit report for cash records.
internal organization
chart, minutes of meeting

ADVERTISING EXECUTIVES

❖ Created in the process of ❖ Used to explain about the
promoting goods and administration of the
services for example organization and everything
drawing & artwork, Survey that shows the information
& market data, Catalog and everything that shows
the information about the
CORPORATE organization

❖ Show the background & ❖ Example: Policy statements,
condition (vital record) Directive, Research report,
speeches & Publication
❖ Example: reorganization,
corporate videos, Record INSURANCE
of mergers.
❖ Records that can be
LEGAL used by a policymaker
to claim for any damage
❖ Used to protect the rights of an or loss
individual / organization
whenever it comes to any legal ❖ Example: Claims,
proceedings. automobile, lost &
damage in transit,
❖ Example: Appeal records, expired policy etc.
copyright, trademark, patterns
etc.

MANUFACTURING PLANT & PROPERTY

❖ Record are related with ❖ Refer to any records
industrial operation related to the functions
of managing land &
❖ Example: Inspection building.
record, production
report, operating ❖ Example: Maintenance &
report, order register repairs of building,
and etc. machinery, plans aand
specification and etc.

TAXATION PERSONNEL

❖ Records are related to ❖ Record are related to
the amount assessed as staff or any individual
tax or the revenue that is involved in an
gained from taxes. organization.

❖ Example: Tax bills and ❖ Example: Attendance
statement, tax returns report, employee
and working papers, text contract, pension plan,
exempt sales. disability and sick
benefits record.

SALES &
MARKETING

❖ Record are related with
the process of selling
and marketing

❖ Example: Discount rates,
warrantees, sales invoice,
market research studies
and analysis, order filled,
price list and etc.

TYPES OF BUSINESS ORGANIZATION

WHEN YOU DECIDE TO START YOUR OWN BUSINESS, YOU
NEED TO DETERMINE WHAT TYPE OF BUSINESS
STRUCTURE BEST SUIT YOU NEED.

SOLE ❑ You are the sole owner & fully
PROPRIETORSHIP responsible for all debts & obligations
related to your business

❑ All profits are yours to keep, because
You are personally liable, a creditor can
make a claim against your personal assets as
well as your business assets in order to
satisfy any debts.

PARTNERSHIP ❑ A partnership is a non incorporated

business that is created between two or

more people.
❑ In a partnership your financial resources

are combined with those of your business

partners & put into the business.
❑ You & your partners would then share in

the profits of the business according to any

legal agreement you have drawn up.
❑ Types:

1. General partnership

2. Limited partnership

3. Limited liability partnership

CORPORATION ❑ Incorporation can be done at the federal

or provincial / territorial level.
❑ When you incorporate your business, it is

considered to be a legal entity that is separate

from its shareholder
❑ As a share holder of a corporation, you will

not be personally liable for the debts,

obligations or acts of the corporation
❑ Its always wise to seek legal advice before

incorporating

CO-OPERATIVE ❑ Owned & controlled by an association of
members. It can be set up as a for-profit or as
not for profit organization
❑ The least common form of business but
can be appropriate in situations where a group
of individuals or business decide to pool their
resources and provide access to common
needs, such as the delivery of product or
services, the sale of products or services,
employment and more.

CRITERIA RECORDS MANAGEMENT

AUTHENTICITY

The authenticity of the record is a very important criteria to
prove a transaction incurred. Let’s see what the features of
an authenticity record are. Authenticity show that the file
has a file number, a stamp on the front, a person signature,
and many more. Why the record should be an authentic??

First, to avoid fraud or alteration. Anyone can copy the
original document but by taking the process to ensure
authenticity, the document will be safe and will not be
duplicated. Secondly, a record authentic van prove every
transaction. Information fraud will not be possible because
there is a record authenticity and they cannot make a

phising data

REALBILITY

Realbility means a record must be trustworthy element.
Business transactions or any fact contained document must

be accurate and complete from alteration. Reliability
records will be through the process of storing, arranging,
indexing and many more. This record should also be filtered

so that the content in it is correct. Reliability document
must be recorded in a place provided to prevent fraud. For
example, the process recording is car trading transaction

should be done in front of the relevant individual to
increase the level of trust of the individual who want to deal

with the organization.

USABILITY

Usability criteria must be available in each record. The
usability records a record that can be used without having
to check whether the information in the document is correct
or not. Each document that has been recorded should be

classified according to the use of each part of the
organization to ensure that such records can be used. The
organization should always do a review of a record so that

the content in document can still be use, They need to
dispose of record that cannot be used so that they can

easily access the desire information. The record is very
important so as to enable the party to use the information

in the future and if required.

INTEGRITY

The integrity of a document means a complete and
unaltered record. Documents altered refers to a document
that has no addition or deletion of any information in the
document. The organization needs to protect records from

any unauthorized changes. However, any addition or
deletion of aany records can be done by notifying the

relevant individual.

IMPACTS OF SYSTEMATIC RECORD

ECONOMICALLY

Reducing The Operation Costs

Operating costs that include the cost of recording, processing and
removing information. The organizations needs to know how to

systematically record information in order to reduce operating cost.
For example, the cost of renting large office space to keep records or
files may be reduced. Some important records may be recorded in a
computer. The organizations can also reduce their workforce and the
cost of paying their salaries can also be reduced by systematic records

management.

Enhance Reduction Of Time Required

The time to find information can be reduced when there is an effective
systems. The employees will not waste their time just looking for the
records they want. A good records systems that provide number files,
folder names, dates and more can save worker time and they do not

have to research the records they need in the long run.

SUPPORT BETTER MANAGEMENT

Minimize Legislation Risks

The management of a systematic record system can minimize
legislation risks because the record can be used as proof of any
person who has committed a mistakes. The authorities can use the
record to help them find information on the offender’s accused.
A good record management system not only minimize legislation
records in fact can reduce liability against disposal of unused records.

Develop Strategic Plan

Systematic records management can facilitate managers to understand
each mission, goals and objectives of the organization. Managers will
be easier to access each record that is kept systematically. Managers
will be more diligent in achieving the organization’s mission and vision

when all the information is easily accessible.

ENSURE ACCOUNTABILITY

A systematic record management helps
maintain an accountability of information

Record must be kept and properly
maintained to ensure accountability because

the record is a proof material against any
matter.

Record
Management

Process in
Business

Organization

PROCESS :

✓ Capture
✓ Registration
✓ Classification
✓ Access & Security Classification
✓ Identification of Disposition status
✓ Storage
✓ Use & Tracking
✓ Implemintation of Disposition

CAPTURE :

➢ The process specifies that records should be
created & kept.

➢ Include the creation of records & accepted by
organizations such as correspondence & scraps

➢ Electronic records systems capture document in
a more deliberate process

REGISTRATION :

➢ The process is to provide evidence that records
have been created or captured in the records
system.

➢ The registration specifies the following metadata
as a minimum.

➢ Unique identifier assigned from the system such
as:

✓ Document name or title.
✓ Text description or abstract.
✓ Date of creation.
✓ Date & time of communication & receipt.
✓ Author ( With his/her affiliation ).
✓ Sender ( With his/her affiliation ).

CLASSIFICATION :

➢ An analysis for the purpose of developing a
business activity classification.

➢ Classification system provide an organization
with a tool to:
✓ Organize, describe & link its records.
✓ Link & share interdisciplinary records, either
internally or externally to the organization.
✓ Provide improved access retrieval &
dissemination of its records as appropriate

ACCESS &
SECURITY
CLASSIFICATION :

➢ Reasonable security & access depends on the
nature and size of the organization.

➢ Reasonable security can be described as the level
of security needed to protect information from
every access.

➢ Access to records may be restricted to protect
✓ Personal information and privacy
✓Intellectual property rights and commercial
confidentiality

➢ Restrictions to access involves similar steps to
activity classification.

✓ Transaction or business activities.
✓ Record belong.
✓ Check the access and security classifications.
✓ Allocate the appropriate level of access or

restriction
✓ Records the access or security status of the

record

IDENTIFICATION OF
DISPOSITION
STATUS:

➢ The identification of disposition status usually can
be done before records created, before record
keeping system are designed, before disposal and
when required.

STORAGE :

➢ There 3 basic factors for selecting storage
supplies and facilities are as follows:
✓ Need for storage supplies and equipment.
✓ Facility consideration.
✓ The cost realized.

USE AND TRACKING :

➢ Managing the use of records encompasses.
✓ This can identify the access and security
status of records and can access the right for
people external to the organization.

➢ Tracking of records.
✓ Use in the records system as a security
measure for the organization. It ensures that
only the user with the appropriate
permissions performs records task.

IMPLEMENTATION OF
DISPOSITION:

➢ Effective successful if the organization can refer
to the records retention, records preparation, and
organization destruction schedule.
✓ This can identify the access and security
status of records and can access the right for
people external to the organization.

➢ 3 steps for disposition.
✓ Preservation
✓ Destruction
✓ Transfer of custody or ownership records

CONCLUSION

❖Proper record keeping in the
Human Resources office is
essential to carry out basic
functions in the business
organization.

❖ Staff should be adequately
trained in the management and
maintenance of record keeping
to ensure efficiency of
information in the business

REFERENCES

Yunus, Alwi & Nik Ariffin, Nik Azliza. (2013). The
records management practices in capturing
organizational memory.

Silva, Carrie. (2020). Business organizations.
10.1201/9781003029250-5.

Understanding Records Management | Archives
and Records Management Section. (2021). Un.org.
https://archives.un.org/content/understanding-records-
management

Each Different Type of Business Organization
Explained. (2021, January 27). Fast Capital 360.
https://www.fastcapital360.com/blog/types-of-
business-organizations/