Management of Business Records Vol.1 ELEK E Business Management Functions of business record management Managing records as strategic business resources Business records management process Education & training for records management professional IMR652 Topics Covered 12TH JANUARY 2023 AMIRAH HUSNA BINTI ZAKARIA (2022937765) ANIS RUSYDINA BINTI MUHAMMAD ROSEDIY (2022923279) NUR ALIAH ARRISA BINTI RUSLI (2022793721) NURSYAHIRA BINTI SAFARUDDIN (2022978031) MUHAMMAD AZRIN BIN ARBA’E (2020495342)

TABLE OF CONTENTS Contextual Information Article Review National & International Policies 04-07 15-16 28-35 Policies on record management & electronic record management Functions of business record management Briefing about our program Briefing about us Managing records as strategic business resources Business records management process Education & training for records management professional Business management Introduction 03 Introduction 01 09-13 17-18 19-20 21-24 26-28

Record Management Glossary Our Reflection: Skills & knowledgegained Other Informations 36-38 40 46-49 Other informations By Amirah Husna Briefing about our program Briefing about us By Anis Rusydina By Nur Aliah Arrisa By Nursyahira Conclusion 50 Conclusion CONT. By Muhammad Azrin 02 41 42 43 44 References 51 References

MANAGEMENT OF BUSINESS RECORDS Records managementis defined as a “field of management responsible forthe efficient and systematic control ofthe creation, receipt, maintenance, use and disposition ofrecords, including processesfor capturing, and maintaining evidence of and information about business activities and transactionsin the form ofrecords” The definition of "Record Management" by (ISO 15489-1, 2001, p. 7) I N T R O 03

T his p r o g r a m m e f o c u s e s o n information content management wit hin a n o r g a nis a tio n. T h e p r o g r a m h a s b e e n e s t a blis h wit h a n e m p h a sis o n im p r o vin g c o n t e n t m a n a g e m e n t s kills a n d c o m p e t e n cie s in t h e field o f information management. Bachelor of Information Science (Hons) Information Content Management, abbreviated as IM249, is a programme offered by Universiti Teknologi MARA (UiTM) in an effort to produce excellent students who will empower the information industry. This program only offered for full-time students and it takes about two (2) to three (3) years to master the entire course or subject offered by IM249 program. Where is this program offered? How long is the mode duration? Get to know about IM249 B R I E F B A C K G R O U N D o f B a c h e l o r o f I n fo r m a t i o n S c i e n c e ( H o n s ) I n fo r m a t i o n C o n t e n t M an a g e m e n t ( I M 2 4 9 ) 0 4

ENTRY REQUIREMENT STPM graduates must obtain a Grade C (NGMP 2.00) in any three (3) subjects, including General Studies/Papers, while SPM graduates must obtain a Credit in Bahasa Malaysia, English, and Mathematics. Students with a Diploma of Information Management will be admitted through application with a credit exemption, while students with diplomas from different programs or from different institutions can apply through UPU online. According to Easyuni, MUET is a language proficiency test that measures English language skills for students in Malaysia. Students will be graded on four factors in this test which are: speaking, writing, listening, and reading. In order to entry IM249 program, students are required to achieve Level 2 of MUET. Diploma Graduates MUET STPM/SPM Graduates of Bachelor of Information Science (Hons) Information Content Management (IM249) 05

T his p r o g r a m m e f o c u s e s o n t a s k s a s s o cia t e d wit h m a n a gin g lib r a rie s a n d o r g a nisin g in f o r m a tio n in in f o r m a tio n c e n t r e s t h e p r o g r a m m e o f f e r s a n d d e v elo p s p e o ple wit h s kills a n d c o m p e t e n cie s in m a n a g e m e n t , IC T , information literacy and many more. Bachelor of Information Science (Hons)Library Management, a b b r e via t e d a s IM 2 4 4 , is a p r o g r a m m e o f f e r e d b y U niv e r siti T e k n olo gi M A R A ( UiT M ) in in a n e f f o r t t o p r o d u c e m o r e p e o ple w h o a r e s kille d in t h e field o f library management. This program is offered for full-time a n d p a r t - tim e s t u d e n t s. F o r f ulltim e it t a k e s a b o u t t w o ( 2 ) t o t h r e e ( 3 ) y e a r s a n d f o r p a r t - tim e is a b o u t f o u r ( 4 ) t o fiv e ( 5 ) y e a r s. Where is this program offered? How long is the mode duration? Get to know about IM244 B R I E F B A C K G R O U N D o f B a c h e l o r o f I n fo r m a t i o n S c i e n c e ( H o n s ) L i b r ary M an a g e m e n t ( I M 2 4 4 ) 0 6

ENTRY REQUIREMENT A Grade C (NGMP 2.00) is required for STPM graduates in any three (3) subjects, including General Studies/Papers, while a Credit is required for SPM graduates in Bahasa Malaysia, English, and Mathematics. Students who hold a Diploma in Information Management will be admitted by application with a credit exemption, while diploma holders from other programmes or universities can apply online at UPU. The Malaysian Examination Council conducts the English language proficiency test known as MUET Malaysia (MEC). For Malaysian students, it will serve as a benchmark for English proficiency. To entry IM244 program, students need to achieve Level 2 of MUET. Diploma Graduates MUET STPM/SPM Graduates of Bachelor of Information Science (Hons) Library Management (IM244) 07

Briefing About Us 08

Senawang, Negeri Sembilan About me Amirah Husna Binti Zakaria Assalamualaikum everyone, my name is Amirah Husna Binti Zakaria. Below are my biography details. 23rd October 2001 [email protected] Education Background Diploma in Information Management Bachelor of Information Science (Hons) Information Content Management 2019 - 2022 2022 - Now Bachelor of Information Science (Hons) Information Content Management - IM249 (2022937765) 09

About me Assalamualaikum and Hi everyone, my name is Anis Rusydina Binti Muhammad Rosediy. Below are my biography details. Bachelor of Information Science (Hons) Information Content Management - IM249 (2022923279) Education Background Diploma in Information Management Bachelor of Information Science (Hons) Information Content Management 2019 - 2022 2022 - Now Seri Kembangan, Selangor Anis Rusydina Binti Muhammad Rosediy 10th March 2001 [email protected] 10

Kota Kemuning, Selangor. About me Nur Aliah Arrisa binti Rusli Assalamualaikum everyone, my name is Nur Aliah Arrisa binti Rusli. Below are my biography details. 13th May 2001 [email protected] Bachelor of Information Science (Hons) Information Content Management - IM249 (2022793721) Education Background Diploma in Information Management Bachelor of Information Science (Hons) Information Content Management 2019 - 2022 2022 - Now 11

Klang, Selangor About me Nursyahira Binti Safaruddin Assalamualaikum everyone, my name is Nursyahira Binti Safaruddin. Below are my biography details. 6th February 2001 [email protected] Bachelor of Information Science (Hons) Information Content Management - IM249 (2022978031) Education Background Diploma in Information Management Bachelor of Information Science (Hons) Information Content Management 2019 - 2022 2022 - Now 12

Ampang, Selangor About me Muhammad Azrin Bin Arba ' e Assalamualaikum everyone, my name is Muhammad Azrin Bin Arba'e. Below are my biography details. 22nd November 2000 [email protected] Bachelor of Information Science (Hons) Library Management - IM244 (2020495342) Education Background Sijil Tinggi Persekolahan Malaysia (STPM) Bachelor of Information Science (Hons) Library Management 2018 - 2019 2020 - Now 13

The Article Reviews 14

Therefore, implementing CE calls for fundamental changes in both the patterns of value creation and consumption, in addition to changes in products and processes. To effect such a systemic change, businesses must be viewed as components of a larger system with many interdependent parts. CE is developing quickly as a topic in management research as a result of the topic's increasing importance in recent years. An extensive body of CE business and management knowledge has been developed in recent years as a result of extensive research. To the best of our knowledge, a thorough review and consolidation of the scope of this developing area of management research has not been done. Thus, it becomes necessary to evaluate the current state of management research in order to comprehend its intellectual framework, compile a thorough body of organized knowledge, identify potential areas for future research, and ultimately facilitate a more significant contribution to CE in the future. The Circular Economy (CE) is a multidisciplinary, recent field of study. The traditional linear "take-make-dispose" path of production and consumption needs to be redesigned due to the depletion of natural resources and environmental degradation. A "economic system that replaces the concept of 'end-of-life' with reducing, alternatively reusing, recycling, and recovering materials in production/distribution and consumption processes" is known as CE. Previously thought of as waste, outputs are now seen as a resource to add value. By redesigning products and extending product life, value is kept in the economy. A systemic shift is required to place circularity at the centre of all business activity in order to transform the economy into one where waste is no longer produced, materials are reused, and nature is reenergized. Despite the fact that CE initially developed from a more technical standpoint, researchers now recognise the necessity of significant changes in business plans, suppliers, business models, and ultimately across society. 15 ARTICLEREVIEWBY Muhammad AzrinBin Arba'e BUSINESS MANAGEMENT PERSPECTIVES ON THE CIRCULAR ECONOMY: PRESENT STATE AND FUTURE DIRECTIONS F.Ahmad, A. Bask, S. Laari, G. V. Robinson (November 2022) Business management perspectives on the circular economy: Present state and future directions. https://doi.org/10.1016/j.techfore.2022.122182 This article discussed about circular economy on business management perspective in present state and future direction. The writer of this article is Farhan Ahmad, Anu Bask, Sini Laari, and Craig V. Robinson

1 6 R e s e ar c h e r s s t u dy m ak e s s e v e r al c o n t r i b u t i o n s t o th e C E d i s c u s s i o n. F i r s t, th e i r s t u dy h i gh l i gh t s th e v ar i e ty o f s t u d i e s i n v ar i o u s r e s e ar c h fi e l d s an d g i v e s an o v e r v i e w o f b u s i n e s s an d m an a g e m e n t w o r k o n C E t o d a t e. R e s e ar c h e r s b u i l d o n th e r e s e ar c h d o n e by Al c al d e - C al o n g e e t al. ( 2 0 2 2 ) by th o r o u gh ly e x am i n i n g th e m an a g e m e n t a s p e c t o f C E r e s e ar c h. Then, they build on earlier analyses that were more narrowly focused on specific business and management topics, such as manufacturing innovation, circular business models, and digitalization, by offering a comprehensive view that demonstrates how these various areas are related to one another. Additionally, in keeping with earlier studies, researchers find that theory is only occasionally and inconsistently used in current research and offer several fixes. Most importantly, researchers lay a strong foundation for future research with three overarching research questions that will help business and management research's future influence on the adoption and expanded of CE practices be more dynamic. In my perspective based on the article, the researchers accomplished their goals with elaborate all the information that they gather from various source and come up with a compact article. All the sources that have been used are reliable sources which are journals and previous scholarly studies. For example, many parts of the article cite and give credit each author which they have taken as writing material. Other than that, The term and the use of simple language also helps readers understand the content of the article. If the use of language is too complex, the article cannot convey clear information to the reader. ARTICLE CRITIQUE CONCLUSION

DO BUSINESS RECORDS MANAGEMENT AFFECT BUSINESS GROWTH? Small and medium-sized enterprises are critical to the economic success of most developed countries. According to Ernest records management programs aids in improving the effectiveness of records. This will help business actors such as the government and, business owners/managers to make a decision. Small-scale business operator units should ensure that they are retained. This can be ensured by undergoing record-keeping training and recruiting informed and professional employees. Mintah C, Gabir M, Aloo F, Ofori EK. (March 2022). Do business records management affect business growth? PLoS ONE 17(3): e0264135. https://doi.org/10.1371/journal.pone.026 4135 This article discusses about the impact of business records management and training on business growth in Ghana and how it affects small and medium-sized enterprises. Some of the conclusions potentially confirm prior work on this subject: “We have empirically tested and established the connection between the dependent and the independent variables, the outcome of this research has been elucidated in the conceptual framework below. We have acknowledged and echoed the key purpose of SMEs, and the government effort in promoting SME's growth,” Mintah argued. Maintaining records helps businesses in making better judgments and develop appropriate policies, resulting in enhanced effectiveness and efficiency. This will leverage means for tracking business progress and making appropriate decisions to expand the productive component of the economy. SMEs Business growth will help generate tax revenue for the government while also encouraging poverty reduction through tax transfers. by Amirah Husna Binti Zakaria 17

The results suggest that business records management and training have a positive indirect effect on business growth. However, the indirect effect of business records management policies insignificantly influences SMEs’ adoption of adequate record-keeping procedures, which harms business growth in Ghana. On the other hand, the total effect of the variables such as business records management training, business records management policies, and business records management positively impact business growth. Throughout reading the article, I find it quite difficult to understand. The choice of vocabulary that is used is very pompous making it hard to absorb the information that is being conveyed. Other than that, there are two or more sentences that are being repeated. Besides that, in my opinion, the title and the content of the article are related. This is because, through the results and findings of the investigation conducted, how an organization manages its business record does affect its business growth. The results demonstrate that efficient company records management will have a positive impact on business growth. Entrepreneurs must see business records management training, business records management policies, and business records management as considerable indicators for business growth and SMEs’ success. Last but not least, the article and the issue that is addressed are current. This is due to the article being published on March 2022. The issue addressed is also prevalent due to the authors' study about what factor affects SME businesses in Ghana. Future research can be conducted in other parts of Ghana. Findings make a significant contribution to existing knowledge in the areas of record-keeping, management, and business growth. Business records management is an issue that requires more policy attention. This will help business owners and managers strategically plan for new business directions based on data acquired. Proper record-keeping is necessary to satisfy end-users such as company directors, shareholders, external auditors, investors, creditors, and other interested parties. SMEs place a high value on business records management because of the impact it has on their long-term viability. The research outcomes provide a means for, and data on, business appraisal and management strategies. 18

The article are discussing how new media has played an important role in shaping records management and information security for successful business performance. Businesses and organizations must have up-todate information in the right form. Records management is the systematic control of all records from their creation or receipt to their ultimate disposition. According to AS ISO 15489, classification is very important for a business' records management function. A classified record is a piece of paper that contains information required for an organization's daily operations. Documents could be produced both inside and outside of an organization. Some records are so important to a company that they need to be protected with extra care, depending on their value to the firm. Aside from that, this article also discuss about record storage. Storage is the process of keeping records/information in a specific location until they are needed. A organization may keep records on paper, magnetic media such as computer discs or tape, and micrographics (documents that have been reduced and placed on film). A good records management system includes a programme that analyses the organization's needs to determine the best storage medium. Article Review by Nursyahira binti Safaruddin IMPROVING RECORDS MANAGEMENT AND SECURITY FOR SUCCESSFUL BUSINESS PERFORMANCE: THE ROLE OF NEW MEDIA According to International Standard ISO 15489: 2001, records management is defined as the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records. Other than that, Records were traditionally stored on paper, microfilm, or microfiche, but are now mostly created and stored in electronic format or within electronic systems. Since the 1980s, the process of changing records, the media on which records are stored, and the ways in which records are used have all changed dramatically. Changes in technology allow for changes in business practices. INTRODUCTION SUMMARY ARTICLE Each medium has its own set of advantages and disadvantages. Compact discs (CDs) are superior to most magnetic media, such as floppies, in that they can store more data than any other type of magnetic media except a hard disc. A USB flash drive is a flash memory data storage device that is connected to a USB port (Universal Serial Bus). Micrographics reduce documents to a fraction of their size in order to fit on film or microfiche. Other than that, in this article also we can know about the record security. Security is the degree of protection against danger, loss, and criminals. Most businesses now store their information on computers, freeing up space in the office. When using computers, confidentiality can be maintained by assigning a password to a document or file. The level of security required for a record will differ depending on its content. Maintaining the integrity of electronic records presents some unique challenges. Controlling access to the record or data should be one of the precautions performed. Records need to be both electronically and physically in a safe and secure manner. When unattended, sensitive documents shouldn't be left on the desk or computer screen. There is no such thing as too much information when it comes to protecting it. ARAMIDE, Olufemi K. PhD; Ajibola, Rita E.; Olatunji, Olusoji S.; and Oduroye, Peter, "Improving Records Management And Security For Successful Business Performance: The Role Of New Media" (2020). Library Philosophy and Practice (e-journal) 19

CONCLUSION In the article “Improving Records Management And Security For Successful Business Performance: The Role Of New Media” by Olufemi K., Rita E. Ajibola, Olusoji S. Olatunji and Peter Oduroye are discussing how new media has played an important role in shaping records management and information security for successful business performance. The problem statement for this article is poorly explained and extremely perplexing. Because the author does not write specifically for the research problem at hand, as a result, to identify the research problem of the article is quite difficult. Aside from that, the abstract of the article is simple to understand, and the author's style of writing the abstract is very clear. For example, if we read the abstract, we will be able to find out about the article's content, context, and findings. The author begins the article's introduction by citing some definitions of record management from various sources, including the International Organization for Standardization (ISO) and the Oxford Learners Dictionary. This allows the reader to learn more about record management from a variety of sources, which is a great way to capture the reader's attention. ARTICLE CRITIQUE Last but not least, the content of an article is very important, if the content is difficult to understand, the reader will quickly give up to reading. Content must be taken seriously by authors. The sentence structure and selection in this article are excellent and simple to understand. The author chooses to write in a straightforward manner. The choice of selected sentences is also excellent. Overall, this article is simple to understand and read. Based on what was stated in the abstract, the writer was able to achieve the right objective. To sum up, The main reason for keeping records is to help with decision making. This will be possible if records can be found when needed. As a result of new media, there is a rapidly increasing volume of digital information available. The practise of keeping an organization's records from the time they are created until they are disposed of is known as records management. A record can be a physical item or digital data. Records management focuses on the preservation of evidence of an organization's activities and is typically applied based on the value of the records rather than their physical format. Electronic record management and control are enabled by new media in records management, from receipt or creation to processing, storage and retrieval, and disposal. The advantage of such a system is that all records management tasks can be completed by a small group of people. 20

INTRODUCTION In today's globalised world, every industry or businesses is beginning to rely on records as evidence and reference. Every piece of information created that has value will be known as a record and it is used by an organisation or an individual in the course of fulfilling legal obligations or conducting business. Therefore, it requires a good management to ensure the accessibility and availability Record management is the part of management that is responsible in systematically controlling the record creation, receipt, maintenance, use, and disposal (IRMT Glossary). A good record management can improve the speed and effectiveness of decisions, processes and lower the risks to the businesses or organization. The purpose of this article been created is to analyze on how automatic classification can assist record managers for digitally appraising e-mail records in more effectively and efficiently manner. The article "Assisting the appraisal of e-mail records with automatic classification," is a research paper that discusses the current appraisal practise used in businesses and measures the effectiveness of an expertrecommended classification machine in appraising email records. Assisting the appraisal of e-mail records with automatic classification by Nur Aliah Arrisa Rusli Appraisal is the process of determining the worth of information, qualifying that worth, and determining how long it must be kept. (Duranti, 1994, p. 329) Vellino, A. & Alberts, I. (2016). "Assisting theappraisal ofe-mail records with automatic classification". Records Management Journal, 26(3), 293-313. https://doi org.ezaccess.library.uitm.edu.my/10.1108/RMJ-02-2016-0006 21

SUMMARY 01 02 APPRAISING THE VALUE OF EMAIL RECORDS. E-mail is a major source of recordkeeping challenges in businesses and organisation. According to a recent market survey, e-mail traffic of global businesses will increase by about 7% per year to more than 139.4 billion e-mails sent per day by 2018 (The Radicati Group, 2014). The massive increase in e-mail magnifies the various challenges that organisations may face in evaluating, managing, maintaining, and effectively retrieving the emails records. On the other side, some organisations believe that keeping and managing all e-mail records causes a slew of issues with information discovery, increased costs, litigation, and employee dissatisfaction. These emailrelated risks highlight the need for improved appraisal practises as well as scalable approaches. The capture or appraisal process is the first step in the process of managing records or business records. The article defines appraisal as the process of determining the value of information, qualifying that value, and determining the period of time it must be retain. In this article, the current practise used by businesses and organisation in determining the value of email records is by using the existing tools for corporate e-mail records management, which are manual tagging of emails. Manual tagging refers to the system that only captures the data that users tag. However, these manual tagging method caused employee dissatisfaction as it required the employees to handle a large portion of the burden for determining which information is worth keeping. Due to that, employees lost interest in appraising and preserving records causes by the increased workload and insufficient tools and strategies. One of the primary reasons for this problem is that the existing email management system is not created to fully utilise existing machineclassification methods in order to treat large volumes of e-mail in a consistent and scalable manner. With the issue in mind, the article conducted a qualitative analysis of the appraisal behaviours of 8 records management experts in order to train a series of support vector machine classifiers to replicate the decision process for identifying emails with business value. 22

A U T O M A T I C C LA S S I F I C A T I O N O F E - M A I L R E C O R D S. Manual labelling and C o r p u s b ala n cin g. Extracting f e a t u r e s f r o m t h e o rigin al e-mails. Training Support Vector Machine (SVM) classifiers. Validating the classifiers with 10-fold cross-validation. Testing the accuracy of each SVM classifier. Establishing a classifier baseline comparison. The repetition of Steps 3, 4 and 5 using both to form a merged model. The findings of the article in measuring the effectiveness of an expert- recommended classification machine have demonstrated that an SVM classifier can be prepared to accurately replicate or recreate an expert's decision process for identifying e-mails records containing business value. The methodology used in analysing and examining include 7 steps of classifying. This includes: 1. 2. 3. 4. 5. 6. 7. Among each of these critical steps, the Support Vector Machine (SVM) models have been identified as an outstanding approach for automatic classification of email records. SVM models is an open- source text-mining tool that combines natural language processing with the Apache OpenNLP toolkit and machine learning algorithms for classification, clustering, data exploration, and algorithm evaluation. This is due to the ease with which the SVM classifier could be integrated into a corporate EDRMS to improve the quality of e-mail records appraisal. 03 2 3

CONCLUSION CRITIQUE According to my understanding, this article successfully accomplished their objectives and showcased the article's strength. This article provides accurate and trustworthy resources. This is because the majority of the information explained and discussed in the article is based on expert authorization or previous studies. For example, this article cites and credits each author of the quotes retrieved from to demonstrate that the paper was written with experts' perspectives as references. As a result, it has been proved that the article is well written and is based on reliable and accurate sources. All in all, appraisal is one of the business record management process that is challenging to do but it is necessary for accessing high-quality and authentic information. As a result, this research paper presented an innovative approach known as SVM that retrieve from the combination of record experts' appraisal practises with automatic classification experiments. In addition, the findings also analysis the appraisal system used in today's businesses to develop a better understanding of appraisal requirements when training classifiers. On the negative side of the article, this paper's word choice is inappropriate. In general, articles are written for a specific audience, which can vary in terms of age, gender, and profession. This article was written for information industry professionals, but it contained slang word such as "in situ," which is a latin word that is considered inappropriate because it can cause confusion and is difficult for readers or users to understand. 24

Training and resources of e-records readiness at the Federal Ministry of finance in Nigeria The availability of information and communication technology (ICT) has become a global phenomenon, with research continuing to show advancements in its implementation (Malanga and Kamanga, 2018). The use of ICTs in the public sector has produced a variety of possibilities and difficulties, including indepth awareness, utilization, and accessibility in various areas of the general public sector. This article presents the findings of a Ph.D. thesis that tried to assess the preparedness of the Nigerian public sector for electronic records with the Federal Ministry of Finance (FMF). The purpose of this study was to examine the training and resources required to enable e-record management in the FMFN.e you going for? Is it playful? Classic? Bold? A good masthead captures the essence of your magazine, so it needs to be flexible, meaningful, and consistent enough for future issues. Introduction The article explains about the concept of erecords readiness relates to how prepared society is to engage in an e-environment. The concept's scope extends well beyond determining the amount to which organizations support electronic records via acquisition, control, and compliance with mandatory record-keeping policies. Based on the previous study, data processing is largely done on typewriters just about 36% utilize computers, and there is no regulation governing the use of IT facilities for function performance. Nigeria should perform an ereadiness evaluation to give authorities a complete scoring system of their economy's competitiveness in comparison to international competitors. As a result, the article is intended to determine the level of ereadiness in the Nigerian public sector in terms of employee training, which is critical for e-records management. Summary Besides that, professional records management training is a critical factor in assuring quality management in a variety of corporate and regulatory activities, as well as employee safety. ISO 14489 (2016) has been created by the International Standards Organization (ISO) in recent years to highlight the agreement achieved by experts to be used in both the public and private sectors. Using electronics to maintain records is an efficient and smart approach. The primary objective of electronic records management training is to ensure that skills and knowledge in electronic performance enhance work practices and competence. By Anis Rusydina Muhammad Rosediy 25

ISO 15489–1:2016 recommends the establishment of an ongoing program of training on records management. As a result, the purpose of this study was to identify the resources and training required for e-records management in the FMFN. The findings of a survey on the types of training provided to employees in the use and administration of ICTs and records management. The majority of respondents said that training for records employees is rarely done, and just a few said it is done on occasion such as a little training. However, there is an orientation program for new employees. Seminars and workshops, internships, and consultant-led training are preferred modes of training among employees. To conclude, participants in the survey stated that they require training in computer programs, e-records management, and the change management function of record management. cont. According to my reading, this article has a benefit in terms of accuracy. This is because this resource is based on an authoritative resource, and its publication is short enough to be used as a reference. Meanwhile, it is also valid because the authorized approach is based on a verified FMFN survey respondent. Next, the resource of this article is also relevant since the results of the research of this article have gathered information related to the article's purpose, which is about resources and record management training. This resource is also extremely clear since the data and information gathered is clear and complete, with the appropriate findings and references. Critiques FMFN has a records management section, which is a fundamental resource for e-records management. As technological growth necessitates the digitization of records and interaction with systems that generate records, the related professionals must be able to perform record management successfully in an ICT environment. It is believed that this study would aid public sectors interested in e-records management and give policymakers standards, notably on how to maintain good erecords preparedness status through training and resources. Additionally, this article also demonstrates its strength by providing a solution to the issue being discussed. For example, the researchers recommend that government agencies ensure that they have the proper rules and standards in place to guide them in training and resource supply. This will result in a variety of benefits, including staff with the right motivation, improved efficiency, and adherence to laws and rules. Along with the strength, the weakness discovered is that this article does not go into detail on the kinds of training and resources that must be applied for professional record management at FMFN. The researcher simply stated without more explanation of them. In overall, this article provides sufficient information to be used as reference material in the Record Management profession for training subjects and resources for associated professionals. Conclusion Abdulkareem, M.Y., Mnjama, N.M. and Sebina, P.M.I.M. (2022). Training and resources of e-records readiness at the Federal Ministry of finance in Nigeria. Records Management. Journal, 32(1), 43-61. https://doi.org/10.1108/RMJ-06-2019-0028 26

Records Management Policies 27

POLICIES ON RECORD MANAGEMENT & ELECTRONIC RECORD MANAGEMENT N A T I O N A L A R C H I V E S O F M A L A Y S I A POLICY NAME The GOVERNMENT RECORDS MANAGEMENT POLICY by the National Archives of Malaysia. This policy sets out the principles and core of necessary records management complied with and implemented by every government department/agency. The ability of a department/agency to deliver services, make decisions and execute transactions quality is dependent on the extent of the information needed to be created, stored, accessed and used. Most of them of the information produced is contained in the record maintained by a department/agency. THE POLICY STATEMENT This Policy applies to all staff including part time and contract staff who have responsibilities as listed below and is applicable to all external and internal records, regardless of their physical format or media type, handled by the Ombudsman’s Office. Government agencies must establish and maintain authentic records, reliable, completeness, integrity and usable, while carrying out official duties and complying with the requirements of the law and accountability. Records should be managed efficiently and in an orderly manner starting from creation, capture, use, preservation to its disposal. POLICY PRINCIPLES NATIONAL 28 Set the principles and direction of record management in the ministry, government departments and agencies. Establishing the responsibilities of heads of government departments and agencies implement core records management. Ensure government records are managed efficiently and in a consistent manner with the provisions of the law, regulations and standards set. THE POLICY OBJECTIVE Government Records Management Policy is to achieve the objective the following:

WHAT'S THE CONTENT OF THIS POLICY? File Classification Plan: Departments/agencies must provide file classification based on departmental functions and activities. File classification is a method to control the creation and systematic capture of information and records for ease of use and access. Recordkeeping Plan: A room dedicated to storage and handling of inactive or closed records is necessary available. This room should be equipped with equipment and appropriate equipment to ensure records can be well maintained and safe. Disposal of Records: Government records may not be destroyed without permission written by the Director General of the National Archives in accordance with Section 25, National Archives Act 2003 (Act 629). POLICIES ON RECORD MANAGEMENT & ELECTRONIC RECORD MANAGEMENT NATIONAL N A T I O N A L A R C H I V E O F M A L A Y S I A Disposal Schedules: The department/agency must prepare a Disposal Schedule Records that establish retention periods and actions disposal of records in accordance with Section 27, Archives Act State of 2003 (Act 629). Record Disaster Action Plan: A Record Disaster Action Plan should be prepared by departments/agencies to ensure government records are safe from any disaster. Action and Recovery Team Disaster Records should also be provided. 29

POLICIES ON RECORD MANAGEMENT & ELECTRONIC RECORD MANAGEMENT U N I V E R S I T I T EK N O L O G I M A R A ( U I T M ) POLICY NAME The RECORDS MANAGEMENT POLICY by UNIVERSITI TEKNOLOGI MARA. This policy sets out the principles and core of record management that must be followed and implemented by each Responsibility Center (PTJ) at Universiti Teknologi MARA. THE POLICY STATEMENT UiTM is committed to creating systematic records management and easy to consult to improve the ability and effectiveness of delivery MARA University of Technology services. PTJ must create and maintain authentic records, reliability, completeness, integrity and can usable when carrying out official duties and complying with requirements law and accountability. Records should be managed efficiently and in an orderly manner starting from creation, capture, use, preservation to its disposal. POLICY PRINCIPLES NATIONAL 28 Set the principles and direction of UiTM records management. Establishing the responsibilities of the Head of PTJ in implementing the core of records management. Ensure UiTM records are managed efficiently and orderly in accordance with provisions of laws, regulations and standards set. THE POLICY OBJECTIVE UiTM's Records Management Policy is to achieve the following objectives:

WHAT'S THE CONTENT OF THIS POLICY? Record Disaster Action Plan: Record Disaster Action and Recovery Team at the PTJ level needs to be created to coordinate disaster management activities in their respective places. Teams should refer to the University Records Disaster Action Plan to ensure records the university is safe from any disaster. Electronic Records Management: UiTM uses the Records Management Policy and Electronic Archives through Electronic Records Management Guideline issued by the National Archives of Malaysia in managing university electronic records. POLICIES ON RECORD MANAGEMENT & ELECTRONIC RECORD MANAGEMENT NATIONAL U N I V E R S I T I T EK N O L O G I M A R A ( U I T M ) Disposal of Library Material Resources: For the management of the disposal of library material resources, should refer to UiTM Library Resource Disposal Policy issued by Tun Library Abdul Razak UiTM Shah Alam. Records Management Audit: The University Archives Department and the UiTM Branch Archives Unit are responsible perform record management audits at PTJ to monitor compliance to legislation, regulations and records management standards. Electronic and Digital Records Management Application: The development of electronic and digital records management applications must comply with system specifications set by the National Archives of Malaysia. Records management electronic and digital through correspondence, email and attachment documents should have security features (watermark) before being uploaded into the System Digital Document Management. 31

POLICIES ON RECORD MANAGEMENT & ELECTRONIC RECORD MANAGEMENT INTERNATIONAL N A T I O N A L A R C H I V E O F A U S T R A L I A WHAT'S THE POLICY? The policy is called Digital Preservation Policy. (Preserving Archival Digital Records Transferred from Commonwealth Agencies | Version 1.4 | 30 June 2020) This Policy explains the electronic preservation concepts and practices used by the National Archives of Australia (Archives) to reduce these risks to the greatest potential practicable. THE POLICY STATEMENT The National Archives of Australia will secure, preserve and provide access to digital records of enduring value. The material of electronic records becomes unavailable due to future software irrelevancy. Loss of data due to irrelevancy or failure of the hardware or media used to preserve electronic records. Data loss due to accidental or malicious content modification. Illegitimate or unreliable records due to incomplete or insufficient capture of metadata & electronic records at the time of transfer. THE POLICY AIMS This policy aims to deal with the issues below: Public clients Archive's staff Expert groups in the digital archiving community Commonwealth Government agencies THE POLICY DIRECTED TO? This Policy is directed to the following groups below: 32

WHAT'S THE SCOPE OF THIS POLICY? Born-digital: records that were developed and handled digitally for business purposes before being transferred to the Archives' control. Not only do born-digital records comprise popular picture and document formats, but also email, audiovisual recordings, mixed media, structured databases, and programming code. Preservation: A preservation standard developed by an agency or the Archives. Business: An agency created the business. Access: Developed by a government agency or the Archives. General Records Authority 31 and Disposal of Records in the Custody of the Archives Following Digitisation: The analog record is destroyed after being created to preservation standards by an agency or the Archives. POLICIES ON RECORD MANAGEMENT & ELECTRONIC RECORD MANAGEMENT INTERNATIONAL N A T I O N A L A R C H I V E O F A U S T R A L I A Digitized records are electronic materials that experience the same preservation and access difficulties as born-digital records. For this policy, a digital record comprises content such as a data file and metadata defining the information. A record's content and metadata are both essential parts. This policy calls for the preservation of the content and related metadata, the preservation of a permanent link between the two, and the production of new metadata to document the preservation efforts. 33

POLICIES ON RECORD MANAGEMENT & ELECTRONIC RECORD MANAGEMENT INTERNATIONAL S O U T H A F R I C A N Q U A L I F I C A T I O N S A U T H O R I T Y POLICY NAME The Policy on Records Management by the South African Qualifications Authority (SAQA) is used to help manage resources and deliver services to the public. SAQA must manage its resources in accordance with national archival policy guidelines and regulations. POLICY SCOPE OF APPLICATION All SAQA personnel who have temporary access to SAQA records as well as outside parties are subject to this policy. Each Director is responsible for ensuring that personnel in his or her directorate, including temporary employees and contractors, follow all of the criteria for record-keeping outlined in this policy. This guideline governs the handling of paper-based documents. The policy on electronic document management addresses the handling of electronic records. To guarantee SAQA continues to preserve genuine, trustworthy, and useable records To safeguard the integrity of the records for as long as they are needed as proof of organisational activities. To incorporate the regulation of paper-based record management. POLICY PURPOSES 34

WHAT'S THE CONTENT OF THIS POLICY? Identification: All documents generated or received while SAQA's duties are public records and must be maintained in compliance with this policy. SAQA documents must be categorized and kept in such a way that they may be easily retrieved, allowing transparency and accountability. Record classification system: For paperbased records, only a categorization system recognized by the National Archivist may be utilized. The categorization system is specified in the Records Management Guidelines. No changes or additions to the categorization system may be implemented without the permission of the Records Management Committee. Disposal of records: SAQA has a records disposal program that enables it to regularly transfer or dispose of records that are no longer required. All paper-based records of value must be kept for 20 years before they are transferred to an archives repository unless a shorter retention period is agreed upon with the National Archivist. POLICIES ON RECORD MANAGEMENT & ELECTRONIC RECORD MANAGEMENT INTERNATIONAL S O U T H A F R I C A N Q U A L I F I C A T I O N S A U T H O R I T Y Custody and security: The Records Management Committee is responsible for the storage and physical care of the records of the organization. They ensure that records are stored safely and securely and that access to them is controlled. Version control: The directors or their delegates are responsible for ensuring that documents have clear version numbers and that the latest versions are being used. Additionally, they should ensure that documentation relating to performance against targets in the Annual Performance Plan is archived and readily accessible for internal and external audit purposes. Inspection by the National Archives and Records Service: The National Archives and Records Service is entitled to full and free access to all public records in SAQA's custody at all times, subject to the exemption provision contained in Section 13(2) of the National Archives and Records Service Act of 1996 as amended. 35

GLOSSARY OF TERMS GLOSSARY OF TERMS GLOSSARY OF TERMS B Business process: A task or a set of coordinated tasks and activities that exist to accomplish a specific purpose. For example, the task of recruiting a new staff member to an organization can be broken down into specific business processes such as advertising the position, interviewing candidates, selecting and appointing the successful candidate, adding him/her to the payroll, and so on. C Classification: The process of identifying and arranging business activities and the resulting records into categories according to logically structured conventions, methods and procedural rules. See also Functional classification and Subject classification. A Active record: A record needed to perform current operations or ongoing business matters. It is consulted frequently, and it must be conveniently available for immediate reference, either manually or via a computer system. Authenticity: The quality of being genuine, not a counterfeit, and free from tampering or corruption. Authenticity alone does not automatically imply that the content of a record is reliable or accurate; it merely establishes that a record is what it purports to be and has verifiably been created by the person who claims to be the creator. Business system analysis (BSA): The process of systematically analysing organisations as systems. This includes identifying broad organisational goals and supporting business areas and processes, and business process definition and decomposition. See also Business process re-engineering. Authority control: The procedure for confirming and approving the selection of distinctive access points for characterizing records; access points might include names, subjects, and record types. In an information retrieval system, authority control is used to make sure that access points are constantly used and kept up. Classified records: Records that have been limited in circulation and access because they contain sensitive information must be kept secure from unauthorized access. Security designations such as 'confidential, "secret,' or 'top secret' may appear on classified data. 36

GLOSSARY OF TERMS GLOSSARY OF TERMS GLOSSARY OF TERMS I Information management: The overall process of planning, controlling, and exploiting the information resources of an organization in order to support its operations. Also known as information resources management. E Electronic record: A digital record that can be stored, transmitted or processed by a computer. See also Born digital. Digital record: A record maintained in a coded numeric format that can only be accessed using a computer system that converts the numbers into text or images that can be comprehended by the human eye. Digital records include records stored in electronic and non-electronic formats such as optical disk. D Disposal: The actions taken to fulfil the requirements outlined in appraisal reports and retention and disposal schedules to retain, destroy or transfer records. Note that disposal is not synonymous with destruction, though destruction may be one disposal option. Also known as disposition. Inventory: A finding aid that lists the documents in a company, department, or collection of archives in the records and archives environment. The level of information in inventories varies. Record inventories may consist of an itemized list. L Legal value: The major value of records in a records and archives environment is for the continuance of the legal business of the generating organization or its successor, or as proof of the legal rights or responsibilities of the organization, its workers, or third parties. M Maintenance: In a records and archives environment, the daily care of records and archives, particularly current and semi-current records housed in records offices or records centres, in order to protect those records from environmental hazards or other physical dangers. 37

GLOSSARY OF TERMS GLOSSARY OF TERMS GLOSSARY OF TERMS Record manager: The person in charge of a records management unit or engaged in the records management profession. P Preservation: In a records and archives environment, the act of protecting records against damage or deterioration. The term is most often used to refer to the passive protection of archival material in which the item is not subject to any physical or chemical treatment. 38 Public Record: A record created or received by a municipality in pursuance of its activities, regardless of form or medium. Record System: A collection of policies procedures and systems, which capture information according to a records classification system, manage, store and provide access to records and their context over time. R Record: Recorded information regardless of form or medium. N Non-Archival Records: Records with a short lived interest or usefulness.

Reflective knowledge 39

SKILLS & KNOWLEDGE GAINED RESEARCHSKILLS Throughout learning this course, which is The Management of Business Record (IMR652), I was able to sharpen my research skills. This is because, during classes, my lecturer often asks the class to make research about certain things that are related to the syllabus that we are currently learning that day. By doing this, I get to enhance my research skills to ensure that what I search for is accurate and precise aligned with what my lecturer wants. ADMINISTRATIVESKILLS One of the skills I learned in this course was administrative skills. Administrative skills are qualities that can help me to complete tasks related to managing a business. Administrative skills are important because they keep business processes running smoothly. Some of the skills I learned include organizing, communicating, teamwork, responsibility, time management, and multitasking. Amirah Husna Binti Zakaria 40

In fact, I was able to strengthen my critical thinking abilities as well. This is due to the fact that this course allows me to enhance my research skills. Based on the outcomes of my research skills, I am able to prepare for the assessment assigned. Additionally, in class, I am manage to improve my problem-solving skills as I am able to participate in class by always being prepared to respond when the lecturer poses a question in a short time. Skills & Knowledge gained I was able to increase my creative abilities with this course, The Management of Business Record (IMR652). For example, to complete this group project, I could create an attractive E-Magazine using my own creativity. Besides, this project could allow me to expand my creativity in terms of magazine creation, writing, editing and others. Anis Rusydina Creativity Skills Critical Thinking Skill Finally, this course benefited me in improving my time management abilities. This is because this assessment course is frequently clashing with other assessment core courses. As a result, I need to plan ahead of time to complete the assessment work within the time range indicated. Time management 41

Reflection: SKILLS & KNOWLEDGE GAINED The first skills and knowledge gained while studying The Management of Business Records (IMR652) are good communication skills. This course has made extensive use of two-way communication, with lecturers and students constantly communicating with one another. Aside from that, this course has taught me how to work and communicate effectively with my groupmate in order to complete the tasks assigned to me and my team members successfully and comprehensively. Aside from that, the second skill acquired is reading skills. This course has taught me to actively read articles, previous studies, and records management rules and regulations in order to maximise my understanding of records and their management. Reading Skills Nur Aliah Arrisa Rusli Good Communication Skills 42

Skills & Knowledge gained Technology Skill I was able to use computer-based technology to complete a variety of activities while taking IMR 652, which helped me advance my technological skill. I use a tablet to study and do a research while in class. This is due to the fact that when I need to research what was covered in class, tablets make my work really simple for me. Problem Solving Skill My problem-solving skills improved after succesfully completed the IMR 652 quiz. I can recognise the questions and quickly find the answers. With this problem-solving skill, all of my work that requires a solution will be simple and quick because I can think clearly. NURSYAHIRA 43

SKILLS & KNOWLEDGE GAINED In this course which is The Management of Business Record (IMR652), I able to improve my knowledge on how to managing record on an organization. For example, I have learned about the way to manage records efficiently such as having a retention schedule. The information that I gain in this course may help me in the future if I involve in information management sector. Through this course, I have improved my self-confidence level in the class. I able to answer the lecturer’s question even though I easily get nervous when asked to answer a question. Thus, I was able to overcome this problem by daring to answer the lecturer's questions. Self-confidence level Muhammad Azrin Knowledge improvement 44

Other Informations 45

Crown Records Management is a division of the Crown Worldwide Group, which was founded in 1965. They are committed to protecting the environment and local communities. Crown has locations in more than 50 countries, and they are constantly reevaluating how they can make all of their operations more environmentally friendly. Other than that, Crown Records Management, with their global reach, provides data consultancy services, assisting organisations in unlocking their corporate memory, much of which has been locked away in files and boxes for decades. Scanning and workflow solutions allow you to share information in a very safe and controlled manner, and then preserving that information for the future is an important part of the strategy. Crown Records Management Mission Their mission is to keep their clients ahead of the increasingly complex regulatory landscape surrounding data retention, use, and destruction by providing expert consultancy and information management solutions. Crown Records Management About Crown Records Management Carton Management and storage File Management File Room Solution Image Hosting Media Storage Online Reporting Vault Storage Data Conversion Digital Scanning & Imaging Information Management Source Code Escrow Workflow Automation Electronic waste & IT Asset Disposal Hardcopy Destruction Product Destruction Services provided by Crown Record Management -Document Management -Digital Information Management -Secure Destruction Others 46

PRI SM INTEGRATED SDN BHD Prism Integrated is a Records Management Center that assists other organisations with record management. Prism Integrated Sdn Bhd was named a Top 10 winner of the E 50 Award 2014, which was held on November 14, 2014, at the Kuala Lumpur Convention Centre (KLCC). A B O U T P R I S M I N T E G R A T E D S D N B H D File Room Solutions Offsite Records Storage Offsite Tape Vaulting Data Restoration and Migration Disaster Recovery Iron Cloud Back Up Solutions Iron Cloud Data Management Jumpstart Your Digital Transformation Scanning and Digital Storage Image On Demand Workflow Automation IM Connect -Secure Storage -Secure Shredding -Secure IT Asset Disposition -Iron Cloud Data Management -Document Scanning and Workflow Automation -Inventory Management and Reporting P R I S M I N T E G R A T E D S D N B H D M I S S I O N To ensure the quality of services provided to customers, management will conduct trainings and educate employees on a regular basis, allowing them to advance in their careers. S ERVI C E S PROVIDED B Y PRI SM 47

Regalia Records Management Regalia is Malaysia's largest commercial records management company. They provide comprehensive and cost-effective records management solutions, as well as their expertise and experience, to address their valued customers' complex business challenges. Their solutions for managing information and valuable records are tailored to each organization's specific requirements, with a focus on lowering costs and risks while ensuring reliability,security, and flexibility in service delivery. Furthermore, they recognise the significance of data confidentiality and consistently adhere to industry best practises and the highest code of ethics. Overall, Regalia has built facilities that are equipped with good and confidential handling mechanisms to ensure that the records are safe, authentic, reliable, andwell-protected. 48

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