TERM GLOSSARY

Business – Business includes any organization public or private, which provides goods or services that can meet the customers, satisfaction in order to earn profit. The prospect of earning profit is what encourages people to open and expand their business.

Management – Management is the process of reaching organizational goals by working with and through people and other organization resources. The four basic management function or process are planning, organizing, leading and controlling.

Business Management – is a general management and measurement and measurement of business operation, efficiency and effectiveness and its impacts on the organization. It is often structured as a hierarchy, with the top management at the apex and supervisory management at the base. Different levels of management can be identified, senior management direct functions and middle management supervises departments or sections answerable to the director. They work towards organization goals and objectives as well as aligning an organization with the wants and need clients.

Business Records – are business information that contains the transaction between two or more parties in the form of electronic and paper documents that are kept for evidence and future references. Business records are created in the course of conducting business.

Records Management – is the area of general administrative management concerned with achieving economy and efficiency in the creation, maintenance, use and disposal of records of an organization throughout its entire life cycle and in making the information that is contained available in support of the business of that organization. (IRMT, 200).

Business Records Management – is the field of management responsibility for the efficient and systematic control of the creation, maintenance, use and disposition of business records throughout its entire life cycle in order to meet operational business need to be done from time to time to ensure a good quality of records system in the organization.

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COMMERCIAL RECORD CENTER

Abstract

Commercial records center (CRC) business has evolved from what began as a repository of mostly inactive, records into a much more interactive, high technology relationship with its client. With latest technologies, CRC now offer very sophisticated computer-base indexing, disaster recovery and etc. this article will elaborate about how commercial records center will benefit an organization in their business.

Keyword: Commercial record center, business records, management, storage

Introduction

Records are an essential tool of good business and efficient administration. They will provide information for planning and decision making also the evidence of government accountability (National Archive Australia). Records management is known for professional practice as it is managing the records of organizations using the records life-cycle from the process of creation to disposal. This life-cycle includes identifying, classifying, storing, securing, retrieving, tracking and destroying or permanently preserved the records. The purpose of records management is part of an organization’s function and primarily concerned with the managing of the evidence of an organization’s activities as well as the reduction of risk associated with it.

A record can represents as a proof of the existence. It is either created or received by an organization in pursuance or in agreement with legal obligations, or in the transaction of business. Records can be either tangible such as paper documents like birth certificates, physical medical x-ray or digital information such as electronic office document, data in database, e-mail and etc. Records may be covered by access controls to regulate who can access them and under what circumstances.

Record center is an organization that can store and manage all records such as financial, legal and business documents. Record center usually will manage and support the whole records management process, from records collection through records management to records disposition. Commercial record centers are facilities which provide services for the storage for paper records for organizations. In some cases, they also offer storage for records maintained in electronic formats. Commercial records centers provide storage for paper records and some offer average temperature controlled storage for sensitive non-paper and vital paper media. There is a skill organization for commercial records centers.   

Benefits of Commercial Record Center

It is undeniable fact that there is a business records that need to be retained for legal, administrative and operational and there is no need getting around for storage. There are several reasons that exist for value in using commercial record center. The several benefits why organization should store their records in a commercial record center are:

·         Space Cost Saving

Office space will be expensive and fills up quickly when it is used to store paper document. However, a commercial record center will offers more economical solution for storing records. By storing records, an organization can be able to eliminate real estate leased and cost.

·         Authorized and Secure Destruction

In commercial record center, they will have procedures in place to ensure the records are systematically destroyed and only with appropriate authorization reducing the chance of reckless, selective and personal destruction of records. Commercial record center will ensure the organization’s records will not be destroyed prematurely or retained longer than needed. They also will protect the information from unauthorized access and physical damage from fires, floods, and natural disasters (Podraza, 2014).

·         Optimal Retention Management

According to Richards Office Records Management, 2016, knowing how long to retaining records is important as keeping them safe from disaster and unauthorized access. A commercial records center is staffed by records management professionals who categorize and index your files according to the business and industry’s document retention requirements. A commercial records center will ensures the business documents are always safe, secure, properly managed, and easily accessible.

·         Facilities and Service Capabilities

Commercial record center will provide a level of protection that hard to find in other storage facilities. Most facilities are designed and dedicated to records management.  Thus, fire prevention, climate controls and security are of utmost concern. Most commercial records centers offer much more than simply storage. Mostly they will offer full suite of records management services, including storage, pickup and retrieval, scanning, records destruction, media storage and media destruction.

Function of Commercial Record Center

·         Authorize records disposal schedules for the organization that keep records after consulting in commercial record center.

·         Approve disposal of the records, in consultation with the client/organization of the commercial record center where necessary.

·         Provide centralized intermediate storage for their client to keep the records.

Challenges

·         Organizational and Personnel Problem

Record center must ensure their staff to have passable academic qualification and experience that combines skills of information technology and also in information management, business system analysis and any skills that related. Record overload becoming worse as registries in the public sector attempted to deal with excessive quantities of paper which could be destroyed or sent to centers designed for the storage of inactive records or to the National Archives.

·         Technology

There are some important decision-support documents are in the form of multimedia presentations and spreadsheets which have assumptions that embedded within the electronic version that are not easily willing to print out. The problems related to saving such important types of records are typically not addressed, and so the records are lost. There are also new formats of record material including computer generated, motion picture and television films which all requiring skills, procedures and storage environment in a part of the world where there are extreme variations in temperature and humidity.

·         Level of Risk

In developing the records disaster recovery plan, record center should assess the changeable force of each risk to which their records may be subject. Risks may range from minor flooding affecting perhaps only one or two offices in a facility to a major fire that may cause major damage to the entire facility and its contents (Barry, 2003). Generally, water, fire, and smoke damage should receive particular attention as they are the likely the main problem that will damage records stored in an agency facility. If chemical agents are either stored in the building or are contained in its operating systems, the potential damage these might cause should also be addressed during the planning.

Conclusion

As a conclusion, commercial record center is important and reliable for any organization to keep their records without having any problem in managing their records. With commercial record center, an organization can have benefits that can help them in organizing all of their business records effectively. An organization or individual do not have to worry about their records because in commercial records center will have qualified staff to handle all of the records using the right method which is the record life-cycle.

References

Barry, R. (2003, June 9). Record challenges. Retrieved September 22, 2006, from the World            Wide Web: http://www.fcw.com/fcw/articles

Burlington Massachusetts. (n.d). Functions and services. Retrieved June 14, 2016 from             http://www.burlington.org/residents/archives_services.php

Faber, M. J. (2001). The evolving commercial records center industry. Information Management            Journal, 35(3), 4-9.

Podraza, A. (2014). Benefits of using a commercial records center. Retrieved June 14, 2016 from            https://www.linkedin.com/pulse/20140425163840-46254388-benefits-of-using-a-           commercial-records-center

Richards Records Management. (n.d) You have to store your records in a commercial records            center: here’s why. Retrieved June 14, 2016 from            http://www.richardsandrichards.com/you-have-to-store-your-records-in-a-commercial-           records-center-heres-why/

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Business Activity Classification: Records Process

AUTHOR: MARYAM ZAINUDDIN

ABSTRACT

The article elaborates about business classification scheme and functional classification of business process which indicates how well and organization can perform based on their business classification process. It aims to study the relationship between functional classification scheme and the way users in different organizational units and at different organizational levels have employed the system. 

What is business record? According to Queensland Government website (February 13, 2015), good record keeping can help to protect the organization business, measure the performance and maximize profit. Business records include minute meeting, memoranda, employment contracts and accounting source documents. Records are the source documents, both physical and electronic that specify transaction dates and amounts, legal agreements, and private customer and business details

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Business Records Management and Stakeholders Overview

ABSTRACT

Business consist of few elements that support the business activity and function. Between the organizations, it required more than one people for working together in order to ensure the business in the right path. Stakeholder is one of the supporter in the business activity and function in the organization. In this paper, it will discussed about the Introduction to business and records management, key stakeholder, role and responsibilities and also the issues related this stakeholder that happen in the organization. The methodology approach is by collecting the information from the article and other trusted resources.


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ORGANIZATION RELATED WITH RECORDS MANAGEMENT

RECORDS MANAGEMENT DEFINITION

According to International Records Management Trust (2009), records management is fields of management responsible for the efficient and systematic control involve creation, receipt, maintenance, use and disposal of records. Besides, records management includes processes for capturing and maintaining records as evidence of and information about business activities and transactions. In addition, business records management is a field of management responsibility for the efficient and systematic control of the creation, maintenance use and disposition of business records (Nurussobah Hussin, 2013).

RECORDS MANAGEMENT STUDIES IN MALAYSIA

In Malaysia, records professional is produced by local university which is Universiti Teknologi Mara (UiTM). The University through Faculty of Information Management that has offered Bachelor of Science in Information Studies specialized in Records Management since 2001 (Aliza Ismail and Adnan Jamaludin, 2011).

“Faculty of Information Management, UiTM, takes pride in being the pioneer in providing professional education to fulfil the manpower need of the country in three very important fields, namely: Information Management, Library Management, and Records Management. Uitm academic programmes, supplemented by industry attachments, equip graduates with knowledge and skills to take on the challenging demands of managing information in various forms and in various types of organisations. UiTM graduates become the main driving force for the development of a knowledge-based society, transforming Malaysia into a developed nation, ensuring that the country’s rich reservoirs of knowledge are systematically organised, maintained and enhanced for optimum value. To achieve this aim, the programmes consist of the blended components from four main areas: Information Technologies, Professional and Technical Aspects of Information and Records Management, Public Relations, and Users’ Needs and Services” (Faculty of Information Management,2016).

RECORDS MANAGEMENT ORGANIZATION IN MALAYSIA

1.      REGALIA

Address: Jalan Astaka U8/84, Bukit Jelutong Business and Technology Centre,

               40150  Shah Alam, Selangor, Malaysia.

Telephone: (603) 7847 6755

Fax: (603) 7848 3155)

Website: http://www.regalia.com.my/index.asp  

About Regalia Records Center

“Regalia Records Management Sdn Bhd is the largest locally-owned Records Management company in Malaysia. They offer complete and cost-effective records management solutions along with their expertise and experience to deal with the complex business challenges face by valued customers. The solutions address the specific needs of each organization with key focus on reducing costs and risks associated with the management of key business records, while ensuring reliability, safety and flexibilities in service deliveries”  (Regalia Records Management, 2009).

2.      CROWN RECORDS MANAGEMENT

1.      Address:  Lot, 7, Jalan Delima 1/1, Subang Hi-tech Industrial Park, 40000 Shah Alam,  

                Selangor, Malaysia

Telephone: +60 356369166

2.      Address: No.8, Persiaran Teknologi 2 Tech-Park, Bandar Enstek, 71760 Nilai, Negeri

              Sembilan, Malaysia

Telephone: +60 3-5636 9166

3.      Address: PTD 43006, Jalan Murni 11, Taman Perindustrian Murni Senai, 81400 Senai,

               Johor, Malaysia

Telephone: +60 3-5636 9166

Website: https://www.crownrms.com/intl/en-my/page/home

History Crown Records Management in Malaysia

“ They began their operations in 1974 specializing in records management and today operate from five locations across the country: Shah Alam, Sepang, Johor, Penang and Sabah. From five locations, they store in excess of 1.8 million cartons, as well as files and electronic media for over 1,800 corporate customers. Their clients range from small businesses to large corporations and are from are wide variety of industry sectors. They help these clients meet the global challenges around information security ensuring confidentiality, compliance and disaster protection for business continuity purposes. With more than 40 years of market experience, they continue to add value to their client’s operations and enhance customer relationships” (Crown Records Management, 2016)

3.      PRISM INTERGRATED SDN. BHD

Address: 2A, Jalan Tiang U8/91,, Bukit Jelutong, 40150 Shah Alam, Selangor, Malaysia

Telephone: +60 3-7734 1111

Fax: 603-7734 1888

Website: http://www.prism.com.my/about-us/

History of  Prism Intergrated Sdn Bhd

“They began operations in 2004 in Malaysia and started the business with just one division specializing in a unique Swedish file binder. Then expanded to offer the full range of products and services in Records & Information Management that was aspired from the needs of their clients. Currently they have businesses in the ASIA region having customers in Korea, Singapore, Thailand, Bangladesh and Malaysia. There is a tremendous need for the products and services and it is their belief that can help companies improve the productivity of their client’s operations. Records Management is a problem solving discipline which requires specialized skills and expertise, and Prism Intergrated Sdn Bhd have a decade of experience to back that up” (Prism Intergrated, 2015).

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THE RECORDS MANAGEMENT PROCESS IN BUSINESS ORGANIZATION

AUTHOR: NURUL HUSNA BT MOHD YUNUS

Every organization creates and produces records. These records are kept as evidence that the transaction has been carried (Zawiyah, 2009). Records are valuable assets to the organization and the best practices in managing records can protect the organization's reputation and enhance the work efficiency of business operation. Records management is the systematic control of organizations’ records, throughout their life cycle, in order to meet operational business needs, statutory and fiscal requirements and community expectation (National Archives Scotland, 2003). In the world of corporate business, the management of records is accorded particular importance in sectors that high regulated (Geoffrey, 2011). Each business organization produces records every single day, in order to have good management of records they need for conducting and organizing the records activities regularly to avoid the redundancy. Records management is the scientific study of controlling records creation, maintenance and use, retention, protection, and disposition of all types of records for the purpose of reducing cost, increasing efficiency and serving management through records handling operations (Popoola, 2009). The successfully records management practices will provide faster access, accurate and reliable when need them, ensuring the timely destruction of redundant information and protect the vitality and value of records. The records management is the important function of organizations; the good and proper recordkeeping is evidence of a well-governed organization and should be seen as an integral part of rather than incidental to any business (Government Records Services, 2011). The IRMT,1999 was defined record management is the area of general administrative management concerned with achieving economy and efficiency in the creation, maintenance, use and disposal of the records of an organization throughout their entire life cycle and in making the information they contain available in support of the business of that organization. According to the ISO 15489: 2001 standard, records management activities include "the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records". 

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Records as a Strategic Business Resources

AUTHOR: SITI AISYAH KHAIRUL ASWAD

Abstract

The implementation of disaster recovery planning must undergo several phases that actually will contribute to the business continuity. The purpose of this paper, it will highlight you with the four phases of business continuity and disaster recovery. The four phases are activation phase, recovery phase, business continuity phase and maintain/review phase. This four phases will explain to you about what you need to do if the disaster occurs to your organization which is what action should be done by the organization so the business will still run normally. It is impossible for the organization to resume their business quickly or smoothly if the disaster recovery planning is planned through the organization.  Besides that, the paper also will enlighten you with what you should do in the activation phases which included the activation phases and for the recovery phase it will explain you about the action taken if the floods happened. In addition on the third phase which is business continuity it will provide you the replacement of equipment and relocation. At the phase four which are maintenance part it will tell about the testing of the plan before the disaster and during the disaster.

Introduction

What is a disaster recovery planning? Disaster discovery planning is an agreed document or set of procedure prepared to recover and protect the business (archive and commercial records center) after an event of disaster. The procedure must be followed after the organization in the event of disaster. According to Keith Tilley (1995) Business continuity planning allows an organization to continue to meet business objectives and customer obligations, and to maintain its market share. This strategy furnishes each company division with a targeted action plan to identify how essential business functions, not just computer functions, will operate despite an unexpected business interruption.

The purpose of this plan is as a guidance regarding the recovery and the restoration of the document and any information that may be damage when the disaster happened. The implementation of this plan is immediate depends on the how much damage happened. The organization cannot predict on what will happen in the future, but with the extra careful planning regarding the disaster will actually minimize the effect of the disaster. The objective of disaster recovery plan for the company is to minimize downtime and the data loss that will lead to loss.

The activation of disaster recovery plan is immediately when any unplanned disaster occurs in the organization. Disaster is a serious disturbance in the functioning of a community, society involving widespread human, material, and economic. The damage cause by the disaster is immeasurable. The disaster is divided by two types of disaster which are the natural disaster and human made disaster. A natural disaster is a major event occurs due to the natural process of the earth. The examples of the natural disaster are including floods, volcanic eruptions, earthquakes, tsunamis and other geologic process. Meanwhile, human made disaster is a disaster from man-made hazards which the threats having an element of human intent, negligence or error, or involving a failure through a man-made system. The example of human made disaster is civil disturbance, terrorism, industrial accidents, chemical spills and much else. 


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PHASES OF BUSINESS CONTINUITY AND DISASTER RECOVERY PLAN

AUTHOR: NUR SUHAILA JUHAREI

Abstract

This article attempt to offer an overview about records as a strategic business resources in a business management. Study take approach to review the definitions of records, how to manage records, who’s responsible to manage records, reason to manage and the impact of managing records in business management through the available literature and best practice of records management. The findings indicate the strategic management of records for business management and the impacts of records management towards business. The study establishes the strategies and the impacts records as a strategic for business resource. This study also would be useful in identifying how to manage records for business management and the suitable education and training for them to acquire such knowledge and skills to manage records, besides can gain a knowledge and be more understanding about the records management and it’s significant towards business management.

Introduction

              Every day has a new record created in organization because of the business transaction have made to run the business. Most of the organization have now, didn’t realize about the important for them to understand about the records and how to manage the records in the office. This is one of the prior problem have encounter in the organization now, because most of the organization do aware about how importance to manage the records, but they do not apply to the records management in their organization (Rusnah, 2006). In order to make the business effectively and efficiently meet the goals of organization, records is one of the important things to be consider because without the management of records the organization might use a lot of money to spend on their records that they have created every day.

            In order to do a process of records management, the organization must first understand what the records are and how it become very important thing to manage and control in the organization. Most of the organization have now takes the records as easy things to be keep and put it anywhere without control through their records, until it become unmanageable and suddenly they don’t have a space to keep the records in the offices, than they realized the important to manage all the records in their organization (Bruce, Eric, & Michael, 2012).

            That is why, the purpose of this writing is to overview about the records management that can be as a strategic sources in any organization or business. This article will discussed about the records management, the process of records management, how to manage or controlled the records in the organization. Indeed it will focus on the reason why we need to manage the records and the impact to a business or organization in following the records management process. 

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