article review imr 652

IMR652: Management of Business Records

IMR 652 – GROUP ASSIGNMENT v1

FACULTY OF INFORMATION MANAGEMENT

UNIVERSITI TEKNOLOGI MARA

KAMPUS PUNCAK PERDANA

IMR652 – MANAGEMENT OF BUSINESS RECORDS

CHAPTER 2: RECORD AS A STRATEGIC BUSINESS RESOURCES (ARTICLE REVIEW)

PREPARED BY:

  PREPARED FOR:

JAFALIZAN BIN MD JALI

SUBMITION DATE:

10 TH JUNE 2018

Table of Contents

ACKNOWLEDGEMENT.. 3

1.0        INTRODUCTION TO THE ORGANIZATION.. 4

1.2        INTRODUCTION TO THE UNIT.. 6

2.0        MANAGING ELECTRONIC RECORDS. 7

2.2        MANAGEMENT OF VITAL RECORDS. 9

3.0        CLASSIFICATION RECORDS. 9

4.0        THE IMPACTS OF MANAGING RECORDS AS STRATEGIC RESOURCE.. 11

4.1        ECONOMICALLY.. 12

4.2        ENSURE ACCCOUNTABILITY.. 13

4.3        SUPPORT BETTER MANAGEMENT.. 14

CONCLUSION.. 15

REFERENCES. 16

ACKNOWLEDGEMENT

In the name of Allah, the Most Gracious and the Most Merciful, Alhamdulillah, all praises to Allah for the strengths and His blessing as we completed this assignment successfully within the period of time that has been given.

Special appreciation goes to our helpful lecturer, En. Jafalizan Bin Md Jali for his guidance and continuous support. His invaluable help of constructive comments and suggestions throughout the project works have contributed to the succession and the smoothness of this project. With all respects, many thanks to the staff in Telekom Malaysia Berhad for their kindness.

Last but not least we would like to thank all friends especially those who work together for the assignment and for their wise ideas in completing this project. To those who indirectly contributed in this research, your kindness means a lot to us. Thank you very much.

1.0     INTRODUCTION TO THE ORGANIZATION

Telekom Malaysia Berhad (TM), Malaysia’s Convergence Champion and No. 1 Converged Communications Services Provider, offers a comprehensive range of communication services and solutions in broadband, data and fixed-line. As a market leader, TM is driven by stakeholder value creation in a highly competitive environment. The Group places emphasis on delivering an enhanced customer experience via continuous customer service quality improvements and innovations, whilst focusing on increased operational efficiency and productivity.

Leveraging on our extensive global connectivity, network infrastructure and collective expertise, TM is well positioned to propel Malaysia as a regional Internet hub and digital gateway for South-East Asia. TM remains steadfast in its transformation into a new generation communications provider to deliver an enhanced and integrated digital lifestyle to all Malaysians, and opening up possibilities through connection, communication and collaboration, towards our shared vision of elevating the nation into a high-income economy.

As a model corporate citizen committed to good governance and transparency, TM continues its pledge to ensure the integrity of our processes, people and reputation as well as the sustainability of our operations. Our Corporate Responsibility (CR) ethos reinforces responsible behavior in the four main domains of the marketplace, workplace, the community and the environment. With a focus on ICT, the Group further promotes 3 major platforms i.e. education, community/nation-building and environment, through our Reaching Out programs.

TM looks forward to continue serving customers with its comprehensive suite of offerings, delivering a seamless digital experience and integrated business solutions to meet their lifestyle and business communication needs – towards making “Life and Business Made Easier for a Better Malaysia”.

1.2     INTRODUCTION TO THE UNIT

            NDN (Network Delivery North) is the department which is responsible to plan, design and implement the Next Generation Network (NGN) which consist of equipment from different layers namely Control Layer, Access Layer, Services/Application Layer, perform migration of subscribers from PSTN to NGN and moving forward towards Fixed Mobile Convergence (FMC) for northern area. In northern region, there are two units which responsible to carry this task who is AND and CNFD units. Both unit’s role is planning and implement all network project and all technical works at site is done by MP (Main Partner).

MP is a company that has contract with Telekom as business partner to carry out all infrastructure and network project for Telekom. There are 5 MPs in north. BFFM (Business Function and Financial Management) who is responsible to manage and arrange all this MPs. BFFM were established on May 2016 as new units after restructured program launched by NDN department. Previously this unit was known as FJM (Facilities and JKH Management).

2.0     MANAGING ELECTRONIC RECORDS

In Business Function and Financial Management (BFFM), Information is created every time someone in the companies writes an email, drafts a brief, writes a report or records minutes, adds data to a spreadsheet, makes a film or sound recording or takes a photo. This information is created as part of a specific business process for capturing and maintaining evidence of and the information about the business activities and transactions in the form of records. All those records are necessary needs to be managed to makes the records are easy to be searched, shared, reused, repurposed, and increasing its value to the companies. The term ‘electronic records’ means any recorded information created, received and maintained in electronic format by an organisation or individual in the course of its activities (ELIZABETH SHEPHERD, 1994)

In BFFM unit, they received record through form and system which means there are two type of record created, paper and electronics record. Each KPI will receive different data and produce the different report. Electronic records only comply for JKH Allocation and LOR Issuance KPI. For an electronic record, data were arranged and using standard TCode follows standard guidelines. this unit using SAP system in handling electronic record and they are using a standard code to classify data. Below is sample code using in system:

• Project Code : All project was created using different and unique code to classify them. In Telekom, there are billions of records and if they are not identified and classify by unique code, it’s impossible to retrieve it back. Access to a single retrieval environment, such as a computer assisted retrieval interface or an integrated index and thesaurus, is important to the user. It is often the case that each storage medium has its own unique arrangement and retrieval system (ELIZABETH SHEPHERD, 1994).
• Contract Code : In LOR management, contract code is using to assign new LOR, view contract details, and also track contract utilization. Agreement code is contract code and it will change when the contract ended or renewal. Vendor code is used to assigned contract by the vendor. If user input vendor code, the system will extract all agreement that related to that vendor. It is important for an organisation to develop a strategic framework and policies and procedures for managing information generally: records must also be managed in a controlled way (ELIZABETH SHEPHERD, 1994).

Electronic record only accessible by some staff only who has ID SAP. ID SAP can’t own simply by anyone, it depends on management approval, but through them, they will spread and export all information required. Some of the record in a system only can view and can’t be edited or manipulated by the user. If you have ID SAP doesn’t mean you are eligible to access all information, all ID has their level of security. So that it’s will secure original data and control misused authority. With electronic records, an individual user at the press of a button deletes old files for ever, and even, if security access restrictions are poor, deletes other people’s files too. There is no basement of old electronic records to rummage in (ELIZABETH SHEPHERD, 1994)

2.2     MANAGEMENT OF VITAL RECORDS

A vital record is recorded information, regardless of format (i.e., paper, photo, database, magnetic tape), that must be protected in the event of an emergency or disaster because of severe consequences. In Unit or Organization of JFM/BFFM the Vital Records doesn’t exit seems all records related to the organization it will keep for the 8years before become to the Destroying Records. What provision will be made to secure the organisation against the loss of electronic records in the event of a disaster, whether it is a systems crash or an IRA bomb? Records managers are used to creating vital records programmes and disaster recovery planning and these skills are even more necessary with electronic records (ELIZABETH SHEPHERD, 1994).

3.0     CLASSIFICATION RECORDS

Classifying records is important to an organization in facilitating retrieval of records and also one of the business records management process. After received the information and record were created, all the records need to classifying using organization standard. For an efficient retrieval, records are identified and categorized for filing on the basis of their subject matter and subject category and are assigned a file number.

In department Network Delivery North one of the organization in TM, they are using standard format in classifying record for paper based to make sure all record was standardizing. All units under Network Delivery North department will use same standard to ensure record easier to track and used by all staff. Following is how the classification record for paper based in this unit;

• File creation format: They will use this format when creating or open a new file to keep creation and received the record.
• Colour code: Records file were using two code colours which is green and pink. Green is for technical records while pink is for admin and Human Resources file. When using different colour coding, file searching will be easier and saves time.
• Reference No: All paper record in this unit was classified by reference number. Official letter, contract, and form is arranged and had own reference number. This reference number was unique and no duplicate to avoid redundancy. One of reference number is Ruj Kami: Bill(02) TM NDUT/BFFM 0840/2014/V3.

Based on Article Research Title: Records management myopia, the author do some case study to describes what they learned from their experience in completely reorganizing the records management policy, procedures and systems in our organization, a tertiary sector education provider and how important records management process to organization. On this article initial  review  showed  one of the poor attention to records management in particular and knowledge management in general is are a lack of a central classification approach. This meant that individuals, or discreet areas, devised their own systems and rules. This resulted in there being no standardised procedures for records management, except for the key central functions, of finance, human resources, student admissions, and student reporting.

4.0     THE IMPACTS OF MANAGING RECORDS AS STRATEGIC RESOURCE

All the organization, nowadays have realize about the practicing a good records management in their organizations, especially in BFFM Unit. It’s because with the efficient management of records practice can give a lot of benefits to their unit in order to do their jobs better, save time and more easily.

4.1     ECONOMICALLY

The business records can serve an organization with the feasibility of the economic. According to Nurussobah (2013), records that are managed properly and effectively can reflect the efficiency of the organizations management. By practicing good records management, the operating cost can be reduce, enhance reduction of time required and also can controls the creation and growth of records.

The cost of filing cabinets, file folders, and other tools associated with paper records storage is considerable. Many units have run out of in-office storage space, and have turned to spare closets and rooms for records storage. Then the costs inefficient use of expensive office space can be reduced or eliminated with the application of records management principles (University Archives, 2007).

According to ISO guidelines, the organization shall determine, provide and maintain the environment necessary for the operation of processes. Its include physical, social, psychological, environmental and another factor (such as temperature, humidity, ergonomic and cleanliness).

BFFM provided a cabinet as the place to keep record safely. That cabinet was labeled with BFFM name and located in the area which had a suitable environment as record keeping place. Record place was supplied with an air-conditioning system to maintain the humidity and its temperature in order to ensure that place suitable for record place and to preserving paper conditions. Fire fighting and earthling system also installed accurately to prevent severe damage if an accident happened.

Figure 8: Cabinet of Record

4.2     ENSURE ACCCOUNTABILITY

The records could serve as a source of reference or analysis in the event an organization wound up its operations. Records could be produced in court as proof if the need arose and could also help organizations carry out their functions smoothly. (Asso Prof Dr Aliza Ismail, 2015).

Therefore, the all the organization needs to keep of business decisions and transaction to meet the demands of corporate accountability and to services their own information needs. The organization can provide evidence of accountability through records that show compliance with all necessary legal, fiscal, audit and other regulatory requirements. Accountability of records usually linked to transparency which is the more widely available the evidence of such compliance, the more transparent and accountable the organization.

In BFFM unit, they received record through form and system which means there are two type of record created. Each KPI will receive different data and produce the different report.

4.3     SUPPORT BETTER MANAGEMENT

The support better management can serve an organization with the efficient and run smoothly management by ensure the managing resources effectively, developing strategic plan, do the effective decision making and minimize litigation risk.

By managing resources effectively , resources such as human, knowledge, accommodation, equipment, financial, and payroll are essential to the success of recognizing records as a strategic resource. Therefore, organization can manage the resources effectively and efficiently if the systematic records management program is applied in the organization. Meanwhile, managing records effectively based on the systematic records management program will help the managers to identify an organization’s mission, aims and objectives, determine its needs, capabilities and resources, and then develope strategies to achieve those goals successfully. Besides, nowadays in business environment, the manager who acts fast to gain various information required, will be the one who is able to move forward and make the prompt decisions. Therefore, a records management program can help ensure that managers and executives have the information they require easily. Its also avoids the loss of control records.

Moreover, by minimize litigation risk a managing records effectively will reduce the risks associated with litigation and potential penalties. A systematically records management program can reduce the liabilities associated with document disposal by providing for their systematic and routine disposal in the normal course of business.

Everything that is recorded is considered valuable, which is as ridiculous as deeming everythought that passes through our conscious minds to be of lasting value. Just as most of our daily thoughts are of short term or occasionally no value, so it is with the thoughts, ideas, and transactions recorded. Records are  the backbone of organisations. Without them, organisations cannot function. It was vital for the organization to maintain efficient records management systems, failing which problems could crop up and lead to disruptions in operations. However, many organisations lack effective in record management and procedures in order to control their recorded information. As a result,  we all have seen the overloaded filing cabinets, the piles of papers on windowsills and in cupboards, the stacks of computer printout on the floors and also misplaced information and fail to protect vital . It is important to recognize the importance of good records management in business management. Good and proper record management can be evidence in the organization and should be seen as an integral part of any business. According to Government Records Service (2011), in terms of promoting good management practices, it is good to share good records management practices and procedures with government organizations and also private institutions.

Moreover, an efficiently managed system is one that allows records or documents to be retrieved easily when it is needed.  Besides, it is gives many benefit to the organizations in order to run their daily work and also to ensure that the organizations run smoothly, efficiently and effectively.

Anne Morddel, (1990),”Current records — records management as a service”, Aslib Proceedings, Vol.42 Iss 11/12 pp. 287 – 292

Angel Egbuji, (1999) “Risk management of organisational records”, Records Management Journal, Vol. 9 Issue: 2, pp.93-116

C.H Thompson, (1961),” Training for Business record works”, Aslib Proceedings, vol 13 Iss 8 pp.205-212

Elizabeth Shepherd, (1994) “Managing electronic records”, Records Management Journal, Vol. 4 Issue: 1, pp.39-49

Geoffrey Yeo, (2011),”Rising to the level of a record? Some thoughts on records and documents”, Records Management Journal, Vol. 21 Iss 1 pp. 8 – 27

Henry N Kemoni, (1998),”The Impact of Records Centres on the Management of Public Sector Records in Kenya”, Records Management Journal, Vol. 8 Iss 1 pp. 55 – 65

Lesley A. King, (1997),”Records management as a strategic business function”, Records Management Journal, Vol. 7 Iss 1 pp. 5 – 11

Stewart Hase, Julian Galt, (2011) “Records management myopia: a case study”, Records Management Journal, Vol. 21 Issue: 1, pp.36-45,

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