IMR652 JBA2424D (SITI Nuryusreeza)(AINA Aqilah ) PDF

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Warning: TT: undefined function: 32MANAGEMENT OF BUSINESS RECORDSIMR 652ARTICLE REVIEWPREPARED BY:NAME STUDENT IDSITI NURYUSREEZA BINTI MUHAMMAD YUSREE 2019554941AINA AQILAH BINTI ZAMRY 2019336307JBA242 4DSEMESTER 4 2020PREPARED FOR:NURUL HUDA BINTI MD YATIMAcknowledgementThe success and final outco...

Description

MANAGEMENT OF BUSINESS RECORDS IMR 652 ARTICLE REVIEW

PREPARED BY: NAME

STUDENT ID

SITI NURYUSREEZA BINTI MUHAMMAD YUSREE

2019554941

AINA AQILAH BINTI ZAMRY

2019336307

JBA242 4D SEMESTER 4 2020

PREPARED FOR: NURUL HUDA BINTI MD YATIM

Acknowledgement

The success and final outcome of this assignment required a lot of guidance and assistance from many people and we extremely fortunate to have got this all along the completion of our assignment work. Whatever we have done is only due to such guidance and assistance and we would not forget to thank them. I respect and thank Miss Nurul Huda binti Md Yatim for giving we the opportunity to do this assignment work and providing us all support and guidance which made me complete the assignment on time, we extremely grateful to her for providing such a nice support and guidance.

We are thankful, as we have succeeded in completing this mission within the time given by Miss Nurul Huda. This assignment cannot be completed without the effort and co-operation from our group members, Siti Nuryusreeza and Aina Aqilah. Last but not least, we would like to express our gratitude to our friends and respondents for support and willingness to spend some time with us.

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Table of Contents

Abstract ...................................................................................................................................................... 3 Introduction ............................................................................................................................................... 4 Objectives .................................................................................................................................................. 5 Discussion ................................................................................................................................................. 6 Conclusion ................................................................................................................................................. 8 Bibliography .............................................................................................................................................. 9

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Abstract Record management includes a set of activities required to systematically control the creation, distribution, use, maintenance and disposal of recorded data kept as evidence of business activity and transaction therefore there are many issues and challenges that can be involved during the procedures. These articles examine the issues and challenges of record management that have been conducted by the authors in United Kingdom, Nigeria and Ghana. The purpose of the study is to investigate the issues and challenges been faced throughout handling records in charity and voluntary sector in United Kingdom, two health institutions and ministry of information and strategy in Nigeria and Sunyani Technical University in Ghana. Based on the findings, it can be seen that there are many issues and challenges can have been faced by all these sectors. The methodology used was questionnaires. At the end of this article, some solutions have been suggested on the concern and obstacles of the sectors.

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Introduction The articles chosen is ‘Challenges of Records Management Practices in the Ministry Of Information and Strategy, Lagos State, Nigeria’ written by Vincent E. Unegbu & Oludipe Bolaji Adenike (2013), ‘Challenges Associated with Records Management in Sunyani Technical University’ written by Safura Mohammed, Rebecca Tetteh & Ayisha Ahmed Azumah (2018), ‘Challenges of Record Management in two Health Institutions in Lagos State, Nigeria’ written by Japheth Abdulazeez Yaya, Abimbola A Asunmo, Shola Timothy Abolarinwa & Nkechi Linda Onyenekwe (2015) and ‘Issues and challenges for records management in the charity and voluntary sector’ written by Elizabeth Dawson, Rosie Dodd, Jill Roberts & Catherine Wakeling (2004) discuss on the issues and challenges handling record management that have been faced by these sectors. The issue and challenges of record management in companies have long attracted literature attention and, in recent times, the same problem in these sectors continues to attract a wide range of literature in the area of record management problems. Although there are many regulatory activities and the impact of legislation have been facilitated, most organisations of all sizes determine on their own how to manage their records. However, these do not necessarily facilitate the real task of handling records because it is discouraging to note that organizations and private individuals have not given the necessary attention to keep records. Inadequate record management problems can lead to many issues such as lost records, material misappropriations and financial resources. Proper record management provides many advantages for the institutions, as good record management can improve the performance of the organization. Therefore, some restrictions that prevent records from being available in this organization need to be reviewed and suggest certain possible changes to the managers on how to enhance its improvement. This means successful record-keeping requires the service of senior managers and middle managers that can organize the chaotic world of data in their organizations. The new generation of records managers would improve the current information management situation in many businesses, hospitals, government offices and organizations by means of training and training.

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Objectives

According to Popoola (2000), for every modern system of government, what really keeps the civil service running is recorded documents called "records," which are used for planning, decision-making and control. In the modern era, the need for a records management system in all organizations cannot be overestimated. Enwere (1992) argues that poor record keeping and lack of policy requirements in the record management system have resulted in administrative inefficiency and in the loss or unavailability of critical information required for decision-making. Therefore, the objectives of this study is to determine the challenges in handling records management that affect the preservation and conservation of records and to suggest some solutions on the preservation and conservation of records in the Ministry of Information and Strategy (MIS) Lagos State, Sunyani Technical University, two selected health Institutions in Lagos State which one is military hospital and another one is private hospital and charity and voluntary organizations in United Kingdom as there are a number of challenges associated with records management that have been faced by these organizations. This will support the organization’s management in operational preparation, decisionmaking and execution. Because of its tremendous benefits to the establishment, good records management practice is important in those organizations. As observed, these organizations have several departments interlinked where records are produced daily. Because of the various amounts of information gathered more time is allocated when processing this information and finding the information needed from records kept. The incidence of misplacement of documents is disturbing. Staff who go for their documentation to be checked complying with time wasting in retrieving their records. When this happens, it leads to low efficiency within the organization, thus, the problems faced by these organizations need to be compiled and outlined some potential solutions to solve these challenges.

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Discussion

The method used by the authors to investigate the challenges faced in handling record management in Ministry Of Information and Strategy, Sunyani Technical University, Nigeria Army Reference Hospital, Yaba and Ajayi Medical Center, Ikorodu is quantitative research that is questionnaires. The population for the surveyed studies is the workers of the organizations. The main challenges are quantified and explained from the self-reported responses of the respondents as the data on the main challenges in record management was collected from the respondents using self-designed questionnaire. The study described the problems faced by record management based on the results. Results indicate that for Sunyani Technical University, insufficient computer terminals, a lack of maintaining records and inadequate resources are the main challenges for respondents to enhance good record keeping practices. While the three least challenges are limited storage for university records management, inadequate institutional records management and improper records administration. Based on the data that have been collected for the survey in the Ministry Of Information and Strategy, it shows that the workers have been facing the risk of virus attack in their electronic storage medium. This means that the administrative bodies should give electronic storage record holders guidance and guidance on their challenges. In the network environment, a virus attack is a major problem. Maintenance of records has been a challenge for employees too. In addition, the apparent lack of trained or qualified staff is a challenge in records management. Finally, the insufficient funding is part of the ministry's challenges. This result could mean that many of the staff are not sure of the ministry's funding. Based on the worker's response survey, it has shown that poor funding, inadequate computer and other ICT devices, poor computing skills, harsh environmental conditions, a lack of maintenance and conservation policy are the key challenge facing by health workers in managing health records in hospital. Based on the findings, it clearly can be seen that after the procedure’s activities, the records need to upgrade from the current technology or manual towards the modern technology or digital technology regarding to the changes of software and hardware. Thus, the poor technology is one of the issues in records management. As for the charity and voluntary sector, it has been discussed that there has been some constraint in the organization’s budget and lack of management skills. The challenge for record 6

managers in the industry is to persuade management to benefit from a coherent and integrated record-keeping strategy that adds value to the company and makes full use of valuable resources in all media. Such challenges could prevent the institution from benefiting from proper record management such as efficient program planning, oversight and monitoring, effective financial resource management, an effective allocation of resources to all units of the institution, proper assessment of worker and student performance and needs. Lastly, better improvement in instructional facilities for working and teaching identified by researchers. At the end of this study, the researchers recognized that there are ongoing challenges and that solutions must be considered relevant and beneficial as success can only be achieved through constantly evolving and creative demonstration of value.

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Conclusion Records management can be known as to supervise and administrate the records of an organization. Referring to the articles that have been reviewed, there are few challenges in this part. As related, due to the poor funding, inadequate computer, lack of skills especially in computing, poor environmental conditions and many other few issues that involved. This is not good because it will affect the organization so that the issues will become bigger at one time. Also, the records management is to help an organization in order to keep the documentation for daily activities. By doing that, the firm will become more systematic and this will let them be such a good team as well. An organization have different levels of need and ability in order to manage their records. That’s mean, it has different roles in the team as well. By dividing the task, this will give a good impact towards the records management. To conclude, the overall output that we have been studied regarding the challenges and issue of the records management are it is about the financial stability. Money should be injected in the development of the skills and services that would facilitate the others. Hence, these will help in order to saving the cost and also the manpower in the future. In addition, the other challenges for records managers in the sector are including the physical storage requirements. This is because due to the lack of planning in order to do the layout of the records keeping room. Thus, the problem will occur and this could affect the management process including the firm or organization that will be unstable. Lastly, there are tons of issues and challenging for the records management no matter in every perspective. This is related because different places have different challenges. Most important is how the organizations are managed the method of how to handle it. Moving to the next point of recommendation, every issue must have their own significant way on how to settle it. For example, the organizations must create and implement a records management strategy to avoid anything that is not good. Also, they must keep the track, record and also the other documents too. There are so many ways to become at better management in an organization no matter how small of it.

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Bibliography

Unegbu , V. E., & Adenike, O. B. (2013). Challenges of Records Management Practices in the Ministry Of Information and Strategy, Lagos State, Nigeria. International Research: Journal of Library & Information Science. Retrieved from http://irjlis.com/challenges-of-recordsmanagement-practices-in-the-ministry-of-information-and-strategy-lagos-state-nigeria/

Mohammed, S., Tetteh, R., & Ahmed Azumah, A. (2018). Challenges Associated with Records Management in Sunyani Technical University. MPRA Paper 89261, University Library of Munich, Germany. Retrieved from https://ideas.repec.org/p/pra/mprapa/89261.html

Yaya, J. A., Asunmo, A. A., Abolarinwa, S. T., & 4Onyenekwe, N. L. (2015). Challenges of Record Management in two Health Institutions in Lagos State, Nigeria. International Journal of Research in Humanities and Social Studies. Retrieved from https://www.ijrhss.org/pdf/v2i12/1.pdf

Dawson, E., Dodd, R., Roberts, J., & Wakeling, C. (2004). Issues and challenges for records management in the charity and voluntary sector. Records Management Journal. Retrieved from https://www.researchgate.net/publication/235267482_Issues_and_challenges_for_records_man agement_in_the_charity_and_voluntary_sector

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