DPK40153

RECORD MANAGEMENT

(SESI II 2023/2024)

PROBLEM BASED SCENARIO

PREPARED FOR:
NAZZATU SYIMA BINTI ABD RAHMAN

PREPARED BY:
GROUP MEMBERS MATRIX NUMBER
RASYA ALYA BINTI NORDIN 17DSK22F1031

KHADIJAH BINTI RAGHVENDER SINGH 17DSK22F1047

YADAV
IFFAH NAFISAH BINTI KAMIL ZAIRI 17DSK22F1050

NOR AISYAH BINTI AZNIZA 17DSK22F1060

CLASS:
DSK4B

PROGRAMME:
DIPLOMA IN SECRETARIAL SCIENCE
1. Five (5) types of information that company should determine before the selection
and design of an alphabetic record system:
● The total volume of records to be stored
- Space requirement is important to ensure the understanding of the
total volume that can help determine the amount of physical space
needed for storage. For example, Mr. Wright’s count of every
blueprint and contract to determine space requirements.

● The expected activity in the files. Estimate of how many times records
- Accessing files frequently is vital because knowing how often files
will be accessed helps determine their placement within the
systems.

● The length of time records is to be kept

- The importance of access and retrieval because knowing the length
of time records will be kept helps determine their accessibility
needs.

● The efficiency of the filling personnel

- It is time saving because an efficient filing system allows for quick
and easy retrieval of documents when needed which saves time
and reduces frustration associated with searching for misplaced
records.

● The time and resources available for training personnel

- Critical for use of resources because investing time and resources
in training personnel can lead to long-term efficiencies and cost
savings by reducing errors, improving workflow and maximizing the
benefits of the new filing system.
2. Six (6) procedures for storing correspondence records :
● Inspecting
- Checking a records for its readiness to be filed.

● Indexing
- Develop an indexing system that allows for easy retrieval. This
could involve alphanumeric codes, dates or subject matter tags.

● Coded
- Assigning files to records to be classified. Filing segment can be
coded in any one of several ways.

● Sorting
- Sort the records in the order they will be kept and filed.

● Stored
- Storing is an important task in the office because it is the actual
placement of records in storage containers.

● Cross-referenced
- Entry in a file or list that indicates the record has been stored
elsewhere.
3. FIVE (5) factors in appropriate selection of storage equipment:
● Type and volume of records to be stored and retrieved
- Basic step in making the best choice of storage equipment and
supplies. Records in different formats or media such as papers,
books, computer disks, video.a record inventory also shows the
current volume of stored records.

● Degree of required protection of records

- Records that are vital to the operation need fireproof or fire
resistant storage equipment.

● Efficiency and ease of use of equipment and systems

- The simpler the system is to understand, the easier it is to use.
Time saved by personnel who stored and retrieve records means
dollars saved.

● Space consideration
- Based on the volume of documents and the predicted growth of the
company, choose storage equipment that can accommodate
current and future needs.

● Cost
- Evaluate the cost of storage solutions against the budget, including
initial setup and ongoing maintenance costs.

4. TWO (2) subject record arrangement:

● Dictionary arrangement - contains a list of words in alphabetic order.
● Encyclopedic arrangement - contains a list of words and related topics in
alphabetic order.
5. THREE (3) subject filing guidelines:
● Use one-word subject titles whenever possible
- One-word titles are easier to remember and use consistently,
promoting user friendly navigation and management records.

● Use plural titles whenever possible

- Adopting a consistent use of plural titles across the filing system
promotes uniformity and clarity, reducing confusion and enhancing
organization.

● Consider combining filing methods when subdividing and sub-sorting

records in large subject filing systems. For examples, subdivide records
first by subject and then alphabetically by location or name, numerically by
record or document number or chronologically by date.
- Combining multiple filing methods such as alphabetical or
numerical can improve the accessibility and retrieval of records by
offering various entry points and search options.
6. FIVE (5) need of geographic records management:
● Location
- Choosing the right location can provide access to a target market,a
favorable business environment, and potential customer. On the
other hand, a poor location may result in limited customer traffic,
increased competition, and higher operational cost.

● Business activities spanning wide geographic areas demand intelligent

business decisions based on locations
- By making intelligent decisions based on locations specific insights,
businesses can optimize the operations tailor their marketing,
strategies, and effectively serve their diverse customer base.

● Organizational decisions about operational locations require maintaining

records by those locations
- By organizing and analyzing this information by location,
businesses can gain a deeper understanding of the strengths and
weaknesses of each location.

● Not all needed information regarding location is so obvious when

organization consider spending their markets
- They may not have access to all the necessary information about
the location. Gathering reliable information about the new location
becomes crucial to access risk potential, understand the
competitive landscape, make informed decisions about market
entry or operational expansion.

● Good management decisions are based on reliable information and

operational records collected and stored by location help provide it
- By analyzing location specific records, businesses can identify
trends, evaluate performance, and measure the effectiveness of
strategies and initiatives. This information helps management make
informed choices, and adapt their operations to maximize success.