The words you are searching are inside this book. To get more targeted content, please make full-text search by clicking here.

Final version for WISER July 2022 Issue

Discover the best professional documents and content resources in AnyFlip Document Base.
Search
Published by jaysteenvicklen, 2022-07-12 11:25:37

WISER

Final version for WISER July 2022 Issue

Record A Comprehensive The Business
Management Guide to Market Record Cycle
in the Digital Era How Does it Work?
Research

WISER
WEST MALAYSIA RM20 EAST MALAYSIA RM15 MORE INFO AT www.wisermag.com

JULY 2022
ISSUE

Photograph by, Google

BUSINESS
RECORDS

MANAGEMENT

let the Magazine fuel YOUR business mind

W CONTENTS

02 03-04

The Operation System of A Comprehensive Guide to
the Business Record Market Research

05 06-07

Business Financial Records The Business Record Cycle:
How Does It Work?

09-10 11

Stakeholders and What Do The Fantastic Four P's
They Do?

12 13-14

Problems in the The Strategies for A
Preservation of Electronic Strategic Business Resource

Records

16 W

Roles of Business System 17
Analyst
What Makes A Good
Record?

18 19

Record Management in the Tips for Growing Successful
Digital Era Business

21 22

Expiration of Retention A Brief Guide to Document
Period: What To Do? Indexing

23 24

Benefits of Record The Right Way to Handle
Retention Schedule Disaster

W NOTE
AUTHOR'S

AWANG SUHAIMY
BIN AWANG OMAR

BACHELOR OF BUSINESS ADMINISTRATION
(HONS) FINANCE

UNIVERSITI TEKNOLOGI MARA KAMPUS
SAMARAHAN, SARAWAK

"I'M GRATEFUL TO COLLABORATE WITH WISER
AND ABLE TO SHARE MY VIEWS AND
INFORMATION. I HOPE IT GAVE BETTER
INSIGHTS OF THE TOPICS TO THE READERS."

MOTTO:

Every day is a second chance

AUTHOR'S W

NOTE

DAYANG SHASYA MIRZA
BINTI ABANG HARONIZAN

BACHELOR OF BUSINESS ADMINISTRATION
(HONS) FINANCE

UNIVERSITI TEKNOLOGI MARA KAMPUS
SAMARAHAN, SARAWAK

"HOPING THAT THE INFORMATION SHARED
THROUGH MY WRITING IN THIS MAGAZINE WILL
IGNITE INTEREST OF THE READERS AND BE
BENEFICIAL TO THEM"
MOTTO:

Dreams don't work unless you do

W NOTE
AUTHOR'S

DAYANG AISYA MAHANI
BINTI ABANG ISMAWI

BACHELOR OF BUSINESS ADMINISTRATION
(HONS) FINANCE

UNIVERSITI TEKNOLOGI MARA KAMPUS
SAMARAHAN, SARAWAK

"SPECIAL THANKS TO WISER TEAM FOR THE
CHANCE GIVEN TO PUBLISH MY ARTICLES IN
THIS MONTH'S ISSUE. I HOPE THE READERS
GAIN INPUTS FROM MY WRITING EFFECTIVELY."
MOTTO:

If you believe, you can achieve

AUTHOR'S W

NOTE

JAYSTEEN VICKLEN
ANAK JEMAT

BACHELOR OF BUSINESS ADMINISTRATION
(HONS) FINANCE

UNIVERSITI TEKNOLOGI MARA KAMPUS
SAMARAHAN, SARAWAK

"IT HAS BEEN A WONDERFUL EXPERIENCE BEING
A PART OF WRITING AND PRODUCING THIS
MONTH'S ISSUE. LOOKING FORWARD FOR GOOD
RESPONSES FROM THE READERS"

MOTTO:

When you know better, do better

1

Photograph by, Google

REASONS WHY

MANAGEMENT

SYSTEM FOR RECORD

IS IMPORTANT

Improve business

efficiency

Implementing a strong records management
system can help firms save money (on storage and
servers), have better decision-making supported
by records, and provide better customer service
due to the ease of finding information.

Records management helps businesses run more
efficiently in terms of both time and money.
Overall costs connected with storage (on-site and
off-site), server costs (for electronic documents
and e-mail), and costs related with servicing
records are reduced when MSR is implemented.

Support strategic
THE OPERATION

direction SYSTEM OF THE

BUSINESS RECORD
Because MSR requirements must be matched
with the business's strategic objective, a suitable By Awang Suhaimy Bin Awang Omar
records system aids the organization's
development. The organization's mission, vision, The administration of records for an organisation across the
values, and objectives must be conveyed to all records-life cycle is managed by a records management
relevant stakeholders on a regular basis to system (RMS). The generation, preservation, and destruction
ensure that they are understood. of records, as well as the business transactions related with
This organisational culture will lead to them, are all controlled in a systematic and efficient manner
improvements in management systems, as well by this management. Record management is a critical
as efficacy and efficiency in administrative component of operational efficiency since it increases the
operations. Furthermore, the MSR will guide and value of an organization's information assets.
encourage continuous improvement throughout
the enterprise.

Manage risk There are several activities that involved in records WISER
management like identifying the information which need to be
Records management can be beneficial in terms captured, information planning for the organization ,
of providing evidence of the organization's enforcement of policies and practices regarding creation,
actions and choices. The relationship between maintenance, disposal of records and so on.
records and risks can be viewed in two ways:
hazards resulting from poor record Every sort of organisation, regardless of size, sector, or
management and records as a tool for risk industry, can implement the MSR ( Management System for
mitigation. Record ). "The goal of adopting an MSR is the systematic
Compliance difficulties, disaster recovery issues, management of information as records concerning business
public relations crises, discrete information activities," according to ISO 30300. These documents can be
breaches, and security threats are all examples used to keep track of business activity and to back up current
of corporate risks related with records business choices. As a result, a records management system
management. The latter, on the other hand, is (MSR) can be viewed as a crucial component in ensuring
concerned with a records management system accountability to current and future stakeholders.
in place to avoid the aforementioned concerns.


2
Reference:PECB. (2016, May 5). 5 Reasons Why Management System for Records Is Important. Pecb.com.

https://pecb.com/article/5-reasons-why-management-system-for-records-is-important

Comprehensive TO

GUIDE Market Research

Author: Dayang Shasya Mirza

Exploratory research is used information are some sample could provide
strategies used. The products information about the
to investigate a situation or manager will design the population in a way that
research after defining the only a small number of
find a solution to a problem. problem and setting the people would be able to.
objectives. This influences
Descriptive research how we collect data such as Data Gathering
surveys, interviews, as well
determines which age groups as data recording studies, all The product manager gathers
of which can be utilized to data at this stage. Human
purchase a certain brand and acquire information. The observation or a survey
most popular method, questionnaire can be used to
why. Causal research is however, is a survey get it. Kit can be obtained
questionnaire. through phone or in-person
considered formal research interviews.
Sampling
and aids product managers in
The properties of proper and
identifying problems. For good sampling are the same
as the properties of a
example, discovering what population as a whole.
"Finding knowledge about
causes a shift in customer the characteristics of a person
is a crucial objective for most
satisfaction would be of sorts of market research,"
says one researcher. Taking a
interest to product managers.

The product manager

identifies the problem that he

or she is aiming to solve. One

of the most popular sorts of

research utilized at the start

of an investigation is

exploratory research. At this

stage, secondary data,

previous research, discussion

with decision markets,

experience survey and study

of current background

3

Data Processing efforts, marketing now plays environment that helps lower

After the data is collected, it a significant role in almost product prices, developing
must be transformed into
language that is every company and society. product distribution systems
understandable to a more
knowledgeable audience. The Marketing is an important that provide access to
first level is editing and
coding at this point. The data business function at the products to a large number of
is checked by the product
manager, and coding is the organizational level that is customers and across many
process of recording,
categorising, and interpreting required in practically all geographic regions,
the data.
industries, regardless of increasing demand for
Conclusion and
Reporting whether the company is for products that forces

profit or not for profit. For a businesses to expand their

for-profit organization, workforce, and providing

marketing is in charge of the techniques that can convey

majority of the activities that messages that c (e.g. anti-

generate revenue and, smoking advertising).

presumably, profits.

Marketing is in charge of the

not-for-profit mission, such

as raising funds or

Reporting and forming a supporting a cause, for non- "If we knew what it
was we were doing,
conclusion are the last steps profit organizations. Without
it would not be
in the market research a robust marketing effort, called research,

process. A market research both sorts of organisations would it?"
-Albert Einstein-
report includes a summary are unlikely to thrive.

and analysis of the findings, Marketing is also the

as well as a conclusion and organisational business

approval suggestion. sector that interacts with the

Delivering any new product public the most, and as a

comes at a high cost and result, what the general

comes with a high level of public learns about an

risk. Some new goods fail to organisation is influenced by

meet their stated goals. their interactions with

Market research lowers the marketers. Customers may

risk of launching a new believe, for example, that a

product. company is dynamic and

inventive based on its

As we've seen, the primary advertising message.
goal of a company's
marketing operations is to Marketing, on a larger scale,
build pleasant customer
connections that benefit both has a huge societal benefit.
the consumer and the
company. As a result of these These advantages include

developing products that

meet needs, such as products

that improve society's quality

of life, creating a competitive

References: 4
i. The Role of Marketing Research on the Performance of Business
Organizations. (2015). Research Gate, 148–156.
https://www.researchgate.net/publication/344177049_The_Role_of_Marke
ting_Research_on_the_Performance_of_Business_Organizations

2022

by Shasya Mirza

Business Financial

records

L egislature holds the government accountable to
the people. The legislature approves the budget
and spending plans, and the government must
show that it is pending in conformity with the

approved budget and expenditure plans. Accountability
rules in the public sector need the public inspection of
financial statements.

Photograph by, Google Record keeping is an integral part of financial
management and a key activity of government
administration. Financial records are records created as a
result of business transactions and accounting and
auditing activity; they give prima facie proof that
resources have been received, committed or spent, assets
have been acquired or disposed of, government agencies
have certain liabilities.

Trending Certain financial records (such as ledgers, cash books, and
vote books) also serve as a foundation for financial
statement creation. By controlling the budget and
publishing accounts of actual expenditure, effective
financial management systems provide decision makers
and public sector managers with the means to ensure that
resources are matched to objectives, such as ensuring
that money is allocated and spent in accordance with the
government's strategic priorities. Besides, increase
accountability and reduce the risks of implementing
unsustainable policies, for example, the system's
complete data enables managers to make informed policy
decisions and allocate resources more efficiently. Records
are required as inputs to financial management systems,
and records are generated as outputs.

References:
i. Yin, Y. X., Arbaiy, N., & Din, J. (2017). Financial Records Management System

5 for Micro Enterprise. JOIV : International
Journal on Informatics Visualization, 1(4–2), 209.

WRITTEN BY DAYANG AISYA MAHANI

The Business Record Cycle:
How Does it Work?

THE DEFINITION

Photograph by Google What is business record cycle? It is the
stages that each records must go
through and how it will be handled over
its lifetime. It Consists of four major
stages which are creation, classification,
maintenance and lastly, disposition.
Each phase has its own sets of policies
and processes.
THE STAGES

Creation
It is the first stage in the record cycle. It
is when information is received either in
both electronic or physical form. When
the information is verified, it will be
converted into a record in the correct
format.

At this stage, records are considered as active.
Classification
After creation, the records are sorted and classified according to its

parameters and schedule based on the company's record management
system. It is to make sure that the classification suits the companies needs in
order for the records to be easily access when needed.

Maintenance
It is essential for an active record to be well-maintained. By this, the

storage method of the records must be well-protected, Other than that, in
order to maintain active record, semi-active records and inactive records
must be retained until they reach the last stage. It may be move offsite which
is to an archive storage, facility. This is to keep the records data integrity and
a secure access.

Reference: 6
Breaking Down the Records Life Cycle. (2018, August 23). Access Records Management.
https://www.accessrecordsmanagement.co.uk/the-records-life-cycle/

Disposition
This is the last stage of the records lifecycle when its retention periods

expire for inactive records. Since the record is no longer needed and it has
been complied with the statutory period for the data maintenance, the
record is eligible for either shredding or transfer it to archives. Destruction
or archiving should be a routine component of business, but it is frequently
put on hold during a litigation or audit hold. Ensure that your legal team
informs your information management team of any developments so that
they can correctly handle disposition.

THE CONCLUSION
Every record has a

lifecycle. It either can be a few
days or it can also be
permanent. The length of the
records lifecycle depends on
how long must it be retained to
meet administrative, legal,
fiscal, and historical
requirements. A record must
be properly kept and regulated
for the lifetime of its existence
during its procedure. Not only
that, but records need to be
disposed accordingly.

DID YOU KNOW?

Products, plants and
records have something in

common? The common
thing that those three have

is they all have life cycle.

SOURCE: STUDY.COM

Reference:

7 Malak, H. A. (2022, May 29). What is Records Lifecycle: The Complete Guide. Information
Management Simplified. https://theecmconsultant.com/what-is-records-lifecycle/

8

STAKEHOLDERS AND WHAT

DO THEY DO?

Written by, Dayang Aisya Mahani

What is Key Stakeholders?

A key stakeholder plays an important role in a company. They are the ones who
can help companies to minimize risk, make strategic decisions, and also help
companies to grow their business.
Stakeholders could be divided into two which are the primary and secondary
stakeholders.

Primary Stakeholder
They are the ones who have the most power as they have a contractual
relationship that they could create options, decisions, and also the assessment
based on their demand.

Secondary Stakeholder


These stakeholders do not have a contractual obligation nor any legal authority

over the business, unlike primary stakeholders.

What is Key Stakeholders?

There are 5 main groups of
stakeholders. Which are Customers,
employees, local communities,
suppliers and distributors, and lastly,
shareholders.

Customers

Customers play an important role in
a business. They are the ones that will
determine whether the business will
be a success or not. Keeping records
on customers is very vital and
customer service plays an important
role. Through customer service, the
business could keep records of what
customers want from them. By this,
the business could offer them better
products and services. Good
customer experience is very crucial
for a business as loyal customers are
satisfied customers.

Photograph by Google

Reference:

9 Landau, P. (2022, March 22). What Is a Stakeholder? Definitions, Types & Examples.
ProjectManager. https://www.projectmanager.com/blog/what-is-a-stakeholder

Photograph by Google Employees

Employees are stakeholders who rely on their
employment and their job stability. These
employees have a direct stake in the
organization since the organization supports
and give them benefits. Due to the pandemic of
Covid-19 and remoter working becoming more
prominent, many companies are moving their
employee records management into the cloud.
By this, it will be easier for the employees to
update their personal information and have
easier access to the business records on the
move.

Local Communities

These parties do not want the project to have
a negative influence on their safety, health, or
the country's economic growth. The
organizations that are based or working on a
project in their community could make an
impact on job opportunities, spending, and
more. Keeping records of these parties could
help the organizations to improve their business
by collecting feedback from them.

Suppliers and Distributors

These stakeholders' revenue is linked to the
project. This is because they offer goods and
services to the company that manages the
project. For them, project success means more
business opportunities. By keeping records on
their customers, they could differentiate on
which customers give them more profit and
which customers don't. By this, they could stop
supplying or distributing to customers that
could not pay them back.

Shareholders

Lastly, shareholders. A shareholder is a person who has invested money in a
business by purchasing the company's shares. The company is owned by its
stockholders. They may have provided the seed funds with which we must begin,
therefore their needs are critical. Shareholders are included in the Stakeholders
group. Records keeping are very important to shareholders as they want to see the
progress of the business they have invested. If the business loses money, they could
start a meeting and have voting rights to change the board of directors of the
business.

Reference: 10
Brown, C. (2014). Employee Records Management. Appogee HR.
https://www.appogeehr.com/blog/employee-record-management-2

THE FANTASTIC 4 P'S
by Dayang Aisya Mahani binti Abang Ismawi
Get to know what are the 4 p's of marketing mix and how it is related to business records management.

One of the most crucial parts of THE 4P's OF MARKETING MIX Photograph by, Google

management because the
good business records management The 4P's of the marketing mix organization has to make sure that
is marketing. This is because consist of Production, Price, Place, the location of its business is
developing and implementing a and Promotion.
suitable to keep their company
sales program, like any other sector,
records safe or they will need to
requires active work. PRODUCTION
keep their records somewhere else.
From the perspective of business Keeping records of the place of the
HOW DOES MARKETING RELATE TO operations, keeping records is business also helps them record
BUSINESS RECORDS MANAGEMENT? important for the future analysis of which places they could expand
Marketing activities are planned by production methods. This is because their business in a new place.
management, and their execution is keeping records for production gives

monitored through managerial vital insight into what worked and PROMOTION
functions. Not only that, all the what didn't, as well as the reasons Lastly, record keeping on promotion
documents made from marketing why something didn't go as planned. is also important. This is because
will be recorded to promote their
the company could recycle and
products to investors and for other PRICE
improve the old ways how they
future purposes. Keeping records on the price of promote their products. They could

WHAT IS THE MARKETING MIX? products is very crucial as it plays also use it to sue other
an important role in how many organizations that try to copy their
A marketing mix is a series of customers are willing to pay for the old promotions by using the old
activities, or methods, that a products or services sold by a recorded promotions as a piece of
business uses to advertise its brand company. By keeping records of the evidence.
or products. A typical marketing mix price, the company could see which

is comprised of the four Ps, the one price are customers willing to pay

that we are going to discuss in this and also how they could keep their

article. However, the marketing mix competitors at bay. It could also, be

nowadays progressively includes a piece of evidence if it is needed.

more Ps such as Packaging,

Positioning, People, and even PLACE

Politics. Places are important in records

Reference: Photograph by, Google

Thabit, H. T., & Raewf, M. B. (2018, March 1). The Evaluation of Marketing Mix Elements: A Case Study. International

1 1 Journal of Social Sciences & Educational Studies, 4(4), 100–109
https://www.researchgate.net/publication/324923406_The_Evaluation_of_Marketing_Mix_Elements_A_Case_Study

PROBLEMS IN THE PRESERVATIONS OF

ELECTRONIC
RECORDS

By Dayang Shasya Mirza

Problems Precision of Category

Metadata Standard and Tools An e-Records metadata including its
content and description, should be
Standard on metadata issues become the properly categorised. However, the fact
primary problems by tracking the that preservation metadata does not
movement of e-Records. This is so that cleanly fall under well-known metadata
certain businesses might create their own categories is one reason it is challenging
policy. This will result in problems with the to define correctly. Every organisation
application of the metadata standard as should be required to preserve metadata
well as other problems. Implementing for e-Records. This is due to the fact that
metadata standards has been challenging it satisfies the specific demands of digital
in part because there aren't many tools preservation, such as maintaining the
available to produce, validate, and accessibility, identity, persistence,
analyse the data. renderability, understandability, and
authenticity of digital objects over an
User Resistance to Change extended period of time.

In the business, the use of preservation Preservation Rules
metadata has been put into place.
People's acceptance and awareness are The storage facilities must be safe.
part of the usage. There are some They must be maintained locked at all
persons who are opposed to modifying times to prevent users and other
their workplace culture in order to unauthorized individuals from
preserve the e-Records. This is because accessing them. The only way in is to
they are already used to their existing use a key or a passcode.
approach. When the metadata is
preserved, this condition will cause the e- Materials must only be removed if
Records to be improperly managed. approved procedures are followed
after documents or archives have
Metadata Conflict been put in storage.

One of the meta data groups for No smoking, eating, or drinking is
preserving e-Records' metadata includes permitted in any place where data are
a group for structural metadata. So, a lot held or used. Food and drink can
of metadata, including its design and cause direct and indirect damage to
specification, make up structural materials, while smoking is a fire
metadata. In some circumstances, hazard.
combining various metadata requirements
or adding additional metadata will result in All employees must adhere to the
a metadata conflict. A significant number procedures at all times; no exceptions
of metadata will be produced in this will be made. Procedures must be
circumstance, and that metadata should followed and respected.
be preserved. Therefore, they need to
have a defined standard and set of
principles when they want to merge
various metadata for the preservation of
electronic documents.

Reference:

Mathew, O. S. (2018, October 9). PRESERVATION AND CONSERVATION OF

RECORDS. Academia.

https://www.academia.edu/37560427/PRESERVATION_AND_CONSERVATION_OF

_RECORDS 12

THE STRATEGIES FOR A STRATEGIC BUSINESS
RESOURCE

WRITTEN BY DAYANG AISYA MAHANI

Photograph by, Google

STRATEGY 1

BUSINESS SYSTEM ANALYSIS

According to the International Institute of The term "record management" refers to a broad
range of tasks that an organization should
Business Analysis, Business Analysis is the activity undertake to appropriately manage its records.
of allowing a change in an organizational setting Based on International Record Management Trust
by identifying needs and offering solutions that (1991), records are much more than a static objects
deliver value to stakeholders, as defined by the or a form. They consist of three essential
International Institute of Business Analysis in 2016. components which are context, information
Understanding the concept of business is crucial structure, and content. If one of the essential
for success in the field of business. Each person in components is removed, the record is useless. The
the company should be aware of it and records show the informational inputs and outputs
comprehend the company's goals. What is the of the numerous transactions that are a
relationship between business analysis and records component of the dynamic processes of
management? The tool for the business system organizational systems when all three components
analysis is record management. It's a resource that are present. Besides that, the source of information
gives you the information you need to do a to conduct business system analysis is based on
business system analysis. It is critical to do a the proof of every transaction.
business system analysis in order to improve the
efficiency of a single corporation.

13 Reference:
Records Management Apprentice. (2022, June 21). Records as a strategic resource. Blogspot.
http://rmapprentice.blogspot.com/2016/05/records-as-strategic-resource-affendi.html

THE STRATEGIES FOR A STRATEGIC BUSINESS
RESOURCE

WRITTEN BY DAYANG AISYA MAHANI

STRATEGY 2 Furthermore, non-compliance with

MANAGE industry standards can result in
RECORDS
ACCORDING TO fines, which can lead to a loss of
THE REGULATORY
RAEQUIREMENT  ny organization's information reputation or a negative image,

management is vital. The among other things.
development of information has
expanded tremendously in the In Malaysia, organizations must
digital age. The volume of data
has reached a point where follow the guidelines, procedures

and regulations based on:

National Archives Act 2003

Official Secret Act 1972

(Amendment 1986)

Guidelines on Managing

Electronic Records in

Unstructured, Structured and

Web environments.

Guidelines on the Management

and Preservation of Electronic

Mail.

Meanwhile, International Standard

is based on the ISO 15489. Photograph by, Google

document management systems' STRATEGY 3

reliability, effectiveness, efficiency, TRAINING FOR RECORD MANAGEMENT PROFESSIONALS
and capacity to ensure
compliance with legal retention O        ne of the most challenging tasks is record administration. This job
requirements, data integrity
protection regulations, or the necessitates a wide range of abilities and education. The majority of modern
implementation of security countries have developed the record center as a primary source of
measures that evolve with the information. As a result, this records center is offered or developed by people
applicable legal framework are who are very knowledgeable in the field of record management, and some
jeopardized. Many firms, on the universities have provided a field for students who are interested in and meet
other hand, fail to apply the norms the requirements to enroll in the field of record management. However, most
of records management in their organizations that hire record management workers have an issue with staff
business processes in a realistic who have a poor understanding of record management and are required to
and methodical manner. As a attend training. The principles of record management should provide trainees
result, they preserve their business with a wide understanding of record management's role in administration
records for an extended period of and the service it provides in business transactions. The trainees must
time, spend too much money on understand their place in the larger scheme of things; this is where they gain
record storage, or waste time and a sense of purpose and recognize their significance. The variety of equipment
money looking for poorly archived accessible for record and registry work is used in this task. Instead of hearing
data. from persuasion salesmen, employees learn about the benefits and
drawbacks of each in the neutral environment of the training room.

Reference: 14
Canteli, A. (2018, April 20). Record management and regulatory compliance. OpenKM.
https://www.openkm.com/blog/record-management-and-regulatory-compliance.html

15

ROLES OF BUSINESS Photographby,Google
SYSTEM
ANALYST

By Jaysteen Vicklen

A business system analyst analyses the The role of the business system analyst is

business model and integrates the entire to serve as a link between management

organization with current technology after and the information technology system. A

analyzing, organizing, exploring, business system analyst should be able to

scrutinizing, and investigating an examine all aspects of a firm or

organization and documenting its organization in order to uncover and

business. pinpoint the root reasons of system

problems. This is to ensure records and

Business system analyst's function is information are kept effectively in the

largely linked with the information business system. In any case of errors,

technology industry, and it entails bugs, and improvement to the

documenting, validating, recording, and organization system, business system

gathering business requirements. This analyst can implement effective action and

relates to the management of documents solutions to the interface of the system.

and records in organization as business

system analyst tailored the system to the A business analyst should be able to

records or activities of the organization so acquire reports and data from information

that information are kept securely but still technology and turn them into reports that

accessible to internal and external parties. can be used to establish and implement

project plans and programmes.

Business system analyst serves as a link

between clients, customers, and the True business analysts must be innovative,

development team. A business analyst inventive, inspired, and adaptable, as well

transforms and interprets business as motivational, as the project or business

development and requirements into plan's driving force. A business analyst is

functional specifications. Throughout the someone who brings together teams to

implementation process, the business focus on a project's outcome. They should

system analyst collaborates with the be capable of leading meetings and

development team. In software presenting information in a clear and

development, a business system analyst is understandable manner to improve or

responsible for testing and confirming the enhance the organization's system.

team's implementations.

Reference:

Vongsavanh, A. & Campbell, B. (2008). The Roles and Skill Sets of Systems vs Business Analysts. 16
Modern Analyst.
https://www.modernanalyst.com/Portals/0/Public%20Uploads/Roles_and_Skills_Sets_of_Systems
_vs_Business_Analysts.pdf

It only creates the records it need and none What makes
Photograph by, Google
that it does not. a good

Records are created efficiently in the normal report?
course of business for all functions, sufficient to
meet legal, fiscal, administrative, and other By: Awang Suhaimy Bin Awang Omar
record keeping needs. For example, in an
organization records are very important for Records are valuable for their content as
reference purposes or evidence. well as their value as evidence of

Keeps the records that are needed as proof conversations, decisions, actions, and
and discards the documents that are no history. School boards/authorities are
longer needed. accountable to the public and to the
Records are kept and usable for as long as they government as public institutions.
are needed for legal or business purposes, and
then disposed of or archived to support
secondary usage. For example, if the record is
no longer needed, then disposal methods such
as restricted sensitive records are stripped,
shredded, in bags to be picked up by an
approved disposal firm

It safeguards and secures its documents, Photograph by, Google
particularly archival records.
To facilitate retention, access, and archival Acknowledges that records
preservation, records are stored and
maintained in a safe, secure, and cost-effective management is everyone's
manner. For example of the paper record, we
need to put it with a suitable temperature (18- responsibility through policy and
25 Celsius and the RH is 50%-55%.
procedure.
For the correct reasons, the right
information technology is used. As part of the normal course of
Information technology is used appropriately to
store, retrieve, make available, and use records. business, ongoing records
For example, we can store multiple records in
google drive to avoid the risk of various management goals and priorities are
unwanted risks such as laptop damage. With
the storage of information in google drive, we incorporated throughout the
can access it again using any device.
organisation and its processes.

Everyone is responsible for the records

especially those related to the secrets

of a company.

17 Norris, T. (2002). The Seven Attributes of an Effective Records Management Program. https://www.k-
state.edu/arm/pdfs/Seven-Attributes-Effective-Records-Management-Program.pdf

Photograph by, Google A successful information governance
framework relies on digital technology in
Record Management the form of a best-in-class document
in the Digital Era management system (DMS). Modern
DMS technology can provide critical
functions such as:

By Jaysteen Vicklen Improved searchability and adequate
retention by automating the
Nearly every organization is thinking about digital classification and management of
transformation, and with good reason: as changing records and unstructured data,
customer expectations, rising technology, and new regardless of source.
business models disrupt industries at an increasing rate, Employees with the ability to develop
businesses must rethink their business processes to stay reports and analysis, business
up. Not unexpectedly, 70% of companies claim they projections, marketing planning, and
have or are working on a digital transformation strategy, more are empowered to extract value
but nearly as many—69 percent—are still in the early or from records.
nascent stages of their digital maturity journey. Those Allowing for quick and efficient legal
who are most likely to succeed have a comprehensive holds when they're needed and
strategy that covers every aspect of the business. releasing them when they're no
longer needed.
The records information management (RIM) programme To prevent unwanted access and
is one such area you should not overlook. Many ensure data security, limit access to
businesses still have a lot of paper records. Even if authorized users and restrict sharing,
records are created digitally, they may be locked within copying, and printing as needed.
many platforms, such as HR management systems and
ERP systems, making information sharing difficult, Organizations require an advanced
wasteful, and time-consuming. records and information programmed in
the age of digital transformation that can
Records management and retention are frequently not only corral a wide variety of record
missing from these heterogeneous platforms. kinds, but also completely extract the
Simultaneously, digital content will continue to grow at value of the data contained within them.
a breakneck pace, increasing by more than 50 times Above all, it must be adaptable and
between 2010 and 2020. scalable when new business models
emerge, new record kinds emerge, and
business priorities vary.

References:

1.Dryden, J. (2004). ISO 15489 - The International Records Management Standard. Journal of Archival Organization, Vol.

2(3). https://doi.org/10.1300/J201v02n03_08

2.Johnson, BJ. Reimagining Reocrds Information Management in the Era of Digital Transformation. Access Corp.

https://www.accesscorp.com/blog/records-information-management-digital-transformation/ 18

TIPS FOR GROWING SUCCESSFUL

BUSINESS

By: Awang Suhaimy Bin Awang Omar

4 TIPS THAT ARE
SUCCESSFUL BUSINESS
VERY USEFUL
Shareholders who put their money

into a successful business get a

Boost your customer
good return on their investment.
service The company's founders, who are

Focusing on offering amazing usually also stockholders, are able
customer service is another to build money for their families
excellent way to expand your and secure their futures while
organisation. Customers are simultaneously living a more
more inclined to tell their luxurious lifestyle.
friends, family, and followers
about your business if you
surpass their expectations.

You develop a reputation for Photograph by, Google Attend networking

exceptional customer service events

when you go above and above, Networking events allow you to meet like-
such as offering discounts if a minded people, many of whom have unique
customer has a bad viewpoints and ideas that might assist you in
experience or following up to growing your company. Attending networking
verify a client was satisfied with events can lead to long-term benefits in terms
your product or service. of connections and partnerships. Using this

Focus on social media tips, we can set it as our record to attract
customer attention to show to them that we
Creating profiles on all of the major social have attend a networking event that can give
media platforms is another way to expand them more confident to us.
your business(Instagram, Facebook, and
Twitter). Using this method, we can share all Practice Corporate Social

information about our business through these Responsibility (CSR)
platform in order to attract customer
attention. With an active profile, you can Consumers want to support firms that are
better market your company and committed to making the world a better place.
communicate with a larger number of Look for methods to contribute meaningfully
potential clients. to the causes you value, whether it's cancer
Consumers can locate your business more research or a nonprofit like a homeless
readily and are more inclined to share it with shelter, and share that with your clients.
their friends if you have an account on the You might openly show your support for
major platforms that you update on a regular underserved populations, donate to various
basis. You'll also give your audience a more organizations, volunteer at fundraisers, and
engaging experience, allowing them to feel sell environmentally friendly items. This can be
more connected to your business and building as a record on how company's operation
affect the world around them.

trust.

Reference:

19 Peek, S. (2021, July 21). 11 Secrets to Quickly Grow Your Business - businessnewsdaily.com. Business News Daily.
https://www.businessnewsdaily.com/7690-rapid-business-growth-tips.html

20

EXPIRATION


OF
WHAT TO DO?

RETENTION


PERIOD. By: Awang Suhaimy Bin Awang Omar

Photograph by, Google

DEFINITION OF RETENTION PERIOD:

A retention period (also known as a

retention schedule or retention

programme) is a feature of records and

information management (RIM) and the

records life cycle that specifies how long

information should be kept or

"retained," regardless of format (paper,

electronic, or other). Depending on the

type of record, the retention period If the record has been expired, so

begins at a certain moment. The the thing that we need to do is by

retention term for a financial record, for destroying the record with the

example, begins on July 1 of the right procedures. So, what is it?

following year. The retention term for Non sensitive files/records

information in public domain
records of an employment search, for
The disposal method for this type of records
example, begins on the date the hiring is just throw it into a rubbish bin. For
example of the non sensitive file in public
decision is made. Photograph by, Google

domain are birthdate, home phone number

and home address.

Non sensitive files/records


files/records not available to the


Sensitive records confidential public

The disposal method for this type of records The disposal method for this type of records

is strip shredded, bagged for collection by is torn into small pieces, bagged for

approved disposal firm. For example, collection by approved disposal firm. For

student loan records is confidential like apply example the private data is not considered

a loan from PTPTN to further their study. confidential, but reasonable effort should be

Sensitive and top secret made so that it does not become readily

The disposal method for this type of records available to the public.

is cross-cut shredded bagged for collection Sensitive records restricted

by approved disposal firm. This types of The disposal method for this type of records is

secret is very confidential like in order to strip shredded, bagged for collection by approved

prevent a country's enemies from finding out disposal firm. Financial information such as

about it. The top secret documents had to do banking information and tax forms are the

with the most advanced military equipment. example of sensitive records restricted.

Reference: Slainte, A. R. (2015, August 27). Appraisal, closure, disposal and destroying of records | Department of

21 Health. Health; Department of Health. https://www.health-ni.gov.uk/articles/appraisal-closure-disposal-and-

destroying-records

A Brief References:
Guide to
Onwuchekwa, E. (2013). Indexing and
Abstracting Services. Retrieved from:
https://www.researchgate.net/publication/
346178324_Indexing_and_Abstracting_Ser
vices

by

DocumInednetxingJaysteen Vicklen

Document indexing is the process of assigning properties or labels to documents
so that they can be easily searched and retrieved later. A corporation might, for
example, index papers by client name, customer number, date, employee name,
or other significant characteristics that might be useful later. It's an important
component of the foundation for enterprise document management systems.
More than just quick document retrieval is aided by document indexing.
Document indexing has numerous advantages, including:

Importance of Document Indexing?
Improved organisation
Enables better collaboration and more efficient workflows
Easier audit compliance
Save time and money

How to do Document Indexing?

1. Determine the use case for the indexed documents.

Whether you're indexing invoices, employee paperwork, or Photograph by, Canva
something else, the type of indexing you utilise will be

determined by the types of documents you'll be indexing. It's also crucial to

understand who will be retrieving these papers and for what purpose. When

paying balances, your accounts payable staff, for example, may need to retrieve

invoices.

2. Determine which indexing method is appropriate for the use case.
Some papers may not require as much information to be indexed in order to be
found quickly. Invoices, for example, may only require basic information such as
the vendor's name or account number.

3. Sort the data into the proper categories.

After you've decided what kind of indexing makes sense for your data, you can

either manually index it or rely on software to do it for you. 22

Photograph by, Google

RECBOSERNCDEHFREIEDTTSUELONEFTION

BY JAYSTEEN VICKLEN References:

Record Retention Taharudin, N. & Tengku Izhar, T.A. (2018). A Study on
Record Management Implementation in Private
schedules (RRS) are used to specify how long Sector: Analysis on Competency, Storage and
documents must be kept and to provide a Retention. International Journal of Academic
policy for when and how to destroy records that Research in Business and Social Sciences. 8.
are no longer needed. A retention schedule 10.6007/IJARBSS/v8-i6/4285.
allows all employees to adhere to the precise
standards set forth by their employer, as well as 3) Internal auditing
preserve uniformity among all employees and An archive of critical data makes it easier and
documents. faster for auditors to construct an accurate
picture of your organisation, whether you're
A retention schedule is important in any being audited to monitor performance or
organisation since it provides as the legal maintain compliance.
authority for keeping and discarding records.
All forms of papers and records created on 4) Strategy Planning
behalf of the company as part of the business Managing a company necessitates
will be covered by a retention policy. substantial use of historical performance
data, such as predicting sales, planning
A timeline is a crucial component of all expansion, and determining stock
retention schedules, since it specifies how long requirements. Otherwise, you may find it
each sort of record must be kept in the difficult to form a picture of the long-term
company's records before being deleted. direction your company is taking.

What are benefits of Record Retention 5) Effectiveness of Business Activities
Schedule (RRS) in companies? An effective business is one that is well-
organized. You may maintain your internal
1) Liability Protection emphasis topical and your data easily
Keeping essential historical documents safe recoverable if it's needed at a later date by
and accessible allows you to present your case categorising, tracking, and monitoring your
in the event of a liability issue. documents.

2) Legal Considerations 6) Space Planning and Management
It is a legal need to keep certain documents for The amount of filing space available in an
a specified period of time. Medical data, tax office is extremely valuable. Keeping records
papers, and admission letters are all covered by in a busy workplace that aren't needed on a
____legal frameworks. daily basis can be a waste of time, money,
and office space. Using a third-party to store
23 your documents off-site can provide more
security and accessibility than archiving all of
your records on-site.

The Right Way to Handle Photograph by, Google

Disaster

Author Information Distribution Procedures

Written by Dayang Shasya Mirza Specific ways for contacting team members and
alternates, vendors, support agencies, suppliers,
The Disaster Recovery Committee, which consultants, and all others with whom special
should include representatives from all catastrophe contracts and agreements are in
important departments or sections of the place must be included in the plan.
department's duties, should construct the
Disaster Recovery Plan. At least one Specific Disaster Reactions
representative from management, computers,
risk management, records management, The strategy must include both big and minor
security, and facility maintenance should be on disasters, as well as individual and community-
the committee. The committee's size and wide natural calamities like tornadoes and
makeup will be determined by the size, flooding. Your plan should also clarify what defines
location, and structure of each department or a disaster in terms of business interruption,
institution. allowing the disaster recovery plan to be activated.

The committee should create a schedule to “Procrastination is the foundation
determine a fair timeline for finishing the of all disasters.”
written plan. A programme evaluation and -Pandora Poikilos-
review technique (PERT) chart or a decision
might be used to represent this timeline.

Team Task Organization

Each team member's title and function in the
disaster recovery plan must be specified in the
plan. The members of the team or teams
should be identified by their title or position, as
well as their names. In a small facility or
department with only a few employees, the
entire workforce may be designated as the
Disaster Recovery Team, with one person
leading the recovery effort. The Recovery
Director or Coordinator must have the power
to declare a disaster and to act swiftly and
efficiently during the rescue mission.

References: 24
i. Business Continuity and Disaster Recovery for InfoSec Managers. (2005). Google Books.

COMMERZ TRADE SERVICES

WE'RE
LOOKING
FOR NEW
PARTNERS

Trade Finance Document Analyst (Document Checker)

Qualification:
Senior Executive
Full-Time
5 Years of Experience
Bachelor's Degree, Post Graduate Diploma, Professional Degree

SUBMIT YOUR PORTFOLIO!

Talk to us today Connect With Us

www.commerztradeservices.com Phone: +603 2726 9700
[email protected] Fax: +03 2726 9723

25

Photograph by, Google

Keeping records enhances the
pleasure of the search and the

chance of finding order and
meaning in these evens
- Aldo Leopold -

WISER

2nd Floor, Crown Towers, No. 88, Jalan Pending,
93450 Kuching, Sarawak | 082-485 111


Click to View FlipBook Version
Previous Book
doremon 14
Next Book
KAMIL Zon Barat 2022