ASM501

ADVANCED RECORDS MANAGEMENT

INDIVIDUAL PROJECT REPORT
TITLE: FUNCTIONS AND ACTIVITIES IN
PRACTICING ELECTRONIC DOCUMENT
MANAGEMENT SYSTEM (EDMS) FOR BATA
MALAYSIA.
PREPARED BY:
NURUL JAZMIN BINTI SHAMSUDIN
2020959547
BA2323A
PREPARED FOR:
MADAM SURYANI BINTI CHE DIN
1.0 introduction
1.1 company bacKground
1.2 mission and vission
1.3 product offered
1.4 organization chart

2.0 body of report

2.1 electroNic record
management sytem (edms) of
bata malasyia
2.2 procedures of the
records management program
2.3 advantages and
disadvantages of subject
storage method of bata
malaysia

3.0 conclusion and

recommendations

4.0 references

5.0 appendices
 1.0 INTRODUCTION OF BATA
MALAYSIA

COMPANY BACKGROUND

Bata company is founded by Tomas Bata in 1894 who

is born in Czechslovakia. Today, Bata has become one
od the company that is trusted globally that offers a
fashionable and affordable footwearto every member
of the family. Bata as about 5,000 of international retail
locations in over 70 countries and serving ove one
million customers per day.

MISSION VISION

PRODUCT OFFERED
Bata Malaysia has offered
a product that is suitable
for age of community
which is shoes. From sport
shoes, sneakers, heels
annd even sandals are
available for all ages.

ORGANIZATIONAL CHART
 2.0 BODY OF REPORT
2.1 BATA ELECTRONIC RECORDS
MANAGEMENT SYSTEM

Definition
Electronic Records Management System or EDMS is a
electronic software that are designed to centralize an
organization's relevant document and records by
replacing outdated, disparate or manual systems. In
order to ensure the efficiency of the records control of
the organization, Bata Malaysia has implemented the
strategy by using EDMS in their organization. The use of
EDMS by Bata Malaysia has enable them to streamline
collaboration, facilitate compliance and also simplify the
record version in the organization.

NETWORK
Network is an information technology that is connected
to at least two computer systems, either by a cable of
wireless connections for the purpose of exchanging
data and sharing resources. Bata Shoes Malaysia use
Wide Area Network (WAN) for the organization. Wide
Area Network or Wan is a network that connected over
the large geographical areas around the world so that
Bata Shoes can easily communicated with other
branches around the world.

SERVERS
A serve is a computer system that provides resources,
data, services and programs to other computers which is a
client, over a network. Bata Shoes Malaysia use Artificial
intelligence (AI) which is a software that performs a task
on par with human expert. By using Artificial Intelligence,
Bata can increase the efficiency of the service and lower
the rate of error occurs also ensure the performance goes
smoothly.
 Software
Software is a collection of instruction, data or programs
used to operate computers and execute specific tasks
which is a apposite hardware that describes the physical
aspects of a computer. Bata Shoes Malaysia use a
software name R/3 or known as SAP S/4HANA which is
an information system that is designed to coordinate all
the resources, information and activities needed to
complete the business processes.

Storage
Storage is a process through a digital data that
is saved within a data storage device as a
computing technology. Storage is a mechanism
that enables a computer to retain data, either
temporarily or permanently. Storage also can be
referred as computer data or electronic data
storage. Bata Shoes Malaysia use Electronic
Document Management System (EDMS) for their
computer data and electronic data storage to
store all the data in one place.

The Method Use in Organizing

the Electronic Files.
The method use by Bata Shoes Malaysia to
organizing their electronic files is subject record
management which is a records management
based on alphabetic system of storing and
retrieving records by subjects or topic. This system
used to keep all the related records together under
specific categories as an example, Bata Shoes
Malaysia restored all their customer personal data
such as address, name, phone number, full name
and other related data as certain categories so that
it will be easier for the organization to manage the
data storing.

Quality Assurance
Bata Shoes Malaysia has go through some of the
quality assurance such as EN ISO 20347 and ESD
BS7971 to ensure the quality of their products
 2.2 PROCEDURS OF THE
RECORD MANAGEMENT
PROGRAM

1. Creation and Storage

Bata Shoes Malaysia will firstly store the
information that they get from their customer in
the storage that has been secured.
Bata Shoes get a of their customers information
during the registration process that required their
customer to fill some of the information required
before purchasing their product in their websites,
The website that is being used to collect are Bata
apps that available in Google play or Apple App
Store and Bata official websites.

2. Distribution and use of Electronic Files

The record of the information received from
customers are then being distribute and send to the
person in charge which is staff of Bata Shoes
Malaysia to arrange the files in accordance with the
record storage and backup for the records to avoid
any missing files due to unusual event.
All of the records are then use for the organizations
improvement in term of product quality, service
quality, answering any inquiries or any issues that
occur .

3. Maintenance of the Electronic Files

Bata Shoes Malaysia will then secure all the
information they get as stated in their policy. The
records will be retrieved, protected and store in
their official storage to ensure that all the record
are secure from any third party.
To ensure the effectiveness of the storage
method, Bata Shoes Malaysia will update their
electronic files gradually.
4. Data Backup and Restore to Record Center
Record center is a building that is specially
designed for a low cost of storage and
maintenance of semi current records of the
organization.
Bata Shoes Malaysia will send the records to their
records center for future usage but, not all the
records will be store at their records center, only
some records that is consider as important will be
store in record center.

5. Retention and Disposition of

Electronic Records
After every 6 months, Bata Shoes Malaysia will
disposed all the records that they keep and
replace it with new records.
Bata Shoes Malaysia must ensure that their
customer receive the right product when the
customer buy through online purchasing, so Bata
will use the records to check the purchasing
detail and other information needed to ensure no
issues and error occur due to inefficient system.
The inefficient system can cause a bad review
from the customer which will effect negatively on
the quality services of Bata Shoes Malaysia and
cause more damage to the organization itself.
2.3 advantages and disadvantages of
subject storage method of bata
malaysia

advantages

1. The subject storage method which is use by Bata

Shoes Malaysia are one of the easiest storage
method.
2. All the records can easily be found in the system.
3. Subject storage method ensure that the records
are not scattered throughout the files.

DISADVANTAGES
1. Subject storage method might be difficult to
select as the subject titles are concise, clearly
defined and uniformly.
2. The inconsistency of the subject title coding on
records can make the storage and retrieved
process more difficult.
3. Subject storage method is one of the most
expensive storage method because an
experienced filers are required to do the job.
 3.0 CONCLUSION

As a conclusion, Bata Shoes is one of the

established brand with strong presence more than
70 countries and 5,000 stores worldwide with
over 100 years of history in the shoe business.
Bata Shoes always put their product quality and
service quality as their their priority with clear
mission and vision. The usage of subject storage
method by Bata Organization is a great choice
because it is the most effective method to
records the customer information such as
address, name, purchasing information and their
detail in a large quantity. Moreover, Bata has a
good electronic records management system
which is great for the company as it will help in
improving both internal efficiency and the overall
business competiveness. In addition, Electronic
Document Management System (EDMS) is
actually one of the effective and safest method to
store all the customer records and files as EDMS
is known as their quality and effectiveness of
document management system. Furthermore, this
system will enable the employees to locate, store
and retrieved all the record document with just
one click. With all this comfort, the employees will
feel more happy and can easily adapted to the
advanced system and automatically will increase
the efficiency of productivity of the employees.
RECOMMENDATION

The first recommendation that I

would like to recommend to Bata
Shoes Malaysia is Bata Shoes
Malaysia should distributed the
work process of storing the
document by one department only
so that it will be easier for the
employees to do their job within
their job scope.

Second recommendation that I

would suggest to Bata Shoes
Malaysia is to limit the access of
employees only to those who are
related to the restoring process
and put any security action such
as password to ensure the
safeness of their customer
information from third party.

Third and last recommendation

that I would like to suggest is Bata
Shoes Malaysia should consider of
the cost when updating their
system and software as the cost is
expensive and Bata Shoes
Malaysia must change their focus
to increase the smoothness of
their software by adding only
adding the useful tools in their
apps and software.
 4.0 REFERENCES

1. Bata Shoes Company Ltd - Assignment

Point retrieved at
https://www.assignmentpoint.com/busi
ness/organizational-behavior/bata-
shoe-company-ltd.html as at 27 April
2021.
2. Bata Company Analysis - UK Essays
retrieved from
https://www.ukessays.com/essays/mar
keting/bata-india-company-analysis-
and-breakdown-marketing-essay.php as
at 28 April 2021.
3. Casual Shoes, Work & School Shoes
|Bata Malaysia retrieved at
https://www.bata.com.my/ as at 27 April
2021.
4. Safety Shoes Bata Industrial Europe
retrieved at
https://www.bataindustrials.com/ as at
28 April 2021.
 5.0 APPENDICES

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