IMR 652:

RECORDS AS A STRATEGIC
RESOURCE
 RECORDS AS A STRATEGIC BUSINESS RESOURCE

STRATEGIES IMPACTS

Business System Analysis Economically

Manage records according t Support better managemen

o the regulatory requireme t
nts

Training for Records Manag Ensure accountability

ement Professionals
 STRATEGIES

1. BUSINESS SYSTEM ANALYSIS (BSA) AND RECORDS

MANAGEMENT

•The analysis is an analytical framework that involves the

analyzing of an organization as a system.
•The Analytical Frameworks are structures that allow students to
interpret the meanings and messages of artworks from various points
of view.
•When the Analytical Frameworks are applied collectively, students
learn to appreciate how an artwork may contain a number of different
aspects and layers of meaning.
•The analysis provides the core foundation for the development of
recordkeeping tools that contributes to decisions on the creation, capture,
control, storage, disposal and access of records.
Analytical Framework Sample
Continue..
• The development of business activities analysis involve
identifying, defining and examining in detail the
component or parts of a business system or organization
as listed below:
• The goals and strategies of the organization
• The functions of the organization that support the pursuit of these goals
and strategies.
• The gain of insights on how the organization functions and the
interrelationship between various tasks, jobs, people, structures and
other elements.
• The activities of the organizations that constitute the functions.
• The parts of the system that is working well and parts of the system that
needs and improvement.
• The time needed to complete the tasks
• The opportunity and threats of the organizations.
Business analysis can be broken into 6 major knowledge areas:
•Enterprise analysis
•Requirement planning and management
•Requirement elicitation*
•Requirement analysis and documentation
•Requirement communication
•Solution assessment and validation

*elicitation is the practice of collecting the requirements of a system from users, customers and other stakeholders.
The practice is also sometimes referred to as "requirement gathering".
 STRATEGIES

International National

Manage records according to the regulatory

requirements

-to help organization stay within the policies and

procedures of the country they are operating in
regarding the retention of information.
Statute and case laws, and regulations
governing the sector specific and general
business environment, including laws and Mandatory standards of
regulations relating specifically to records, practice
archives, access, privacy, evidence, electronic
commerce, data protection and information

REGULATORY
REQUIREMENTS

Voluntary codes of conduct Voluntary codes of best

and ethics practice

Identifiable expectations of the

community about what is acceptable
behavior for the specific sector or back
organization
The Malaysian government especially National Archives of Malaysia and
MAMPU had legislated various, regulations, procedures, and guidelines to
formulate a comprehensive records management program such as those
listed below :

1)National Archives Act 2003.

2)Official Secret Act 1972 ( Amendment 1986 ).

3)Guidelines on Managing Electronic Records in Unstructured, Structured

and Web environments.

4)Guidelines on the Management and Preservation of Electronic Mail.

back
 International Standard :
ISO 15489
• it provides guidance to ensure that adequate records,
Intended for use by ;
in all formats and media, are captured and managed
•Managers of organizations.
adequately throughout their lifespan.
•Records, information and
technology management
•It is the primary good practice and reference model
professionals.
that guides the implementation of records management
•All other personnel in
programs worldwide.
organizations.

Part of ISO 15489 ;

1. Applies to the management of records, in all formats or media, created or

received by any public or private organization in the conduct of its activities, or
any individual with a duty to create and maintain records.
2. Provides guidance on determining the responsibilities of organizations for records
and records policies, procedures, systems and processes.
3. Provides guidance on records management in support of a quality process
framework to comply with ISO9001 and ISO14001.
4. Provides guidance on the design and implementation of a records system.
5. Does not include the management of archival records within archival institutions. back
Authenticity Reliability

Lead to the
criteria

Usability Integrity

back
 Authenticity
 A record is authentic if it can be verified that it is now exactly as it was when first
transmitted or set aside for retention.

 To ensure the authenticity of records, organizations should implement and document

policies and procedures which control the creation, receipt, transmission, maintenance
and disposition of records to ensure that records creators are authorized and
identified and that records are protected against unauthorized edition, deletion,
alteration, use and control.

 For example ;
› A letter received in an office may be date-stamped, registered and placed on a file. The file
containing the letter is tracked throughout its use and stored when not in use in a records
office.

 An authentic record is one that can be proven ;

1. To be what it purports (claim) to be;
2. To have been created or sent by the person purported to have created or sent it; and
3. To have been created or sent at the time purported.
back
 Reliability
 A reliable record is one whose contents can be trusted as a full and accurate
representation of transactions, activities or facts to which they indicate and can be
depended upon in the course of subsequent transactions or activities.

 For the records system, the reliability of the system should be documented by
creating and maintaining records of systems operation. These records should
demonstrate that the system satisfies the criteria listed below :

1. Routinely capture all records within the scope of the business activities it covers.
2. Organize the records in a way that reflects the business processes of the records
creator.
3. Protect the records from unauthorized alteration or disposition.
4. Routinely functions as the primary source of information about actions that are
documented in the records, and
5. Provide ready access to all relevant records and related metadata.
back
 Usability
 A useable record is one that can be located, retrieved, presented and
interpreted.

 It should be capable of subsequent presentation as directly connected to

the business activity or transaction that produced it.

 The contextual linkages of records should carry the information needed for
an understanding of the transaction that created and used them.

 It should be possible to identify a record within the context of broader

business activities and functions.

 The links between records that document a sequence of activities should

be maintained.
back
 Integrity
 The integrity of a record refers to its being complete and unaltered.

 It is necessary that a record be protected against unauthorized

alteration.

 Records management policies and procedures should specify what

annotations may be made to a record after it is created, under
what circumstances additions or annotations may be authorized
and who is authorized to make them.

 Any authorized annotation, addition, or deletion to a record should

be explicitly indicated and traceable.

back
 STRATEGIES

Training for Records Management Professionals

Providing a policy framework for how Responding to internal and/or external
Storing, arranging, indexing and
people are expected to manage their information enquiries.
classifying records.
records and use the system in place.

Facilitating the development of filing
systems and retention and disposal
schedules and maintaining these to
meet administrative, legal, and financial
requirements.
throughout an organization or group of
Advising on records storage and records
media.
Managing the changeover from paper to
electronic records management systems.
Overseeing the management of
electronic and/or paper-based
information
Setting up, maintaining, reviewing, and
documenting records systems
Identifying the most appropriate records
management resources.
Advising on and implementing new
records management policies and
classification systems.
Ensuring that relevant legislative and Collating and writing reports.
compliance requirements are met
Giving advice on issues related to
Standardizing information sources legislation
organizations.
Managing and monitoring budgets and
resources.
Preserving corporate memory and
heritage.
Training and supervising records staff.
Resolving problems with information
management through effective use of
software and other information
Advising staff in other departments on
management resources.
the management of their records and
inforamtion.
Enabling appropriate access to
information.

Back to the main page

 IMPACTS
An organized filing system will help
to save cost of handling such as the
cost for filing equipments, space in
office and staff to maintain and
organize filing system especially
when it involves with misfiling.
Reducing the operating
cost
Economically
records retention (a system for destroying useless
Controls the creation and
growth of records
A well designed and operated filing system
with an effective index can facilitate
retrieval and delivery of information to
users as fast as they need. Apart from that,
a good records management program will
eliminate overlapping of functions and
duplication of work.
Enhances reduction of
time required
An effective records management program
addresses both control of creation (limits and
reduces the existence of non essential records
that is not required to operate a business) and
records or retiring inactive records), thus
stabilizing the growth of records in all formats.
Back to the main page
 IMPACTS

Ensure accountability
The organizations have to be
The foundation for accountability is
accountable for their actions and to
based on records. Recorded
prove the accountability,
documentation is essential in
administrators require access to
managing organizations.
records.

All organizations need to keep records

of business decisions and transactions A record is evidence of an activity or
to meet the demands of corporate decisions and demonstrates
accountability and to service their accountability.
own information needs.

Poor record keeping will contribute to

failures to meet accountability and
other organizational requirements.

Back to the main page

 Below are the examples of organizational
risks of record keeping accountability
failures:

1. Non-compliance with existing law in force.

2. Lack of evidence that an organization did something
under contract or according to regulation.
3. Inability to find mission critical information.
4. Loss of proof of ownership, rights, obligations.
5. Lack of documentation of who knew what and
when.

back
 Resources such as human, knowledge,
accommodation, equipment, financial, and
payroll are essential to the success of
recognizing records as a strategic resource.
Therefore, organization can manage the
resources effectively and efficiently if the
systematic records management program is
applied in the organization.
IMPACTS Managing records effectively based on the
systematic records management program
will help the managers to identify an
organization’s mission, aims and objectives,
determine its needs, capabilities and
resources, and then develop strategies to
achieve those goals successfully.

Managing resources effectively

Developing strategic plan

Support better management

Minimize litigation riisks

Effective decision making

Managing records effectively will reduce the

risks associated with litigation and potential
A records management program can
penalties. A systematically records management
help ensure that managers and
program can reduce the liabilities associated
executives have the information they
with document disposal by providing for their
require easily. It also avoids the loss
systematic and routine disposal in the normal
of control of records. Therefore,
course of business.
managers and executives can keep
track of the firm’s progression and
can make a decision effectively.

Back to the main page