Educational Visit to Records Management Organizations

Report on Seksyen Pengurusan Rekod, Arkib Negara Malaysia

On 29th May 2015, HRM 3,4 and 5 have visited to Seksyen Pengurusan Rekod, Arkib Negara Malaysia. The objective of this Visit is to gain knowledge in how their company handle the record management that we have learn the theory with Mr. Sathish in Administrative Office Management (HRM 2113) subject.

The core business plan and manage the records system to preserve and store records in the system as when it needs easier to find and provide clarification on matters relating to the evaluation, separation, storage, transfer, maintenance and safety records or electronic data in government departments. Record or electronic data that is still active in the action still needs to be taken on it, can be stored in the Department to act on it is completed.

The business operation business processes are typically highly structured, well established tools and techniques are employed to develop application systems supporting the processes, and accountability for the design, development and maintenance of systems (including the integrity of the data generated in the systems) has been assigned. This is the ‘systems’ world where the processes for carrying out the business of the public office have been heavily structured, where accountability for the design, development and maintenance of the systems supporting these processes has been assigned and where the accuracy and reliability of the ‘data’ generated and managed in these systems must be ensured in order to support the overall integrity of the systems.

The stage of process involved in Safeguards Records Management and the stakeholders of Records Management.

The important factors affecting the business operation Trends such as decentralization, the increasing use of technology in administrative processes, and inadequate control over outsourcing arrangements have created challenges for the systematic creation and keeping of records. Conscious effort is required to ensure that records supporting business activities are created and captured in record keeping systems. The procedures and practices a public office establishes to capture its electronic records will depend on the record keeping systems in use, the types of electronic records generated and the specific record keeping requirements the public office must satisfy.

Aspect of Safeguards Records Management. Contributes to the smooth operation of your agency's programs by making the information needed for decision making and operations readily available. Deliver services in a consistent and equitable manner and facilitates effective performance of activities throughout an agency. Protects the rights of the agency, its employees, and its customers and allows quicker retrieval of documents and information from files

From this educational visit I have realize that their operation of managing record was related with our subject that we have learned in class but in the visit we have seen the real job scope that they do. Safeguard Record Management is the solution of keeping the document of some company if they not enough space of storage to keep their document because in this Company have provided the easy way to find out the problem with the space to keep document. This also my first time visit the Safeguard Record management and I gained experience from this visit. This experience maybe I can use in the future. I want to say thank you for my lecturers to bring us in this company and information about record management in their company. 

Report on Safeguards Records Management Sdn Bhd.

On 30th June 2015, HRM 3,4 and 5 have visited to Safeguards Records Management Company which is our industrial visit with our lecturers, Mr. Sathish and Ms.Priya. It's located at Petaling Jaya.

The objective of this Visit is to gain knowledge in how their company handle the record management that we have learn the theory with Mr. Sathish in Administrative Office Management (HRM 2113) subject.

The core business ability to analyse and review client requirements to determine suitable, feasible design that meets client needs. Excel in managing multiple projects concurrently with strong detail, problem solving and follow-through capabilities. Demonstrated ability to manage, motivate and build cohesive teams that achieve results.

The business operation improving access to information. Controlling the growth of materials taking up valuable office space and reducing operating costs. Minimizing litigation risks. Safeguarding vital information and supporting better management decision making.

The important factors affecting the business operation information held on magnetic media can only be processed or read by mechanical means, therefore it is essential that equipment is maintained in good condition: the use of poorly maintained equipment can actually cause damage to records. The heads, disk drive and tape drive elements of playback and recording equipment should be cleaned regularly according to manufacturers' recommendations.

The stage of process involved in Safeguards Records Management and the stakeholders of Records Management.
 

Aspect of Safeguards Records Management. Acquisition in the archives phase is the mirror image of disposal in the records management phase. Reference and use in the archives phase are essentially the same tasks as maintenance and use in the records management phase.Arrangement and description in the archives phase is vitally dependent on classification in the records management phase.

From this educational visit I have realize that their operation of managing record was related with our subject that we have learned in class but in the visit we have seen the real job scope that they do. Safeguard Record Management is the solution of keeping the document of some company if they not enough space of storage to keep their document because in this Company have provided the easy way to find out the problem with the space to keep document. This also my first time visit the Safeguard Record management and I gained experience from this visit. This experience maybe I can use in the future. I want to say thank you for my lecturers to bring us in this company and information about record management in their company. 

Records Management, An Introduction (ASS 2)

Explain on how records affect our human life.

The rights and entitlements of citizens are based on records, and the ability of a government to continue to respect these rights and entitlements is based on the  quality of the policies, standards, and practices employed for the care of those records. In an increasingly electronic environment, where information is held in a fragile format, this is much more difficult to achieve than is usually realized.

What would happen to any human if their records gone missing?

As long as services are being delivered and nothing is going obviously wrong, the public are content to ignore such internal matters. Even when these files contain something out of the ordinary, such as allegations of child sexual abuse by powerful people, many people have explained the lost or missing records as not something out of the ordinary. Records get lost on a regular basis or they get destroyed as part of the normal records management process. In local government, if the documents are not part of the official decision process, then there is no reason to keep them or provide them to the local Records Office.

How far the impact would be for any human or even the country to have the records of any human to go missing?

The records management policy provides the framework within which a governmental body affirms its commitment to create authentic and reliable records. The purpose of these guidelines is to enable records managers to compile their own records management policy using the guidelines as a basis to work from. Governmental bodies should also take note of the recommendations regarding matters that should be addressed in a records management.

How far does information growth contribute to information explosion? If information explosion occurs, will it cause any disturbance towards the operation of organizations or country or even the world ?

Data holders operating autonomously and with limited knowledge are left with the difficulty of releasing information that does not compromise privacy, confidentiality or national interests. In many cases the survival of the database itself depends on the data holder's ability to produce anonymous data because not releasing such information at all may obstruct the goals for which the data were collected, while on the other hand, failing to provide proper protection within a release may create circumstances that harm the public or others.

Growth in supermarket transaction data

Private sector information about individuals has expanded also. For example, supermarket transactions consisted only of summary price information in 1983 and were not identified to individuals. In many supermarkets today in Illinois, the complete list of purchased items is often stored along with the identity of the consumer. This increase in the volume of data collected about individuals from supermarket purchases is the topic of discussion in this subsection.

Supermarket loyalty cards

As Catalina Marketing began its data collection, awareness arose among retailers that with the help of personally identifying cards and state-of-the-art database technology, retailers, such as supermarkets, could analyze millions of transactions quickly to identify their best customers and build loyalty through special rewards such as discounted prices. These are called loyalty programs and the accompanying card is termed a loyalty card.

National Directory of New Hires

In a report prepared for the Chairman of the Subcommittee on Federal Services in 1994, non payment of child support was shown to contribute to childhood poverty as well as to increases in the number of families receiving welfare [13]. This report stated that in 1994, more than one-fifth of America’s children lived in poverty, and it recited an estimate that half of those would live in single parent families at some point in their lives. To help obtain the financial support that parents owe their children and to reduce welfare costs, Congress passed the Personal Responsibility and Work Opportunity Reconciliation Act of 1996.

Summary

In summary, there is no doubt that society is moving towards an environment in which society could have almost all the data on all the people. As a result, it is becoming increasingly difficult to produce anonymous and declassified information in today's globally networked society. Most data holders do not even realize the jeopardy at which they place financial, medical, or national security information when they erroneously rely on security practices of the past. Technology has eroded previous protections leaving the information vulnerable. In the past, a person seeking to reconstruct private information was limited to visiting disparate file rooms and engaging in labor-intensive review of printed material in geographically distributed locations.