Business Records Management

JULY 2020 | ISSUE NO. 1

BUSINESS

Records Management

LATEST! EXCLUSIVE!

Business Electronic
Records Records
History

Records
counteract
corruption

Integration in
Management

WRITER

Counteract Corruption using
Effective Records and Information
Management

SITI NUR HAFIZAH BINTI ABDUL
HIZAM
2019722641

Understanding and Managing the
Historical Records of Business

WARDAH ATHIRAH BINTI MUHD
DIMYATY
2019328803

The Authenticity of Electronic
Business Records

ZULAIKHA NUR JANNAH BINTI ZULKIFLI
2019317153

The Admissibility of Electronic
Business Records

IZZATUL ADILAH BINTI AZIZ
2019705143

An Integration Management
System & Issues and Concerns
using Cloud Service

AFIQAH NUR UZMA BINTI JUNAIDY
2019554939

CONTENTS

ARTICLE 1

01

02 UNDERSTANDING AND MANAGING THE
HISTORICAL RECORDS OF BUSINESS

03

ARTICLE 2

04

05 AN INTEGRATION MANAGEMENT SPOTLIGHT
SYSTEM ISSUES AND CONCERNS USING

CLOUD SERVICE HOW TO USE A MASK?

06

ARTICLE 3 NIKON

09 Buy your own camera now . Nikon
can capture all your memory .
10 THE AUTHENTICITY OF ELECTRONIC
BUSINESS RECORDS

11

ARTICLE 4

13

14 THE ADMISSIBILITY OF ELECTRONIC
BUSINESS RECORDS

15

ARTICLE 5 VACATION YOUR LUNCH

17 CHOOSE YOUR IDEAL
PLACE
COUNTERACT CORRUPTION USING
18 EFFECTIVE RECORDS AND London, Paris , Turki , Indonesia ,
Malaysia
INFORMATION MANAGEMENT

19

BUSINESS RECORDS MANAGEMENT

EDITOR

SITI NUR HAFIZAH BINTI
ABDUL HIZAM

First of all, thanks to God for His Mercy and
Guidance in giving us full strength to
complete this group assignment. Even
facing with some difficulties, we still
managed to complete it. It is because
without His Blessing, it is possible for us to
finish this assignment. With deep gratitude
we acknowledge the valuable guidance and
constant encouragement to Madam Noor
Arinah Md Ariffin for her careful and
precise guidance which made it possible for
us to complete this simulation.

Then, we would like to thanks to our parents
for supporting us mentally and physically
not just during finishing this project but also
during our studies in UiTM Machang.

Lastly, grateful acknowledgement to all of
our group member and the other friends
who never give up in giving their
cooperation and support to us
in all aspects of life in completing this
project.

Understanding and The office technology holds a wide definition
Managing the which ranges from the current equipment to
the very basic technology upon which the
Historical Records of eighteenth (1701 until 1800) and early
Business nineteenth (1801 until 1900) century business
depended on. Besides that, it contains paper
By comprehending the transformation and parchment, a basic postal system and a
of technology in the office in a wide- quill pens.
range of sense it can be very useful
especially for the business archivists. The rate of change in the office technology
escalate greatly in the mid nineteenth
The reason why it is beneficial is century with the development of the
because it gives awareness on how, typewriter and duplicator.
why and when the various type of
records in the business archive were Meanwhile, the mid twentieth century utilize
created. Besides that, it also clarifies photocopying, mainframe computer,
on the business itself through its personal computer as well as its correlated
acceptance of new technology as an software and email. This followed by the
approach to a bigger competitive gain. large scale of production, the reduction of
cost, the innovation getting worldwide and
Other than that, changes that the productivity of the office strengthen.
happened in the office technology are
the caused from the transformation of However, whatever era or technology that
the new technology. In the matter-of- were related to it, the information need of
fact, it aids in everyday issues business have always been continuous an it
regarding of a particular record such as can be divided into three distinct parts which
appraisal, conservation and dating is recording the information, copying the
process. information, as well as organising and
analysing the information.

Recording the information

Paper and parchment

Parchment which also known as Audio and moving images
vellum, was the earliest method in
writing material and was made The business processes were helped
from goat’s skin. It was regularly by the use of audio and moving image
produced in sheets that were recording and reproducing devices.
sturdy but stiff and hard to fold. Besides, both of the technologies were
The sturdiness made it suitably trustworthy and cost effective
particularly suitable for documents to be utilized by the business users. It
contract such as property is particularly for the purposes of
activities, articles of corporation marketing, advertising and education.
and internship agreements. But, it Video-based films were usually used in
is not widely used because of the the office for marketing presentations.
expensive cost and its In addition, sound recording was also
incompatibility to be use as a important in both communicating
medium to be print. information and in creating the records
via interview recording of meetings
Typewriters and text.

The creation of records in

business was transform by the

typewriters. The typewriters

feature in the businesses was that

they are quick in terms of copy

making as well as creating

documents especially in

presentation and the precision of

copies. They originally used for

creating memoranda and letters,

and then including the creation of

invoices, index cards and minutes.

Copying Information Organising and
analysing information
Photocopying
Filing systems
The impact of using photocopier on
the record keeping has been large. It Individual letters such as invoices,
established a much better flexibility in contracts, memoranda and printed
the production of copies and of work papers are customarily organised in
processes. It also permitting the office files, which formed a significant part of
workers to make copies in whichever a business’s information resources.
numbers that were required. The organisation file might be sort by
Moreover, it raised significant problem records type, name of the writer and
regarding the copyright and evidential by the date. It function is to protect the
of the records. However, by utilizing integrity of the records as well as to
the colour photocopying, it can make sure that it is correctly and
increase rise to counterfeit. It will constantly arranged so that it can be
cause security problems as copies located easier. Around the 19th
will be able to make illegally. Since it century, to properly maintain the
is cheaper and quicker, it persuaded papers that were created and received
unnecessary copying and resulting by the senior managers, a registry
damage to the record organisation. system was established.

Lets Create precious memories
Travel together, reminiscence, and
2020 keep it close.

IDEAL PUBLIC’S CHOICE

VACATION

Contact us
Phone number: 011-534-8591
Email: [email protected]

An Integration Knowledge Management (KM) refers
in Management to the trans-disciplinary approach
such as improving the organizational
System outcomes and learning, by
maximizing knowledge usage. It
Why do organizations integrate involves the design, implementation
Management System for Managing and review of social and
technological activities and processes
Business Continuity, Records and in enhancing the creation, sharing,
Knowledge? and application or application of
knowledge.
By integrating Management System it
would be helpful to the collaboration, In developing IMS of BRK, it is a must
optimization and innovation of to be in conformity with general
business continuity management principles of management system
system (BCMS), records management standard (MSS). The general
system (RMS) and knowledge principles provide guidance for
management system (KMS) for the justification and development of any
organization itself. Before planning an management system standard, which
integration management system for allows IMS BRK to be compatible with
managing business continuity, records ISO management system standard.
and knowledge (IMS of BRK), it is
compulsory to get know the
understanding meanings few terms
from national and international
standards in order to forge common
understandings to multiculturalism. The
business continuity management
(BCM) refers to holistic management
which known as the process of
decision-making and planning which
help to identify such threats that can
give serious impact to the organization.
While, Records Management (RM) is
responsible for the efficiency and the
systematically control of the whole
process of records cycle from its
creation till the disposition of the
records.

Best practices By developing an integration Furthermore, as regards to the
frameworks for each management system for society, it is for collaboration.
managing business continuity, The IMS for BRK will help to
management records and knowledge (IMS focus on BCMS, RMS and KMS
for BRK) it offers mixing means to meet the challenges of
Business Continuity when it comes in thinking to complex e-business, services
Management (BCM) best the citizen, organization and and integration across
framework is The BS 25999- also to the society. When it complex domains. Inside
1:2006 provide a lifecycle comes to the citizen such as it digital world, accountability
system for the authoritative will capitalize on the shared and responsibility for
business to holds the values of BCM, RM and KM. authenticity, reliability,
comprehension the of the integrity and usability of the
association and determining For example it accountable record are integrated
BCM technique. business practices, compliance components for sustainable
and legal protection and for competition business and
The best practice structure for the ease of communication. As fundamentals for acquisitions,
Records Management (RM) is for the organization, it is for partnerships and knowledge
the ISO 15489-1:2001. This mutual benefits from dynamic asset exchange.
framework offers a vital accumulation, sharing and
structure for managing records exchange memory. In
integration management
As for knowledge Management system for managing business
(KM) the AS 5037-2005 continuity, records and
framework is top practice that knowledge give several
provides the finest practice in impacts when using the ISO
managing knowledge. management system
standards (MSS) such as it
help to reduce redundancy,
optimizing process,
establishing consistency and
improve in decision making.

An, X., Chao, L., & Ye, Liuqi. (2010). An Integration Management System for Managing Business
Continuity, Records and Knowledge. International Forum on Information Technology and
Application. DOI 10.1109/IFITA.2010.225

Issues and concerns Cloud service risk factors of disclosure of important
using cloud services. information or personal
• Internal logic, information, or the privacy
By: Nur Afiqah Uzma Bt Junaidy management, and activity problem of the individual
cannot be seen from being institutional record
A cloud service is any service made available to hidden inside the service management system may
users on demand via the Internet from a cloud occur.
computing provider's servers as opposed to • Difficult to know the best
being provided from a company's own on- method to use the service Cloud system risk factors
premises servers.
Using the cloud service can drastically cut the • Difficult to identify the root Storage location of electronic
cost and preparation of new business where cause of the problem records due to storage
cost reduction is possible by maximizing the virtualization, risk due to
availability of computing resources and • Service provider-centered distributed processing, and
minimizing initial input costs. But using the structure. Therefore, it can risk of loss of metadata due to
cloud service can also give risk and have its only be dependent on the changes in configuration
own disadvantages. There are few types of service provider management.
cloud risks:
• Difficult to know how to Next, there are also security
manage internal services threats due to security and
access risks
• Functions essential for due to network virtualization,
electronic record and electronic record multi-
management may not be tenancy environment.
provided

Cloud Stakeholder Risk
Factors

Cloud is a type of service
where multiple multi-tenants
share a pool of computing
resources. Therefore, the risk

There are things that you
should know …

The Lifecycle management for cloud electronic record and
paper records are different. They have a slight difference

1 2 3 4 5

Creation Distribution Migration Backup Disposal

Created and Technical requirements Management items A plan to study the risks Electronic record
managed in a way and management and guidelines for of the general backup disposal and
that ensures the items such as reliable securing processes method of the cloud destruction policy in
authenticity and transfer, security, such as migration from and to back this up in a cloud shall be
reliability of electronic digital signature, etc. cloud-specific storage safe and reliable way established. Especially,
records for safe distribution of to other storage, from the electronic the complete disposal
created electronic migration to other record aspect shall be of dispersed electronic
records shall be clouds, or migration records and
established Storage from cloud to other established. synchronization of
and Preservation media, will be set disposal points shall
be established

Lee, Y., & Lee, U. (2017). Issues and Concerns: Record

Management in Cloud Services. Shinhan University

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The Authenticity Of Electronic Business
Records

In this era of digitization, Having a good electronic record can
help the electronic business in
The electronic devices are getting handling their unexpected
advanced from time to time. Thus, information security incidents that
business nowadays are using digital may appear. It can be proved by
platform as their key in becoming a having an evidence which can be
successful entrepreneurs. Hence, this shown through electronic records.
also leads the innovation of having a
business records into electronic forms. The problem may appear if there is
no authentic business records that
It is important for having an can be shown as a proof because it
authenticity of electronic records so can lead to corruptions and any
that it can work smoothly in matching crime incidents.
with the functions to make it as an
electronic evidence for every Authenticity Electronic Records are
business transaction. For Instance, important for economic growth of
agreement of contracts, account Malaysia.
transaction, and sales property. There is a research that has been
conducted which pictured by the
authentic of archival electronic
records that the non-current records
also need to focus more towards
business electronic records. It is
necessary to establish an electronic
business records.

WhatistherelationbetweenBusinessRecordsand
BusinessInformation?

Business information comes from business

records. It is process of transaction between the
parties that participate in the form of electronic and
documents which is paper based that has been kept
for time ahead references (International Records).
Management Trust, 2009).

Electronic business records is in form of T he information security incidents can

digital record that help in manipulated, overcome when there is a reliable and
transmitted and processed by using a authentic business electronic records which
computer. However, this days the record that it can be as memory and evidence. Also,
is in form of digital can be used by using electronic record need to be assessed and
various types of storage medium and maintain the entities.
computer system.
Other than that, records management is the
Also, it is important for the records main key to make the business to become
management to ensure that their electronic successful when having the authentic records
records able to produce as an evidence as their priority which it can be as an
before required it. evidence according (Mohd H, 2007).

Concept Authentic Of
Electronic

Business Records

The record are from the record keeping system that has been created, received,
maintained, and used. It has been established since the first transmitted or for
retention purpose.

Hence, in order to assure the authentic record, it needed to have a characteristic
that has been establish which are content, structure and context.

CONTENT The Authenticity of Electronic
Elements that transfer the Business Records
information and content of record.
For instance, text, symbols, numeral, Important to help overcome
images, and sound. the potential security risk that
will leak all the information of
STRUCTURE an organization. It also act as a
The arrangement and looks for the tool that will be as a guidelines
contents. For instance, layout, fonts to identify the authentic of
and page. Then, relationship records which will be act as an
between other records that are evidence for the organization.
related by link. It also has structural
information regarding application
software that been used for creating
the records content.

CONTEXT
This will help to explain information
of record. It has two types of
information such as identifies
document and the creator of
document.



The Admissibility of ‘Electronic record’ means data that is recorded or
Electronic Business
Records kept in a computer system or other similar device,
that can be read or view by an individual or a
computer system, and also includes a display, print
out or any output of data.

Records Management Supported “Records Concepts”
and Now “Systems Concepts”

In 1969 there are a lot of thing that did not A record can be in a flow of electronics now
exist yet such as word-processing, the and not only a piece of paper or microfilm.
personal computer, laptops, the internet, By divide the data (information) from such
email, online services, computer networks, “media storage,” record’s integrity and
and all of the devices upon which electronic reliability become “systems based” and
data is stored now. Electronic technology therefore, must admissibility. For that reason,
was limited to function that only speeded-up the electronic records requirements of the
the procedures of traditional “paper- Evidence Acts have a “system integrity” rule
original” in records management. In that of admissibility.
year, records were still paper-based or
microfilm-based documents. Those authorities only have business record
services and will have to give those services
Electronic technology has not yet removed a “system integrity” clarification if they are to
the records management from its “records provide satisfactory protection against the
concept” foundation. It had not yet changed use of untrustworthy records as evidence.
the fact that dependability of a record is But their “business activity” type of
depending on its own history and it is not admissibility rule is a personal test that
come from record system. Electronic allows any poor quality records system to
technology has given records management a produce admissible records, if the records
basically different foundation. The truth of are the product of the usual and ordinary
an electronically-produced record is progression of “business activity.” The
depending on the integrity of the electronic “business activity” can no longer provide
records system. satisfactory protection against untrustworthy
records being used as evidence, if it ever
could.

The Admissibility of
Electronic Business
Records

The Separation of Records Management Practice from Legal
Theory under the Business Record Provisions of the Evidence Acts

The theory of the law’s dependence Many business, institutional, and
upon tests of admissibility such as, government agencies have found that
“the normal course of business,” and, they can carry on business even if they
“the conditions of the making of the have sub-standard electronic records
record,” are always within a business systems, which shows profit
self-interest and helpful to the inducements are insufficient in
maximization of profit to maintain themselves to produce high quality
complete and accurate records. records management.

The need to maximize profit is Computer-to-computer transmission
supposed to be a dependable and
satisfactory guarantee of complete and of data, both national and
accurate records, also the records
management systems, however, in international, maximizes the
many current situations, incomplete
and inaccurate records are required to weaknesses of electronic record
minimize losses, which can be an
inducement as powerful as the profit systems because it much reduces
motive.
human supervision of the transmission

and usage of data, including the

auditing of such systems for

acquiescence with the recognized

principles and practices.

Evolution of
Records Management
Technology

In today’s records and information that
produced by electronic technology did not exist
50 years ago, except for that put out by large
institutional processor computers. Records
management now contains among other things,
such as printouts and other versions from
computers of all types, websites, email, text and
direct messaging, data from GPS devices,
computer graphics and simulations, digital
photos, the several variations of imaging, and
that of electronic audio and video devices.

For business records, most of business records
were electronically produced before all these
varieties of electronic technology existed. Now, it
is best to appraise all the records and
information as electronically produced and
stored. All historic paper records remain with
possibly useful information are quickly being
converted to electronic storage and then
disposed it.

Chasse, K. (2010). The Admissibility of Electronic
Business Records, 106–193.doi:
10.2139/ssrn.2656464

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JULY 2020 BUSINESS RECORDS

COUNTERACT CORRUPTION :

using Effective records and information management

by Siti Nur Hafizah Abdul Nowdays, no single country is free Corruption is making
Hizam from corruption and fraud. The an improper profit by
differences between country is only
Corruption is know as dishonest the level of the ‘vice’ with the passing control or
or illegal behavior, this act makes a systems that exist to prevent or breaking certain
person became having immoral create or pave the way for conviction.
behavior. The term 'corrupt' is very rules.
elastic and can include a variety of
unacceptable behavior or conduct. Did you know?

Corruption can be defined under the Corruption is a very complex “In Uganda corruption are
acronym bribery ,embezzlement, phenomenon. Most bribes in different rampant due to greed
extortion, fraud, and favoritism . countries and organizations occur
Corruption can take the form of informally and on the grounds of behavior, poor accounting
bribery, kickbacks, commissions, or isolated relations. Sometimes it systems and lack of
other benefits without leaving any doesn't need to be said. Mere eye
trace in the official records. contact can establish a relationship effective monitoring and
Corruption, fraud and abuse of of corruption . functioning institutions,
public power for personal gain are a lack of human capabilities,
worldwide phenomenon low remuneration and

poverty. ”

PROFILE why corruption is so prevalent? JULY 2020

" Reasons for Sometimes due to a lack of human capabilities Corruption can be seen as a disease
keeping record is coupled with the recruitment of unqualified that needs to be addressed. Unlike
staff to manage records and information . chronic diseases, corruption can be
because This weak of Records Information overcome if government institutions
organizations use Management (RIM) has given way to or organizations work effectively.
records to support corruption and scams to thrive. Nowdays, the
accountability when values of society have degenerated since However, government institutions
they want to prove institutionalize corruption as a way of life, cannot function effectively without
where honest people are ridiculed as naive. efficient and effective records and
that they have information management. Issues such
fulfilled their Corruption is characterized by financial or as failure to maintain proper financial
obligations or commercial activities that generate enormous and accounting records, invalid
complied with best profits or benefits. Corruption includes a contract procedures, unauthorized
practices in weak system of accountability coupled with a purchases, unauthorized payments
accordance with weak record and an ever-changing system of and failure to collect rates and taxes.
established policies" information management and unclear rules
Shepherd (2006) and laws. RECORDS AND INFORMATION
MANAGEMENT (RIM) AND
THE GOOD SPECIFICS OF RECORDS INFORMATION MANAGEMENT ACCOUNTABILITY AS TOOLS FOR
THE FIGHT AGAINST
Without access to the records either directly or through their representatives, CORRUPTION
the public lacks the necessary evidence to make the officer liable or to insist on
prosecution for corruption and fraud. RIM will provide reliable and authentic
documentary evidence underpinning all
In fight against corruption is a serious challenge in many parts of the world and more important accountability processes under
prominent in developing countries. The good RIM specifically plays an important role the government, the public and the
in the fight against corruption in three main ways: prevention of corruption or fraud, private sector they cannot guarantee
facilitating the smooth investigation of anti-corruption institutions; transparency, guarantee accountability or
allow for the exercising of good
“THE QUESTION IS, WHAT DO YOU ANALYZE WHEN THE governance.
HANDWRITING DOCUMENT IS UNAVAILABLE DUE TO POOR
RIM assures that evidence is captured in
RECORDS MANAGEMENT AND INFORMATION?” the system and is available. Well-managed
documentary evidence is the basis for
formulating and evaluating policies,
safeguarding the rule of law, managing
finances and personnel and protecting the
rights of individuals. 

INF0

The Australian Council of
Archives (1996) notes that
"Records are an important
element in organizational
accountability of internal and
external to uphold the rule of

law and to show fair,

RECORDSJULY 2020 BUSINESS RECORDS
INFORMATION
MANAGEMENT FACILITATING INVESTIGATIONS
CORRUPTION
PREVENTING CORRUPTION OR
FRAUD! Ways to facilitate investigations by anti-corruption
institutions Establish anticorruption institutions, including:
Researcher observes that there is a direct link between Office of the Auditor General, Office of the Public
poor records keeping practices and corruption among Prosecutor, the Inspector General of Government, the Anti-
other root . The causes of corruption is the lack of Corruption Court, the Parliamentary Budget Committee,
good records keeping practices and failure by the Office of the President, and the Public Service
governments or organizations to implement measures Commission.
that will ensure that records and information are
properly managed for day-to-day business operations. Established civil organizations, these institutions are
responsible for investigating, detecting and combating
Effective records management practices are essential corruption, as well as promoting ethics. Practice a
to ensure that there are no loopholes in the records registration system to manage records. This is because
information management system . Ghost posts within records and information may reflect misclassification or
an organization or institution cannot be guaranteed misinterpretation. To eliminate scandals and risk of loss in
and exact expenses cannot be detected without an organization, the relationship between accountability
accurate and accurate records and information. and stringent legal and financial records and information
Keeping records and acquisition information is management should be clear.
important to avoid corrupt transactions. Having well
managed policies and regulations for transactions and LACK OF STANDARDS AND
popularizing them within the organization through an REQUIREMENTS FOR ELECTRONIC
organized access system is a good preventive measure RECORDS MANAGEMENT
against corruption and fraud.
The potential for corruption and fraud in the electronic
PROVIDING EVIDENCE OF A environment is greater because electronic records can be easily
TRANSACTION! lost, overwritten, deleted or inaccessible, are media
independent, dependent on hardware and software, located
When someone is being investigated for a system or randomly, easily duplicated and stored on potentially unstable
regulation violation or for fraud, a lot of the evidence media, etc . In some organizations, work will be done by
will be provided by the available records and someone who is not a specialist in information technology or
information. who has no knowledge of record management. This makes e-
records management process runs unprofessional and lead to
For instance, in Uganda, regarding a rape case against corruption and fraud.
a main opposition politician, Dr. Kizza Besigye, Justice
John Bosco Katutsi in reference to the power of
evidence for fraud .The tampering with the records was
intended to allow Dr. Kizza Besigye to maliciously be
convicted and hanged for rape. But there was evidence
of tampering with the records and this saved Dr.
Besigye from the hangman and show the malicious
conduct of government officers and the loopholes in
proper RIM. Records and information provide verifiable
evidence of fraud that can lead investigators to the
root cause of fraud. There is no way we can wipe out
corruption without good records management as a
reference for evidence of transactions.

Nowdays, records managers sometimes
facilitate corruption by acting unprofessionally

and not following the appropriate RIM
procedures. For achive good RIM to ensure that

corruption is eliminated, records and
information management professionals need to
learn more about the nature and characteristics

of corruption and fraud in an organization.

How to safely wear
a non-medical
fabric mask

#StopTheSpread

How to use a
mask?

Source: World Health Organization

Before Putting on a Mask:

Clean hands with alcohol-based hand
rub or soap and water.

While Wearing a Mask:

1. Cover your mouth and nose. Make sure there
are no gaps between your face and the mask.
2. Avoid touching the mask. If you do, clean your
hands with alcohol-based hand rub or soap and
water.
3. Replace the mask with a new one as soon as it is
damp. Do not re-use single-use masks.

To dispose of the mask:

1. Remove the mask from behind using the
strings. Do not touch the front of mask.
2. Discard the mask immediately in a closed bin.
3. Clean hands with alcohol-based hand rub or
soap and water.

YOU'RE GIVEN
THIS LIFE
BECAUSE
YOU'RE
STRONG
ENOUGH TO
LIVE IT.

“Records
management is knowing what you have,

where you have it and how long you
have to
keep it”