BUSINESS Article: A review of Records Management in Organisations” by Touray Article: A review of Records Management in Organisations” by Touray OVERVIEW OF BUSINESS RECORDS & MANAGEMENT R E C O R D M A N A G E M E N T BY RECORD RUNNERS E-MAGAZINE RECORDS AS A STRATEGIC BUSINESS Article: Strategic information Resources & Quality of Record Keeping Systems Article: Strategic information Resources & Quality of Record Keeping Systems RECORDS MANAGEMENT PROCESS Article: Assessing Records Management in China against ISO 15489 and the Implications Article: Assessing Records Management in China against ISO 15489 and the Implications BUSINESS CONTINUITY PLAN Article: Business Continuity Plan JULY 2023 ISSUE 14 TTOOPP SSEELLLLEERR HOT TOPIC !!! w w w. r e c o r d R u n n e r s@ c o m.m y www. recordRunner [email protected]
EDITOR 'S PROFILE BUSINESS RECORD MANAGEMENT 1-26 REFERENCES 27 OVERVIEW OF BUSINESS RECORD MANAGEMENT Overview Business Record Management Types of Business Organization Management in Action Determining Training Process 1 2 3 4-6 7 RECORDS AS A STRATEGIC BUSINESS Business system analysis & regulatory requirements. Strategic resource. Significance of value records. Training for records management professionals. Article : Strategic information resources and quality of recordkeeping systems. Impacts of managing records as strategic resource 8 9 10 11 12 13-14 RECORDS MANAGEMENT PROCESS Record management process according to ISO 15489 Backstory of ISO 15489 Most common storage medias Importance and implications 15-16 17 18 19-20 BUSINESS CONTINUITY PLAN Data backup & disaster recovery Types of continuity plan How to build a disaster recovery plan Benefits of a disaster recovery plan Remote administration Issues in application resilience 21 22-23 24 25 26
N O R I S M A L I L A W A T I AUTHOR’S NOTE Norismalilawati Editor-in-Chief NAME: NORISMALILAWATI BINTI ZAINULDIN Matric Number : 2022490534 Group : KBA2432A First and foremost, I would like to praise and thank the Allah s.wt for giving us the strength and because of His blessing, I finally managed to accomplish this magazine.This assignment cannot complete without effort and co-operation from my group member, which are consist of Fatin Afiqah, Syaza Sharafana, Amira Syiffa and Syafiqah Amalina. We always work hard to produce a good assignment with our full commitment and responsibility. Therefore, I would like to acknowledge with thanks to our lecture Mr Mohd Abdul Hafiz b Md Radzi because without his guide our magazine cannot be done properly like this. He always gives us supports and guide on how to do our assignment in purpose to produce a good outcome. I am also like to thank him for teaching us in this course.
F A T I N A F I Q A H AUTHOR’S NOTE Fatin Afiqah Associate Director Name : Fatin Afiqah binti Abdul Rahman Matric Number : 2022615702 Group : KBA2432A I am beyond grateful to be able to complete this magazine and become part of the authors. I am also thankful to Mr Mohd Abdul Hafiz for all the knowledge and inspiration for me to choose the topic for this magazine. I hope that people can take benefits from our magazine and applied it in the future at the workolace.
S Y A Z A S H A R A F A N A AUTHOR’S NOTE Syaza Sharafana Section Editor Name : NUR SYAZA SHARAFANA BT MUHAMAD ZAKARIA Matric Number : 2022622608 Group : KBA2432A In playing out my task, and making it effective, I needed to find support and rules from a few regarded individuals. To start with, I'm thankful to Allah, who gives me a sound brain and sound wellbeing to achieve my task. I am very happy when the magazine is finished. I would like want to say thanks to Mr Mohd Abdul Hafiz canister Md Radzi for giving us a decent rule for this task. At last, because of tall of my beloved groupmates who generally remain together and work hard to create a decent task with all affordance and obligation. Trust that all the work will provide us with a great deal of advantages and our gathering project.
S Y A F I Q A H A M A L I N A AUTHOR’S NOTE Syafiqah Amalina Excecutive Art Director Name : NUR SYAFIQAH AMALINA BINTI ABDUL MAJID Matric Number : 2022615668 Group : KBA2432A I am incredibly grateful to have completed this magazine and to be counted among the esteemed authors. My deepest appreciation goes to Mr. Mohd Abdul Hafiz, whose knowledge and inspiration guided me in choosing the topics for this publication. It is my heartfelt hope that our magazine will bring tangible benefits to its readers, inspiring them to apply the wisdom within these pages in their future workplaces. May this achievement serve as a reminder of the power of collaboration and the transformative impact of shared knowledge.
A M I R A S Y I F F A AUTHOR’S NOTE Amira Syiffa Staff Writer Name : Nur Amira SYIFFA BINTI MOHD SOFI Matric Number : 2022616628 Group : KBA2432A I'd like to thank our lecturer, Mohd Abdul Hafiz B Md Radzi, for the opportunity to work on this group project for the e-magazine. It was an enriching experience that allowed us to showcase our talents and effectively collaborate. I'd also like to express my appreciation to the emagazine's readers. Your time and attention are greatly valued, and I hope that our assignment has provided you with useful and interesting information.
overview Business organization can defined as any official activity with objective of making profit from sale of goods or services. Non profit organization such archives, museums, libraries with purpose to provide society with the educational, social or other services. There is a need to manage and protect business records as well as to find them when they are needed Management is the process of reaching organizational goals by working with and through people and other organizationalresources Planning Organizing Leading Controlling Basic Management Process 1
business record management Business management is a general management of business operation . It is often structured as a hierarchy. Business management work towards organization’s goal and objectives as well as aligning an organization with the wants and needs of clients. It is general administrative management that concerned with achieving economy and efficiency in the creation, maintenance, use and disposal of organizations’ records. it is also concerned in making the information that is contained available in support of organization’s business. BUSINESS MANAGEMENT IMR652 Business Records is a business information that contains the transaction between two or more parties in the form of electronic and paper documents. It is kept for evidence and references and created in the course of conducting business. According to a review of records management in organisations by Touray, records and information are the life blood of every organisation and the basis on which decisions are made. The poor management of records does not only hinder the development process of organisations but also leads to ineffectiveness and inefficiency in service delivery. Records, being personal or official, are very important in the life of an organisation. The success of any organisation depends on effective records management practice that ensures the right records are available at the right time for effective business operations. The need for proper records keeping is indisputable it is an ordinary and necessary component of virtually all business operations. BUSINESS RECORD BUSINESS RECORD MANAGEMENT Business record management is a field of management responsibility for the efficient and systematic control of the creation, maintenance, use and disposition of business records. It is a vital process to achieve the efficiency and economy as well as to preserve the business records. According to article "The influence of business records on business performance" by Mairura C.J , The necessity of recording all the transactions and systematically cannot be overemphasized. Goods may be sold on credit to several persons. The latter will pay the price of the goods to the vender latter. However, strong one's memory may be, one cannot hope to remember all the details regarding all these transactions. Besides, according to several authorities, accounting records are useful in several ways. 2
CONTROL SYSTEM OF BUSINESS RECORD Control system of business record is a process that ones uses to identify when and where something goes wrong with the business process. Th records control follow set procedures used to make filing and retrieval. It also allow authorized officer to take corrective action SOLE PROPRIETORSHIP PARTNERSHIP CORPORATION COOPERATIVE TYPES OF BUSINESS ORGANIZATIONS Sole proprietorship is a business owned by only one person . For example, restaurants or any services. Partnership is a business with two or more owners who share in the operation. Maximum people for partnership is 50 people. For example, Kamal and Hassan Association. Corporation is a large business. Corporations can be public or private organizations. Kumpulan Darul Ehsan Berhad is an example for public corporation while Siti Nurhaliza Production Sdn Bhd is an example of private corporation. Cooperative form business ownership in which group of sole proprietorship or partnership agree to work together for commit benefit. Cooperative is limited to serving the specific need of its members. For example, Koperasi UiTM is one of cooperative organization. 3
Marketing is the process of communicating the value of a product or service to customers. Marketing might sometimes be interpreted as the art of selling products/services. The management process responsible for identifying, anticipating and satisfying customer requirements profitability. The successful business organization is one which sets out to discover what the customer wants and how to best provide it. In practice, this can only be achieved through ‘marketing research’ MANAGEMENT IN ACTION 1 2 3 4 Marketing Production Financial Management Personnel Marketing Research Aims to provide management with information on which to base its decisions regarding the organization’s future activities. For example, an analysis of trends in the market, analysis of strength and weaknesses of product offering, analysis of effectiveness of advertising and so forth. Such information is vital to the success of the organization. Failure to provide such information leads to an inefficient use of the organization’s limited resources. 4 MARKETING
MARKETING MIX According to article 'The marketing mix: Time for reconceptualization. Journal of Marketing Education by Bruner I.G.C," the four Ps classification for developing an effective marketing strategy was first introduced in 1960 by marketing professor and author E. Jerome McCarthy. ‘ A planned mix of the controllable elements of a product's marketing plan commonly termed as 4Ps: product, price, place, and promotion. These four elements are adjusted until the right combination is found that serves the needs of the product's customers, while generating optimum income. 4Ps 5
The process by which we produce a finished product from raw material. The role is to ensure that this transformation process is carried out efficiently. It falls into 3 categories ; the manufacturing process, service activities and advisory activities. PRODUCTION FINANCIAL MANAGEMENT History of Accounting The art of bookkeeping – that is, the recording of financial transactions. Typical accountant in business was employed to establish a sound system of bookkeeping, establish a system of internal check (audit) and prepare the final accounts (profit and loss account, balance sheet). Financial Accounting Bookkeeping and internal audit The recording of all transactions entered into by an organization lies at the heart of the accounting process and the details of sales, purchases and expenses are required so that bills may be paid on time, debts can be collected, the values of assets recorded as well as to be used in the control of business activities and relating expenditure to income. 6
PERSONNEL The success of an organization depends upon the effort of its employees. An effective personnel function will ensure that people are doing the right job, trained to do their job efficiently, paid according to their contribution and effort and protected from danger and unnecessary hazards. Other than that, people are motivated in their job, satisfied with their employer and people remain with the business. Recruitment Manpower planning Wages and sales policy Training and development Industrial relations Welfare, health and safety There are six personnel function which are ; DETERMINING TRAINING PROCESS 7
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RECORDS AS A STRATEGIC RESOURCE The following component under to make an essential asset is the administrative necessities. Consenting to administrative necessities assist association with remaining inside the arrangements and strategies of the country they are working in regards to the maintenance of data. Thusly, all associations need to recognize the administrative climate that influences their exercises and necessities to archive their exercises. The strategies and methods of associations ought to mirror the utilization of the administrative climate to their business cycle. An association ought to furnish sufficient proof of its consistence with the administrative climate in the records of its exercises. Directing records beneficially as per the administrative fundamental will affect the models like legitimacy, steadiness and convenience and dependability. It ought to be feasible to show that the records are as expressed for validity. The realness of a record is convey from the record-keeping structure in which it was made or gotten, remained mindful of and utilized. A faithful quality record is one whose items can be depended upon over coming about trades or activities as a total and precise depiction of the trades, activities, or real factors to which they are applied. The third is that a record that can be used is one that can be found, recuperated, presented, and understood. It ought to be possible to present it as having a direct connection to the future business transaction or activity that produced it. The last one is that a record's uprightness suggests that it is done and unaltered. Unapproved changes must be prevented from changing a record. BUSINESS SYSTEM ANALYSIS ( BSA ) The essentially major part for a key asset is the business system assessment which is a shrewd plan that integrates the viewing at of a relationship as a design. In addition, it refers to the formal analysis of the data gathered about the business system, which includes figuring out how various tasks, jobs, people, structures, and other parts relate to one another. This reviews documentation for portraying the connection's business and business process, a business depiction plot that shows the alliance limits, exercises and exchanges different leveled out relationship and a helper of the alliance business processes that show where records are made or gotten as result of business improvement. REGULATORY REQUIREMENTS 8
In addition, fitting preparation actually should be furnished for all faculty with any, sort of liability regarding records. The last one is the association ought to guarantee business records lay out essential preparation, illuminate navigation, guarantee responsibility and archives accomplishment as well with respect to the outcome. A wide range of strategies should be taken into consideration in order to guarantee that records can be utilized as a strategic resource. The association ought to modify the organizational frameworks and board methods. The obstacle and coordination of depicted business systems and records the board ways of thinking will incite the shortcoming of the pioneers' correspondence. As a result, every company must examine its business framework. The subsequent one is the alliance ought to make due. The records according to the managerial key. There should be three degrees of help for the necessity: at the alliance level, the overseeing body at the level of records, and bosses at the technology structures level for electronic records level so the connection can make and stay aware of exact, reliable, and usable records and save the reliability of those records however lengthy key. The third one is the association ought to have magnificently set up work ability to deal with the records. It is significant due to the executives' poor track records, which would cause them to forget the exercises and leave them with memory problems. STRATEGIC RESOURCE 9
Appropriately overseeing archives, reports, systems, manuals, and different types of data is fundamental for successful documentation and direction. Be that as it may, numerous associations problems to deal with records the executives efficiently, prompting complicated and ignored records. From article Strategic Information Resources and Quality of Record keeping Systems, wrote by Raja Suzana Raja Kasim, it talks about the significance of value records the board rehearses in government organizations in Malaysia. It features the ongoing difficulties looked in overseeing records, for example, the mind-boggling measure of paper archives and the absence of consistency and mastery in records the executives. The strategic implementation of quality records management requires improvement, according to the article. In the age of the knowledge economy, record management is seen as essential because organizations rely heavily on information. lifecycle concept involves: “an analogy between the life of a biological organism, which is born, lives and dies and that of a records, which is created, is used for so long as it has continuing value and is then disposed of by the destruction or by transfer to an archival institution.” (Kasim, 2011) 10
TRAINING FOR RECORDS MANAGEMENT PROFESSIONALS Personnel with professional qualifications in archives or records management must be employed by organizations. Be that as it may, records the executives experts are utilized in many jobs. The job is creating in scope because of expanded comprehension of the worth of powerful information and data the executives, especially inside the corporate area, efficiently, prompting confused and dismissed records. The records' manager's work varies from sector to sector and organization to organization, and the balance between operational and strategic work typically shifts with seniority. However, typical work responsibilities may include: 01. 03. 02. 04. 05. Storing, arranging, indexing and classifying records As a result, it is essential for an organization to appropriately resource its records management training program and delegate implementation and management of the program to a manager at the appropriate level. Preparing for records experts isn't just fundamental however also ought to be an ongoing in help to prepare to adapt to the improvement in the media. Authority is a necessity that goes past a definitive powers behind the regulation in the event that such is set up in the country. Accordingly, the heads of public bodies genuinely should uphold the cycle that happen in their recordkeeping prerequisites right from the underlying records manifestations until the attitude part. Association needs to give the authority and the assets regarding its necessity in overseeing records in order to empower these people to plan satisfactorily. records management can be defined as : "Records management focuses on the entire life cycle of the majority of records." It endeavors to restrict their creation and consequently, one finds "conception prevention" advocates in the records the executives field as well as in the field of human hereditary qualities. It practices a fractional command over their ongoing use. (Kasim, 2011) 06. 07. 08. 09. Assisting in the creation of filing systems and schedules for their storage and disposal, as well as maintaining them to meet financial, legal, and administrative requirements. Advising on records storage and records media. Supervising the administration of electronic or potentially paper-based data. Setting up, maintaining, reviewing, and documenting records systems. Identifying the most appropriate records management resources. Advising on and implementing new classification systems and policies for records management. Establishing a policy framework for the manner in which individuals are expected to use the existing system and manage their records. Ensuring that relevant legislative and compliance requirements are met. 11
ARTICLE : Strategic Information Resources and Quality of Recordkeeping Systems, written by Raja Suzana Raja Kasim The article likewise underlines the urgent job of authority, explicitly the records chief, in driving the execution of a records the executives framework or program inside an association. The progress of overseeing quality recordkeeping prerequisites intensely depends on successful initiative and long haul responsibility. Unfortunate authority and an absence of responsibility can prompt issues in fulfilling the fundamental guidelines and prerequisites. Leadership in records management extends beyond legislative influence. It is the obligation of pioneers inside open bodies to help and supervise the whole recordkeeping process, from the making of records to their attitude. To effectively manage their records and allow those involved to adequately prepare, organizations must provide the necessary leadership and allocate resources. Records chiefs are distinguished as the heads of an association's inner records the executives program. They assume a basic part in its prosperity and quality execution. Their adequacy can decide the general outcome of the program and its essential habits. The National Archive of Malaysia has acknowledged the significance of strong leadership for successful implementation, highlighting the importance of clear signals from top management and a designated individual responsible for managing records for progress. “Learning is a process involving repetition and experimentation which enables tasks to be performed better and quicker, and new production opportunities to be identified.” (Kasim, 2011) 12
Economically An association with the practicality of the monetary can benefit from the administration of business records. Records that are regulated fittingly and really can influence the efficiency of the affiliation's organization. 1. Lessens the working expense A coordinated recording framework will assist with saving expense of taking care of, for example, the expense for documenting supplies, space in office and staff to keep up with and arrange filling framework particularly when it includes with misfitting. 2. Upgrades decrease of time required An especially arranged and worked recording system with a convincing rundown can work with recuperation and transport of information to clients as required. Beside that, a decent program for overseeing records will keep undertakings from being finished in a similar spot two times. 3. Controls the creation and development of records A viable record the executives program tends to both control of creation (restricts and lessens the presence of unnecessary records that isn't expected to work a business) and records maintenance (a framework for obliterating futile records or resigning idle records), hence balancing out the development of records in all configurations. IMPACTS OF MANAGING RECORDS AS A STRATEGIC RESOURCE 13
Support Better Management 1. Effective resource management Recognizing records as a strategic resource requires the use of resources like people, knowledge, space, equipment, money, and payroll. Therefore, if the organization implements a systematic records management program, it can effectively and efficiently manage its resources. 2. Creating smart course of action Directing records truly established on the calculated records the chiefs program will help the overseers with recognizing an affiliation's principal objective, focuses and targets, choose its necessities, capacities and resources, and a short time later encourage methods to achieve those goals successfully. 3. Viable independent direction In today's business environment, the leader who can move quickly to gather the necessary information will be able to move ahead and make quick decisions. Thus, a records the board framework can make it more straightforward for leaders and directors to get to the data they need. Additionally, it prevents the lack of record control. Supervisors and leaders can thus monitor the company's progress and make a decision effectively. IMPACTS OF MANAGING RECORDS AS A STRATEGIC RESOURCE 14
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WHAT IS ISO 15489? The game-changing international standard developed by the prestigious International Organization for Standardization (ISO). With its global recognition and widespread adoption, ISO 15489 is transforming the way organizations handle their records. It's meticulous guidelines and best practices ensure that organizations can efficiently organize, maintain, and access their records, regardless of their size or industry. This groundbreaking standard has garnered immense praise for its ability to streamline processes, enhance accountability, and safeguard vital information. By adhering to ISO 15489, organizations can confidently navigate the complex world of records management, mitigating risks and maximizing efficiency. Process of managing record according to ISO 15489: 01. Capture. A methodical process of determining whether creating and keeping a record is necessary. It requires considerations about who is allowed to access those documents as well as decisions about how long those documents should be kept. 02. Registering. Registering a record means writing some short, detailed information about it in a register and giving it a unique number. The goal is to prove that a record has been made or saved in a system for keeping records. ISO 15489 stands as a beacon of excellence, providing a comprehensive framework for records management that transcends borders. - Margaret Crockett and Janet Foster 03. Classification according to Read and Ginn (2007): a) Classification by use. Whether it is a transaction document or a reference document. A transaction document is a documented record that is utilized within the routine operations of an organization. For example, invoices, bank cheques, and sales orders. On the contrary, reference documents encompass essential information that facilitates the ongoing functioning of a company over extended durations, such as business letters and reports. b) Classification by place of use. Whether it is an external or internal record. An external record is generated for utilization beyond the confines of an entity. For instance, emails dispatched to customers and suppliers. An internal record encompasses the essential information required for the functioning of an organization. These records may be generated either internally or externally by the organization. For instance, payroll records, and government regulations. c) Classification by Value of the Record to the Firm. The valuation of records to the organization is determined by the manager. Certain records possess such significant value to a company that they necessitate the implementation of specialized protective measures. IMPLIMENTATION OF ISO 15489 15
Access and security classification: Both physical damage and unauthorized access to records should be prevented at all costs. The storage method chosen determines what sort of security is implemented. For example, if sensitive information is stored on a computer, a password can be assigned to the file to prevent unauthorized people from reading it. 05. Identification of disposition status: The term "Disposition" refers to the last step in the record-keeping process. This may involve sending it to an archive for review or to a third party, or it may involve destroying or deleting it. When it comes time to get rid of the old files, businesses should plan ahead to ensure they do so properly. 06. Storage: Records can be safely kept in either physical or digital archives. Paper documents can be filed away in filing cabinets or taken to a storage facility. Digital files can be kept on local drives or uploaded to a remote server. The storage facility must guarantee their safety, longevity, and ease of access. 07. Use and tracking: Tools for searching, retrieving, and displaying records, are all examples of how records are put to use. They supply data that can be used for making decisions, filing paperwork, answering questions, serving as references, or substantiating legal claims. The access and disposition of the record could be impacted by its use. Tracking refers to the practice of monitoring how frequently and for what purposes records are accessed within records management systems. This is to ensure that only authorized users are accessing and modifying the records in question. 08. Implementation of disposition: When a record's retention time has expired, the next step is disposal. If the organization has a data retention policy, records inventory, and destruction schedule, then the execution of disposition will go well. 04. 16
BACKSTORY OF The initial edition, which made its debut in the year 2001, underwent revisions and was subsequently republished in its latest iteration in 2016. In its original form, it consisted of two distinct components: In the first part of this historical account, the concepts and principles that served as the foundation for the creation, capture, and management of records were established. These guidelines provided a framework for ensuring the proper handling of records. However, it is worth noting that the second part, which initially detailed the specific guidelines for the standard, has since been withdrawn. The significance of records as evidential documentation of an organization's activities is underscored by ISO 15489-1. This standard offers guidance on the proper storage and maintenance of records, as well as delineates protocols for their secure disposal. The ISO 15489-2 standard focuses on the unique difficulties associated with the management of electronic records, encompassing aspects such as data formats and storage systems. The ISO 15489 standard offers a comprehensive framework that enables organisations to establish and implement records management processes and procedures that are both efficient and effective. As per the International Organisation for Standardisation (ISO), ISO 15489 aims to offer guidance on the comprehensive management of records throughout their entire life cycle, encompassing their creation, maintenance, and eventual disposal. The primary objective of this standard is to ensure the enduring authenticity and reliability of records for the duration of their required retention period. ISO 15489 17
MOST COMMON MEDIAS USED FOR STORAGE PAPER DATA STORAGE: A TIMELESS MEDIUM FOR STORING INFORMATION DISCOVER THE MARVELS OF HARD DISCS: THE MAGNETIC POWERHOUSES WITHIN YOUR COMPUTER Hard computer discs, commonly known as hard drives, have become the go-to choice for storing vast amounts of data. With their impressive storage capacities and lightning-fast speeds, these powerhouses have become an indispensable tool for professionals and enthusiasts alike. These remarkable storage devices come in a range of sizes, each capable of holding up to a staggering nine gigabytes of information. Also known as hard copy storage. A paper record is created every time you write a letter, take notes in a book, print a statistical report, or create a complex graph on your computer. One undeniable benefit of keeping paper records is the ability to access information instantly. While they have their merits, it's important to acknowledge the downsides of relying on physical documents. Two notable disadvantages of storing records on paper are the significant space they occupy and the potential for misfiling. 18
UNVEILING THE POWER OF ISO 15489 BETTER DECISIONMAKING & EASY ACCESS The effective utilisation of records and information produced by an organisation can involve their appropriate categorization and organisation, facilitating quick retrieval and successful utilisation to support the decision-making processes of staff and management. Records that are effectively managed possess the quality of being easily locatable due to their meticulous organisation and clear labelling. The avoidance of accidental and permanent loss of property can be achieved through the maintenance of proper records. When records are kept in line with a formal policy, it is easier to reply to an audit or a lawsuit. In situations involving the retrieval of lost or stolen funds, as well as legal proceedings, the presence of documentary evidence, typically in the form of records, is imperative. Effective records management practise result in significant time, labor, spatial, financial, and resource savings. By eliminating inactive records from high-traffic areas of the workplace and storing or destroying them when they are no longer needed, records management helps free up valuable floor space. HOW COULD THAT BE? In today's fast-paced business world, the creation, capture, and management of records have become paramount. To address this critical need, ISO 15489 has emerged as a game-changer, offering a comprehensive set of concepts and principles that guarantee the creation and preservation of authoritative evidence. SECURITY & RELIABILITY OF RECORDS SAVES SPACE, TIME AND ENERGY 19
Distinct agencies or organizations exercise jurisdiction over various phases of records management. The initial phase, encompassing the management of documents before their filing, is commonly overseen by individuals responsible for record creation or administrative departments. The intermediate phase, which encompasses the handling of semi-recent records and their organization after filing, is overseen by Danganshi. The ultimate phase, known as non-current records management, is overseen by Danganguan. The prioritization of non-contemporary records in China, while neglecting the importance of records generation and the implementation of comprehensive records management initiatives that encompass the entirety of the records' lifespan. The implications stated below are based on the article "Assessing records management in China against ISO 15489 and the implications" by Xiaomi An and Hongyan Jiao. An absence of an autonomous administrative agency tasked with the oversight and supervision of records management practices across various organizations. There is currently no existing national professional association that is exclusively dedicated to the field of records management. The absence of a centralized authority and coordination can result in challenges in collaborative efforts and inconsistencies in the implementation of recordkeeping procedures. The existing national archival records management policies and standards in China may exhibit a limited degree of adaptability and tailoring to accommodate the diverse needs of organizations Implications of not complying with ISO 15489 20
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BUSINESS CONTINUITY PLAN DATA BACKUP The business continuity plan includes strategies for data backup and disaster recovery. It ensures that business operations continue in the event of a disaster. This section has covered application resilience, backup, and disaster recovery strategies. - Chapter five The purpose of data backup is to protect data from disasters and cyberattacks. It manages and safeguards sensitive data. The cloud service provider is responsible for managing data backup in order to maintain security and privacy. All files and services should be copied into backup storage by cloud service providers. If disasters or attacks occur, you can easily restore data from a backup. Disaster recovery offers data security solutions. It safeguards sensitive data and applications against disasters and unauthorised intrusions. It is capable of safeguarding entire servers in a cloud environment.The disaster recovery environment keeps data centres in the cloud. It has the potential to reduce business impacts and consequences. All information must be duplicated and stored in data backup by the cloud service provider. If there is an accidental deletion, corruption, or disaster, the data can be easily recovered or restored from a backup. It examines the implications and risks of cloud computing and offers potential solutions to problems in the hybrid cloud. The business continuity plan in the event of a disaster. DISASTER RECOVERY 21
TYPES OF CONTINUITY PLANS This is critical because it will assist you in determining exactly what types of activities you want to include in your business continuity plan. You will want to think about everything, from the employees you have to the type of equipment you have. Business Continuity Plans are critical when you have a company that operates in multiple areas, and it is critical that you review your plan on a regular basis. If you do not carry out this critical plan, you may lose your company and the people who work for you. 1. Consider what your business is all about 2. Consider both current and potential threats to your company. This will assist you in considering the types of security measures that are required. You should also consider the types of events that could occur, as well as the types of problems that could arise with your company's security. This is a critical component of your plan because if you are not prepared for the worst, it can be disastrous to your business. 22
HOW TO BUILD A DISASTER RECOVERY PLAN If you have some good assets, this can be extremely important for your business, because if your assets were damaged, you could face serious problems. For example, if you lost a major computer, you might not be able to perform as well as you would like. 3. Consider when developing your business continuity plan is the type of assets that you have at your disposal. 1. determining the range or extent of treatment and activity required the scope of recovery 2. collecting relevant network infrastructure documents 3. determining the most serious threats and vulnerabilities, as well as the most critical assets 4. reviewing the history of unplanned incidents and outages, as well as how they were handled 5. Forming the current disaster recovery procedures 6. forming an incident response team 7. reviewing and approving the DRP with management 8.putting the plan to the test 9. revising the strategy 10. Conducting a DRP or BCP audit 23
3. Improved customer retention. Your customers are your top priority, and they aren't going to wait for you to get it right. A single event can result in significant customer loss, but an effective DRP works to prevent this. 4. Flexibility. An effective plan provides organisations with the agility necessary to respond quickly in the event of a disaster, and cloud-based solutions enable organisations to restore critical data and systems to any location. Benefits of a disaster recovery plan 1. Cost efficiency is achieved when long-term consequences outweigh short-term expenditures. It is more cost-effective for your company to prepare for potential threats rather than accept the costs of prolonged downtime. 2. Increased productivity. A DRP includes regular system checks as part of the package. Whether or not threats are detected, there will be some actionable insight gained from these exercises, which will lead to more efficient processes and, inevitably, increased productivity. 24
REMOTE ADMINISTRATION The micro service architecture allows for remote administration. The DSI system, which employs the micro service method to improve data delivery efficiency. The DSI users require remote access to the online spatial data application. Remote administration allows the DSI system to share resources from any location at any time. The numerous sensors will be used for remote access to the DSI system's micro service architecture. The idea of RPI (remote procedure invocation) is used in micro service architecture for remote procedures. The client system that requires access to the DSI's microservice. 25
Application resilience is the ability of applications to respond to issues. This quality has significant flaws. It is critical to remove the disease from the application. The loss of fault tolerance is a problem in the cloud process. Although apps usually respond effectively to problems, there is some difficulty in forecasting suitable service in the cloud process. To store data in a common repository, a large residential area is frequently required. The implementation of multiple ways causes the dependable scenarios to become unreliable, which is regarded as the key issue in this procedure. In the DSI model, the worst case of this clouding process is a lack of reliability. Cloud computing must remain comfy, and with a major outage, the system's resilience may be generated. This is a classic method to cloud computing. Another key difficulty with application resilience in this situation is a single point of failure. Workload problems would be the typical method. Workload balancing is critical in this stage of the cloud process. This issue recovery process underpins cloud availability. In this procedure, data management might also be a concern. Because this cloud migration process will necessitate the processing of a massive volume of data. As a result, data availability and management are critical issues. Fault tolerance is another issue in this DSI cloud data process with certain limits for huge data processes. 26
An, X., & Jiao, H. (2004). Assessing records management in China against ISO 15489 and the implications. Records Management Journal. https://doi.org/10.1108/09565690410528929 Aramide, O. K., PhD. (n.d.). Improving Records Management And Security For Successful Business Performance: The Role Of New Media. DigitalCommons@University of Nebraska - Lincoln. https://digitalcommons.unl.edu/libphilprac/3734/? utm_source=digitalcommons.unl.edu%2Flibphilprac%2F3734&utm_medium=PDF&utm_campaign=PDFCoverP ages Brush, K., & Crocetti, P. (2022). disaster recovery plan (DRP). Disaster Recovery. https://www.techtarget.com/searchdisasterrecovery/definition/disaster-recovery-plan Crockett, M. (2004, July 1). Using ISO 15489 as an audit tool: ISO 15489, the first international standard devoted to records management, provides a comprehensive and practical basis for auditing full and partial records management programs. Document - Gale Academic OneFile. https://go.gale.com/ps/i.do? id=GALE%7CA119570071&sid=googleScholar&v=2.1&it=r&linkaccess=abs&issn=15352897&p=AONE&sw=w& userGroupName=anon~8c7eb9a6&aty=open+web+entry ISO 15489 | DCC. (n.d.). https://www.dcc.ac.uk/guidance/briefing-papers/standards-watch-papers/iso-15489 Kasim, R. S. R. (2011). Strategic Information Resources and Quality of Record keeping Systems. International Journal of Information and Education Technology, 171–178. https://doi.org/10.7763/ijiet.2011.v1.28 Kumar, A., & Prasad, P. (2020). Business continuity plan. ResearchGate. https://doi.org/10.26524/sajet.2020 Mairura, C. J. (2011). The influence of business records on business performance. Journal of Language, Technology & Entrepreneurship in Africa, 3(1). https://doi.org/10.4314/jolte.v3i1.66712 Pecb. (n.d.). 5 Reasons Why Management System for Records is Important. https://pecb.com/article/5-reasons-why-managementsystem-for-records-is-important Records Management Apprentice. (n.d.). Records as a strategic resource. http://rmapprentice.blogspot.com/2016/05/records-as-strategic-resourceaffendi.html#:~:text=Records%20as%20a%20strategic%20resources,that%20provide%20for%20future%20u sed.** Muscad, O. (2023). A Comprehensive Guide To ISO 15489. DATAMYTE. https://datamyte.com/iso15489/#:~:text=Records%20Control%3A%20ISO%2015489%20requires,they%20are%20no%20longer%20n eeded SafetyCulture. (2023, March 29). ISO 15489: Its Importance & Requirements | SafetyCulture. https://safetyculture.com/topics/iso-15489/ Touray, R. (2021a). A review of Records Management in Organisations. OAlib. https://doi.org/10.4236/oalib.1108107 Touray, R. (2021b). A review of Records Management in Organisations. OAlib. https://doi.org/10.4236/oalib.1108107 Townsend, R. (2023). What is a Disaster Recovery Plan and Why is it Important? Nexstor. https://nexstor.com/what-is-disaster-recovery-plan/ View of records management practices in public institution archives. (n.d.). https://www.sciencepubco.com/index.php/ijet/article/view/18877/8645 R EFE R E N C E S : 27
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