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TABLE OF CONTENTITEMS PAGE1 IMPLEMENTING AN ELECTRONICRECORD MANAGEMENT SYSTEM1 - 32 STRATEGIC INFORMATIONRESOURCES AND QUALITY OFRECORDKEEPING SYSTEMS4 - 73 THE IMPACTS OF MANAGINGRECORDS AS STRATEGICRESOURCES IN THE BUSINESSORGANIZATION8 - 104 IMPROVING RECORDSMANAGEMENT TO PROMOTETRANSPARENCY AND...

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TABLE OF CONTENT

1

ITEMS IMPLEMENTING AN

ELECTRONIC

PAGE 1-3

RECORD MANAGEMENT SYSTEM 2

STRATEGIC RESOURCES

INFORMATION AND

QUALITY

4-7

OF

RECORDKEEPING SYSTEMS 3

THE

IMPACTS

RECORDS RESOURCES

OF

MANAGING

AS

8 - 10

STRATEGIC

IN

THE

BUSINESS

ORGANIZATION 4

IMPROVING

RECORDS

MANAGEMENT

TO

TRANSPARENCY

AND

11 - 13

PROMOTE PREVENT

CORRUPTION 5

PRINCIPLES

AND

FUNCTIONAL

14 - 18

REQUIREMENT FOR RECORDS IN ELECTRONIC

OFFICE

ENVIRONMENTS 6

REFERNCE

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IMPLEMENTING AN ELECTRONIC RECORD MANAGEMENT SYSTEM

This article is written by Keith Gregory. Emerald Group Publishing Limited was posted it in their website. This article is about the consideration of practical implementation of an electronic record management system in the National Health Service Purchasing and Supply Agent, a UK government agency. There are four main stage that is the pre-award process, the development phase, the roll-out phase and the evaluation stage. First of all, electronic record management (ERM) system is the complex and long process. This article will deeply explain to the organization that are thinking of implementing on ERM system. All the organizations will used and through the same stage but every organizations will have their own needs and experience. As we know, every organizations have their own needs and achievements. So, they used ERM system based on their organizations. But, the organizations also needs to get ready if there are new things that need to follow according to this era. There are four stage clear stage that all the organizations have to face it. The first stage is the pre-award process, the development phase, the roll-out phase and the evaluation stage. It will give many experienced for them to learn something new and different with what are they doing right now. This process will never stop because it always change according to the era. They have to always learning and improving their skills in managing records management. It will totally different with what that they have been done, but they can accept it by learning it from the bottom. Next, the culture of record-keeping. The NHS Purchasing and Supply Agency (The Agency) is an executive agency of the Department of Health, a central department of the UK. The Agency was formed in April 2000 from an old NHS body. There was no culture of corporate record-keeping in the Agency. ERM system need to include their own Human Resources, Finance and IT section in that Agency. A lot of people do their works by their own ways and thought that exactly correct. Unfortunately, it is totally wrong when other people check up on their task. This what we called as “silo mentality”. They do not have more knowledge and ideas. It will give some problems to everyone. So, ERM system can helps to settle down this problems on future. 1

The first stage is pre-award process. This stage will be the slowest among the four stages. It is because everyone start to know and learn the ERM system. Everyone completely new to ERM system. People need to change all things that had been done and create to the new works that needed to be done. It is very difficult process for people adapt.so, the organizations need to build the project group which consists of all functions and specialism within the organizations. The process will take a long times for example three years minimum. So, people who do hard work and have high level of confident and strategy are needed. It will make sure that this ways will be more effective and efficient. Secondly, the development phase. The software arrives and the hard work is needed. This is the beginning for people to learn about implementing an ERM system. This is the time that people will be introduced with ERM system. They have to understand and know everything. The most important thing is the project group have to know deeply about ERM system before everyone used this system. It is because they want to prevent many problems in future. Then, the corporate file plan will be difficult and more difficult to implement. It can be very complicated because it force people challenge their ways of thinking. The corporate file plan is based on function rather than individual or team working. If the system has been built, it is ready for everyone to start using it. People need to work harder than before. Thus, the file need to name according to the program, subject or topic. It is not easy to been done to separate it by its sections. Thirdly, the roll-out phase. This phase is difficult to get enough team to volunteer. It is refers to the new project that take a long time to finish it. They will be very busy and worried if they not accomplish the project successfully. When ERM system is implemented, there are an elements of compulsion. People will not accept the new ways to work if they had given the option. As usual, people prefer to choose to work on the way that they always do. It is because want easy job in this era. The complicated job will make their attention is getting low. They do not want to think complicated because there are many works to do in one time. Thus, the starting of this implementation will be tough because people not understand it completely. It was a new thing for them.

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Besides, the team gives the best in ERM system to make people understand. Unfortunately, maybe people cannot adapt this system easily. It may be many questions created by them to ask the team. So, the teams have to communicate with people to prevent from lack of communication among them. Usually, all the information will sent through the email, but it is not the effective ways because by reading an email is no enough to make people understand. The best way is the team need to give training for everyone. The training can be done in a day. But, there are also people that cannot catch up in one day. So, people can catch up all the information during one day training will be able to help others. The training will give the positive feedback and commitment while using ERM system. The last stage is the evaluation stage that is the team and people are success rolled-out the ERM system. Day by day it will be great lessons by practicing in own organizations. If they want to success this systems, they need to cooperate to each other that can give the best result and achieve their target. Besides, they can also improving their skills in records management system and boost up their clients’ confident to collaborate with them in future. So, they can make a transformation of a new system in their organizations.

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STRATEGIC INFORMATION RESOURCES AND QUALITY OF RECORDKEEPING SYSTEMS

As we know, every agencies record everything in a form of paper, and mostly manually. It will arranged by an individual. We can see that if all the record is written in a form of paper, it may cause some problems in future. This way should be improve to be more systematics and easy to handle. If we improve the systems, it will gains the quality of recording for every agencies. It also can prevent form lack of uniformity across all quality records. When the company used manually for their recording the information, all the responsibility on their staff or an individual that handled it. So, there are some suggestion to improve the process of quality records management. All departments use records in their organization. It is because all the activities need records. It can make people in the organization work easier while keeping their records. Managing information is important as managing knowledge in this knowledge economy era. The information is in a form of reports, documents, procedures, paper-work, memorandum, correspondences and letters. This information must keep in a manner because the information be the resources for all the organizations. All the information is very important, so the organizations need to improve the ways they keep the information systematically to enhance the quality of recordkeeping. Usually, all the organizations do not can handle the records neatly. Sometimes, the records are neglected. So that, external event are needed to introduce the importance of records to an organization’s well- being. Many organizations handle the records after the event are finish and it cause few problems like lack of information among the event. The organizations also will lost their business if do not arrange their records management properly. It is because the quality of records management will affect the acceptance of their clients. The clients will lost their confident to collaborate with that organizations. So that, they need to focus more on their records management to improve their quality. The organizations also facing the problems of records management if they do not have records manager to conduct and manage all their records. By using a records manager will help them to enhance the quality of

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records management and further their organizations to all around the world that can gain clients’ confident. Next, this article want to explain deeply about the process of building up strategic implementation of successful records management in organizations. This article just focus on the existing of records and documents and the way to handle properly in their organizations. Firstly, we need to explain all the definition that related to the quality of records management. In this topic, there are many aspects that is, documents, records, records management, records manager and leadership. All the organizations need to know this because they can understand the important of improving the quality of records management. Then, all the objectives can be made by the research of previous records management in the organizations. They will know their weakness of records management. They also can plan the strategies that they can do for the future to improve the quality of records management. Firstly, information, data and document. Once all the information, data and document are collected, it will call as records. Usually, all the records form in written or oral evidence that collected by people or machines. For example, all the records can be saved in hard disk, audio or video. The data in computer systems also be the records. Both of the form can be used as records either in paper-based or electronic. The organizations need to identify the value of their records to fulfill their future needs in records management. Secondly, the records. Usually, all the information are stored on media. When get the result of all the information, it can be the meaningful whole. Mostly all the information are recorded in one file. Many organizations used this way to keep their records. The file sorted by the alphabet, topic, subject or program that is finance, marketing, personnel and customer. Thirdly, the records management is about the different level of implementation and success in managing between all the organizations. This means that the organizations need to identify the outcome such as quick access of information with minimum cost. There are many levels of files that can protect all the records from lost. They can used computer to track all the files easily by typing the topic, subject or program that stated. The organizations can plan the strategy to compile all their records neatly. 5

Fourthly, the records manager and leadership are the main people in implementation of records management system. They collaborate with the people in the organizations to improve the records management. Lack of long term commitment and poor leadership can cause the failure or can make them did not achieve their target in improving their system. The leaders manage and lead people under his organizations to enable these individuals to adequately prepare. Then, the strategic information resources and quality of recordkeeping requirements. Records are resources for the organizations. But, the understanding for the organizations of the benefits of record management are totally different. The organizations need to understand the life- cycle concept. The records life cycle is important to manage records system that meets the operational needs of the organizations. There are three phases in the life of a record. First phase is current records. Records will conduct the current business of the organizations. It also called as active records. Mostly, all the records be maintained in their place. Second phase is semi-current records. Semi-current records also known as semi-active records. It will be maintained in a records center. Last phases is non-current records. Non-current records are no longer needed for the conduct of current business. It also called as inactive records. There are different type of management in organizations so, they not used the same way to manage the information. Next, the resource-based view. There are a few reason that the organizations need to emphasize about records management. All the information will translated to the format of records or media transactions to fulfill the standard requirements of records. In the resource-based view, they will identify the factors and strategic resources from the information. Then, the converging quality recordkeeping issue and organizational learning. Learning is the process to create knowledge and certain capabilities. There are a few of levels of learning in managing the quality records management. It involves two categories that is format of manual and format of electronics. But, there are different levels among this category. In this learning, there are four basic learning-related process. The first one is existence, breadth, elaborateness and thoroughness.

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Lastly, the implications to the theory and body of knowledge. Lack of understanding of information as strategic resources can cause the organizations did not complete the implementation of strategic quality records management. So, the organizations need to improve to achieve their target in the quality of records management. Thus, the body of knowledge will be appreciated and recognized in many aspects of learning that can give the best result for their organizations. As a conclusion, when there are transformation of manual program to electronic program will get the most attention from everyone because it was easy to handle and manage. By the way, it also known as quick access in this era.

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THE IMPACTS OF MANAGING RECORDS AS STRATEGIC RESOURCES IN THE BUSINESS ORGANIZATION

This article that entitled The Impacts Of Managing Records As Strategic Resource In The Business Organization written by Nurfaezah Binti Md Yakob will discuss deeply about the impacts of managing records a strategic resource to business organization in terms of storage and maintenance, easy access and retrieval, economically, and ensure accountability. Information is always being a resource for organization. Without the information, the organization nowadays will not be function. According to International Organization for Standardization, records are information created, received and maintained as evidence and information by an organization or person in pursuance of legal obligations or the transaction of business. Records management nowadays being a vital function for every business organization. The purpose of records management is to ensure that adequate records are created, captured and managed. Records management can refers to the whole range of activities which an organization should perform their records in properly manage. The key activities that should be done include setting records management policy, assigning responsibilities, establishing procedures and guidelines. Good and proper record management can be evidence in the organization and should be seen as an integral party of any business. In this article there are four good impact of managing records as strategic resources in the business organization will be discuss. Firstly, good storage and maintenance. Storage is important in managing business records. Without proper storage, records cannot be keep for as long as it is needed. The good records management practice can secure the storage system that can help the process of retrieval records runs quickly and rapidly. Beside that, it can be cost effective to organization.

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There are few argue that an organization should design a records storage method that may be alphabetic, subject, numeric, or geographic, the exact specification to be determined after a records inventory is completed. However, records should be stored in such a manner so as to facilitate users access and ensure that are protected from unauthorized access. There are some indications that a good storage program is in place which is inactive records are stored off-site in an in-house or contracted records center, proper shelving is used to store records, vaults are used for the most valuable records and disaster preparedness plans are in place. Beside that, micrographic standards are followed, microfilm masters and computer backups are stored securely offsite, fire prevention systems are in place in storage areas, adequate environmental controls exist in storage areas, security rules and procedures are in place and followed, and recording format standards are complied with. Secondly, systematic access and retrieval of the records. Poor records practicing usually will lead to the problem order to retrieve the record needed. By practicing goods records management will helps the staffs to retrieve and access the records needed in a short period of time without delay. If the users cannot locate a document, it might as well not exist. As such, an effective records management program should have in place systems manual or automated that can locate and retrieve records in a reliable and timely fashion to meet the needs of users. When practicing good records management in organization, the access of the records will restricted to the authorized person or staff only. Good records management have integrity in order to secure the records so the access and security will be measure in place to prevent unauthorized access, destruction, alteration or removal of records happen. There some ways that practiced by the organizations for the access and retrieval of their records which is satisfactory filing and locator systems with documented policies and procedures, prepare and use finding aids, policies and procedures regarding access restrictions are developed and in use, filing equipment is used appropriately and local area network (LAN) policies and procedure are developed and in use.

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Thirdly, economically which is by practicing good records management , the operating cost can be reduce, enhance reduction of time required, and can controls the creation and growth of records. The cost inefficient use of expensive office space can be reduced or eliminated with the application of records management principles. According University Archives, record management are allow money to be saved on filing cabinets, file folders, and cost of employee time spent filing and retrieving records. The expensive commercial records storage may be reduced or eliminated, while space currently used for records retention on campus may be purposed for more productive purposes. The fourth of good impact or records management is ensure accountability. The organizations have to be accountable for their actions and to prove the accountability, administrators require access to records. The records that have accountability in the organization can be the evidence for the legal cases if happen in the organization. The organization can provide evidence of accountability through records that show compliance with all necessary legal, fis...