UNIVERSITI TEKNOLOGI MARA

FACULTY OF INFORMATION MANAGEMENT

Foundation of Records Management (IMD123)

FINAL PROJECT: PROPOSAL ON SAMSUNG ELECTRONIC CO. LTD

PREPARED BY:

NUR SHAHZAN AULIA (2021631102)

SITI NAZIRA BINTI MOHD SAWAWI (2021860962)

SITI FATANIAH BINTI ZAMRI (2028518861

NOOR SHAZIRA BINTI RUSHAN (2021479112)

PREPARED FOR:

MADAM NOR DIANA

GROUP:

JIM1102A

DATE OF SUBMISSION:

WEEK 14
 ACKNOWLEDGEMENT

To prepare for our assignment, first of all, we would like to say a million thanks to our
teammate who has produced a good proposal on the final project. Therefore, not to be

forgotten to our beloved lecturer, Madam Nor Diana bte Abd Rahman because she gave

us the chance to write this proposal and give us the guideline for this assignment from the

beginning until the end of this FINAL PROJECT.

In addition, we would like to show our gratitude to our family who always prays for

our success. We all know that the prayers of parents are the most mustajab for a child
with the permission of Allah SWT. Last but not least, also a big thank you to those who
helped us directly or indirectly. We felt grateful enough for having supportive classmates

whenever we were working on this assignment

INTRODUCTION

First and foremost, our purpose for this project pertains to the final project as students of
IMD123 Foundation of Records Management to make our way out for the second semester this
year. Not only that, but we also want to make ourselves clear about this subject matter and it
can help us apply in our life. As an information student, we should know how to manage things
like files and records. As we all know, many companies in Malaysia did have their own way to
keep the records and files. The difference from that, the record and files organize neatly or

oppose. So, this project not only can help us as students, meanwhile the company that we go
through can improve how they manage the file and records.

To make it clear, our target company for this final project is Samsung Electronics Co. Ltd .
This company is the oldest company from the gadget technology production category all
around the world. We don’t know how they manage their registry from their beginning until now.
Thus, we can know and understand this famous company how they manage their own registry

all around the world. In addition, the goals of records management can help us understand
more, that is to create the right information and records in this company. Other than that, to
ensure the right records are used in making decisions for producing the best products. Lastly, to
ensure records are created and maintained in inappropriate formats. From that, we can keep
the company among the best gadget and technology production all around the world.

Lastly, Samsung Electronics Co. Ltd especially the Malaysia headquarters need to identify
records management requirements when undertaking records appraisal or when designing and
implementing a records management system because the legislation of records has their act .
So, to keep the company operation running smoothly by law, they must follow the act like,
NATIONAL ARCHIVES ACT 2003 (ACT 629) and others. Apart from that, we can know how to keep
the registry in the company running smoothly because whoever can manage the registry
properly, they can succeed.
ORGANIZATION BACKGROUND

The Samsung Group is a South Korean corporation with a number of affiliated

businesses. It is one of the biggest companies in Korea, contributing around one-fifth of
all exports while specializing mostly in the electronics, heavy industry, construction, and
defense sectors. Lee Byung-Chull established Samsung, a South Korean firm, in March
1938 as a grocery trade business. A black-and-white television was the company's first
electronic product when it entered the electronics market in 1969. The firm quickly
expanded into the export of its goods and grew to be a significant producer of
electronics in its own nation. The business bought a 50% share in Korea Semiconductor in
1970. On March 1, 1938, Lee Byung-chull established Samsung as a commercial business
with headquarters in Taegu, Korea. The modest business, which began as a grocery shop
with only 40 workers, traded and exported commodities made in and around the city,
including dried Korean fish and vegetables as well as its own noodles.

In 1947, the business quickly expanded to Seoul, but it soon fled when the Korean

War started. After the war, Lee founded the Cheil Jedang sugar mill in Busan. He later
expanded into the textile industry and built the biggest wool factory in Korea. Samsung,

which is seeing tremendous expansion in the insurance, securities, and retail industries, has
identified successful diversification as a growth strategy. In the 1960s, Samsung formed a

number of specialized electronics parts and joined the electronics market. Samsung
Electronics Devices, Samsung Electro-Mechanics, Samsung Corning, and Samsung

Semiconductor & Telecommunications were a few of the company's early electronics

divisions. Samsung built their initial facility in Suwon, South Korea, in 1970, where they
began producing black and white television sets. Between 1972 and 1979, Samsung

began selling washing machines, turning into Samsung Petrochemical and then Samsung
Heavy Industries, and in 1976, sold its 1st millionth B&W television.
REGISTRY

As we all know register is one in all of vital half in every organization, however once

point out registry what's extremely suggests that and the way company will have the

benefit of it. A registry could be a unit at intervals organization. Basically, it is liable for

managing the records of that exact organization. register ensures that there's an honest

flow of recorded data within the organization or conjointly called the register Unit, Mail &

File Registration Unit or Mail Unit. There are 3 varieties of registry that are centralized

registry, decentralized registry and part centralized. register serves many more functions.

one in all them confirm that measures are dropped at the notice of the staff concerned

to be taken on a file. As we all know, once having an enormous organization there should

be plenty of labor sheet files, documents and letters that can be send

and held.

With registration the employees will keep a track on what document they have

and what work set up they operate on. Next registry conjointly functions when making

sure that files and alternative varieties of documents are preserved safely and simply

accessible. it's as a result of registry space style to stop folks stealing or natural disasters

from destroying it. Moreover, with a

register it is straightforward for workers to search for the document they got to operate on.

i. Types of registry propose

In this proposal, we would like to suggest the best types of registry to use for record
management in your company. As Samsung Co. Ltd has a reputation for creating creative high-
end technology, home and living business, and gadget technology, we suggest using a
centralized registry. Centralized registry manages active records and file classification systems,
as well as use, maintain, save, and remove records in a single application location. Centralized
registry can control all this component which is the records system ,the records staff, the
allocated space for the registries and the records equipment and technology supplies.

There are several benefits for centralized registry . One in every of them is there is
intellectual management over the records in step with the uniform policy, centralized mail
operations, centralized courier services, classification scheme, procedural practices, description,
operation, scheduling, and disposal standard. Furthermore, owing to centralized registry it is
merely specialized in one place and the confidentiality of data is a lot of simply safeguarded.
Some of this registry generally has been secured with word or key and every one the documents
in and out are perpetually managed by record managers. Moreover, because of this sort registry
Records creation is in accordance with a file style therefore we will guarantee no duplication
records. Organizations with no written account can reason behind duplication of data and result
in confusion and waste of cash and space.

We hope our proposal pertaining to types of registry that are suitable for your company
can be considered wisely.

ii. Registry room requirements

• Location

A registry, as we all know, is a location for the preservation and storage of active public

office records, where all forms of information, communications, papers, and official government

records are accepted, registered, filed, and preserved. As a result of the purpose, the register

room should be positioned in the Management Services Division to minimize catastrophe causes

such as water ingress,

fires, and so on. The registration locations should be well above level 1.

• Area and space

 Rooms are key places that must be included in the registration, as are open counters for

receiving letters and papers, as well as storage space. Aside from that, it should have two (2)

workplaces in that region and space, thus a mail management workstation and an active file

management workstation. As a result, it should also include office equipment space and

workstation

workers.

In addition, here is a calculation for the registry room:

For 1 Square Meter Site Area

(Calculation Based On Mobile Storage Rack

107cm Long X 84 Cm Wide X 483 Cm High).

100cm / 4 Cm (Active File Thickness)

= 25 Files

For 6 Level Shelves

= 25 Files X 6 Level

= 150 Files
For A Site Area Of 1 Square Meter

= 150 Front Panel Files + 150 Back Panel Files

= 300 Files Per Square Meter

 FIGURE 1.0

• Building materials and structures

Building materials for the Samsung Company Registry Room must contain these four (4) elements:

Non-flammable /

Water-resistant /

Floor strength /

/
Must be capable of carrying
loads of up to 1,500 KG per
square meter

• Equipment and equipment

List of the Samsung Company registry room equipment and supplies:

NO FORMAT QUANTITY
1. ICT Equipment and Hardware

1.1 3

Scanner machine

(depending on the number of scanned letters

and scanner capabilities

1.2 Computer 5

1.3 Laptop/Notebook 1

1.4 Printer 2

2. Communication tools

2.1 Telephone 4

2.2 Fax 1
 3. Equipment and Hardware in the Registry

3.1 Shelves and cabinets

3.1.1 Pigeonhole (locked) 2

3.1.2 Based on needs

Mobile shelves
i. Open file’s room ii.
Classified file’s room

3.1.3 Statistic shelves Based on needs

3.1.4 Plan filing cabinet Based on needs

3.1.5 Cabinets (locked) Based on needs

3.1.6 Four (4) drawers/cabinets with three (3) Based on needs

stainless steel bar

3.1.7 Pocket file 20 units per

bay/level/row

3.2 File equipment and facilities

3.2.1 File box

3.2.2 Stool 2

3.2.3 Trolley 1 small size and 1 large

size

3.2.4 Transit desk 2

3.3 Air and room temperature controls

3.3.1 Air conditioner Centered

3.3.2 Dehumidifier 1

3.3.3 Thermos hygrograph 1

3.4 Books, cards, and register forms

3.4.1 Mailing register list (Am 10-Pin.3 / 80)

Based on agency /
purchase requirements
for one year
3.4.2
The official secret mails registry book on the
schedule and associated with it (General
Register Based on agency /
purchase requirements
Book 492
for one year

3.4.3
The official secret mails registry book off the
schedule and associated with it (General
Register Based on agency /
purchase requirements
Book 492 A)
for one year

3.4.4 Based on agency /

purchase requirements
for one year
List of official secret documents off the
schedule of the

Official Secrets Act 1972 and related to them

which has been classified (Am 492 B)

3.4.5 Master List

Based on agency /
purchase requirements
for one year

3.4.6 Handwriting booklet (Am 109-Pin.3 / 82)

Based on agency /
purchase requirements
for one year
3.4.7 Receipt slip (Eq. 67-Pin.3 / 87)

Based on agency /
purchase requirements
for one year

3.4.8 Card / book / file receipt form

Based on agency /
purchase requirements
for one year

3.4.9. White file cover (Am 435 Pin 1/80)

Based on agency /
purchase requirements
for one year

3.4.10 Green file cover (Am 436)

Based on agency /
purchase requirements
for one year

3.4.11 Pink file cover, red cross front, and back (Am
437)

Based on agency /
purchase requirements
for one year
3.4.12 Yellow file cover, red cross front, and back
(Am
437)
Based on agency /
purchase requirements
for one year

3.4.13 Minutes (Kertas Am 6)

Based on agency /
purchase requirements
for one year

3.4.14 Small cover (Am 435A-Pin.1 / 82)

Based on agency /
purchase requirements
for one year

3.5 Fire Detection and Prevention Tool

3.5.1 Fire extinguisher 3

3.5.2 Smoke/heat detector

3.5.3 Water sprinkler/powder / gas sprayer 2

3.5.4 Alarm
3.5.5 Fire-resistant door

3.6 Machine tool

3.6.1 Shredder machine 1

3.6.2 Frame machine 1

3.6.3 Printing machine 1

3.7 Systems application

3.7.1 Mail/file registration system

3.7.2 Bar code system

3.8 Act/instructions/guidelines/manuals/SOPs

3.8.1 Act/policy/circular/circular letter/record

management guide

3.8.2 Act / Circular / Circular Letter / Guidelines of

Classified Records

3.8.3 Records Management Guidelines issued

internally by the agency
 3.9 Signage

3.9.1 No smoking 1

3.9.2 No entry 1

3.9.3 No foods and drinks 1

3.9.4 Name tags of the officer in charge Based on needs

3.9.5 Signboard 2

• Temperature and humidity control

The relative humidity (RH) of the air is a measurement of its water vapor content. It is the

amount of water vapor in the air represented as a percentage (percent RH) of the amount

required to achieve saturation at the same temperature. So, in order to preserve the life of the

record, relative humidity in the Samsung Company Registry Room should constantly be

managed by installing the following

elements:

NO FORMAT RELATIVE HUMIDITY (RH)

1. 20°C +/- 2°C

Paper
i. File ii.
Card
iii. Borders iv. Computerized and
paper-based printing
 2. Paper 50% RH +/- 5%
i. Map
ii. Plan
iii. Chart

3. <18°C +/-2°C
Photography Media
35% RH
• Black and white
i. Movie
ii. Sheets film iii. X-rays iv.
Microfilm
v. Glass plate photos

4. Photography
Media
<5°C
• Colors
35% Relative Humidity (RH)
i.
Movie +/- 5
ii.
Sheets film

5. 18°C +/- 2°C

Magnetic Media
35% RH +/- 5%
i. Tape and computer discs
ii. Videotape
iii. Audiotape
iv.
Optical disc

6.
Optical Media
i.
Compact disc and mini disc 15-16°C
ii.
Laserdisc 35% RH +/- 5%

7. 20°C +/2°C
Others
50% RH +/- 5%
i. Gramophone
ii. Model
iii. Objects
iv.
Mixed media items

• Light
 Light is another important aspect of the Samsung Company registry room. However, there

are two (2) sources of light in fundamental learning: sunshine and light. So, in order to have better

lighting in the register room, the lights should have a light filter to prevent ultraviolet rays. Registry

rooms should

also use the area and space with windows or glass walls that have thick and dark curtains (tinted)

• Security of Registry Room and Record Room

The authoritative materials on security in the Malaysian government are protected by the

Official Secrets Act 1972. (Act 88). The Official Secrets Act (OSA) is a Malaysian law that prohibits

the

disclosure of material classified as an official secret. The term "official secret" in this context refers

to "any file specified in the schedule and any information and material relating thereto, as well

as any other official document, information, and material classified as Top Secret, Secret,

Confidential, or Restricted,

as the instance may be, by a Minister or Chief Minister of a State or such a public officer
appointed
under section 2B."

As a result, it is critical that the Samsung Company Department establish suitable physical

security protection mechanisms and installations to maintain the security of the Samsung

Company Registry Room. As a result, as we all know, information is one of the most valuable

assets in every

business, with the goal of ensuring its availability, integrity, and secrecy. In this context,

confidentiality refers to the protection of information against illegal access and disclosure. In

addition, integrity protects the validity, correctness, and completeness of information and

processing techniques. Meanwhile, availability ensures that authorized users have access to

information and associated services when

needed.
 They must concentrate on record accessibility: the breadth of information accessibility,

the depth of information accessibility, and the actions of information accessibility may all be

limited. Furthermore, they must ensure that sensitive paper-based information is locked away

when not in use in desks, file cabinets, or cupboards, and that the keys are stored in a secure

location. Aside from that, the development of a clear desk policy, and digital resources should

use unique access codes and be securely encrypted, while portable storage devices should be

encrypted, and it should be understood

that confidentiality cannot be assumed for any information sent via Email.

As a corollary, in order to maintain information security, they should ensure that only

people with sufficient rights do information tasks and that all movements are traceable in order

to track those records. Aside from that, arranging the papers received by the department (using

colored file covers) may be beneficial in maintaining information categorization. Finally, in

addition to keeping all papers, it is critical to delete the records. To accomplish this, the

organization can implement a retention policy as soon as the system is implemented, keeping

documents for as long as they are needed and destroying

them when they are no longer needed.

Here is an example of implementing information security through file covers:

FIGURE 2.0

• Fire prevention
As we know in order to prevent bad consequences, it is very important for the Samsung Company
to
have fire prevention such as:

i. Heat detectors

ii. Smoke detectors

iii. Fire detectors

iv. Fire extinguishers

v. Fire alarm bells

vi. Automatic sprayers

vii. Fire resistance doors

Other than that, it is also important to have precautionary measures against disaster:

i. Fire alarm

ii. Sprinkler system

iii. Flood warning system

iv. Tsunami detector

FIGURE 3.0

• Prevention from pest agents & Handling and record-keeping

 Pest agents can be the reason why all the documents or records can be destroyed. It

might sound like a simple thing and it sounds like it can not cause any damage to the record or

even the company itself. But, with the correct consciousness, it is the right approach to prevent,

track, and remove pests. But it is also included in one of the responsibilities that need to be taken

into account by a

company. The Samsung Company should do a regular check by someone who has licensed

pest-control services. Not even that, it is also important to make sure all the records are handled
carefully so as not to break damaged, lost, torn, and disappear
iii. Mail Management

● Types of correspondence

There are several types of correspondence which is :-

➢ Emails
➢ Important Files
➢ Letters
➢ Taxes or memorandums
➢ Blueprints
➢ Meeting agendas

● Circulation of correspondence

The two forms of correspondence circulation are the top down system and bottom

up system. The top level management to medium level management flow is the top-down

system.For further action, correspondence is forwarded to the appropriate official at the

top management level. He will decide what needs to be done, complete the minute, and

send it to middle management for review and signing before taking any action or

responding. The top-down system is essential in business since it is the method used when
 an executive decision-maker or other high-ranking individual decides how something

should be done. Lower levels of the hierarchy are exposed to this strategy under their
direction and are, in varying degrees, obligated to follow it.

Next, for the bottom-up system, communication is often forwarded straight to the

appropriate officer who will compose the response and submit it for approval at the

necessary senior levels. The officer will then take action after receiving the permission. In a

bottom-up method, the original systems are pieced together to create increasingly

complicated systems, making them sub-systems of the emerging system. A sort of

information processing called

"bottom-up processing" uses incoming information from the environment to create a

perception.
● Objective of mail room

The mail room is regarded in large organizations as the key node of the internal mail system
and the interface with outside mail. The preparation of packed products, letters, and other mail
for delivery by a local post office or shipping business is why mail rooms are viewed as an
entrance point.

Consequently, is the mail room's objective :-

❖ Provide rapid handling and accurate delivery of mail throughout the agency at a
minimum cost.
❖ Receive, sort, open, route, control & distribute of incoming mail.
❖ Collect, sort, & distribute paperwork.
❖ Collect, prepare, sort, control & dispatch of outgoing mail.

● Mailroom operations
There are five operating concepts for the mail room that we should focus on: planning,
organizing, coordinating, regulating, and budgeting.

First, consider the mailroom's design. Process improvement, increased output, and

everyday cost reductions take pride of place. Therefore, a poll must be carried out to explain the

process. The quantity of mail to be processed, the location and timing of mail delivery, and the

amount of time allotted for pick-up and delivery must all be determined.This makes it possible to

create workflow models, and mailroom managers may create an appropriate primary

processing routine to ensure efficient mail flow through the unit. Second, assigning tasks and

obligations to the staff members includes arranging as one of the mail manager's responsibilities.

The mail manager must decide who should be given particular tasks, how many employees are

needed to do them, and when they should be completed. The next step in arranging mail is for

the management to plan the systematic use of resources like personnel, time, and money. This is

the reason why some businesses need to use fresh ideas when outsourcing their work to a

provider that conducts bids. Coordinating comes in third. A level higher than the mail room

manager may need to arrange the mail room. It is necessary to be able to plan and coordinate

the schedule for pick-up and delivery services to all departments since this step ensures accuracy

and fast delivery.

Additionally, the mail room may organize and administer different mailroom activities as

well as distribute all incoming and departing mail, including interoffice and international mail. is
commanding, fourth. The control function in mail management has to be frequently assessed to

make sure the original protocols and techniques are still being followed or that improvements
are made as needed. Finally, budgeting is crucial for mail management since every expense
that comes in and goes out needs to be carefully planned and tracked.Budget projections for

mail and courier expenses, any equipment repair requirements, and, when appropriate, the
purchase of extra operational equipment The departmental leader will typically be in charge of
this forecast.
 ● Mail operations

Correspondence is the most thorough of all business documents to reflect the company's
confidential information and communications. Other activities include gathering incoming mail,
sorting and distributing direct mail, processing recognised incoming mail, and planning and
transmitting electronic messages (ordinary, registered, others-special). There are eight Activities
in Correspondence Operations as a result, which is

❖ Receiving and opening of inward correspondence

❖ Sorting correspondence that requires special handling
❖ Registering inward correspondence
❖ Associating inward correspondence with the relevant files
❖ Circulating the correspondence for information/ reply
❖ Preparing the reply
❖ Dispatching outward correspondence
❖ Filing inward (original) & outward (copy) correspondence & other associated documents
● Delivery operations

There are four different types of delivery operations, including:

❖ Sort materials for delivery into incoming and internal boxes.

❖ To maintain efficiency and reduce erroneous distribution, examine the system for material.
❖ Route delivery schedule maintenance and register item maintenance.
❖ Between deliveries, provide support when needed in other locations.

● File Management

File management is a crucial method of exchanging information in order to carry out the
duties and operations of a Samsung Company. These agencies are required to offer facilities and
logistics, including qualified human resources, enough space, and paperwork regarding work
norms and requirements, in order to achieve the highest level of success. File management must
be carried out utilizing a good and thorough management system in order to offer effective
customer support.When the Samsung Company provides resources, facilities, and logistical
facilities, file management systems will succeed most effectively. One of the prerequisites for
these sources is:

i. Trained human resources

ii. Appropriate space

iii. Documents related to work rules and guidelines

iv. Tools and materials for file usage

v. Suitable furniture and machinery

● File room operations

A file room is a place or area where the papers and other documents of an organization
are kept. The records that have already been filed must then be verified and filed, and the
accuracy of the filing records must be preserved. Next, issue or delete records in the form of files
while controlling and monitoring the location of the issued files. The Keep In View (KIV)
mechanism must then be engaged by the person in charge. The keeping of physical records
and the capacity to quickly retrieve records must come next.

❖ Filing the records (papers and files)

❖ Verifying the records to be filed and maintaining an accuracy control
❖ Issuing the records in the form of files
❖ Controlling the location of the issued files
❖ Opening a “Keep In View” (KIV) system
❖ Maintaining the records physically
❖ Finding the records on demand

● File storage
 The suitable location, the appropriate furniture and storage equipment, a fire suppression
system, temperature and humidity control, steady air circulation, insect cleaning and control
services, as well as a fire suppression system are essential for file storage and records. Three
different types of papers require three different storage styles and procedures. Alphabetically,
numerically, and alphabetically arranging the active records is required. According to the

author's instructions, each active record file has to have a name, a list of references, and an
assigned number on the file label. The record is dynamic, thus it is regularly referred to when
carrying out duties on a daily basis.

The factors that affect the exit strategy for a certain set of records include:

❖ Frequency of references to files

❖ The volume of the recording series
❖ Retention of series of records
❖ Recording series function

● File format

There are requirements for file format that must be adhered to when using actual paper
files. Create a cover, sometimes known as the title page, to protect the file's content first. The
second category is content, which includes outward correspondence copies, internal
documents, and incoming correspondence. Treasury tags are thus necessary to guarantee that
the substance is safe. The file cover must expressly state any actions that must be taken in regard
to the files. The components that must be stated as a file creation format and instruction are as
follows:

❖ File ID
❖ File name
❖ Date of file creation
 ❖ Level of security classification

● File retrieval

Each file provided to officers or personnel must be thoroughly tracked in terms of its
journey in order to recover. File tracking records may be used in this process. There are several

methods for recording file transfer. utilizing a file movement book or card, as an illustration. Both

methods of using or obtaining the file data from the officer or employee must be recorded on
the register or card. The borrower's details are also noted, together with the dates the file was

borrowed and returned to the Division of Registries. The speed of information retrieval is very
important here. Additionally, this file has to be known and registered at registration.

Every file movement must be tracked and documented, maybe with the use of tiny
fragments.

❖ Who a certain file has been transferred to

❖ All letters, both internally and externally created
❖ The date the letter is attached
❖ The date the file was borrowed
❖ Comments or action requests on individual files
❖ Numeration in order of the documents attached

● The physical maintenance of file

The activities of the Samsung Company are recorded in files or records. The data provided
below is the basis for transparency and accountability. Customers and stakeholders are involved
in the administration and provision of services. Records that have been made and utilized should
be stored and maintained in a safe way so that they may be quickly found when needed for
reference and are not lost.
v. File Classification

● Subject classifications proposes

File classification is a tool for categorizing, name, access and retrieving documents and
records
into an organized system. The process of compiling this document is very beneficial because
with this process it is easier for users to find something in a very short period of time, especially
organizations that have a lot of sales products. The subject classification is needed because it
can break down broad subjects into smaller and more manageable. In this company, it is best
to use a type of subject classification system such as administrative structure system as it will
make it easier to manage any files according to their respective departments. Therefore,
employees do not need to know about other departments and only focus on one part of the
department only.

● Coding system proposes

The final phase of developing filing classification is manual file classification creation.

Following the completion of the process, management is required to provide a manual that

details how to use the file classification, how to open and name files, classification codes, and

other topics related to the creation of file classifications. This manual must be updated whenever

new information or changes are made to a file. Apart from that, using a coding system is also

very necessary to facilitate employees in the information retrieval process especially for financial.

By using something like programming it can help get the job done more easily. Programming is a

process of writing instructions to be executed by a computer. Programming is now a handy skill

for many career paths, including finance. In addition, programming is a broad term for creating

instructions for a computer and coding in a more specific part of programming. Hence, using

programming such as Python is much easier to handle the finances in this company. It is very

important for pricing, risk management, and trade management platforms. Since these roles are

related to asset management and pricing, it is important for investment banks and hedge funds.

Python can also help create analytic tools and models. It can modify Excel spreadsheets and
automate tasks for greater efficiency. That is why, it is helpful to create financial models using

Python.

vi. Appraisal and disposition of records in registry

It costs a lot of money for an agency to produce records as part of everyday

operations. Records are divided into two groups: those with continuing or archival value,
which contain characteristics that must be maintained permanently, and those with no
continuing value, which are only considered transient and may be destroyed when no
longer necessary. A substantial expense for an organization is the cost of preserving and
retaining documents that will never be used again . If the organization could locate and
discard these outdated records, it would save a tonne of money.

● Records appraisal process

The process of evaluating papers to decide whether they are valuable enough to be

preserved and disposed of permanently or only temporarily. If you're taking part in the process

of sorting through your records to determine which ones will be valuable in the long run and

which ones may be discarded. The record management system will carry out the records

evaluation process, which comprises evaluating the records to ascertain their usage. Is it true that

the records should be destroyed after a particular length of time or that they should be kept for

as long as possible since they are valuable for preservation? This helps the management of the

company make effective and efficient decisions and build policies based on the most recent

information. This helps the management of the company make effective and efficient decisions

and build policies based on the most recent information. The company will be able to manage

legal and financial resources more responsibly by calculating the value collected.
 ● Objective of appraisal

The purpose of the company's evaluation is to establish the value of its records. Choosing

the kind of records to be retained must be the initial step. Records can be divided into three
categories: active, semi-active, and inactive. Active records are files or documents that a
company will use frequently or that it is now using, such papers linked to. Records that are semi-
active must be retained even when they are not routinely used. They should be maintained in

the storage room as they are not urgent and shouldn't be kept in the official building. Only
documents that have been given the okay to be stored are permitted.

● Important of appraisal

Employees should be respected for their contributions and may be recognised and

rewarded with the help of appraisals. Employers can decide whether to give employees raises in
pay, promotions, or bonuses by keeping an eye on how well they are doing in comparison to
their goals. Additionally, it provides a chance for vocal praise, criticism, and expressions of thanks.
It is not required to give financial compensation for any of the achievements that have been
emphasised.Simple and sincere acknowledgements can assist to keep staff motivated, even

while money is still vital and compensation should be examined frequently to make sure it remains
competitive and in line with performance.

● Objective of disposition
❖ Evidence of the operations, choices, and actions of the Samsung Company.
❖ Documentation of a person's or a group's legal standing, as well as of their basic rights and
privileges.

❖ Increasing social and communal knowledge and comprehension.

❖ Records of temporary value from clinical studies that must be retained for a long time.
 ❖ Temporary value records that should only be stored for a brief period of time (for instance,
a quick research project with an evaluation objective).
❖ Records that were immediately deleted (ex lack of context).

● Important of disposition

● Reduced capacity for management and access (space, money and staff).
● Assure the accuracy and effectiveness of the organization's record-keeping procedures.
● Keep maintenance and storage costs down.
● Lessen the likelihood that private or confidential information may end up in the wrong
hands.
● Maintaining a reliable, efficient, and trustworthy record-keeping system.

● Principles of disposal

Disposal is the final removal, whether for destruction or formal transfer to another agency

such as records storage center or archives, of records that have reached the end of their

retention period. Disposal is an activity where we have to destroy the record for certain reasons.

Among the principles of disposal is that it is very environmentally friendly and empowered.

Moreover, it also cannot be reused for the future. Furthermore, it is very difficult because we do

not want a case of piracy. The last principle is

where the record has come in time to be disposed of.

● Methods of records disposition

 There are seven methods of disposition. First thing first, it can be done by burning the

record. Next, it can also be recycled. Apart from that it can also be refined. In addition, the

record can be shredded or buried. Moreover, it can be pulped. Last but not least, it can be sale.

CONCLUSION

According to the proposal that has been written, we can conclude the budget for

this Samsung Company requires a relatively large budget in order to prevent any bad

consequences there. So here I will present the budget roughly. Firstly, a big company like
the Samsung Company really requires some items related to the safety of the company
itself. For example, fire detectors, fire resistance doors, and even a closed-circuit television

(CCTV). Apart from the security, this company should need to provide a certain amount

of budget to manage the items needed for the needs of the registry room that stores
various important records. So, to prevent bad things from happening, the company
should take care of things.

An example of a required item is the ICT equipment and hardware,

communication tools, the equipment and hardware in the registry such as shelves and
cabinets, file equipment and facilities like a trolley, air, and room temperature controls,
books, cards, and register forms, fire detection and prevention tools, machine tool, a
system application such as barcode system, and the last one is signage. All these items
are not only listed but they are needed to produce a complete registry room. Other than
that, it also required the lights to lighten up the registry room. Not to forget, the building
materials for the Samsung Company registry rooms must be capable of carrying loads of
up to 1,500 KG per square meter so it requires a very high-quality item. We have listed
roughly the items that this company needed, the detail can be seen through this proposal
itself. So, the estimated price for this proposal is RM 150,000.00. We are sure this is the best
deal that we can offer to your company. We really hope this proposal will be approved

immediately to make sure the best for this company.

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