MANAGEMENT OF BUSINESS RECORDS IMR652
ii TABLE OF CONTENTS Acknowledgement 3 Editors’ Background 4 • Issues and Challenge in Record 6 Management - The Adoption of ERMS • A Review of Records Management 11 in Organisations • Business' Transportation Management 16 System Technology Adoption in Nakhon Pathom, Thailand • Improving Records Management and 21 Security for Successful Business Performance: The Role of New Media • Management of Business Records in 26 Tanzania: An Exploratory Case Study of Selected Companies • Business Data Management 31 for Business-to-Business Electronic Commerce
Management of Business Records 3 ACKNOWLEDGEMENT In the name of Allah S.W.T, the Most Merciful and the Most Beneficent. We would like to thank Allah S.W.T because of His blessing, we are able to complete this assignment with a great determination and with the help of many people from different background. With a warm heart, we would like to appreciate those people for their cooperation and knowledge. To our lecturer, sir Mohd Faiz bin Maiyudin, thank you so much for guiding us and give us valuable knowledges and advises to us in order to finished this assignment. And to all our fellow friends who learn IMR652 course, thank you for the supports, ideas, and cooperation. Their inspiration and determination that pushed us to complete this assignment so that we can gain knowledge and success together. Lots of thanks to our family as well, because without their support, encouragement and love, we will not be able to be here to complete this task. Finally, to those who helped us directly and indirectly, thank you so much and may Allah bless us all with much of His Blessing.
Management of Business Records 4 EDITORS’ BACKGROUND ROSLAIZAM BIN DAUD 2020508503 [email protected] NUR FARHAIN BINTI MAT INTAN 2020996427 [email protected] MOHD AMIRUL ASYRAF BIN YAACOB 2019974533 [email protected] NURUL QISTINA ZULAYKHA BINTI KHALID 2020152125 [email protected]
Management of Business Records 5 EDITORS’ BACKGROUND AMIR HAFIZUDDIN BIN ABU HASSAN 2021594231 [email protected] ABDUL HADI BIN SA’ARI 2021972155 [email protected]
2022 ARIF NAJMI BIN BAHRI, WAN MUHAMMAD ISKANDAR ZULQARNAIN BIN WAN JAAFFAR, MUHAMMAD HILMAN BIN ARIS, NUR FARAHNISA BINTI MOHD AZAHAM, WAN NOR SYAZANA WAN HASHIM. ISSUES AND THE ADOPTION OF ERMS CHALLENGE IN RECORD MANAGEMENT The article focuses on the issues and challenges associated with the adoption of Electronic Record Management Systems (ERMS). It emphasizes the importance of handling electronic records carefully to minimize issues like loss, manipulation, or damage
ISSUES & CHALLENGE IN RECORD MANAGEMENT Electronic records are highly valuable assets for businesses, and their management is critical to avoid potential legal and operational issues. ERMS plays a pivotal role in improving the quality, efficiency, and accessibility of records within organizations. By implementing ERMS, businesses can ensure immediate access to documents at any time and facilitate long-distance service delivery within the organization. ERMS promotes responsible and transparent business practices, safeguarding the integrity and security of electronic records. IMPORTANCE OF ERMS The availability of appropriate technological infrastructure is essential for the successful implementation and functioning of ERMS. Adapting electronic documents to the ERMS is crucial to ensure seamless integration and effective utilization within the management system. IMPACT OF TECHNOLOGICAL INFRASTRUCTURE
Factors influencing ERMS acceptance and use Performance expectancy: User’s perception of the system's usefulness and the extent to which it enhances their performance and productivity. Effort expectancy: Users' perception of the system's ease of use, including its simplicity, intuitiveness, and user-friendly features Facilitating conditions: The availability of necessary resources, support, and infrastructure required for the successful implementation and operation of ERMS. Social influence: The impact of interpersonal relationships, opinions, and recommendations from colleagues, supervisors, and influential individuals on the acceptance and use of ERMS. Behavioural intention: Users' intention to utilize and adopt the ERMS based on their attitudes, beliefs, and perceived benefits associated with its implementation. Technological infrastructure: Ensuring the organization has the appropriate technological infrastructure, including hardware, software, network capabilities, and data storage, to support the implementation and functioning of ERMS effectively. Staff training: Providing comprehensive training programs to employees to ensure they possess the necessary knowledge and skills to utilize the ERMS efficiently Management motivation: Encouraging management and leadership to actively support and promote the implementation of ERMS, fostering a culture of acceptance and utilization within the organization. Integration of new technologies: Addressing potential negative aspects associated with the integration of new technologies, such as resistance to change, potential disruptions during the transition period, and overcoming employee apprehension Challenges in ERMS implementation
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A Review of Records Management in Organisations RECORDS RECORDS MANAGEMENT are important for good administration and planning because they serve as a mechanism for the public and government to keep an organisation accountable. The competence of the organisation to handle its records may be required for effective administration. No organisation can function properly if it relies solely on memory to keep track of every transaction. is a business discipline focusing on systematic control of recorded information for organizational purposes. It involves planning, organizing, and directing resources for specific goals. Records management is a professional discipline focusing on documentbased information systems, ensuring economies and efficiencies in record keeping.
GOOD / POOR Good record management is when records are classified, organised, labelled, and highly retrievable for the right document at the right time. Good retrievability could help the decision-making process undertaken by the staff and management, as records and information are the basis on which decisions are made and are at the centre of increased accountability and good governance. Good record management is vital not only for historical purposes, but also for present and future managerial and policy growth. Poor record management will stymie organisational progress and may result in ineffective and inefficient service delivery. Poor records management can cause irreparable damage and risks to organizations, as corporate records hold credibility. Inadequate records, premature destruction, and overcrowding can lead to retrieval difficulties and wasted resources. Organizations are recognizing the benefits of wellmanaged records and implementing programs to ensure proper creation and retention.
ICT aids in effective records keeping, but poor use in organizations is mainly due to inadequate facilities and lack of computer skills among employees. The function of records and records management employees in terms of information retrieval, creation, storage, and dissemination has altered dramatically. Top level management must embrace record management activities in order to improve overall effectiveness. All stakeholders in the organisation must share responsibilities.
The adoption of technology in business is influenced by factors like operational productivity, market reach, and risk management. Transportation Management System Technology Adoption in Nakhon Pathom, Thailand. Innovation is influenced by factors like hazard level, accommodation, time and exertion saving, and remuneration. Why do business operators vary in the distribution and utilization of technology despite its essential role in driving business competition?
Nakhon Pathom A prosperous commercial center 29 miles west of Bangkok, is an important economic center in Thailand, supporting Bangkok's growth and providing major road and rail connections. Transportation Management System Streamlines store network interactions, handling item transportation from request submission to final conveyance. It improves transactional and communication systems, manages activities like order processing, load planning, carrier selection, vehicle routing, and claims management, and offers expanded features.
TRANSPORTATION MANAGEMENT SYSTEM ADORPTION FULL Adopt for business size, control, and information preparation, avoiding human errors and accounting firm submission. PARTIAL Prefer partial deployments of GPS tracking and petrol tank sensors due to tax laws, simplicity and internal modification. A reliable provider ensures the system's functionality. ZERO Some prefer manual methods for business operations small enterprises may opt for manual control systems or contract out transportation.
THE ROLE OF NEW MEDIA IMPROVING RECORDS MANAGEMENT AND SECURITY FOR SUCCESSFUL BUSINESS PERFORMANCE: THE ROLE OF NEW MEDIA NEW MEDIA OF RECORDS MANAGEMENT New media of records management is utilizing the technology to create, store, retrieve and edit the records. Current technology allows us especially business manager to gain access to the records anywhere, anytime via internet such as cloud storing system or physical digital storing device such as USB flash drive or memory card. New media of records management also saves valuable time for example, transaction of records can be done faster via electronic mail server. The example of devices are hard disk, floppy disk and CDs. Gain access to records made easier with the help of new media. New media also can act as secondary copy of the records. Having a backup of records in another format is good because some of the records are important such as document of contract which contains business’s legal values and information. USB flash drive and memory cards are the example of new media that can be use in managing business records.
THE ROLE OF NEW MEDIA THE ROLE OF NEW MEDIA SECURITY FOR BUSINESS PERFORMANCE Records that been stored in the new media need to be protected. There are a few methods to protect those records digitally: 1. Classification of records (low, medium or high). 2. Access to authorized personnel only. 3. Secured network or server. 4. Installing and updating anti-virus, anti-spyware, anti-malware and firewall. 5. Enabling password to the records. 6. Create back up and store in different system. 7. Regular maintenance and regular update to the operating system of the digital records management system.
THE ROLE OF NEW MEDIA THE ROLE OF NEW MEDIA The Advantages of New Media in Managing Business Records: 1. Can be access anywhere and anytime. 2. Saves space. 3. Saves time. 4. Networking made easier for both business organization and client. 5. As a secondary backup for physical records. 6. Require less human resource to operate. The Disadvantages of New Media in Managing Business Records: 1. System can be outdated. 2. Need to be maintain regularly. 3. Vulnerable to cyber-attack. 4. System failure. 5. Can be expensive depending on the system.
THE ROLE OF NEW MEDIA THE ROLE OF NEW MEDIA
THE ROLE OF NEW MEDIA THE ROLE OF NEW MEDIA
Blending the concepts of the records life-cycle and continuum models. The less popular records entity life history theory is also discussed, but its limited information hinders further discussion. the life-cycle concept and records continuum. Business processes involve the production of records, making records management a crucial by product. These records fulfil legal requirements and protect stakeholder rights, ensuring businesses adhere to administrative, historical, and archival requirements. MANAGEMENT OF BUSINESS RECORDS IN TANZANIA: AN EXPLORATORY CASE STUDY OF SELECTED COMPANIES MANAGEMENT OF BUSINESS RECORDS IN TANZANIA: AN EXPLORATORY CASE STUDY OF SELECTED COMPANIES RECORDS LIFE-CYCLE THEORY
Must be used cautiously, as it may not immediately be perceived by other practitioners and educators. Collaboration between records professionals and information systems experts during system design is crucial THE RECORDS CONTINUUM THEORY
HYBRID RECORDS THEORY IN TANZANIA OR AFRICA the hybrid records theory in managing business records should be undertaken. The information obtained from these efforts can be used to build a database of information that confirms or refutes the framework's use in managing business records throughout their life-cycle. Although private organization records management has not been fully incorporated into archival theory and practice worldwide, scholars in the developed world are gradually recognizing the importance of managing business records.
Business Data Management for Business-toBusiness Electronic Commerce Business-to-business electronic commerce (B2B EC) opens up new possibilities for trade. For example, new business partners from around the globe can be found, their offers can be compared, even complex negotiations can be conducted electronically, and a contract can be drawn up and fulfilled via an electronic marketplace. B2B EC are electronic marketplaces. These types of marketplaces provide a forum for bringing together buyers and sellers with the aim of enabling and supporting trade.
REQUIREMENTS FOR BUSINESS DATA MANAGEMENT Business-to-business applications have become increasingly important in recent times. An electronic marketplace for a specific industry sector can use an ontology of concepts of this sector to classify products and related information. The results of a multi-national project on creating a business-to-business electronic marketplace for small and medium-sized enterprises are presented. Tools for information discovery, protocol-based negotiations, and monitored contract enactment are provided and based on a data repository. The goal of this section is to propose a method for classifying business data in such a way that it can be used in the early phases of electronic business. It present an approach to efficient information management in the different phases of a B2B EC process.
INTEGRATION AND CLASSIFICATION OF PRODUCT DATA A basic functionality of a business data repository for an electronic marketplace is the integration of external data sources to provide access to product databases and company profiles. Electronic commerce via a marketplace becomes profitable for the member companies if it is integrated with the ERP systems of the suppliers and buyers because several steps in the procurement process can be replaced by information technology. Data Integration The advantage of a federated architecture is that local databases can remain unchanged while allowing application programs to operate on a central virtual database providing the data of all participating databases. As access to remote sources might slow down the overall performance of the system, the external data can be materialized in the business data repository.
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