NAME: NORAZLIAH AZREEN BINTI MOHAMMED HAMDAN

MATRIX NO: 2021870788

GROUP: BA2323A

Chapter 1 – Introduction to Records Management

a) Define these terms:

● Records management
Records management is a systematic control of all records from their creation, or
receipt, through their processing, distribution, organisation, storage and retrieval
to their ultimate disposition.

● Storage
Storage is the placement of records onto a shelf or into a file drawer, according to
a plan.

● Storage method
Storage method is a method of keeping records in a systematic way according to
an alphabetic, subject numeric, geographic, or chronologic plan.

● Alphabetic records management

Alphabetic records management is a method of storing and organizing records
based on letters of alphabets.

● Storage procedures
Storage procedures is series of steps for arranging records in an orderly way as
required by a specific storage method or records management system.

● Management
Management is the process of using an organization’s resources to achieve
specific goals through the functions of planning, organising, leading and
controlling.

● Records management program

Records management program is the systematic and consistent control of all
records, regardless of the media on which they are held, throughout their
lifecycle.

● Centralized records
Records that physically located and controlled in one area.

● Decentralized records
Records that physically located in he departments where they are created and
used.

● Records system
Record system is a group of interrelated resources such as people, equipment
and supplies, space, procedures and information. They are acting together
according to a plan to accomplish the goals of the records and information
management program.

● Record life cycle

The record life cycle is defined as a record's lifespan stated in five phases:
creation, distribution, use, maintenance, and final disposition. The phases of a life
cycle frequently cross paths.
NAME: NORAZLIAH AZREEN BINTI MOHAMMED HAMDAN
MATRIX NO: 2021870788
GROUP: BA2323A

b) List and explain four (4) categories of records in business. Provide example for each
answer.

1. Vital records
Vital record is required for an organization's continued operation. It is usually
irreplaceable and requires the highest level of protection. The examples of vital
records are legal papers, titles to property, articles of incorporation, reports to
shareholders and minutes of important board meetings.

2. Important records
Important records assist in performing an organisation’s business operation. It is
usually replaceable but at a hight cost and it is necessarily requiring high level of
protection. The examples of important records are personnel records, sales
records, financial and tax records, selected correspondence, report and
contracts.

3. Useful records
Useful records is helpful in conducting business operations. It is usually
replaceable at slight cost and low to medium degree of protection necessary. For
instance, useful records are bank statement and general correspondence which
is letters, memoranda and faxes.

4. Non-essential records
Non-essential records is record that do not have predictable value after they have
been use. This record is lowest degree of protection necessary. Then,
announcements and bulletins to employees, acknowledgements, and routine
telephone or email messages are the examples of non-essential records.

c) List ten (10) reasons why organizations keep their documents in a proper manner.

Ten (10) reasons why organizations keep their documents in a proper manner are
because:

1. Conduct business in an orderly, efficient and accountable manner.

2. Deliver care and services in a fair and equitable manner.
3. Support and document policy formation and managerial decision-making.
4. Provide consistency, continuity and productivity in management and
administration.
5. Facilitate the effective performance of activities throughout the organisation.
6. Provide continuity in the delivery of services.
7. Provide continuity in the event of a disaster.
8. Meet legislative and regulatory requirements including archival, audit and
oversight activities.
9. Provide protection and support in litigation of matters related to business
operation or activity.
10. Protect the interests of employees, management, clients, and present and
future stakeholders.

d) Briefly explain the four (4) record values and provide examples for each value.

1. Administrative Value
NAME: NORAZLIAH AZREEN BINTI MOHAMMED HAMDAN
MATRIX NO: 2021870788
GROUP: BA2323A

Administrative Value refers to records that help employees perform office

operations within the firm. The examples of administrative value are policy
and procedures manual, handbook, organisational charts.

2. Fiscal Value
Fiscal Value refers to records used to document operational funds and other
financial process. The examples of fiscal value are tax return, records of
financial transactions, purchase and sales order, invoices balance sheets and
income statement.

3. Legal Value
Legal Value is referring to the records that provide evidence of business
transactions. The examples of Legal Value are contracts, financial
agreements that are legally binding and deeds to property owned.

4. Historical Value
Historical Value refers to records that document the organisation’s operations
and major shifts of direction over the years. The examples of Historical Value
are minutes of meetings. corporate charter, and public relations documents.

e) List and explain four (4) characteristics of records.

Four (4) characteristics of records are:

1. Permanence
Information should be recorded permanent so that it can be used as
evidence. If a record is constantly changing, it cannot be used with certainty
to show that something had actually taken place or that someone has been
responsible for it.

2. Value as official source of information

Record should have authority in order to be the true, official account or report
that will have universal validity as the one true record.

3. Unique
Record are unique in that they are document of a single or individual event or
transaction that will be repeated in the same time, at the same place or for the
same actions.

4. Authentic
Records are supposed to be authentic in that they document accurately what
actually transpired, and indicate what was actually the state of affairs at a
particular point on time.

f) Briefly explain the five (5) phases of record life cycle.

Five (5) phases of record life cycle:

1. Creation
 Or receipt of record form outside the business
NAME: NORAZLIAH AZREEN BINTI MOHAMMED HAMDAN
MATRIX NO: 2021870788
GROUP: BA2323A

2. Distribution
 Refers to who gets the records either internal user or external user

3. Use
 Phase where records are commonly used for decision making,
documentation, or references in answering inquires, or in satisfying legal
requirement.

4. Maintenance
 When a decision is made to maintain a record for future use, it must be
stored, retrieved, and protected—three key steps in the record-keeping
process. Records must be stored (filed) in this fourth phase, which entails
preparing and placing records in their proper storage for use.

5. Disposition
 Records to be kept are relocated to less expensive storage sites within
the organisation or to an external records storage facility once a
predetermined period of time has passed.
 The records are disposed of once the number of years specified in the
retention schedule has expired, either by destruction or transfer to a
permanent storage place.

g) List the five (5) key elements of records management.

Five (5) key elements of records management are

1. Meeting business and client needs

Owning a business necessitates keeping track of a significant amount of
information, such as customers, sales, and inventory. It may lose track of
important company facts if don't have a good records management system,
which can lead to problems serving your customers.

2. Public record legislation

Owners of businesses must show accountability by providing the evidence
and information needed for any internal or external audit. Businesses that are
likely to execute contracts must have a variety of licences and permits.

3. Managing records as a valuable and expensive asset

Record is important for business to make decision or planning. Proper
records management helps to plan the future of your business.

4. Accountability for practice and service provision

Staying informed of customers, their orders, and the inventory to provide for
their purchases is challenging. Without a proper recordkeeping system,
tracking important details of your business may be impossible.

5. Accountability and quality of information and services

To protect the rights of the organisation, its employees, and anyone else
affected by its activities, ensure the availability of credible and authoritative
evidence.
NAME: NORAZLIAH AZREEN BINTI MOHAMMED HAMDAN
MATRIX NO: 2021870788
GROUP: BA2323A

h) Briefly explain the four (4) functions of records management.

Four (4) functions of record management are

1. PLANNING
Establishing goals or objectives and the method required to achieve them

2. ORGANISING
A step that calls for arranging the tasks, people, and other resources needed
to meet the goals set in the planning stage.

3. LEADING
Managerial behaviour such as training, supervision and motivation that
support the achievement of an organisation’s goals.

4. CONTROLLING
Measuring how well the goals have been met.

i) List and explain the four (4) features of records management program.

Four (4) features of records management program are:

1. Well defined goals understood by all workers

 For examples the goals of records management programs are to provide
accurate, timely information whenever and wherever it is needed, to
provide information at the lowest possible cost and to protect information
by designing and implementing effective measures for records control.

2. Simple, sound organizational plan

 Two types of records management program are centralised and
decentralised.
 Centralised records – physically located and controlled in one area.
 Decentralised records – physically located in the departments where
they are created and used.

3. Efficient procedures for managing each of the five stages in the record
life cycles.
 Organisation must clearly define the elements of the programs to achieve
objective or goals of a record management program.

4. Well-trained staff
 An administrative assistant and a manager occupy most of their time
handling records in a small office.
 Specialised staff or supervisor directs the work of several records clerks in
a large organisation.

j) Differentiate between centralised records and decentralised records.

Centralised records Decentralised records

NAME: NORAZLIAH AZREEN BINTI MOHAMMED HAMDAN
MATRIX NO: 2021870788
GROUP: BA2323A

 Physically located and controlled in  Physically located in the departments

one area. where they are created and used.

k) Identify the six (6) GOALS of records management program.

Six (6) GOALS of records management programs

1. To provide accurate, timely information whenever and wherever it is needed,

2. To provide information at the lowest possible cost.
3. To provide the most efficient records systems, including space, equipment,
and procedures for creating, storing, retrieving, retaining, transferring, and
disposing of records.
4. To protect information by designing and implementing effective measures for
records control.
5. To determine methods for evaluating all phases of the records and
information management program.
6. To train company personnel in the most effective method of controlling and
using records.

l) Identify and explain the problems in records system.

The problems in records system are:

1. MANAGEMENT
 No overall plan for managing records problems
 No plan for retaining or destroying
 No standard for evaluating workers

2. HUMAN PROBLEM
 Lack of concern about he importance drawers and folders, hording of
records and assuming that people know how to use the files for storage
and retrieval or records.

3. INEFFICIENT FILING PROCEDURES

 Overloaded and poorly labelled drawers and folders, failure to protect
records and misfiles resulting in lost records or slow retrieval.

4. POOR USE OF EQUIPEMENT

 No equipment standards, no use of fire-resistant equipment and improper
type of storage containers for records.

5. INEFFICIENT USE OF SPACE

 Crowded working conditions, poor layout of storage area and inadequate
use, or absence of microfilmed records.

6. EXCESSIVE RECORDS COSTS

 Inefficiency due to the above problem.
NAME: NORAZLIAH AZREEN BINTI MOHAMMED HAMDAN
MATRIX NO: 2021870788
GROUP: BA2323A