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Record Management Report

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Topic | Page no. | Acknowledgement | 2 | Introduction | 3 | History of Balai Bomba Bandar Jengka | 4 | Record Management that has been used in organization | 7 | Current record system that has been used | 9 | Advantages | 12 | Disadvantages | 13 | Electronic record system | 14 | Benefit of electronic record system | 15 | Suggestion | 16 | Conclusion | 17 | References | 18 | Attachment | 19 |

Acknowledgement

Alhamdulillah, first of all we would like thank to god because finally our group have finish do it record assignment that given by our lecture Madam Siti Farah Suraya Bt Mohd Hashim that teaching us in Administrative Office Management. For this assignment we have do with four group members that is Fadhirul Azrie B AB Ghani, Mohamad Bin Muda, Shahajan Anwar Aswad B Aliff and Khairul Izwan B Arbai.

The special thank goes to Balai Bomba Bandar Jengka because give us permission to know about record in the fire and rescue organization. We would like thank to Encik Muhd Roswadi because give us information and help us know about the record in Balai Bomba Bandar Jengka.

Then thanks to our parents that always support we in doing the assignment especially by their financial that help we in finished this assignment and their moral support that give us inspire to doing this assignment until finish.

My grateful thanks also go to my Library University Teknologi Mara Pahang perpustakaan Al-Bukhari that provided many infrastructures like newspaper, book and internet so we can find the information that we need more easily that also help us in doing this assignment. .

Last but not least we would like thank to our friends especially our groups members that do it this assignment together, and not forgotten also to others group that been change the idea in doing this assignment until finished it. By doing this assignment we hope we can get more knowledge about Records Management and can practice what we learned when we have working one days.

Introduction

In record management subject, we need to do a research to any company to look the way they manage their records and do a report about it. For this assignment, we have do with four group member that is Fadhirul Azrie B. AB Ghani, Mohamad B. Muda, Khairul Izwan B. Arbai and Shahajan Anwar Aswad B. Aliff Rupasinghe. We was decided to do a research at Balai Bomba Bandar Jengka to look the way their managing their registry and records.

We choose Balai Bomba Bandar Jengka to do this group projects because it near with our campus, so that all duties can be settle with properly, Balai Bomba Jengka is under the Fire and Rescue Department of Malaysia. The headquarters of Balai Bomba Bandar Jengka was at Kuantan. At Balai Bomba Bandar Jengka, there was prepared a one room for registry for records managing. All the documents and record are save at the room and manage by one officer, Encik Muhd Roswadi. By the way, have a few documents that keep in a cabinet in head of the balai bomba room. The documents cannot be mixed and keep with others document at the small room because it is private and confidentially. So that is why the document is need to be keep in the head room.

Head of Balai Bomba Jengka is Encik Roslan Bin Abu Talib and there have 24 of officer work at there. There have a three division unit of their duties that are communication unit, operation unit and fire hydrant unit. Each department has their own duties and for record management and registry management, that was handled by operation officers, Encik Muhd Roswadi. In the next page, we have prepared a report based on what we have research at their office, Balai Bomba Jengka for their record management.

History of Jengka fire and rescue station

Jengka fire and rescue station began operations in 1980. Prior to the permanent station is built, placement of Jengka fire and rescue stations time in a building loaned by the Lembaga Kemajuan Wilayah Jengka at the address Jalan Aman, Rantau Perintis, Jengka,Pahang.
In 1993, the new building complete with all the requirements for operation and management of housing for Jengka fire and rescue station completed, with a total strength of 28 people, including a chief officer in charge with three firemen, three senior firefighters and 21members.
Equipment is added from the Range Rover to Nissan tender types (WDF 5364) along with two utility vehicles Isuzu vans (WCK 4529) and (WCL 7322) responsible for the care custody of the Jengka fire and rescue station.
Care area Jengka fire and rescue station is a boundary around 1115 sq km or 8582 square hectares. (Rahman, 2012)

Vision
To be a fire and rescue world class organizations international.
Mission
Malaysia fire and rescue department is committed to providing fire and rescue service professionals to save lives, property and the environment by using resources effectively, and the latest technology.
Objective
To provide prevention and fire fighting services, save lives and property, provide humanitarian services and enforcing laws related to the efficient and effective.

What is record management?

Systematic control of all records from their creation or receipt, through their processing, distribution, organization, storage, and retrieval, to their ultimate disposition. (Read, p. 22)

Why record management is important?

* Records and information are important resources for an organization. * Business must have up-to-date information in the right form, at the right time, in the right place to make management decisions. * Records management makes sure that there are preventative processes in place to organize and file information in a protected manner. * Record management improves efficiency. Data is found faster, easier, and decision-making is improved by immediate analysis and information retrieval.
(Lutzenberger, 1999)

Why record need to be managed?

* To reduce the volume of records * Improve storage and retrieval system * Increase efficiency of records processing * Identify and protect vital records * Meet legal requirement * Protect the organization, customers, personnel and stakeholders * Improve productivity * Cut cost * Improve profits
(Thomas, 2009)

Record management has been used in organization.

At Fire and Rescue Department of Malaysia at Bandar Jengka, they used all systematic control of all records from their creation or receipt, through their processing, distribution, organization, storage, and retrieval, to their ultimate disposition.

First is when they receive correspondence, they will record that in “buku daftar penerimaan surat”. After that they will determine the record value. When the value of record has been determine, they will put the vital record in special room and the others record in normal record storage room.

After receive the record, they will open new file for that record. Motive for they do this is for easy for them to retrieve the record back. In opening new file, they use five step that is: 1) Inspecting a. First they check whether the record is ready to be filled 2) Indexing b. Then they determine the filing segment by which a record to be stored and the placing or listing of items in an order. 3) Coding c. Then they assign the file with number. 4) Sorting d. After that, they arrange records in the sequence in which they are to be stored. 5) Storing e. Lastly they place record in appropriate folder.

The new record that has been open must be keep for protection. For Balai Bomba Bandar Jengka they use vertical file cabinet and shelf files to keep their records. They put record in suspension folder or hanging folder. This folder built-in hooks on each side that hangs from parallel metal rails on each side of a file drawer or other storage equipment. The main advantages of hanging folders over conventional folders is their added support for holding records in a neat, upright position due to support of both the front and the back of the folder with hooks o the drawer rails.

The storage method that Balai Bomba Bandar Jengka used is numeric record system. Numeric records management is any classification system for arranging records that is based on numbers.

Lastly is disposition process. Disposition is determining which records should be kept, how long they should be kept, and how they are dispositioned are critical activities that are governed by approved policies and procedures. For Balai Bomba Bandar Jengka they said record will destroy when it already been keep for 7 years. After 7 years they will ask permission from national archive to destroy records. The way they destroy record is with burn the record.

Current record system that has been used in organization

At Fire and Rescue Department of Malaysia(FDRM) at Bandar Jengka, they used two type of record systems. First is manual record system like processing outward and inward correspondence. Second is they used electronic record for keep in data and information.

The majority of the documents handled within an agency’s records management system are: i. Correspondence received (inward correspondence) ii. Correspondence dispatched (outward correspondence) These are include : Mail that received or dispatched: * Through the postal service * Through the government’s internal mail system * Through private courier services * Other forms of communication such as telegrams and telex, facsimile transmission and electronic mail (email): from headquarters of FDRM or other branch of FDRM. MANAGING OF INWARD CORRESPONDENCE AT FDRM BANDAR JENGKA: The procedures that include when processing inward correspondence addressed officially to the other places or agencies : * Opening or receipt by a designated officer in the presence if another officer * Stamping with the date of receipt * Assigning a serial number in a running sequence for the month as appropriate * Identifying and appropriately managing security classified and other confidential correspondence * Attaching other enclosures to the covering correspondence

REGISTRATION OF INWARD CORRESPONDENCE Balai Bomba Bandar Jengka was used the traditional registration method, in which the individual document is the unit of control, correspondence is registered individually after it has been received and opened. * IN-REGISTERS By traditional systems of document registration at Balai Bomba Bandar Jengka, there are involve the entry into inward correspondence registry. The registers was take the form of record book in which the details of inward correspondence are recorded in the book. The following information and details of all inward correspondence is entered by hand in the registry book: * The date of the correspondence * The date of receipt * The name and agency of the sender * The subject of the correspondence * The number and nature of any enclosures Circulation of inward correspondence at Balai Bomba Jengka was done ‘top-down’. In the top down system, correspondence is sent to a head of Balai Bomba Jengka, PBK1 Roslan Bin Abu Talib. He then decides what action would be appropriate and assigns the correspondence, to a other officer to take action and draft any reply for approval and signature.

* REGISTER OF OUTWARD CORRESPONDENCE Before the outward correspondence are proceed, the information recorded about the outward correspondence are include: * The date of the correspondence * The date of dispatched * The name and agency of the addresses * References of other files on which copies * The subject of the correspondence * The number and nature of any enclosures

Register of outward correspondence Register of inward correspondence

Example of stamp

Advantages

Records management is a key driver in increasing organizational efficiency and offers significant business benefits. This is several advantages that Balai Bomba Bandar Jengka get from this record management system: * Records management improves the use of staff time by reducing the time spent looking for information. The reduction is achieved because information can be retrieved quickly and reliably. * Records management reduces the unnecessary duplication of information. By reducing the amount of unnecessary information held it is easier for individuals to concentrate on managing the necessary information for which they are responsible. * Records management identifies how long records need to be kept before they can be destroyed, or transferred to the Archive. By doing so it reduces the costs associated with retaining unnecessary information, such as storage costs, server costs and other cost. * Reducing the time and effort required to reconstruct vital information in the event of disaster, theft, and other losses.
(Oliverio, p. 104)

Disadvantages

Balai Bomba Jengka also face several disadvantages when using this record system: * Data Inconsistency means different copies of the same data are not matching. That means different versions of same basic data are existing. This occurs as the result of update operations that are not updating the same data stored at different places. Example like when address Information of a customer is recorded differently in different files. * Data are scattered in various files, and the files may be in different format, writing new application program to retrieve data is difficult. * If multiple users are updating the same data simultaneously it will result in inconsistent data state. In file processing system it is very difficult to handle this using program code. This results in concurrent access anomalies.

Does organization used electronic record system?

Yes, Balai Bomba Bandar Jengka has used electronic record system in the organization. But this system not used in overall. They only used this system for record the complain from public and keep data about date and place of the complain. Example like when they receive call from public, they will keep information about the complain and will refer back to the complain when they want to take action about the problem.

This record system also facing several problem like, when the organization blackout they cannot record the information from public and this will give problem to them. This system also can be attack by computer virus and this will cause lost the data. The last problem face by this organization when they used electronic record system is lack of expertise to use the system. At Balai Bomba Bandar Jengka, they only have two person that in charge on the system. This will be a problem when both of them not in organization at the same time.

Does electronic record give any benefit to the organization.

Before this we already tell about the disadvantages of this system. This system also have benefit to the organization. Electronic records offer some considerable potential benefits:

* Clarity. Electronic records are precise and legible. * Transmission. Electronic records are simple to transmit, and provide inbuilt protection methods such as encryption. * Storage. Electronic records are compact and can be backed up readily to protect from damage from water and tear, fire, water, coffee. * Sorting. Electronic records can be sorted any number of ways. * Searching. Looking for information is facilitated by the use of structured coding schema and query languages. * Sharing. In integrated care, electronic records can facilitate data sharing across multiple agencies and even within teams.

Suggestion From our observation, we find some way to improve their organization especially in record system. This are some of our suggestion: 1. SAFETY OF REGISTRY ROOM * Always lock the registry and all cabinet that stores the record every time of office time or holidays to prevent any people entered the room and unwanted accidents 2. CLEANESS OF THE REGISTRY * Always clean and tidy up the registry to make the retrieval process are easy and effective and also faster. 3. MANAGING THE REGISTRY * Appointed a one special officer or clerk to manage the registry to make the so that the officer only do his job to manage the registry and not do others job. 4. SEMINAR FOR MANAGING REGISTRY * People who are appointed to manage the registry need to go to any seminar that special for how to manage registry with the best way to make the registry of the record more effective 5. DISPOSITION OF THE RECORDS * Any unused record or a long record need to manage with properly. These records must be saved in a box and sent to the headquarters for disposition process. This will make the small registry at Balai Bomba Jengka more clean and tidy because the room is small and not have a enough space if the unwanted record are kept for a long time.

Conclusion

We have finished our group assignment that was given by our lecturer of subject Record Management (OSM501) at Balai Bomba Bandar Jengka. From this research, we have learned many new knowledge in managing the records if one company. All what we have learned during in the class was practically we see at the office. So, the knowledge to manage the records can we use and practices during our work time at office after graduate in course of Office Management and System. An efficient and effective records system results from extensive planning when establishing policies and procedures for operating the system. Good planning and development of the records management manual are important for records and information disaster prevention and recovery. A disaster recovery plan establish procedures for the immediate resumption of business operations after a disaster. So, what we can conclude is, the management of registry is very important to make sure the records are always in good condition and any unwanted records also need a good disposition ways.

Works Cited
Lutzenberger, T. (1999). www.ehow.com. Retrieved May 20, 2012, from ehow money: http://www.ehow.com/about_6374436_importance-record-management.html
Oliverio, M. E. (2006). The Office, Procedures and Technology (5th Edition ed.). South-Western Cengage Learning.
Rahman, M. K. (2012, May 11). Pegawai Bomba KB 17 Komunikasi. (F. A. Ghani, Interviewer)
Read, J. (2010). Record Management (9th Edition ed.). South-Western Cengage Learning.
Thomas, M. (2009, August 29). Why do I Need a Records Management Policy? Retrieved 5 20, 2012, from Free Online Articles Directory: http://www.articlesbase.com/management-articles/why-do-i-need-a-records-management-policy-1174056.html

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...W A T S O N H A L L UK data retention requirements information data retention and disposal Watson Hall Ltd London 020 7183 3710 Edinburgh 0131 510 2001 info@watsonhall.com www.watsonhall.com Each type of data within an organisation should be identified and classified. Once this has been completed and during periodic reviews, it is necessary to define the retention and disposal policy. Business data records should be assessed for the statutory and legal requirements, business and accountability requirements and the risks associated with keeping or disposing of the data records. A records management system or schedule of data retention criteria can be used to document the data records, the requirements and the security controls needed for their identification, storage, protection, retrieval, retention and disposal. There are a large number of statutes, case law and regulations defining how long some data must be kept for before it is destroyed — some of which are outlined on the following pages. A few requirements such as records of wages apply to almost all sectors, but we have listed some specific requirements for the communications, financial and governmental sectors. Other sectors have equally important requirements. The exact minimum retention period varies with the specific data type, and the starting date is often context related e.g. period from an event like an accident, retirement or the advertisement of a product. This document is based on the previous......

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...Electronic records management (ERM) is the systematic method to managing electronic records for efficient storage and retrieval during their useful life cycle. This includes the creation and implementation of set time frames for the retention and destruction of the record (Brown, DeHayes, Hoffer, Martin, & Perkins, 2012). ERM has become an important part of organizations’ information security for several reasons. First, the Sarbanes-Oxley Act requires all publicly traded companies and their accounting firms to maintain all audits and reviews for a period of five years. The Internal Revenue Service can require a time frame of up to seven years. The Health Insurance Portability and Accountability Act (HIPAA) gives individuals access to any disclosure of their public health records up to three years (Brown et al., 2012). Another federal law regarding information security is the eDiscovery amendments to the U.S. Federal Rules of Civil Procedure. These amendments require organizations to follow a set of procedures regarding records retention and electronic information collection (Brown et al., 2012). These laws and regulations impose financial penalties and even imprisonment if not complied with and have triggered an increase in the importance of ERM. All organizations have digital liability, the liability pertaining to the mismanagement of electronic records by their employees. Digital liability management should be based on risk assessment and requires managers to......

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