Assignment IMR451 - Policies PDF

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FACULTY OF INFORMATION MANAGEMENTUNIVERSITI TEKNOLOGI MARAPUNCAK PERDANA CAMPUSMANAGEMENT OF RECORDS IN ORGANIZATIONIMRINDIVIDUAL ASSIGNMENT:POLICY OF RECORDSPREPARED BY:KHADIJAH BINTI MOHD ZAKARIA (2019219454)PREPARED FOR:MOHD NAZIR BIN AHMADSUBMISSION DATE:10 DEC 2020ACKNOWLEDGMENTIn the preparati...

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FACULTY OF INFORMATION MANAGEMENT UNIVERSITI TEKNOLOGI MARA PUNCAK PERDANA CAMPUS

MANAGEMENT OF RECORDS IN ORGANIZATION IMR451

INDIVIDUAL ASSIGNMENT: POLICY OF RECORDS

PREPARED BY: KHADIJAH BINTI MOHD ZAKARIA (2019219454)

PREPARED FOR: MOHD NAZIR BIN AHMAD

SUBMISSION DATE: 10 DEC 2020

ACKNOWLEDGMENT In the preparation of this assignment, I had to take the help and guidance of some respected persons, who deserve my deepest gratitude. As the completion of this assignment gave me much pleasure, I would like to show my gratitude to Sir Nazir, my lecturer, for giving me a good guideline to complete the assignment throughout numerous consultations. I would also like to expand my gratitude to all those who have directly and indirectly guided me in writing this assignment. Many people, especially my classmates have made valuable comment suggestions on the content of the assignment which gave me an inspiration to improve the quality of this individual assignment.

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INTRODUCTION Records are any kind of medium that have evidence of actions and transactions. Records are preserved permanently if they have historical value, and some of them only be kept for certain period of time. Recordkeeping is a process that involved record management and archival management. Based on recordkeeping theory, records have different value which are primary value and secondary value. Primary value serves as evidence to support business activities while secondary value serves as evidence of the past. The Records Life Cycle Model was conceived by Phillip Coolidge Brooks and Emmett J. Leahy of US National Archives in the late 1930s. Based on the concept, they stated that a record has a life similar to a biological organism. This is because records were born which means the creation phase. Then, maintenance and use phase means that records are lives and disposition phase means records are died. As time passes, records become less important based on the life cycle model. Three stages of the life cycle of records are active records, semi-current records, and non-current records. Active records, also known as current records, are used routinely and often throughout the organization's day-to-day work. Semi-current documents are well defined since the records are not used by the company, but they must be preserved for legal or operational purposes to be kept. Records that are no longer required for the work of the organization is known as non-current records or inactive records. They must be subject to appraisal procedures for final disposition. There are four major phases in the life cycle of documents that we must remember. The first step is the production of papers. This described the formation, compilation or receipt of records from the agency's everyday transactions that detail the agency's operations, policies, decisions or procedures. Next, record preservation and use. This process included the recording, retrieval, use, reproduction, printing, distribution, disclosure or exchange of information. At the disposition phase, records are assessed to determine their retention value using disposal schedules. This stage may lead to either the preservation or destruction of the records. The last stage is known as preservation. Archival records are protected for the use of present and future generations. Different measures are taken to minimize the risk of loss of records and to slow down the processes of physical or virtual deterioration which may affect most archive materials.

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CONTINUUM MODEL Frank Upward created the Records Continuum Model in 1990. Frank is a senior lecturer at Monash University in Melbourne at the School of Information Technology and Systems. The model was then profoundly inspired by the ideas of Jay Atherton about the relationship between record management and archivists. The continuum concept is consistent and coherent process of records management throughout the life of a record, from the development of recordkeeping systems through the creation and preservation of records, to their retention and use as archives. In the Continuum Model, the functions of record keeping are to promote governance, capture corporate and collective memory, especially in records capturing experiential information, and to provide proof of both personal and collective identity. Under an integrated record-keeping system with a shared purpose, the model can apply to both record managers and archivists. The aims are to ensure the accuracy, authenticity, and completeness of documents. In record-keeping and archiving procedures, the model will provide deeper understanding, consistent criteria and interdisciplinary approaches. In order to connect the past to the present and the present to the future, the continuum model also provides sustainable record-keeping. i.

Creation Creation is the first action throughout the life of a record. Based on this ISO, it

has proven that records are the information created, received, and maintained as evidence and information by an organization or person, in enactment of legal obligations or in the transaction of business. In the beginning, records are created or received to provide evidence of the activity. ii.

Control Control is the second actions throughout the life of a record. It demonstrates that

evolution can allow an organisation to flexibly reuse suitable data. To keep current versions simpler, it is necessary to accommodate more modern modes of communication, such as video, audio, and others. This is because, according to essential details such as author, publication and the description of the documents, the latest modes of communication are easier to coordinate.

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iii.

Appraisal Throughout the life of a record, assessment is another operation. The assessment

and disposal process starts with the formation of the department. Only the producing entity can accurately explain within the agency the role their records serve. To decide which are to be retained for designated periods, which are to be destroyed, and which are to be retained as archives, evaluation is necessary. iv.

Maintenance Maintenance and use are other actions throughout the life of a record. There are

few ways to maintain the records which are identification, storage, protection, retrieval, retention, disposal, legibility and traceable. v.

Disposal Disposal of records is the last action throughout the life of a record. "Disposal"

refers to the disposal of the record whether by physical destruction or transfer to the archives at the end of its retention period. There are some exceptions to the disposition of records that should not be disposed of in any manner if the holder is aware of any request for investigation, lawsuit, public records, claim, agreement, open administrative review, or any action affecting the record and records before all necessary audits and demands are met to maintain the retention period after the retention period is required.

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1. CURRENT ( current records means records needed and used in the day-to-day ) I.

ISO 15489 stated that understanding business activities to determine which records need to be created and captured and how they should be managed, over time. It combines an understanding of current business activities and its contexts with the identification of business, regulatory and societal requirements relating to records and the assessment of risks associated with creating and managing records. The appraisal process described above can be applied to any scenario in which an archivist or other recordkeeping professional needs to contribute expertise on requirements and implementation options, from analysing an entire government jurisdiction for the purpose of making decisions about archival retention requirements, to deciding on access restrictions as part of new business systems design.

II.

ISO 23081 stated that sets a framework for creating, managing and using records management metadata and explains the principles that govern them. This document gives guidelines for understanding, implementing and using metadata within the framework of ISO 15489. It addresses the relevance of records management metadata in business processes and the different roles and types of metadata that support business and records management processes. It also sets a framework for managing those metadata.

III.

ISO

20658

stated

that

specifies

requirements

and

good

practice

recommendations for the collection, transport, receipt and handling of samples intended for medical laboratory examinations. ISO 20658 applicable to medical laboratories and other medical services involved in laboratory pre-examination processes that include the examination request, patient preparation and identification, sample collection, transport, receipt and storage. It may also be applicable to some biobanks. ISO 20658 does not apply to blood and blood products intended for transfusion.

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2. SEMI-CURRENT ( semi-current records means records no longer needed frequently I.

ISO 14001 stated that the need in maintaining records to show the organization obey to the requirements of the environmental management system. The mandatory records of ISO 14001 may include records of competence, awareness, and training. These records show what have been done to ensure the employees can perform the activities required in such a way as to reduce environmental impact. Another mandatory record of this ISO are records of evaluation of compliance. It means that the records can be a prove that you have met all the legal and other requirements for the company.

II.

ISO 13485 stated that when a record is no longer needed or required, it will be removed from the QMS in order to ensure that users will no longer have access to this record. Each type of record must have its own disposal protocols indicating who will dispose of it and when and how it will be disposed of. The activity of disposal will relate to the following issues which are, for each type of record, disposal activities will be defined based on different properties of the record such as media, storage and utilization; authorities for disposal and approval of records will be determined and some of the records are selected to transfer to an archive or storage.

III.

ISO 17068 stated that specifies requirements for a trusted third party repository (TTPR) to support the authorized custody service in order to safeguard provable integrity and authenticity of clients' digital records and serve as a source of reliable evidence. ISO 17068:2017 is applicable to retention or repository services for digital records as a source of evidence during the retention periods of legal obligation in both the private and the public sectors. ISO 17068:2017 has the limitation that the authorized custody of the stored records is between only the TTPR and the client.

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3. NON-CURRENT/ARCHIVES I.

ISO 19154 stated that a reference model for ubiquitous public access (UPA) to geographic information. This International Standard is applicable to locationbased services (LBS), ubiquitous computing environments, linked open data, and other domains that require a seamless public access to geographic information. Although structured in the context of information technology and information technology standards, this International Standard is independent of any application development method or technology implementation approach.

II.

ISO 11799 stated that preservation of archive and library physical collections of institutions. It applies to all archive and library materials held in repositories, where mixed media may be stored together with paper-based materials. It does not preclude the establishment of separate areas or compartments within individual repositories, where the environment can be controlled to create conditions suitable for the needs of specific archive materials. In a number of fields, national or local building regulations may encompass such matters as construction, safety and security for public buildings and buildings in which valuable objects are stored (fire precautions, emergency exits, security against earthquakes, theft, burglary, terrorist acts, etc.), as well as services and equipment in professional use. This International Standard therefore avoids detailed rules and regulations in these fields, except when recommending what may be additions to these requirements.

III.

ISO 23404 stated that applicable to papers and boards used for conservation and storage of cellulose based items. This document describes a test method for conservation materials which can evaluate their impact on cellulose as the main constituent of paper-based collections caused by emission of their volatile compounds. This test can be extended to museum artefacts. This document is applicable to papers and boards used for conservation and storage of cellulose based items. It is not applicable to parchment-based items. It does not evaluate the effects due to direct contact between the papers and boards used for conservation and the collection

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CONCLUSION In my opinion, every ISO has their specific function to reflect the restricted scope of many records’ management programs. The use of the standards is to inform the content and scope of record management and training programs. Most of the organization or company are being exposed to the standards, so, it is entirely possible that the principles embodied in the standards are significantly influencing practice. I recognize, from my point of view, that the main standard for records management is ISO 15489. The continuum method means the end of the conventional distinction between the record manager's and the archivist's roles. Other than that with the rules of the ISO, an agency or business can create an acceptable service scheme and job descriptions for record workers. The ISO may help organization or company to prepare staff at all the necessary levels to provide efficient records services throughout the life cycle. In conclusion, the term “life cycle” is used when discussing the records and the term “continuum” is used when discussing the management of the record according to the continuum concept.

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REFERENCES An, Xiaomi & Jiao, Hongyan. (2004). Assessing records management in China against ISO 15489

and

the

implications.

Records

Management

Journal.

14.

33-39.

10.1108/09565690410528929. Brent Francisco, E. (2020, March 26). ISO 31000 Risk Management Retrieved May 28, 2020, from https://safetyculture.com/checklists/iso-31000-risk-management/ International Organization for Standardization. (2020, January 09). Retrieved from https://www.iso.org/ INTERNATIONAL STANDARD. (2016). Information and documentation — Records management — Part 1: Concepts and principles. Retrieved May 29, 2020, from https://static1.squarespace.com/static/5a1c710fbce17620f861bf47/t/5a45d41353450a6f05e9b 138/1514525716795/ISO%2B15489-1-2016.pdf ISO/TC 46/SC 11. (2001). ISO 15489 Records management. Retrieved May 27, 2020, from https://committee.iso.org/sites/tc46sc11/home/projects/published/iso-15489-recordsmanagement.html Licentiate, T & Runardotter, Mari. (2020). Information Technology, Archives and Archivists– An Interacting Trinity for Long-term Digital Preservation. The Records Life-Circle and Continuum Concerpts. (2011, July 14). Retrieved from https://recordsandarchives.wordpress.com/2011/07/14/the-records-life-circle-and-continuumconcerpts/

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