E-MAGAZINE IMR652

SPECIAL EDITION JUNE 2020

BUSINESS RECORD MAGAZINE

MANAGEMENT
OF BUSINESS
RECORDS

TYPES OF BUSINESS
RECORDS AND TYPES OF
BUSINESS ORGANIZATION

CRITERIA OF RECORDS AND
IMPACT ON SYSTEMATIC
RECORD

RECORDS MANAGEMENT
PROCESS IN BUSINESS
ORGANIZATION

BUSINESS CONTINUITY
MANAGEMENT

Universiti Teknologi MARA, Merbok, Kedah
Faculty of Business and Management

ACKNOWLEDGEMENT

In the name of Allah, Alhamdulillah, we, as a
whole team, would like to thank Allah as we

finally finished this Management Record
assignment that has been given to us. Honestly,
there were a few obstacles that came up in the

progress, but thankfully we managed to
overcome it and complete this task on time by

putting so many efforts into it.

Besides that, we would like to express our
gratitude to our Management Record lecturer,

Encik Mohammad Azhan Bin Aziz, that has
guided us during the process of completing this

magazine.

Not to forget, a big thanks to each and every of
our groupmates whom have been contributing a

lot in this task and not giving up until the last
page. Everyone was responsible of this task and

eager to accomplish this task as soon as
possible.

TABLE OF CONTENTS Editors' Background 1
2
Overview of Records 4
Management 8
10
Types Of Business
Organization 15
27
Criteria Records
Management

Impacts on Systematic
Records

Record Management
Process in Business
Organization
Business Continuity
Management

Editors' Background

Intan Natasha Md Fozi Siti Nurul Farahana binti

ID Number: 201985268 Syed Noor Azlan
Age: 21 y/o
ID Number: 2019231158
Email address: Age: 21 y/o
[email protected]
Email address:
Hobby: Dancing [email protected]
Hobby: Playing with cats
"Live, Love, Laugh"
"KSeteapy CPaolsmitivaen"d

Siti Nur Fauziah Binti Osman

ID Number: 2019853402
Age: 22 y/o

Email address:
[email protected]

Hobby: Editing

"Stoptadkreeaacmtiionng" and

Fatimah Az Zahra Binti Zulkifli Nur Farisya Irwayu Binti Zamri

ID Number: 2019253842 ID Number: 2019468388
Age: 21 y/o Age: 21 y/o

Email address: Email address:
fatimahazzahrazulkifli@gmail. [email protected]
Hobby: Surfing the internet
com
Hobby: Cycling "If yroeustg,ent otitrteod,qlueiat"rn to

o"mbeeoanreaeinlsbe’oswclionuds"

1

business record magazine

OVERVIEW OF WHAT IS BUSINESS RECORDS MANAGEMENT ?
RECORDS A field of management responsibility for the
MANAGEMENT
efficiency in the creation, maintenance, use, and
BY: SITI NUR FAUZIAH OSMAN disposition of business records.

TYPES OF BUSINESS RECORDS ADVERTISING

ADMINISTRATIVE Used in the daily operation of a These records are created
business organization in the process of
AC&CFOISUCNATLING Document that relates to aEsprextrrawovmmoicrpoeklsteitn:oDgtrghaoewocidunssgtaoannmdders
housekeeping functions.
Example; Audit Reports For internal, Market data and survey
Organizational Chart, Minute of catalog
meeting, Correspondence inward
and outward.

Used to demonstrate the process of The records show the
financial in business organization. background and
condition. (Vital
EsFhxineaeamtn,pcClieah:leAsqtcaucte.er(mpecaeeinditv,aaanbndled,cPaBneatcltaeynllcecaeds)h, CORPORATE
records)
records. Example: Permits to
do business, records
EXECUTIVES
of mergers,
reorganizations, and
corporate videos.

Used to explain about the These records can be used Used to protect the rights of
administration of the by a policymaker to claim an individual or an
organization and everything for any damage or loss. organization whenever it
that shows the information Example: Claims, comes to any legal
about the organization. automobile, group life & proceedings
Example: Policy statements, hospital, loss or damage in Example: Claims and
directive, reasearch reports, transit, workmen litigation of breach of
speeches and publications. contracts, appeal records,
compensation, expired copyright, trademarks,
policy, accident, fire etc. patents etc.

LEGAL

INSURANCE

2

business record magazine

MANUFACTURING PERSONNEL
These records are related with
industrial operation. ottThroghasaettnsiaseifzfirnaeotvcrioooalrnnvd.eysdianirndeiarvneidlautaeld
Example: Inspection records, rEexpaomrtps,leE: mAtptelonydeaence
production reports, operating reports, rDceoicsnoatrbrdaislci.ttys,aPnednssiicoknbpelnanef,it
quality control reports, order register
etc. These records related SALES &
with the process of MARKETING
PRPOLAPNETRT&Y
Refers to any records related to the selling buying.
functions of managing land and Example: Discount
bEbsucuxhiailledmddiinpnuglgleess:s.,M,mpalaiancnhtseinnanearndycs,epdaeencpidrfiercceaipatiatoiiornsns:, rates, warrantees,
damage reports etc. sales invoices, market
research studies and
TAXATION analysis, ordered
filled, price lists.
These records are related to
the amount assessed as tax or
the revenue gained from
taxes.
Example: Tax bills and
statements, tax returns and
working papers, text exempt
sales.

3

business record magazine

TYPES OF BUSINESS ORGANIZATION

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

Sole Proprietorship With this type of business organization,
you are the sole owner, and fully
responsible for all debts and 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, and put into the
business.
You and 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

4

business record magazine

Corporation Another type of business structure is
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 shareholders.
As a shareholder of a corporation, you will not
be personally liable for the debts, obligations
or acts of the corporation.
It is always wise to seek legal advice before
incorporating.

Co-operative A co-operative is owned and controlled by
an association of members. It can be set
up as a for-profit or as not-for-profit
organization.
This is the least common form of business,
but can be appropriate in situations where
a group of individuals or businesses decide
to pool their resources and provide access
to common needs, such as the delivery of
products or services, the sale of products
or services, employment, and more.

5

6

7

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 a
authenticity record are !. Authentic records show that the file has
a file number, a stamp on the front, a person's 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 can prove every transaction that happens as a
car trading transaction. Information fraud will not be possible
because there is a record authentic. they cannot make a
pishing data.

reability

Realibility means a record must be trustworthy element.
Business transactions or any fact contained in document must
be accurate and complete from alteration. Realibility 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. Realibility documents must be recorded in a place
provided to prevent fraud. For example, The process of
recording a car trading transaction should be done in front of
the relevant individual to increase the level of trust of the
individual who wants to deal with the organisation.

8

usability

Usability criteria must be available in each record. The usability record
is 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 used. They need to dispose of
records that cannot be used so that they can easily access the
desired 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 organisation needs to
protect records from any unauthorised changes.
However, any addition or deletion of any records can be
done by notifying the relevant individual.

9

economicallyimpacts on systematic records

1.reducing the operation costs

Operating costs that include the cost of
recording, processing and removing information.
The organizations need to know how to
systematically record information in order to
reduce operating costs. For example, the cost of
renting large office space to keep records or files
may be reduced. some important records may be
recorded on a computer. The organizations can
also reduce their workforce and the costs of
paying their salaries can also be reduced by
systematic records management.

2. Enhances reduction of time required

The time to find information can be reduced when
there is an effective system of information access
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 workers time and they do
not have to research the records they need in the
long run.

10

SUPPORT BETTER MANAGEMENT

1.minimize litigation risks

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

against disposal of unused records.

2. 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

11

ENSURE
ACCOUNTABILITY

1. A systematic record management
helps maintain a accountability of
information.

2. Records must be kept and properly
maintained to ensure accountability
because the record is a proof material

against any matter

12

13

14

Record Management
Process in
Business

Organization

15

PROCESS :

Capture
Registration
Classification
Access and security
classification
Identification of
disposition status
Storage
Use and tracking
Implementation of
disposition

16

The process 1.CAPTURE
specifies that

records should

be created and

kept

Includes the

creation of

records and

accepted by

organizations

such as

correspondence

and scraps

Electronic

records systems

capture

documents in a

more deliberate

process. 17

2.REGISTRATION

The purpose is Unique identifier
to provide assigned from the
evidence that system such as:
records have •document name
been created or or title
captured in the •text description
records system or abstract,
The registration •date of creation
specifies the •date and time of
following communication
metadata as a and receipt
minimum. •author (with
his/her affiliation)
•sender (with
his/her affiliation)

18

3.CLASSIFICATIION

Abcdpluuenasrvsapiesnnolieoasfslpieycsisnaoiagtfsicoaftnoivrittyhe Classification system
provide an
organization with a
tool to :

organize, describe
and link its records
link and share
interdisciplinary
records, either
internally or
externally to the
organization
provide improved
access, retrieval
and dissemination
of its records as
appropriate

19

4. ACCESS AND
SECURITY

Art is complex and multifaceted with a long,

C L A S S I F I C A T I O Nw i n d i n g h i s t o r y . T o a p p r e c i a t e i t w e l l , g e t a

deeper understanding of these seven
elements of artistic expression:

RL i n ee a s o n a b l e s e c u r i t y

Color

Sah anp ed a c c e s s d e p e n d s

Form

o nV a l u e t h e n a t u r e a n d

Space

Tse xi tzu ree o f t h e
organization.

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

20

Assigning rights or restrictions to access involves similar steps
to activity classification.

RESTRICTIONS TO ACCESS INVOLVES SIMILAR
STEPS TO ACTIVITYCLASSIFICATION

ACCESS TO RECORDS TRANSACTION
MAY BE RESTRICTED TO OR BUSINESS
PROTECT ACTIVITY

RECORDS
BELONG

PERSONAL INTELLECTUAL CHECK THE
INFORMATION AND PROPERTY RIGHTS ACCESS AND
PRIVACY AND SECURITY
COMMERCIAL CLASSIFICATIONS
CONFIDENTIALITY
ALLOCATE THE
CHECK THE APPROPRIATE LEVEL OF
ACCESS AND ACCESS OR RESTRICTION
SECURITY
CLASSIFICATIONS

RECORDS THE ACCESS

21 OR SECURITY STATUS
OF THE RECORD

5. IDENTIFICATION OF
DISPOSITION
STATUS

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

6. 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

22

7. 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
onl the user with the
appropriate permissions
performs records tasks

23

8. IMPLEMENTATION OF

DISPOSITION

Effective and successful if
the organization can refer to
the records retention,
records preparation, and
organization destruction
schedule

THREE STEP :
1. Preservation
2. Destruction
3. Transfer of

custody or
ownership

records

24

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26

BUSINESS CONTINUITY MANAGEMENT

BY: SITI NURUL
FARAHANA BINTI SYED

NOOR AZLAN

DISASTER RECOVERY PLAN (DRP) “KNOW THE
RISKS, MAKE A
Disaster Recovery Plan (DRP) is defined as immediate PLAN, GET A KIT”
involvement taken by organization. A disaster recovery plan is
a documented process or set of procedures to recover and
protect a business infrastructure in the event of a disaster. Such
a plan, ordinarily documented in written form, specifies
procedures an organization it to follow in the event of disaster.

DISASTER RECOVERY  By preparing a
PLANNING recovery plan prior to
the disaster, staff must
 Purposely to minimize be able to begin the
further loses and to process of effective
begin the process of response immediately.
recovery.
EMERGENCIES
 There are lots of DO HAPPEN !
activities and programs
designed to re-
establish critical
business functions and
stabilize the
organization to an
acceptable
conditions.

27

7 STEPS TO FORMULATE THE PLAN

2) IDENTIFYING THE VITAL RECORDS 1) IDENTIFYING THE TYPES OF

What are vital records? Vital records are RECORDS
those records that are necessary for an
organization to continue to operate in the  Types of records
event of a disaster. There are four key
areas of risk: Flood; Fire; Security;  Physical records
Infestation/ environmental pollution etc.
Vital records will enable SOAS to continue  Electronics records
functioning in the event of a disaster which
may destroy all other records. Vital records One of the easiest things to do is to distinguish
include those records which are required between physical files and electronic files. A
to recreate the School’s legal and financial physical file is identifiable because it is a physical,
status, to preserve its rights, and to ensure tangible file that holds personal information for
that it can continue to fulfil its obligations to an individual. Unlike a physical record, electronic
its stakeholders in the event of a disaster. records are held on a server in a computer. For
Vital records may be in any format such as that reason, the electronic records are unable to
paper, electronic, microfilm etc. be physically touched or held. For these records
to be reviewed, they must be accessed through
a computer.

It can be difficult to divide records into vital
and non-vital. Some records might not be
strictly vital as the School could function
without them, but the effort in replacing
them or their historical value might be such
that they should be given the same level of
protection as records essential to the
business of the School. You will need to
perform a risk assessment to decide how
vital the record is, considering how serious
the impact will be if the record were lost,
and how soon you would feel it.

28

3) IDENTIFYING THE RISKS

Risk Analysis and Review or RAR is a phase Types of risks:
within the BCM Planning Process or  Financial risks
Methodology. It is to identify existing risks and  Operational and environmental
threats that the business organization is risks
exposed to, particularly with respect to its  Legal risks
geographic location, processes and  Strategic risks

procedures. A risk assessment enables an  Privacy and information risks

organization to understand the threats to and

vulnerabilities of its most critical activities and

supporting resources, as well as the impact

that would arise if an identified threat leads to

a disruptive incident.

4) IDENTIFYING ALTERNATIVE STORAGE

When space is not adequate in the health
information office to store all discharge health
records for the defined retention period, it is
necessary to locate alternative storage.
Optimally the storage should be in the facility to
facilitate retrieval, but when storage space is
limited it may be necessary to utilize storage
space outside of the facility. When an alternative
storage space is needed, the space selected
must be secure and must protect the records
from damage, loss or destruction.
Storage rooms must be organized allowing for
ease in location and retrieval of records and
documents. Similar documents should be
retained together. One method for tracking the
location of documents that are retained is to
maintain an index log for records/documents
(other than personnel files and health records)
which identifies the contents of different storage
containers and locations. A log would contain
information on the box number and a description
including dates of items in the box.

29

5) DEFINE ROLES AND RESPONSIBILITIES 6) PREPARE A DISASTER BIN

 Establish a group of staff contacts to assist  Acquire tools and other supplies to be
with the restoring (also assign the duties of used in small disasters such as leaky
maintaining the plan so that it is up to date pipes, small fires, etc. This may include
at all times. certain tools, gloves, masks, fire
extinguishers and fire blankets.
 Determine who will be responsible for the
various aspects of the plan and who to • Ensure disaster bin is easily accessible
contact for assistance in restoring an area and all staff are aware of the location.
after a disaster.

 Determine who will be responsible for
reviewing the disaster plan at least quarterly
to ensure it is up to date with contact
details, change of location, etc.

 Determine who will be responsible to inform
all staff when a disaster occurs, including
after office hours.

Restoration Methods for Fire Damage The full
recovery of records damaged due to fire is
less probable than records damaged by
water. For this reason, duplication and offsite
storage of mission critical records is vital. •
Documents damaged by fire that are
recoverable will have a permanent smoke
odor. In cases where it is necessary, a process
called "dry cleaning" may remove most, if not
all of the smoke odor. This process is usually
done by a restoration specialist and requires
treating each page of the affected records
with a special solvent and allowing them to
dry.

30

7) DRAW UP AND ACTION PLAN CONCLUSION

 Develop a short plan that contains Continuity of business obviously has a wide
many of the details of the above
such as numbers both internal and range of responsibilities, and senior support is
external, and develop a step by
step list of actions for staff to follow in needed.
case of disaster and circulate the
plan to every staff in the Fortunately, it also provides the means to
organization.
secure that support when properly

approached. Like an

insurance policy, you can only find out if it is

worth dedicating resources to the

management of busi-

ness continuity in the unfortunate event of

using it. Continuity of business is, and has

always been,

a guarantee of good business practice. Its

goals and focus on risk and governance

assure customers, partners, shareholders,

employees, and the market. This ensures that

business is carried out for the benefit of all

shareholders, including investors and

consumers which need to know that they will

be sufficiently secured by managing risks to

accept-able levels. A McKinsey survey,

reported in Business Continuity Online, found

that “over 80% of investors would pay 18%

more for shares in a well governed company.”

Business continuity is a very

powerful tool to have in your toolbox. Phrasing

it in these terms to senior level executives is a

sure

fire way to get their attention, and their

support. Many businesses operate in unsafe

buildings and do not have any business

continuity plan or practice in place. Businesses

were generally not prepared for unexpected

situations and natural hazards. Finally, this part

shows business continuity plan in developing

the risk management, vital records and

contingency approach that is the process of

creating systems of prevention and recovery

to deal with potential threats to a company. In

addition to prevention, the goal is to enable

ongoing operations before and during

execution of disaster recovery

31

THE
SNEAKER
MAKES THE

MAN

32
a

HAPPINESS
IS A

CHOICES

#JustSoYouKnow

33

C"BTRAHUEESACITUPNESUETRASOPNSMODISESKERET"OEOFP

Anonymous

Universiti Teknologi MARA, Merbok, Kedah
Faculty of Business and Management