Record Management

DEC 2019 ISSUE NO. 17

biz.

STORAGE FOR THE BUSINESS
RECORDS

DISPOSAL OF BUSINESS
RECORDS

BUSINESS CONTINUITY PLAN

CHALLENGES TO PROVISION OF
QUALITY CUSTOMER SERVICE

TYPE AND FUNCTIONS OF BUSINESS
RECORDS

WWW.BIZ.COM

CONTENT PAGES
1
LETTER FROM EDITOR 2-3
4-5
EDITOR PROFILE 6-7

TYPE OF BUSINESS RECORDS 8-12
FUNCTIONS OF BUSINESS 13-16
RECORDS
17-18
CHALLENGES TO PROVISION OF 19-20
QUALITY CUSTOMER SERVICE 21-27
STORAGE FOR BUSINESS
RECORDS

PRESERVATION OF BUSINESS
RECORDS

DISPOSAL OF BUSINESS RECORDS

BUSINESS CONTINUITY
PLAN

EDITORS: LETTER FORM
NURAZLIN  MUHAMMAD EDITORS

DYG NUR SYAFIZA Dear readers,
MARYAM RASYIDAH
DYG NURUL NAZIHAH Welcome to the The Records Management , a
record management magazine brought to you
MOHD HAMKA by the editors of The Records Management.
The Business Records has devoted itself to
Website: publishing “the business records management,”
www.uitm.edu.com.my regardless of sector, organization or
Tel: businesses. In that time the techniques and
+6082 677200 information has earned acknowledgement of
Email: what is newest and best in contemporary with
 [email protected] records management.

We have been looking for a way to keep in
touch with our readers between issues, and to
call attention to our favorite researchers and
professionals in something close to real time.  If
the Review embodies a sensibility, this Daily
will try, in a casual and haphazard and at times
possibly frivolous way. To put that sensibility
into words.Taking inspiration from
the professional record managers, we will write
about the techniques, strategies and steps to
better records management, not as critics, but
as participants—as amateurs in the real sense
of the word. That anyway is our aim.

Furthermore we hope that you will enjoy the
Daily and—most of all—that you’ll write in and
tell us what you think.

Best regards,

The Record Management Editors

EDITOR
PROFILE

Nurazlin Muhammad

Email : [email protected]
Age : 22

Birth Date : 03 September 1997
Birth place : Kuching
Education :

Diploma In Accountancy
Degree in Business Administrations

(Hons.) Finance

Maryam Rasyidah Azmani
Email : [email protected]
Age : 22
Birth Date : 04 january 1997
Birth place : Bintulu
Education :
Diploma In Accountancy
Degree in Business Administrations
(Hons.) Finance

Mohammad Hamqa Zainuddin

Email :
[email protected]

AGE : 23
Birth Date : 20 October 1996
Birth place : Kota Samarahan

Education :
Diploma In Accountancy Degree in

Business Administrations (Hons.)
Finance

Dyg Nur Syafiza

Email : [email protected]
Age : 22

Birth Date : 21 may 1997
Birth place : Kuching
Education :

Diploma In Accountancy
Degree in Business

Administrations (Hons.) Finance

Dayang Nurul Nazihah

Email : [email protected]
Age : 22

Birth Date : 04 December 1997
Birth place : Kuching
Education :

Diploma In Accountancy
Degree in Business

Administrations (Hons.) Finance



TYPES OF BUSINESS
RECORDS

By Nurazlin binti Muhammad

ADMINISTRATIVE

Used in the daily operation of the
business.

For example,
Organizational chart
Minutes of meeting
Audit reports for internal

ADVERTISING

These records are created in the
process of promoting goods and
services to the customers.

For example,
Market data and survey
Catalogs
Brochures

ACCOUNTING AND
FISCAL

Used to demonstrate the process of
financial in business organization.

For example,
Balance sheet
Cheque
Account receivable

Credit all images from Google Images

CORPORATE

The records that shows
background and condition of the
busniess.

For exmple,
Permits yo do business
Records of mergers
Reorganizations

EXECUTIVES PURCHASING

Used to explain about the Related to purchase , lease or higher
administration of the of significant stores and equipment.
organization and everything that
shows the information about the For example,
organization. BidsAwards
For example, Purchase orders
Quotations
Policy statements
Research reports
Search and publications

Credit all images from Google Images

BY NURAZLIN MUHAMMAD

functions of
business
records

Records are the source
documents, both physical
and electronic, that
specify transaction dates
and amounts, legal
agreements, and private
customer and business
details. Good record
keeping can help you
protect your business,
measure your
performance and
maximise profits.

PLAN &
WORK
EFFICIENTLY

An up-to-date database and
records documents is the most
useful resource in planning new
marketing and sales strategies.
Business records should allow
the owners to plan and evaluate
proposed projects.

Controlling how many new
documents are created. Some
records are required for business
operations or for regulatory
compliance but some records do
not provide significant value but
once created must be
maintained.



EXCLUSIVE by Mohammad Hamqa bin Zainuddin

CHALLENGES TO
PROVISION OF
QUALITY CUSTOMER
SERVICE

Let's check it out!

CHALLENGES TO PROVISION OF QUALITY
CUSTOMER SERVICE IN BUSINESS
ORGANIZATION

COMPETENCY INADEQUATE STAFF
OF RECORDS
OFFICERS         I  nadequate staff are more likely to
bring poor job performance in an
Nowadays, most organization and will increase the chance of
losing more customers due to the poor
organizations have a customer service.
records officers and
their role in the
organizations is vital.

A records officer LACK OF VITAL RECORDS
should be able to do MANAGEMENT TOOLS
his or her job
properly, which is to           R   ecords management tools are very important because it can
effectively manage improve the efficiency in an organizations. Without a proper knowledge in
your organizations handling software or programs when it is involving records management
documents and might lead to loss of records or data.
records.

The records in your
organization might
not being managed
appropriately and
the organization
itself might not be
able to function
properly without a
competent records
officers.

SECURITY AND
PROTECTION OF
RECORDS

It is very important to protect
our records in the organization
by installing the security such as

locks, passwords, or even
firewalls.

1 LOCKED STORAGE AREAS

Using locks in storage areas is
one of the easiest method for

securing files. This also will
keep prying eyes away and the

records safe from theft.

2 DOCUMENT STORAGE FACILITIES 3 ONLINE DATA STORAGE

One of the vital things to do in Meanwhile, for the digital
a records management is to records, it is advisable to
backup those files and install a
have a good document storage password or encryption to
facility where you can keep all protect those records from
threats such as data breaches
of your physical documents caused by viruses or any other
safe and secure.
forms of malware.
A good document storage
facility will protect our records
from various of threats while a
poor storage facility would be a
problem to your organization.

INADEQUATE AND
POOR STORAGE
SPACE

A good records storage space will keep your organization to be It is advisable to have an
efficient and productive which will produce a better customer offsite storage for your
service. organization if you want
to free up some office
Meanwhile, some organizations has a poor records storage space. Offsite storage
space which lead to a lot of issues such as misplaced or lost facility are often more
files, excessive amount of time is wasted and having difficulty in secure and less risky.
retrieving those files which eventually lead to a poor customer
service.

Every type of information or data that was kept by the
organization needs to be organized, sorted correctly and easier
to be find in order to improve the efficiency in the organization.

"A satisfied customer is a
loyal customer."

A key factor in developing
your organization is your
customers' personal
experience with your
company.

You need to find the best
possible way to serve your
customers or risk losing
them to the competition.

Take the time to listen to the
customer's concerns. Perform
above their expectations and do
what you promised to do. After
that, follow up with the customers.

LACK OF
COOPERATION
FROM
CUSTOMERS



STORAGE FOR CREDIT : GOOGLE IMAGES
THE BUSINESS
Records and information will vary in their
RECORDS strategic and operational value to the
authority, and in their residual value for
BY DYG NUR SYAFIZA BINTI MOHAMAD DAUD historical research, and storage and
preservation arrangements reflecting their
“Paper records, (i.e., non-electronic value should be put in place. Storage should
records) must be stored in a way that they follow accepted standards in respect of the
are both sufficiently accessible and storage environment, fire precautions,
safeguarded against environmental health and safety and, if applicable,
damage.” physical organisation. It should allow easy
and efficient retrieval of information but
Records storage space is important in a small or also minimize the risk of damage, loss or
large company. This is because each document or unauthorized access. Records that are no
business record has its own value especially on the longer required for frequent reference can
company's finances. Storage should provide be removed from current systems to off-line
protection to the level required by the nature, or near off-line (for digital media) or to off-
contents and value of the information in them. site (for paper) storage where this is a more
economical and efficient way to store them.

3 BASIC FACTORS FOR
SELECTING STORAGE

SUPPLIES AND
FACILITIES

BY DYG NUR SYAFIZA BINTI MOHAMAD DAUD

1. NEED FOR STORAGE
SUPPLIES AND EQUIPMENT

The kinds of records to be filed and controlled
The frequency of use for each kind of record during
the day
The number of people working at the files at one
time
The volume of records to be handled in a given
period of time, such as 6 month or a year
The method of filling best suited to handling the
records- alphabetic, geographic, subject, numeric or
a combination of these methods
The types of charge out and follow out of system
used
The transfer method used
The physical characteristic such as weight, floor
space required, need for temperature and humidity
control, and the particular physical preservation
requirements for the records media
The security and retention requirements of the
records
The organization and distribution of records
(centralized or decentralized)

CREDIT : HICLIPART.COM

2. Facility consideration

THE FACILITY NEEDS TO CONSIDER THE FOLLOWING FACTORS:-

a) Location c) Available of Equipment
Manual retrieval equipment
The location should be easily accessed
and should not be areas of known Vertical file cabinet, Lateral file cabinet
external risks. Shelf files
tube files
b) Building Mobile shelving
Suspension files
The building should provide the suitable
range and stability of temperature and Mechanical Retrieval Equipment
humidity level protection, protection
against water damage, protection from File storage equipment with an engine.
contaminants, safety measures, Records are delivered to the filer by some
controlled access to storage areas, kind of motor-driven
detection systems for authorized entry &
protection against damage caused by Storing other records
insects or vermin
Catalogs & directories
Large & odd sized records
Mixed Media

3. Cost of supplies
storage & Equipment

In determining the costs, keep in CREDIT : HICLIPART.COM
mind the following points:
PAPER
Cost of the personnel needed to work TEMPERATURE – 18-25°C
with the records HUMIDITY (RELATIVE HUMIDITY) – 50-55%
Compatibility of supplies & equipment
Advisability of using local vendors SPECIAL
rather than purchasing from out-of- TEMPERATURE – 16-22°C
town vendors. HUMIDITY – 45-50%
Possibility of discounts for quantity
purchases
Feasibility of choosing used rather
than new equipment
Volume of records that can be stored
within the equipment . Lateral, shelf,
or rotary equipment can house more
square feet of records tahn can
conventional drawer file cabinets in
the same square footage of floor
space.

BY DYG NUR SYAFIZA BINTI MOHAMAD DAUD

CREDIT : GOOGLE IMAGES

7 STORAGE PRINCIPLES

1.Location - sites, facilities and area for records storage CREDIT : HICLIPART.COM
should be located away from known hazards and be
convenient to user needs.

2.Environmental control - records should be stored in
environmental conditions that are appropriate to their
format and retention period.

3.Shelving and packaging - the shelving, equipment and
containers for records storage should ensure that records
are secure, accessible and protected from deterioration.

4.Maintenance and security - records sBtorage facilities,

areas and records should be maintained to safeguard their
security, condition and accessibility.
5.Protection from disaster - disaster management
programs should be established and maintained to ensure
that risks to records are minimized and managed
appropriately.
6.Careful handling - the retrieval and use of records in
storage areas should be subject to controls that prevent
damage and deterioration.
7.Accessibility - records should be stored and controlled in
facilities where they can be identified, located and
retrieved easily.

REFERENCES
https://www.informationstrategy.tas.gov.au/Records-Management-Principles/Document%20Library%20%20Tools/Guideline%2011

%20Physical%20storage%20of%20State%20Records.pdf

https://www.nrscotland.gov.uk/files/record-keeping/public-records-act/element8-Storage.pdf

BY DYG NUR SYAFIZA BINTI MOHAMAD DAUD



PRESERVATION OF
BUSINESS RECORDS

By : Dayang Nurul Nazihah Binti Abang Alwi

cr : Google

PRESERVATION "Preservation" is the means by which archives
OF RECORDS are protected for the use of present and
future generations. It is a word commonly
Is an action taken used by record offices, libraries and museums
to retard or yo describe the ways in which their collection
prevent are safeguarded and kept in good physical
deterioration or condition.
damage to records
or documents by According to National Archieve of Malaysia,
control of their preservation is an action taken to retard or
environment and prevent deterioration or damage to records or
treatment documents by control of their environment
(National Archive and treatment.
of Malaysia)
Preservation  also includes preparing for
potential disasters such as floods, fires,
tornadoes, and earthquakes. Therefore, the
preservation strategies can include copying,
conversion and migration of records.

PRESERVATION STRATEGIES

COPYING

COPYING THE PRODUCTION OF
IDENTICAL COPY WITHIN THE
SAME TYPE OF MEDIUM.

Eg : From paper to paper,
microfilm to microfilm or the
production of backup copies of
electronic records.

cr : Google

CONVERSION cr : Bing

CONVERSION IS VITAL
ASPECT OF PRESERVATION

Conversion involves a change of the
format of the records but ensure
that the records retains the primary
information.

Eg : microfilming of paper records,
imaging and change of character
sets.

cr :Bing MIGRATION

MIGRATION INVOLVES A SET OF
ORGANIZED TASKS DESIGNED TO
PERIODCALLY TRANSFER DIGITAL
MATERIAL FROM HARDWARE OR
SOFTWARE CONFIGURATION TO
ANOTHER, OR FROM ONE GENERATION
OF TECHNOLOGY TO ANOTHER.

The purpose of migration is to preserve
the integrity of the records and to retain
the ability for clients to retrieve, display
otherwise use them.

cr : GoogleRECORDS
DISPOSAL

cr : Google

Record disposal is the process by which
business records are either destroyed or
retained as business archives. Disposal is a
range of process associated with
implementing the records retention,
destruction or transfer decisions document
in the business's records retention and
disposal authority.

Destruction of records is the final stage in
records whereby records which are no
longer worthwhile or needed in terms of
administration, research and law are
sorted and disposed of in accordance with
the set procedure. Inactive records without
any primary value for research,
administration or law.

Record retention is a retention policy will
include all types of documents and records
that are created on behalf of the company
as part of business. An important element
of all retention schedules is timeline, laying
out how long each type of record must be
maintained in the company's records
before it can be destroyed.

Method of Disposal

SHREDDING Shred confidential records such as
research data, student folder,
personnel records and financial
records that have account number
listed.

cr : Google

Recycle records that are not RECYCLE
confidential and not contain
pesonal and financial identifying
information.

cr : Google

DELETE Delete electronic records that are
not archival. For example are
audio tape, video tape microforms
and photographic films.

cr : Google

Transfer paper and electronic records to TRANSFER
the Archives if the have a permanent legal,
fiscal, administrative or historical value.
Transfer the records to other organization
with the responsibilities for the records.

cr : Google



MARYAM RASYIDAH BINTI AZMANI

BUSINESS COUTINUITY PLAN

"No plan of battle ever survives first contact with the enemy" - Helmuth von Moltke

What is Business Business Continuity can be defined as a comprehensively
Continuity Plan ? managed effort to prioriteze key business processes ,
identify significant threat to normal operation .

It also include plan mitigation (improvement) strategies to
ensure effective and efficient organizational response to the
challenges that surface during and after a crisis .

BCP also to revent a disaster from damaging the business
records , organization must first recognize the potential
disaster . (example : fire , water , theft)

CREDIT TO GOOGLE IMAGE

MARYAM RASYIDAH AZMANI

DISASTER RECOVERY
PLANNING

What is Disaster Recovery Planning The step of
(DRP) ? DRP:

Disaster Recovery Planning can be defined as an immediate Identifying the Types of
involvement taken by organization . Its purposely to minimize Records

future loses and to begin the process of recovery . Identifying the Vital Records

There are lots activities and programs designed to re-establish Identifying the Risks
critical business functions and stabilize the organization to an

acceptable conditions

By preparing a recovery plan prior to the disaster , staff must be
able to begin process of effective response immediately .

Identifying the Alternatives
Storage Facilities

Define Roles and
Responsibilities

Develop a List of Contact

Prepare a Disaster Bin

Draw Up an Action Plan

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STEP OF DRP

(Disaster Recovery Planning )

IDENTIFYING THE TYPES OF RECORDS

A Conduct a survey of records
management and maintain a complete

file list .
A Copy of the file list should be
retained or backed up at another

location

CREDIT TO GOOGLE IMAGE

ESTABLISH VITAL RECORDS
MANAGEMENT PROGRAM

Identify records management
needed to perform or

reconstruct the organization's
most mission-critical
functions

CREDIT TO GOOGLE IMAGE

IDENTIFY THE RISK

Idenfying the most probable
threat that may lead to negetive
impact to the organization and

minimizing the risk .

CREDIT TO GOOGLE IMAGE

IDENTIFY ALTERNATIVE STORAGE
FACILITIES

Review existing storage facilities and
identify if they are secure and will
reduce loss and damage
Identify an alternative location for
storage of vital records computer
backups

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DEFINE ROLES AND RESPONSIBILITIES

Establish a group of staff contracts
to assist with the restoring ( also
assign the duties of maintaining
the plan so that it is up to date at

all times .

CREDIT TO GOOGLE IMAGE

DEVELOP A LIST OF
CONTACTS

Develop a contact list of
emergency numbers such a fire ,

police , hospitals , properties ,
security neighboring business

and trades people .

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PREPARE A DISASTER BIN

Acquire tools and other supplies
to be used in small disasters

such as leaky pipes , small fires.
etc . This may include certain
tools , gloves , masks , fire

extinguishers and fir blankest .
Ensure disaster bin is easily

accessible and all staff aware of
the location .

DRAW UP AN ACTION PLAN

Develop a short plan that contains
many of the details of the above

such as numbers both internal and
external and develop a step by step
list of actions for staff to follow in
case of disaster and circulate the
plan to every staff in organization

DISASTER RECOVERY
OPERATION

WHAT IS DISASTER CREDIT TO GOOGLE IMAGE

RECOVERY OPERATION ? ACTION TO BE CONSIDER

Disaster Recovery Operation WHEN DISASTER OCCURRED :
requires proper operational and
Security and Safety
technical support to reduce Stabilizing the environment
downtime and guarantee that Assessing the extent of the
damage to records and facilities
business activities resume Rehabilitating storage area and
quickly as possible , whenever
buildings
disaster occurs . Ongoing protection of the

records
Resumption of Operation

ACTION TO BE CONSIDER WHEN
DISASTER OCCURRED

Security and Safety CREDIT TO GOOGLE IMAGE Steps in Stabilizing the

Ensure safety of the individual Assessing the Extent Steps in Stabilizing the Environmen
inside and security of the of the Damage to
buildings Environment
Record and Facilities
Avoid standing water and wet Remove any water in the area
carpets that make use of Compile an accident report Use air conditioning systems , fans
Consult available experts
electrical equipment dangerous . about the most and dehumidifiers
Install and use temporary wiring appropriate treatments for Reduce the relative humidity to
damaged records .
properly below 65%
Remove any carpets and under
CREDIT TO GOOGLE IMAGE
padding
Rehabilitating Storage Keep lights on at all times until
Area and Building
everything has been dries .
Clean and sterilize stack area and
shelving or other types of storage CREDIT TO GOOGLE IMAGE
devices , before returning records .
Repair or Replace shelving units or Ongoing Protection of
other storage devices the Records
Inspect shelving and all areas in the
facility to ensure they are completely Complete all treatment to records
dry . including drying and cleaning .
Maintain a list of all records
CREDIT TO GOOGLE IMAGE returned to storage areas .

Continue to monitor stack area and
records regularly to ensure there is
no outbreak of mould and mildew .

CREDIT TO GOOGLE IMAGE

Resumption of Operation

Determine and analyze the CREDIT TO GOOGLE IMAGE
causes of the emergency or
disaster by holding post-mortem

meetings .
Prepare an indicate report or
similar briefing notes for agency
heads on the emergency or

disaster