WORLD OF RECORDS OVERVIEW OF BUSINESS RECORD MANAGEMENT Mandatory requirement to manage and comply with the business's compliance procedures. Disaster recovery plan (DPR) are largely concerned with preparing for data recovery in the event that data is lost. Monitor Business Progress Prepare Financial Statement Identify Source of Receipts Maintain Assest Business List 4 IMPORTANCE OF GOOD RECORD KEEPING @offhub www.offhub.com 1ST EDITION JANUARY 2023 DESTROYED OF MISSING RECORDS? Credit to: kingcounty.gov RM 25.00
Greeting! I would thank to my teammates for create the amazement of our magazine who embrace the ingenuity, ideas, and service to make an impact on a local as well as a global scale in our new year. I want to also thank you OffHub's readers, for your interest in the business and management. Delivering the message allows us to give benefits for the readers in the future. Editor ’ s Note Editor-in-Chief Afifah Nabilah This is the first edition of the OFFHUB e-magazine. This has been created with the joint efforts of my teammates who have contributed the articles and have helped in the designing of this magazine. Hope this magazine becomes a success with the help of its readers. Writer Edward Kudi JA N U A R Y 2 0 2 3 | O F F H U B
JA N U A R Y 2 0 2 3 | O F F H U B A special thanks to my teammate for their expertise, effort and assistance throughout all aspects for their study and for their help in making this E-Magazine a successful one. My hope is that everyone is having a goodtime and enjoy their daily life and I wish that with this emagazine, they are able to gain some knowledge and information that is related to their workfield. Graphic Design Ervellioz Zellwegger I am very pleased to the readers for wanting to take knowledge from our e-maganize. I hope that with the existence of this magazine, it can explain and make everyone understand more about this record management in more detail. From my experience in making this e-magazine, it helps me to know more about the records used and the strategies used to become stronger and competitive. Advertising executive Siti Nur Aida I would like to express my special thanks of gratitude to my teammates that has been contribute in designing this magazine. Hope that this magazine will success with the help of the readers. I would also like to thanks all the readers for your support and hope that this magazine will give you a lot or new knowledge and information. Production Manager Hasyimah Husna
C O NTENTS 7 Effective Filing, Record & Office Management Skills 8 Record Management Process in Business Organization 9 Process of Managing Records Systematically 10 4 Importance of Good Record Keeping 11 Job Vacancy 12 What is training for Records Management Professionals? 13 Manage Records According to The Regulatory Requirements 14 5 Support of Better Management 15 ZARMA Workshop on Current Trends in Archives & Records Management 16 What's your plan when your document were destroy or missing? OFFHUB 6 Benefits of Efficient Record Management 5 Business Records 4 Overview of Record Management 17 7 Steps on How to Create The Disaster Recovery Plan 18 Regalia Off-Site Document Storage 19 Challenges in Records Management 20 Records Management Policy 21 Improving Records Security 22 Job Vacancy 23 Digital record should be prevalent Credit to: Google Image
Record Management OVERVIEW OF RECORD MANAGEMENT There are four basic legal forms of organization: Sole proprietorship, Partnership Corporation, Cooperative. Business owned by one person. It is a popular choice for small businesses due to the low initial costs. They are also subjected to less taxation and regulation compared to other types of businesses. As for the name of the business, usually name of the owner or any other name may be used. Example of Sole Proprietorship is Restaurant, tailor shops and beauty saloons. Partnership is an association of two or more persons or entities that carry on business as partner. The partnership agreement clearly states the amount of authority, potential profits and liabilities that each partner is due. There are two basics forms of partnerships which is general and limited.In a general partnership, all partners have unlimited liability, while in a limited partnership, at least one partner has liability limited only to his or her investment while at least one other partner has full liability. Example of partnership business is Starbucks & Spotify, Burger King & McDonald's. www.OFFHUB.com WHAT IS THE 4 TYPES OF BUSINESS ORGANIZATION? Sole Proprietorship Partnership Credit : Canva Credit : Canva Credit : Canva Corporations A Corporation is a legal entity created by individuals, stockholders,, with the purpose of operating for profit. Corporation are allowed to enter into contracts , sue and be sued, own an assets, remit federal and taxes. There are 2 major types of corporations such as C corporations which are larger organizations owned by multiple shareholders, which can also be other businesses, and S corporations, which are often (but not always) smaller businesses owned by an individual shareholder. Example of corporations is Coca- Cola Co, Microsoft Corp. Cooperative A cooperative business, also known as a co-op, is a type of organization that is both owned and controlled by its members, who also happen to use the services and products of the cooperative. These businesses are different from other types of companies, because they are formed and operate for the benefit of their members. In that sense, they are nonprofits.Ownership of a cooperative is based on how much equity each member has contributed. This is a unique ownership structure, because it can be based on anything, including how much of the cooperative business’s services and products a member purchases. This is what makes a cooperative business so different from other kinds of businesses. Example of cooperative businesses are agricultural services, fish marketing, child care. Author : Hasyimah Husna Patrick, R. (2015, November 2). How Do I Choose Between the 4 Major Business Organization Forms? Chicago Business Lawyer. https://www.rifkindpatrick.com/Blog/2015/November/The-4-Major-Business-Organization-Forms. OFFHUB | 4
Administrative Administrative records are those that contain adequate and proper documentation of the agency's organisation, functions, policies, decisions, procedures, and vital transactions. Used in the day-to-day operations of a business. Example of administrative records are Organizational chart, minute of meeting, property inventory,office policies for employees, Audit Reports for internal, correspondence inward and outwar. Accounting & Fiscal Accounting records are important sources of information and evidence used in the preparation, verification, and or auditing of financial accounts. It is also used to illustrate the financial process in a commercial organisation. Accounting records include all documents used in the preparation of a company's financial accounts. Accounting records are frequently evaluated for audits, compliance checks, and other business-related requirements.. Example of accounting records are balance sheets, account receivable, financial statements, petty cash records. BUSINESS RECORDS Personnel These documents belong to staff or any individual working with an organization. The purpose of maintaining personnel files is to formulate and review personnel policies and practices. Personnel record refers to any document, written or electronic, and no matter where it is, that has been or could be used to decide if a law enforcement officer is qualified for a job, a promotion, termination, or other disciplinary action. The Purpose of Personnel Records is It helps to supply crucial information to managers regarding the employees, It helps the managers to make salary revisions, allowances and other benefits related to salaries. The example of personnel records include Attendance reports, employee contracts, pension plan. Credit : Canva Author : Hasyimah Husna Administrative records Definition. (n.d.). Law Insider. Retrieved January 15, 2023, from https://www.lawinsider.com/dictionary/administrative-records Personnel record Definition: 142 Samples. (n.d.). Law Insider. Retrieved January 15, 2023, from https://www.lawinsider.com/dictionary/personnel-record OFFHUB | 5
Record is a document contains meaningful information that can provide evidence for business transactions in organisation. A record — whether paper or digital — contains information that is made, produced, executed, or received in connection with transactional office activities, and is either preserved permanently or temporarily (according to a predetermined retention schedule) Every firm requires intelligent programming to protect its personnel files and other sensitive data against the risk of loss or theft. The most efficient record management systems can digitise incoming mail, invoices, and client contracts. In this approach, records management protects the integrity and privacy of your records and ensures that no unauthorised users can access sensitive content or personnel information. Maintaining an orderly record system requires a significant investment of time as well as financial resources in the form of storage space, filing, and personnel. In the absence of a wellorganized system, it requires a significant investment of both time and money to locate and reproduce lost documents. Using a record management system to handle your records can help you save a significant amount of money by lowering your operating costs and increasing the productivity of your staff. Benefits of Efficient Record Management What is a record? Author : Hasyimah Husna 4 Benefits of Efficient Record Management Despite our increasing reliance on electronic files, the amount of paper utilised in offices has not reduced substantially. Implementing a record management system enables an organisation to control the creation of records and copies to only those that are truly necessary or in use. This regulates the growth of records and hence minimise the required storage space. Cost Savings Protect Data Control the Generation and Growth of Records Effectively Retrieve and Dispose Records The implications of spending too much time looking for misfiled documents can be devastating; you may not only lose billable hours but also valued clients. This is why it is essential to invest in a well-designed file system that facilitates the retrieval of records and their disposal beyond their expiration date. admin. (2013, January 31). Top 10 Benefits of Records Management. Document Management Software | Docsvault. https://www.docsvault.com/blog/top10-benefits-of-records-management/ OFFHUB | 6 CREDIT: CANVA
Certified and Experienced Trainer Certification Provided HRDF Claimable/SBL Khas 5 Star Training and Service HIGHLY DEMANDED PROGRAM EFFECTIVE FILING,RECORD & OFFICE MANAGEMENTSKILLS INTERESTED IN JOINING THE TRAINING? DO CONTACT: CONTACT: SYAMIMI. HASHIM @COMFORI.COM NO TEL:013-45681333 OFFHUB | 7 CREDIT: CANVA CREDIT: CANVA
SECURE BUSINESS RECORDS Wha t i s Re c o rd Management? It is the supervision and administration of digital or paper records regardless ofthe format. In this context, a record is content that documents a business transaction. It is to help an organization keep the necessary documentation accesible for both business operations and compliance audits. Security is just one step in your records management plan, but it might be one of the most important. Implementing the proper security measures to make sure that your critical records are not vulnerable to a breach should be one of the top priorities of any employee in charge of your records management security. If just one aspect of your security measures breaks down, you’re exposing your company to the risk of a data breach, which could result in large fines, a damaged reputation, and cause your business to go under. Record management process in business organization CONDUCT REGULAR AUDIT Schedule regular audits of your critical records will help you maintain version control and reduce the chance of a data breach since you have a better chance of discovering when something valuable is missing. LABEL ALL RECORDS, FILES AND CABINETS APPROPRIATELY Make sure that all your records, folders, drawers, and file cabinets are labeled clearly and properly. By maintaining a consistent labeling system, you can increase the chance that a record will find its way back to the proper place, and reduce the chance of losing a record that could cost you everything. Katuu, S. (2022). Advancing Archives and Records Management Professionals in Africa. Global Knowledge, Memory and Communication. https://doi.org/10.1108/gkmc-05-2022-0100 By Ervellioz Zellwegger Credit to: Canva Credit to: Canva LIMIT ACCESS TOCRITICAL RECORDS Make sure that all your records are handled and disposed of properly by employees that have the clearance level to read the contents of every file they handle. The smaller that number is the better. OFFHUB | 8
Assignment of a unique identifier (either machine-generated and readable, or human readable) Capture or generation of metadata about the record at the point of capture Creation of relationships between the record and other records, agents or business serves its purpose to provide evidence that a record has been created or captured in a record system. It involves recording brief descriptive information about the record in a register, and assigning the record a unique identifier. Requirement in capturing record ar: According ISO15489(2001), the process of managing records systematically include Capture Registration Classification Access and security classification Identification of disposition Status Storage Use and tracking Implementation of disposition It is the final stage in any record’s lifecycle, and proper disposition is an important part of any records management program. For records with enduring value, usually identified as permanent in records retention schedules, disposition may involve transfer to an archival facility. Agencies need to contact their archival institution for proper transfer instruction Use of the records is a records management transaction that may need to be captured by the system to formpart of mete data. Use of the rcord may affect its access and disposition status Tracking of records: The tracking of records usage within records system is a security measure for organizations To ensure that only those users with appropriate permissions are performing records tasks for which that have been authorized Tracking systems have to meet the test of locating any record within an appropriate time period and ensuring that all movements are traceable. Reasonable security and access will depend on both the nature and size of the organizations as well as the content and value of the information requiring security. Reasonable security can be described as the level of security needed to protect the information from any unauthorized access, collection, use, disclosure, deletion, alternation or destruction..Reasonable for one organization may be a locked filing room, while for another it may be locked, guarded, and limited-access filing room with video cameras. organize, describe and link its records link and share interdisciplinary records, either internally or externally to the organisation. provide improved access, retrieval and dissemination of its records as appropriate. sys tem that related to bus ines s functions may provide a sys tematic framework for records management. It analyzes for the purpose of developing the bus ines s activity clas s ification identifies all of an organi sation’ s activities and locates them in the framework of it s s tated or mandated mi s s ion or purposes . Clas s ification sys temprovide an organization with a tool to: Storage is where the organization or company keeping the records safe and not destroyed. Without proper storage, records cannot be retained or kept for as long as it needed. Appropriate storage conditions ensure that records are protected, accessible and managed in a costeffectivemanner 2 The identification of disposition status usually can be done before records are created, before records keeping system are desgined, before disposal and when required. The process requires reference to a disposition authority of a more or less formal nature depending on the size and nature of the organization and its accountabilities. The disposition authorities may prescribe permanent preservation, either within the organization orinaseperatearchives in institutions It is the process of determining that a record should be made and kept. This includes both records creation and received by the organization such as correspondence and memos. It involves deciding which documents are captured, which in turn implies decisions about who may have access to those documents and generally how long they are to be retained CREATION REGISTRATION CLASSIFICATION ACCESS AND SECURITY CLASSIFICATION IDENTIFICATION OF DISPOSITION STATUS STORAGE USE AND TRACKING IMPLEMENTATION OF DISPOSITION Credit to: Canva By: Ervellioz Zellwegger Masenya, T. M. (2020). Application of modern technologies in the management of records in public libraries. Journal of the South African Society of Archivists, 53, 65–79. https://doi.org/10.4314/jsasa.v53i1.5 Credit to: Canva OFFHUB | 9
Monitor Business’ Progress Records can indicate whether your business is improving or declining, do you have a product selling better than another, which expenses can you do without or decrease, how can I increase my profit Prepare Financial Statement To prepare accurate financial statements you need to have good records. Financial statements will help you manage your business. The income statement (profit and loss), balance sheet and cash flow statement are examples of financial reports you need to monitor your business. Banks or creditors often ask for financial statements so it is important to maintain accurate books on a timely basis Identify Source of Receipts Money coming into the business may take several forms; income from business operations or sales, interest income, or income from the sale of business property. In order to report income properly on tax returns it is important to understand where the receipts (incoming money) is coming from. Your records will identify where the money is coming from and where it should be reported on your tax returns Maintain Assest Business List Assets of a business may include, but not limited to cash, bank accounts, fixed assets such as furniture and equipment and real property consisting of land and buildings. For instance, proper documentation for any real property is necessary to be able to compute the correct cost basis of the asset, to calculate proper depreciation on a tax basis and or to determine the proper gain or loss if the asset is sold 44 IImmppoorrttaannccee ooff GGoooodd RReeccoorrdd KKeeeeppiinngg Casadesús de Mingo, A., & Cerrillo-i-Martínez, A. (2018). Improving Records Management to promote transparency and prevent corruption. International Journal of Information Management, 38(1), 256–261. https://doi.org/10.1016/j.ijinfomgt.2017.09.005 By: Ervellioz Zellwegger Credit to: Canva Credit to: Google Image OFFHUB | 10
JOB VACANCY Becoming with one of the team Audit Head Manager Admin Executive Email: [email protected] (HR Recruitment) Kindly message us for more information: 018-2999916 WE ARE LOOKING FOR: Salary negotiated. Increment salary, bonus and allowance upon confirmation Please submit your application with complete resume and relevant qualifications to: Visit us at www.Jobstock.com.my OFFHUB | 11
WWHHAATTIISS TTRRAAIINNIINNGG FFOORR RREECCOORRDDSS MMAANNAAGGEEMMEENNTT PPRROOFFEESSSSIIOONNAALLSS?? AUTHOR Siti Nur Aida A Program designed to impart learning in the employees and management of an organization. This learning pertains to essentials of Record Management practices, key underlying concepts, best practices and guidelines that the personnel must adhere to. DEFINATION BOOST UP YOUR PERFORMANCE To Standardizing information sources throughout an organization or group of organizations and managing the changeover from paper to electronic records management systems. Therefore it is also to facilitating the development of filing systems and retention and disposal schedules and maintaining these to meet administrative, legal, and financial requirements By advising on records storage and records media. It will make them to training on advising on and implementing new records management policies and classification systems. The trainer will providing a policy framework for how people are expected to manage their records and use the system in place and ensuring that relevant legislative and compliance requirements are met By Storing, arranging, indexing and classifying records. To setting up, maintaining, ,reviewing and documenting records systems. Collating advice on issues related to legislation and collating and writing reports. It is also to resolving problems with information management through effective use of software and other information management resources, and enabling appropriate access to information. Next is Advising staff in other departments on the management of their records and information. They also will learn on how to responding to internal or external information enquiries and managing or monitoring budgets and all resources. Beside that they can overseeing the management of electronic and paper-based information. References: Rawat, A. (2019, July 1). What is records management training and do you need it? Starbic Business Solutions. Retrieved January 23, 2023, from https://starbic.com/what-is-records-management-training-and-do-you-need-it/#:~:text=Records%20Management%20Training%20can%20be, the%20personnel%20must%20adhere%20to. Credit: Canva Credit: Canva Credit: Canva Credit: Canva OFFHUB | 12
MANAGE RECORDS ACCORDING TO THE REGULATORY REQUIREMENTS Statute and case laws, and regulations governing the sector specific and general business environment, including laws and regulations relating specifically to records, archives, access, privacy, evidence, electronic commerce, data protection and information. REGULATORY REQUIREMENTS Voluntary codes of conduct and ethics, and best practice. It is mandatory standard of practice. To identifiable expectations of the community about what is acceptable behavior for the specific sector or organization. References: Shinder, D. L. (2019, October 9). Regulatory compliance requirements for business situations. GFI Blog. Retrieved January 23, 2023, from https://techtalk.gfi.com/regulatory-compliance-requirements-for-business/ Credit: Google Credit: Canva AUTHOR: SITI NUR AIDA OFFHUB | 13 To h e l p o r g a n i z a ti o n s t a y w it h i n t h e p o l i c i e s a n d p r o c e d u r e s o f t h e c o u n t r y t h e y a r e o p e r a ti n g i n r e g a r d i n g t h e r e t e n ti o n o f i n f o r m a ti o n . I n I n t e r n a ti o n a l a n d N a ti o n a l . IN MALAYSIA The Malaysian government especially National Archives of Malaysia and MAMPU had legislated various, regulations, procedures, and guidelines to formulate a comprehensive records management program such as those listed below : NationalArchivesAct2003 OfficialSecretAct1972(Amendment1986) Guidelines on Managing Electronic Records in Unstructured,StructuredandWebenvironments. Guidelines on the Management and Preservation ofElectronicMail. INTERNATIONAL STANDARD ISO 15489 To provides guidance to ensure that adequate records, in all formats and media, are captured and managed adequately throughout their lifespan. It is the primary good practice and reference model that guides the implementation of records management programs worldwide. Intended use by managers or organization especially for records, information and technology professionals. All other personnel in organizations.
MANAGING RESOURCES EFFECTIVELY Resources such as human, knowledge, accommodation, equipment, financial, and payroll are essential to the success of recognizing records as a strategic resource. Therefore, organization can manage the resources effectively and efficiently if the systematic records management program is applied in the organization DEVELOPING STRATEGIC PLAN OFFHUB MAGAZINE FIVE SUPPORT OF BETTER MANAGEMENT AUTHOR: SITI NUR AIDA Managing records effectively based on the systematic records management program will help the managers to identify an organization’s mission, aims and objectives, determine its needs, capabilities and resources, and then develop strategies to achieve those goals successfully. EFFECTIVE DECISION MAKING A records management program can help ensure that managers and executives have the information they require easily. It also avoids the loss of control of records. Therefore, managers and executives can keep track of the firm’s progression and can make a decision effectively. MINIMIZE LITIGATION RISKS Managing records effectively will reduce the risks associated with litigation and potential penalties. A systematically records management program can reduce the liabilities associated with document disposal by providing for their systematic and routine disposal in the normal course of business. Credit: Canva Credit: Canva References: Panel®, E. (2022, November 9). Council post: 15 ways for managers to find out how to better support their team members. Forbes. Retrieved January 23, 2023, from https://www.forbes.com/sites/forbescoachescouncil/2021/10/15/15-ways-for-managers-to-better-support-their-team- members/?sh=66106d274a7b Asking, “How can I support you?” is a little bit like having an open-door policy. Both of these ask your team members to do the heavy lifting for you. Instead, proactively normalize areas where team members often struggle—communication, time management, delegation and conflict—and ask, “Which of these are you struggling with, and what would success look like?” Then, design a plan with them to bridge the gap. ASK ABOUT SPECIFIC AREAS THAT OFTEN STRUGGLE OFFHUB | 14
Charges: K3,000 (Paid Up Members) K3,400 (None Paid Up Members) ZARMA Would like to urge Interested parties to confirm participation by Friday 27th January, 2023 in order to facilitate adequate planning. Zambian Archive & Records Management Association (ZARMA) Workshop On Current Trends In Archives & Records Management Invites you FOR BOOKING CONTACT 15th - 17th March, 2023 Urban Bliss Hotel, Kabwe +260 977161535 (Mr. Sipho Banda) or +260 978738814 (Mr. Zachary Zulu) or +260 974192953 (Mr. Chewe) PRICE START ZARMA $9.000.000 Email: [email protected] [email protected] to a 2023 OFFHUB | 15
DESTROY OR MISSING? What's your plan when your document were By Afifah Nabilah Binti Ahmad Zaidil Disaster recovery plan (DPR) are largely concerned with preparing for data recovery in the event that data is lost, as well as the recovery of other crucial company operations. DRP seeks to facilitate and build ties between institutions and groups in the community that can help with the coordination of postdisaster recovery efforts. How important is The Importance of Disaster Recovery Plan to every organization? In the case of a damage, this disaster recovery plan is intended to guarantee the continuation of business operations. Avoiding potential hazards that can arise in businesses is seen as a crucial component of overall business planning. Some of the research described above concentrate on DR planning, hence this study highlights the significance of DR planning. The recovery solutions, whether they were cloud-based DR or the natural ones, should be able to be determined by the disaster recovery strategy. The organization's capacity to replicate IT systems and data is essential to ensuring that activities continue in the case of a natural or man-made disaster. The effects of Disaster on Record Access In this research from Cajetan Okechukwu Onyeneke, power outages were shown to be the most frequent calamity in the archives. This is hardly shocking because power outages have typically been a big problem in Nigeria. The researcher has noticed that certain records that require heat from light are subject to dampness. The responders also admitted that other man-made calamities, such theft, vandalism, fire outbreaks, and water leakages, have occurred in the archives. Lightning strike is the only natural calamity they admitted to have happened in the records. Credit - google OFFHUB | 16
SEVEN STEPS ON HOW TO CREATE THE DISASTER RECOVERY PLAN 1 2 3 4 A system disaster is an extremely stressful event. This means that a clear chain of command and authority must be established ahead of time to determine who is in charge if and when key personnel go missing. During a critical incident, this will help your entire team understand who is in charge in the chaos that may ensue following a disaster. 5 6 7 Here's the steps for the organizations to prepare the disaster recovery plan (DRP) incase when the disaster happens unexpected. It is very important to make a plan and strategy : Recognize that natural disaster is a possibility The first step in Disaster recovery and business continuity planning is admitting that the organization has real dangers that might endanger its life or success. Get a no farther until top leadership takes this initial action. List and classify any potential risks to the organization. The sort of hazards that a company may encounter will depend on the nature of the business and its physical and social surroundings. After being listed, the risks should be grouped according to how they could affect different systems. List all names and contact information. Next, make a list of every employee's name along with all available contact information, making sure to keep this list up to date. This information needs to be accurate because you might need to access it immediately. Personal and professional contact information should be included in communications. Define a command structure. Think about your risk assessment. Preparation is everything when developing a disaster recovery plan. So go over as many potential disaster scenarios as you can and make a list of things that could go wrong. Then consider how each of those scenarios would impact your core business, revenue streams, customer service, and employees. Credit - google Make a backup plan or 'Plan B' When you are plan your 'Plan B,' you consider what will happen if your primary disaster recovery plan is rendered ineffective. There are two metrics that guide decisions when balancing the business requirement, for protection of the fundamental capabilities on which the business depends, and the cost to deliver. Make a backup plan or 'Plan B' Conduct regular testing drills to ensure that your new disaster recovery plan is functional. They advocate for not accepting failure in business performance, even if there is a failure in systems or an attack on their integrity. Equally important are the plans you have in place to ensure that business continues as usual. Hamadah, S. (2019). Cloud-based disaster recovery and planning models: An overview. ICIC Express Letters, 13(7), 593–599. https://doi.org/10.24507/icicel.13.07.593 Onyeneke, C. O. (2017). Impact of disaster on access to records of National Archives of South East, Nigeria. Collection Building, 36(2), 63–68. https://doi.org/10.1108/CB-12-2016-0033 References 1. 2. OFFHUB | 17
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RECORDS MANAGEMENT CCHHAALLLLEENNGGEESS Credit to: Canva By : Edward Kudi Anak Joseph Information Overload & Lack of Time In the digital age, we have to keep track of an increasing amount of data. This has led to a big problem in the field: too much data and not enough time. The first step to solving this problem is to figure out what it is. We need to know where our data comes from and what it is used for. Once we know that, we can take steps to better manage it by putting in place new processes or making changes to the ones we already have. Part of making a plan for managing records is making sure there isn't too much information and that employees are comfortable working with their records. Disorganisation This is thehardestproblemto solve when it comes to managing records. Itis a problem that can be solved by making a system that will help you find the information you need. Due to the rise of technology and the digitization of everything, it's getting harder and hardertokeeptrackofrecords. The problem isn't just that it's hard to find certain records; it's also that those records aren'twell organised. Atfirst,this is because of problems with making business records. It's important to think about how you organise business records from the time they are made to the time theyaredisposed. Credit to: Canva Data Accuracy & Integrity Itis seenasoneofthemostdifficult things for organisations to do when keeping records. The accuracy of data is a key part of every business process. It is very important for businesses to have accurate information that can be used to make decisions. It also plays a big part in keeping records and data accurate by making sure that all information is written down, stored, retrieved, analysed, shared, etc. correctly. If a business doesn't have accurate information, it can't make good decisions or use the information to its advantage. As the number of records grows, it becomes harder and harder to keeptrackofandmanage them.AI comes in at this point. With AI, companies can now have a data management system that is accurate, reliable, and can automatically create, validate, and delete records. Reitz, L., & Malak, H. A. (2023, January 12). 9 records management challenges and how to overcome them. Information Management Simplified. Retrieved January 24, 2023, from https://theecmconsultant.com/records-management-challenges/ OFFHUB | 19
RECORDS MANAGEMENT POLICY What is Records Management Policy? A formal document known as a records management policy is a document that specifies the processes that an organisation follows in order to manage its records. The policy need to handle the procedures for generating records, storing them, providing access to them, and destroying or archiving them, respectively. The main parts of a records management policy are the programme goals, the schedule for keeping records, the schedule for getting rid of records, and the records management plan. "Policies governing records management are essential in order to guarantee that the organisation will be able to maintain track of its records and will have a distinct strategy for the disposal and storage of such data." Why organizations need records management policy? To assure consistent, effective record creation, maintenance, and disposal. To make sure that people who need them can find and use records. To make sure that records can't be accessed, used, or destroyed by people who shouldn't be able to. To make sure that the organisation follows all laws and rules that apply. To make operations run better and be more efficient. To figure out the problems that come with managing records. To find the best ways to manage records so that they can be put into place more easily. Why is a records management policy important? OFFHUB January, 2023 Malak, H. A. (2022, December 16). What is records management policy? why is it important? Information Management Simplified. Retrieved January 24, 2023, from https://theecmconsultant.com/records-management-policy/ Types of Records Management Policies Mandatory Records Management Policies. Voluntary Records Management Policies. OFFHUB | 20 Credit to: Canva
OFFHUB By Edward Kudi Anak Joseph Records Security Security is how well you are protected from danger, loss, and thieves. It goes without saying that records should be kept safe from both damage and people who shouldn't be able to see them. The method of security is completely dependent on the method of storage that was used. When computers are used, documents and files can be kept private by giving them passwords. This makes it hard for someone who doesn't know the password to get into the file. Most businesses now store their data on computers, which frees up space in the office. Improving Records Security JANUARY 2023 Measures Used to Secure Records Depending on what's in a record, the level of security it needs will be different. Some records may not be very important, so they may need little or no security. Access to Records Some things will be very sensitive and need a high level of security. How easy it is to get a record should depend on how sensitive it is. Once you've decided how important a record is, you'll need to think about who needs and should have access to it. Transferring Records If data or information needs to be sent to a third party or another location, either inside or outside the organisation, all necessary security steps should be taken to protect it while in transit. This means sending it in the right format, with the right packaging, and with the right address. Location of Records Records should be kept both physically and electronically in a safe and secure way. Sensitive documents shouldn't be left on the desk or computer screen when no one is there to watch them. Organizations should think about the best way to get rid of their records when their time is up. McHugh, R. (2022, September 22). Different types record management security. Record Nations. Retrieved January 24, 2023, from https://www.recordnations.com/2019/01/different-types-security-in-records-management/ OFFHUB | 21
WE'RE HIRING ELIM INDUSTRIES SDN. BHD. FINANCE & ACCOUNTS SENIOR ASSOCIATE Record accounting transactions in Company accounts Guide accounts personnel to ensure that transactions taken up are timely and correct Ensure that accounting records are appropriate for purposes of reporting SST and Income Tax Supervise proper maintenance of source documents Maintain proper fixed assets register and stock records and conduct occasional random physical checks Assist in finalising annual financial statements and tax estimates Process monthly payroll 1. 2. 3. 4. 5. 6. 7. Degree, Diploma or Certification in Finance & Accounting Minimum 3 years experience Able to speak English and Mandarin well Criteria Email resume to : [email protected] For any contact : 016-8865210 Lot 1369, Block 12, MTLD, Sama Jaya Free Industrial Zone, 93450, 93350 Kuching, Sarawak Phone: 082-367 075 Responsibility OFFHUB | 22
D I G I T A L R E C O R D S H O U L D B E P R E V A L E N T In world of technology modern, we can indicate that an archive law that includes records generated and kept in the networked environment is necessary to ensure the administration and preservation of digital assets. Legislation refers to setting down guidelines for those in charge of governing to carry out each duty of government in a correct manner. To allow the adoption of records management that is consistently implemented by all government agencies, digital storage of data in the cloud should have a standing law. People urge that when the public sector considers moving documents to the cloud, digital storage should be covered by cloud legislation to calm concerns about information loss. Any nation's document management and storage practises are greatly influenced by its legal framework. According to researcher Franks, a successful records management programme includes records management policies and processes, skilled staff, cutting-edge information technology, and decreased hazards in the records management environment as dictated by law. Laws make sure that records are consistently kept so that anybody may access them. Credit : Canva Author : Afifah Nabilah Binti Ahmad Zaidil Not only companies, the universities should be introduced as well. Universities engage in a variety of academic and administrative tasks that result in the creation of records that serve as proof of the actions conducted and ultimately serve. Therefore, it is essential that all records (print or electronic) used in line with reliable procedures. To educated internal and external stakeholders about the value of erecords, people should think about including records management into their communications strategies. If these ideas are put into practise, it is envisaged that e-records management in public institutions and enterprises would experience a huge development. Shibambu, A. and Marutha, N.S. (2022), "A framework for management of digital records on the cloud in the public sector of South Africa", Information Discovery and Delivery, Vol. 50 No. 2, pp. 165-175. References OFFHUB | 23
1ST EDITION JANUARY 2023 RM 25.00 OFFHUB Afifah Nabilah.Edward Kudi.Ervellioz Zellwegger.Hasyimah Husna.Siti Nur Aida @offhub www.offhub.com