IMR652 E- MAGAZINES -Articles review

FEB 2022 ISSUE NO. 16

IMR652

MANAGEMENT OF BUSINESS
RECORDS

E-MAGAZINES: ARTICLES REVIEW

TOPIC: RECORD MANAGEMENT
CLASS : KBA2402A

GROUP NAME:

12..MHAURHIATHMMBIANDHNAAFBIZILULIT(R2I0B2IN18S4H6A7M1S6U) DIN (2021889248
43..MMUOHHADMFMARAHDASTHBAINRUMLONHADIMPIBSIANLS(A2A0D21(2407201749728) 268)

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MUHAMMAD FARHAT BIN HARITH BIN HAFIZUL
MOHD PISAL

MUHAMMAD NABIL ‘ITRI MUHAMAD SHAHRULNAIM

BIN SHAMSUDIN BIN SAAD

STNETNOC FO ELBA 1-3 ISO

4-6 STARBUCK

7-10 THE PROCESS OF MANAGING RECORDS
SYSTEMATICALLY

11 MRA

12 DIMENSIONS OF SERVICE QUALITY

13-14 THE DIFFERENCE BETWEEN RECORD
MANAGEMENT AND DOCUMENT
MANAGEMENT

THE INSIDE OF BUSINESS RECORDS
15-16 MANAGEMENT

17 REFERENCES

ACKNOWLEDGEMENT

First of all we would like to record a million
thanks to our lecturers Sir Hafiz for giving us
guidance to complete this magazine. Because
without the lecturer’s guidance, we might
unable to complete this online paperwork
correctly. Then, the paperwork this online
benefits us a lot as well as enhances
knowledge us in the subject (IMR652) Business
Record Management . Next, we would also like
to say a thousand thanks to our friends as
they also help in sharing their knowledge for
the paper online especially during Online
Distance Learning (ODL). We too has done a lot
of research from the internet and books. With
this research, it can helps us acquire more
information for our knowledge in the subject
this. Finally, we would like to apologize if there
are any errors in the paperwork our online. As
human beings we will not be free from
mistakes. We have give the best in this case
study which will be a great achievement in our
marks for this semester. We hope this online
paper will give we score as much as possible.
Thank you

ISO BUILDING

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The International

For

What is ISO?

The ISO is the international organizations which
is the federations of national standard
worldwide (ISO member body). It also the
standard requirement for the organizations
quality system to ensure that the services by the
organizations can meet the customer needs. This
ISO also encourages the adoption of a process
approach when developing, implementing and
improving the effectiveness of the quality
management systems in order to meet the
customes needs thata wil lead to the increase in
customers satisfactions.

The Benefits of ISO 9001

1. Reduces correction if problems
occur
2. Allows the organizations to
determines the task should be
performed and the detail of the
action need to be taken
3. Provide proper system in
documenting management
4.Enables organizations to identify
problems immediately and make
preparations for problems
5.Enables organization to make
better decision making based on the
information

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Organizations
Standardization (ISO)

The Relationship Between ISO 9001

and Quality

ISO 9001 is the international standard the defines
the requirements of the Quality Management
Systems (TQMS). It has been used in the
organizations to determines the ability to produces
product and provide consistent services according
to the customers needs and applicable legal
requirements. The application of ISO 9001 will
encourage the process in developing, implementing
and improving the effectiveness of TQMS

The Relationship Between ISO and TQM

The ISO provide strong basic needs for the TQM

implementations. TQM is the quality management

process based on customer- oriented quality and it

is involving all aspect of the organizations and focus

on teamwork. The main points of organizations in

TQM are management support, quality strategic,

planning and process management. The TQM that

has been developed based on the ISO will increase

the efficiency and effectiveness of process

management. Therefore, the ISO will strenghten the

implementations of TQM. Source Articles From:

The Quality Assurance Center of
National University of Malaysia

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Starbucks is

Not Selling

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The Secret Weapon
of STARBUCKS

The reasons of why Starbucks coffee is expensive than
other coffee shop

Authors by : Nabil Itri


How it starts? This can be reach by the Starbucks
standardized their coffee shop set up
Starbucks founded in 1971 and the idea with premium surroundings and
is come from 3 person which is Jerry premium customer services.
Baldwin, Zev Siegl, and Gordon Bowker.
They really have high interest in coffee In conclusion, sometimes people are not
and willing to travel from the seattle to just selling their product but also
the vancouver just to taste a cup of services that can reach the consumer
coffee. From this they think to open up needs. Therefore, when we are trying to
their own coffee shop with the start up sell a product, do not just selling a
capital of 5,000 USD. But after a few product but selling the experience, and
years, when the financial crisis has begun do not sell the ingredients but sell the
at the USA, they have sold their coffee lifestyles and benefits. In business we
shop business to Howard Schultz at 3.8 can not just focus on the product looks
million USD. to reach out customers but we need to
make the customers realize that the
Lifestyle vs Premium Coffee experience of having our products is
more expensive. For examples, drink
When Howard Schultz takes over the “Teh Tarik” at hotels will be different
business the have change the business when we drink “Teh Tarik’ at Mamak.
model from selling a coffee towards
selling a lifestyle. The Starbucks brands
start produces their own merchandiser


which is mug, keychain, accessories, bag

and more. All of this is the process to
show that Starbucks brands is not just a
coffee brands but it is a lifestyles brand.
The Starbucks coffee can be considered
as expensive to compare with other
coffee shop. It is because when you buy a
cup coffee from Starbucks, you are not
only pay for a cup coffee but you also pay
for the experience of buying the coffee.

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STARBUCK'S
MENU







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THE PROCESS OF MANAGING
RECORDS SYSTEMATICALLY

STEP 1 STEP 3

CAPTURE STEP 2 CLASSIFICATION

REGISTRARATION

STEP 4 STEP 6

ACCESS AND STEP 5 STORAGE
SECURITY OIDFEDNSITSTAPIFTOIUCSASITTIIOONN

CLASSIFICATION

STEP 7 STEP 8

UTRSAECAKNINDG IMOFPLDEIMSPEONSTIATITOIONN

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THE PROCESS OF Authors By:
MANAGING Harith
RECORDS
SYSTEMATICALLY

STEP 1- CAPTURE STEP 2- REGISTRATION
Capture is the process of determining that a Registration was to provide evidence that a record has been
record should be made and kept that includes created or captured in a records system. It involves
both records creation and received by the recording brief descriptive information about the record in a
organization such as correspondence and register and assigning the record a unique identity. As a
memos. It also involves deciding which minimum, registration specifies the following metadata.
documents are captured which in turn implies System-generated unique identification, such as:
decisions about who may have access to those
documents and generally how long they are to be Document name or title
kept. In a paper record system, capture is Text description or abstract
performed by physically placing a document in Date of creation
chronological order within a file or folder with a Date and time of communication and receipt
title. Apart from that, papers uploaded to the file Author
in a sequential order may be dated or numbered Sender
sequentially to provide further security in Recipient
establishing the sequence of events. After then, Classification according to the classification scheme,
more indexing points may be added to the file to Business system from which the records were captured,
ensure that the specific document can be located application software and version under which the record
and retrieved. was created or in which it was captured

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STEP 3- CLASSIFICATION
Classification is a system that is related to
business functions that provide a systematic
framework for records management. Analysis for
the purpose of developing the business activity
classification identifies all of an organization’s
activities and locates them in the framework of its
stated or mandated mission or purposes. An
analysis of how to extend the company's
operations All of its activities are classified and
grouped according to its stated or authorized
objective or goals. A categorization system is a
tool that helps a business organise, explain, and
correlate its data. Internally or externally, the
following links and shares multidisciplinary
records with the organisation. It will also make its
records more accessible, retrievable, and
disseminated as needed.

STEP 4- ACCESS AND SECURITY CLASSIFICATION
Reasonable security and access will be influenced by the
structure and size of the company, as well as the nature
and value of the information that must be secured. The
degree of security required to prevent unauthorised data
access, collection, use, disclosure, deletion, modification,
or destruction is referred to as appropriate security. For
one company, a secured file room is acceptable; for
another, a secure, guarded, and limited-access filing
room with video cameras is essential. Individuals with
access credentials, as well as those in charge of
preserving access-classified material, are referred to as
"access classification." Document access may be
restricted to protect personal information, intellectual
property rights, commercial confidentiality, physical and
financial property security, state security, and legal and
other professional privileges.

STEP 5- IDENTIFICATION OF DISPOSITION STATUS
Many records systems, particularly electronic records systems, display the disposition status and record
retention period at the moment of collection and registration. In deciding what records should be collected
and how long they should be maintained, a thorough process that follows laws and regulations is most
efficient. Permanent preservation may be requested by the disposal authority, either inside the organisation or
in a separate archive, such as Malaysia's National Achieves. It consists of the following processes:

1.Identifying the transaction or business activity documented by the records
2.Locating the transaction and records in the appropriate records class in the disposition authority.
3.Allocating the relevant retention period and identifying the anticipated disposition action.
4.Recording the retention period and future disposition action in the record system.
5.Determining which is necessary to retain metadata about records that have been transferred to an

external storage service provider or to an archive or that have been destroyed.
6.Monitoring and review.

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STEP 6- STORAGE
When it comes to keeping track of corporate documents, storage is vital. Documents cannot be stored or kept for
as long as they are needed without efficient storage. Records are protected, accessible, and cost-effectively
managed when they are stored in the proper conditions. As a result, storage options must be considered and
compared with the entire records management strategy. The requirement for storage supplies and equipment,
facility considerations, and the cost realised are the three key elements to consider when selecting storage
supplies and facilities.

STEP 7- USE AND TRACKING
Keeping or using a good business record may help
agencies not only stay in business for a long term,
but it can also help them generate more revenue.
The use of the documents is a records management
transaction that the system may need to record in
order for it to be included in the metadata. They
provide decision-making, documenting, response to
inquiries, references, and support with legal
obligations. Offering search, retrieval, and display
tools to record users, as well as enforcing record
access and security limitations, are all characteristics
of records used. The document's access and
disposal status may be affected by its use.

STEP 8: Implementation of disposition
Disposition is the action taken with regards to records once they have been evaluated and their retention
term has ended. If the organisation can refer to its data retention, records inventory, and destruction
timetable, the disposal implementation will be effective and successful.

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MRA SISWA CREATE LEADERS,
LEADERS CREATE CHANGE

MRA Siswa, the student-led wing of MRA, seeks to cultivate the spirit of service among Malaysian
students. In accordance with our vision of wanting to cultivate volunteerism among youth, we have
multiple departments that provide you with a platform to enhance your leadership skills!



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Operations Division

Secretarial Department
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Strategic Division
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APPLY NOW BY SENDING YOUR DETAILS TO OUR EMAIL!

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DIMENSIONS OF
SERVICE QUALITY

AUTHOR BY : FARHAT

RELIABILITY RESPONSIVENESS

DEPENDABLE, ACCURACY AND HELPFULNESS AND PROMPTNESS
PERFORMANCE

TANGIBLE COMPETENCY

PHYSICAL FACILITIES, EQUIPMENT, QUALIFICATION, PROFESSIONAL
PERSONNEL AND COMMUNICATION TRAINING & SKILLS OF PROVIDING
MATERIAL CUSTOMER SERVICE ARE ESSENTIAL
IN PROVIDING QUALITY CUSTOMER
COMMUNICATION SERVICE

KEEPING CUSTOMER INFORMED AND COURTESY
LISTENING TO CUSTOMERS
POLITENESS, RESPECT,
CONSIDERATION, AND KINDLINESS

EMPATHY ASSURANCE

ABILITY TO UNDERSTAND OTHER GUARANTEE AND PROMISE TO THE
PEOPLE’S FEELINGS AND CUSTOMERS THAT THE SERVICE
EXPERIENCES PROVIDER IS COMMITTED TO GIVING
THEM RELEVANT AND RELIABLE
SERVICES ON TIME.

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MUHAMAD SHAHRULNAIM BIN SAAD

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AUTHOR BY :
MUHAMAD SHAHRULNAIM BIN SAAD

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MUHAMAD SHAHRULNAIM BIN SAAD

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AUTHOR BY :
MUHAMAD SHAHRULNAIM BIN SAAD

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REFERENCES INFO GRAPHIC CHAPTER 3. (2018, June).
IMR652: Management of Business Records;
https://classimr652.wordpress.com/2018/06/
01/info-graphic-chapter-3/
Barbara Reed, & Director and Kerry
Gordon. (2010). Managing record keeping
risk.http://www.records.com.au/pdf/Chart
ered%20Secretaries%20-
%20Managing%20Risk%20Paper.pdf.
Rouse, M. (2014, August 4). What is records
management? - Definition
fromWhatIs.com.https://searchcompliance
.techtarget.com/definition/recordsmanag
ement#:~:text=Records%20management%20
(RM)%20is%20the,that%20documents%20a%
20business%20transaction.
efilecabinet. (2016, August 9). What is a
Document Management
System.https://www.efilecabinet.com/wha
t-is-a-document-management-system/.

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