FACULTY OF BUSINESS MANAGEMENT

BACHELOR OF OFFICE SYSTEM AND MANAGEMENT

INDIVIDUAL REPORT

ASM 501 (BA232 3B)

PREPARED FOR:
MADAM SURYANI CHE DIN

PREPARED BY:
AMIR ISKANDAR BIN ROSMAN (2021899926)

COMPANY: STARBUCKS

 table of
CONTENT INTRODUCTION TO THE RECORDS
acknowledgement introduction
MANAGEMENT PROGRAMS
Page 01 Page 02 Page 03 to 04

ADVANTAGES AND
PROCEDURES/PROCESS/WORK
DISADVANTAGES OF THE
FLOW OF RECORD conclusion
ELECTRONIC DOCUMENT
MANAGEMENT PROGRAMS
MANAGEMENTS SYSTEM
Page 05 to 07 Page 08 Page 09

recommendation references appendices

Page 10 Page 11 Page 12
 acknowledgement
Thanks be to Allah SWT first because we were able to complete the Advanced Records
Management project report (ASM501) successfully thanks to His grace. I am thankful because I
managed to complete my Individual Report within the time given by Madam Suryani Che Din.
This report cannot be done without her guidance and encouragement in finishing this report. I
would like to thank Madam Suryani for giving a clear guideline and full explanation to make
sure her students understand about their assignment. I would also like to thank my friends
who always help me try to understand everything about the task given.

Page 01
 Page 02
"MISSION"

introduction
To inspire and nurture the human spirit one person, one cup
PRODUCT & SERVICES
and one neighborhood at a time.
Coffee

Beverages
"VISION" Food
To establish Starbucks as the premier purveyor of the finest Drinks
COMPANY BACKGROUND coffee in the world while maintaining our uncompromising Merchandise
Starbucks Corporation is an international
principles while we grow.

coffee and coffee house chain based in

Seattle, Washington, United States. ORGANIZATION CHART
In 1983, Starbucks bought Peet’s Coffee the
same year, Howard Schultz who was hired
in 1982 to manage the company’s retail
sales and marketing, took a buying trip to
Italy, where another coffee revelation took
place.
Starbucks in 1998 entered into a long-term
licensing agreement with Kraft Foods, Inc.
for the marketing and distribution of
Starbucks whole bean and ground coffee
into grocery, warehouse club, and mass
merchandise stores.
 INTRODUCTION TO THE RECORDS MANAGEMENT PROGRAMS

An electronic document management system (EDMS) is a software system for organizing and
storing different kinds of documents. This type of system is a more particular kind of
document management system, a more general type of storage system that helps users to
organize and store paper or digital documents. EDMS refers more specifically to a software
system that handles digital documents, rather than paper documents, although in some
instances, these systems may also handle digital scanned versions of original paper
WEBSITE
documents.

Starbucks are using website page and mobile application to connect with their customer as they
can buy their products virtually. Therefore, the method of storing data from both website page
and mobile application are the combination of subject and geographic storage method. “The
benefits of collecting customer information are vast. One benefit of having this data is that it
allows businesses to give shoppers a more personalized shopping experience by understanding
their likes and dislikes” by Jeffrey Wisard (2016).

As defined by National Archives of Malaysia (2011), electronic files are a set of related electronic
records held in a tightly bound relationship within the business system and managed as a single
object. Type of electronic files kept in the system are customer’s database and product available
MOBILE APP in the organization such as customer’s address, their email, phone number etc.
Page 03
SUBJECT STORAGE METHOD
An alphabetic system of storing and
retrieving records by their subject or topic
Starbucks used this subject storage method
to arrange their products on the website &
mobile applications.

geographic STORAGE METHOD

Geographic storage system that stores
information about store around the country.
This system detect which outlet are closest and
make it easier for people to order and take.
Starbucks use this system to pin the location of
their store on the maps.
Page 04
procedures/ process/ workflow
CREATION & STORAGE
Creation is define by “when information is
received internally or externally in any form,
including digital, print and video, it
becomes a record.” - Choi Chow (2019)
In the creation process, Starbucks will be
receiving an order from customer after
they confirmed their order.
“Creating understandable and logical
document or file names is essential to easy
and quick retrieval of records” by Laura
Millar (2009).
Page 05
DISTRIBUTION & USE
Then, the records of customer’s order will
be saved online.
The records of customer’s will be used for
reference purpose if there are any
circumstances relating to the issues of
customer’s order.
Electronic document distribution is used
by companies as a cheap, fast, and
secure way to send customer invoices
and statements, and dunning letters using
the internet. - Lee (2015)
m o r e
procedures/ process/ workflow
MAINTENANCE
“Ideally, someone should be appointed to
manage the electronic file structure. Often this
responsibility is assigned to the IT or legal
departments.” - K J, McCorry (2009).
At Starbucks, all the record must be captured
and stored.
File maintenance is performed on computers
or servers that are serving a vast amount of
files by Computer Hope (2019).
Page 06
TRANSFER TO RECORD CENTER,
ARCHIVES OR COMPUTER DRIVE
Transferring records can be define as the
relocating of records from one storage area to
another (ARMA International, 2000)
Transferring the inactive record of the customer’s
order to the suitable storage for future used.
Any of the business record internal or external will
be transferred to the computer drives before it
has been scheduled for retention and disposition
process.
m o r e
 Page 07
procedures/ process/ workflow

RETENTION AND DISPOSITION PROCESS

OF THE ELECTRONIC RECORDS
Then, the records may prepare for
retention and disposition scheduled
After the records are being transferred,
records will be determining into its value
and decide what records should be kept
and for how long
Stephens, D. O., & Wallace, R. C. (2000)
define electronic records retention is the
act of retaining computer-based records
in digital storage media for specified,
predetermined periods of time.
 ADVANTAGES DISADVANTAGES

ENHANCED DATA DEPENDENCY ON

STORAGE TECHNOLOGY
ADVANTAGES AND DISADVANTAGES OF THE EDMS

DIFFICULTY IN
IMPROVED PRODUCTIVITY CLASSIFYING DOCUMENTS

BETTER
TIME-MANAGEMENT CONFUSION OF SIMILAR NAME

Page 08
 Page 09

conclusion
Documentation is an important element of the functions and operations of an
enterprise. The management of documents is equally important for safety, quality
control, and regulatory compliance. Electronic document management systems also
provide a certain useful function to help the businesses in their daily task. These
systems provide several core functions including the creation or capture of electronic
documents, optional workflow tools, storage sub-systems, communication tools,
search and retrieval capabilities, and output sub-systems. Over time, their importance
and use had increased, and document management was defined as organizing and
maintaining documentation about specific tasks and processes.
 Page 10

recommendation
Starbucks can improve their electronic records management system in keeping the customer’s
personal data. It is to avoid any misused personal data of the customer. They can improve it by
tightened the access control of customer personal data or stored it in the special
documentation.
Simplicity is especially important when defining a security model for an EDMS by Kathie Clark
(2012). The name of any subject on the website or mobile apps of Starbucks should be labelled
based on simplicity. Simple names or subject will increased the efficiency of it uses.
Starbucks can improve their mobile app about store location, they need to let customer to
choose a store far away if nearby store are closed.
Display a map of nearby stores with total time to reach plus the time to get the order ready in the
selected shop based on traffic data and queue in each store.
Automatically choose the best store for the customer depending on total time at each store,
giving an option of changing the store if required.
 Page 11

references
Bean, J. (2021, December 7). Analyzing and Predicting Starbucks’ Location Strategy. Medium.
https://towardsdatascience.com/analyzing-and-predicting-starbucks-location-strategy-3c5026d31c21

E. (2022, July 1). Advantages and Disadvantages of a Document Management System. Enadoc
https://www.enadoc.com/advantages-and-disadvantages-of-a-document-management-system/

Records Storage Systems – The Association for Office Professionals of South Africa NPC. (2022). The Association for Office Professionals of South
Africa NPC.
https://www.opsa.org.za/records-storage systems/

Starbucks Malaysia. (2022). Starbucks Malaysia.

https://starbucks.com.my/

Tushev, V. (2021, September 19). 7 Benefits of Electronic Document Management System for Your Business. Part 3. ProCoders.
https://procoders.tech/blog/advantages-of-electronic-document-management-system/

Lee. (2017, July 14). How Electronic Document Distribution and Document Management are taking the Paperless Office from a dream to a reality.
Retrieved from
https://netsend.com/blog/electronic-document

Stephens, D. O., & Wallace, R. C. (2000). Electronic records retention: Fourteen basic principles. Information Management, 34(4), 38.
http://users.umiacs.umd.edu/~oard/teaching/708x/spring12/readings/stephens.pdf

RECORDS MANAGEMENT. (2017, July 13). RECORDS MANAGEMENT.

https://slideplayer.com/slide/1573744
appendices

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