EDUCATIONAL VISIT ON SAFEGUARDS RECORD MANAGEMENT SDN BHD

Educational visit on Safeguards Records Management Sdn Bhd

On 30th June 2015, we are student from HRM 3, 4 and 5 have industrial visit to Safeguards Records Management Company. It's located at Petaling Jaya. We go to visit with our beloved lecturers, Mr. Sathish and Ms. Priya. The objective of this Visit is to apply knowledge how their company handle the record management. It's because this visit have related with our subject for this semester (Final semester/semester 7), Record management for administrative services subject. Before I start with my experience and knowledge based on the visit, let’s to know about Safeguard Record Management Company first and them organizational Background, organization business process and hat are the activities carried out at the organization.

Organizational Background

                                           

Safeguards Corporation Sdn. Bhd. (“Safeguards”) was incorporated in Malaysia on 3 July 1973 and was listed on the Second Board of the Bursa Malaysia (formerly known as Kuala Lumpur Stock Exchange) on 6 June 1997. Safeguards were elevated to the Main Board of the Bursa Malaysia on 29 March 2002. A safeguard was privatized on 17 April 2007.

The Safeguards Group is principally engaged in the provision of cash and security solutions, freight forwarding and logistics solutions, information technology solutions, fleet management solution, records management and archiving, and training. The Group employs more than 8,000 personnel across the Asia-Pacific region.

Objective

At Safeguards, they pride ourselves in providing solutions that meet the business markets’ and customers’ current needs, often anticipating the escalating demands of the increasingly globalized business arena and analyzing the clients’ end-user dynamics.

Recognizing that market leadership is not a legacy but a state of development in continuum, Safeguards strives to reinvent itself as a strategic goal in constantly setting higher benchmarks for itself and the industry.

Safeguards is committed to delivering they best to they partners and clients in terms the best-of-class service, products and communal environment to be able to mutually attain and exceed they collected goals and aspirations. 

Vision & Mission

Safeguards Group intends to be the leading security solutions provider in Malaysia and the Asia-Pacific region. Through the quality of work and the business professionalism of the highly qualified and well-trained workforce, they aim to provide the best possible value to their clients who care about the quality, reliability, and efficiency of their business operations. They want every dollar spent on their solutions to be of great value to their clients’ business operations.

 The core business process of Safeguards Records Management Sdn Bhd.

Since our inception in 1973, Safeguards Group has been actively providing of cash and security solutions, freight forwarding and logistics solutions, information technology solutions, fleet management solution, records management and archiving, and training to diverse range of clientele across the Asia-Pacific region. 

The Group’s Records Management Division was established as a result of industry specialists and corporate professionals whose strength is the ability to interpret business needs and understand the market’s security requirements.

In today's fast-paced global world of commerce, the ability to maintain data securely, retrieve information quickly and utilize the data efficiently, is reflective of an organization’s capability in meeting market changes. Its clientele ranges from financial institutions, insurance providers, stockbrokers, legal and accounting firms, manufacturing, trading, engineering and construction companies, oil and gas corporations, hospitals and government agencies.

The organization conducts their business operation.

Over the years, the technology arm of the Safeguards Group, spearheaded by the ePedas team has been involved in developing and implementing many successful ecommerce projects. Today, its expertise and infrastructure positions the company well to help organizations e-enable their businesses for the Net Economy.

The IT division fits well into the Safeguards Group activities through its development of specialized software to complement and add value to the Group’s conventional cash and security businesses, records management and business recovery.

Project & Services

Safeguards provide development, implementation and deployment services for e-business application systems. Having consultants with extensive application development experience, in-depth knowledge of current technologies, the Group offers a team of professionals, who are dedicated and experienced to successfully build and roll-out systems in a timely and structured manner.

Solutions Integrator

Safeguards have the necessary expertise and experience in delivering comprehensive campus wide network infrastructure solutions. We have in our organization some of the most experienced Malaysian knowledge workers with multiple years of experiences in designing, developing and implementing enterprise network infrastructure (for both LAN and WAN environment), systems, Internet security and Intranet applications.

E-Security

The company’s Enterprise Security Services are built to address the increasingly complex issues concerning the security of information assets. As an Enterprise Security Provider, the company provides its customer a suite of e-security services, leveraging on its experience and expertise in best-of-breed technologies.

The important aspects/factors affecting the organization's business operation

General archive for inactive records

·        Physical storage and management of inactive hardcopy information

·        Quick-time retrieval for fast information access

·        Records & Document movement tracking

Active file management

·        Bar coding active files for comprehensive inventory

·        Efficient tracking and accurate single-file retrieval

·        Effective control and security

Computer Media

·        Physical storage and management of electronic information for a sound business continuity plan (contingency plan) in a controlled environment

·        Daily rotation of backed-up media

Consulting

·        Appraisal and sentencing of records for the retention period

·        Indexing and cataloguing of records

·        Managing records retention and destruction dates

Destruction Service

·        Monitoring destroy dates so records are not kept longer than necessary

·        Secure records disposal under your authorized personnel's supervision

Other services

·        Security documents - managing vital records in a high security environment

·        Information conversion

·        Secured vaulting - rental of high security strong room

The stages involved in Records Management process

Organization business process

The Group’s Records Management Division was established as a result of industry specialists and corporate professionals whose strength is the ability to interpret business needs and understand the market’s security requirements. In this company they have a 3 process to manage the records. It is as a below:

·                     Scanning

   

·                     Indexing

         

  

·                     QC Control

Stakeholders of Records Management

The Safeguards Group of companies are principally engaged in the provision of cash and security solutions (Safeguards Securicor G4s Sdn Bhd), freight forwarding and logistics solutions (Safeguards Oceanic Sdn Bhd), fleet management solution (IQWorks Sdn Bhd), records management and archiving (Safeguards Record Management Sdn Bhd), education provider (Saito College Sdn Bhd) , information technology solutions and training across the Asia-Pacific region. 

Conclusion

Safeguard Record Management is one solution to keep all document if the company not enough storage to keep their document. It's easy to find out the problem with the space to keep document. This also my first time visit the Safeguard Record management and i get more experience from this visit. This experience maybe I can use in the future or I can with my friends or people. I want to say thank you for my lecturers to bring us in this company and thank you so much from our heart to Mr. Suresh for shared everything information about record management. Last but not least, thank you to my entire classmate to involved this visit. Thank you.  

EDUCATIONAL VISIT TO ARKIB NEGARA

Educational visit on Arkib Negara Malaysia

On 24th June 2015, we are student from HRM 3, 4 and 5 have industrial visit to Arkib Negara Malaysia. It's located at Petaling Jaya. We go to visit with our beloved lecturers, Mr. Sathish. The objective of this Visit is to apply knowledge how their company handle the record management. It's because this visit have related with our subject for this semester (Final semester/semester 7), Record management for administrative services subject. Before I start with my experience and knowledge based on the visit, let’s to know about Arkib Negara Malaysia first and them organizational Background, organization business process and what are the activities carried out at the organization.

                                                  Organizational background

                                                 

                      

The National Archives of Malaysia (ANM), established in 1957, and as an agency that serves as a repository of data, information and government records, is responsible for the collection, preservation and preparation of public records in various types and forms as references for researchers as well as the public. In line with the development and surroundings of current technological advancements as well as the Government Transformation Policy, ANM is hereby determined to foster widespread awareness among the people in all aspects thus generating the formation of excellent human capital through the dissemination of information regardless of boundaries of time and place.

Divisions within ANM:

Planning and Coordination Division

Government Records Management Division

Archives Management Division

Development Division

Research & Documentation Management Division

Statesman Archives Division

Vision

To become an outstanding National Centre for Archives and Archival Researches

Mission

To preserve records of enduring value, provide research and reference services, as well as to communalize and popularize archival heritage

Core business process of Seksyen Pengurusan Rekod, Arkib Negara Malaysia

This Section describes some of the basic concepts associated with record keeping and the management of electronic records. It is a foundation section upon which the standards provided in subsequent Sections can be understood more clearly. According to the Akta Arkib Negara 2003 and in accordance with the Policy on the Management of Electronic Records,

"records" means materials in written or other form setting out facts or events or otherwise recording information and includes papers, documents, registers, printed materials, books, maps, plans, drawings, photographs, microfilms, cinematograph films, sounds recordings, electronically produced records regardless of physical form or characteristics and any copy thereof;

 "public records" means records officially received or produced by any public office for the conduct of its affairs or by any public officer or employee of a public office in the course of his official duties and includes the records of any Government enterprise and also includes all records which, on the coming into operation of this Act, are in the custody or under the control of the National Archives of Malaysia established under the Akta Arkib Negara 1966 [Act 511 ];

Electronic government records are those records that fulfill these criteria and which are created and maintained in electronic format.

How the organization conducts their business operation.

Adequate public records enable organizations to:

·         Conduct business in an orderly, efficient and accountable manner.

·         Help deliver services in a consistent and equitable manner.

·         Support and document policy formation and managerial decision-making.

·         Provide consistency, continuity and productivity in management and administration.

·         Facilitate the effective performance of activities through an organization.

·    Promote transparency, openness, accountability and related attributes that demonstrate n the concept of ‘good government’.

·         Provide continuity in the event of a disaster.

·         Meet legislative and regulatory requirements including archival, audit and oversight      activities.

·        Provide protection and support in litigation including the management of risks associated with the existence of or lack of evidence of organizational activity.

·  Protect the interests of the organization and the rights of employees, clients and present and future stakeholders.

·  Support and document current and future research and development activities, developments and achievements, as well as historical research.

·         Provide evidence of business, personal, and cultural activity.

·         Establish business, personal and cultural identity.

·         Function as corporate, personal or collective memory.

Public records are an integral part of business processes and must be managed and retained for as long as they are needed to support the functions of the government and to provide evidence of decisions and activities.

The important aspects/factors affecting the organization's business operation

In order to serve as reliable evidence of decisions and activities, public records must have the following qualities:

Authenticity

An authentic public record is one that is proven both to be what it purports to be and to have been created or sent by the person who purports to have created or sent it. To demonstrate the authenticity of public records, organizations should implement and document policies and procedures which control the creation, transmission and maintenance of public records to ensure that records creators are authorized and identified and that public records are protected against unauthorized addition, deletion and alteration. To be authoritative, a public record should be created at the time of the transaction or incident to which it relates, or soon afterwards, by individuals who have direct knowledge of the facts or by instruments routinely used within the business to conduct the transaction.

Reliability

A reliable public record is one whose contents can be trusted as a full and accurate representation of the transactions, activities or facts to which they attest and can be depended upon in the course of subsequent transactions or activities.

Integrity

The integrity of a public record refers to its being complete and unaltered. It is necessary that a record be protected against alteration. Records management policies and procedures should specify what additions or annotations may be made to a public record after it is created, under what circumstances additions or annotations may be authorized, and who is authorized to make them. Any authorized annotation or addition to a public record made after it is complete should be explicitly indicated as annotations or additions.

Usability

A useable public record is one which can be located, retrieved, presented and interpreted. It should be capable of subsequent presentation as directly connected to the business activity or transaction which produced it. The contextual linkages of public records should carry the information needed for an understanding of the transactions that created and used them. It should be possible to identify a public record within the context of broader business activities and functions. The links between public records which document a sequence of activities should be maintained.

The stages involved in Records Management process

The staged process comprises the following eight steps:

Step 1: The public office will notify the ANM that they have records for transfer. The Notification will indicate whether transfer requirements are already in place or need to be Developed or modified.

Step 2: If the transfer’s requirements have not already been tested, then a transfer of test data will be undertaken to confirm that the indicated requirements are satisfactory. The test transfer will include export of test data in an agreed upon structure and format from the public office system to an agreed upon medium. The medium will be delivered to the ANM where it will be accessed and the test data reviewed. Unsatisfactory aspects of the transfer requirements will be renegotiated and another complete test will be run. The object of the test transfer is to ensure that risk to the records by the transmission from the public office to the ANM is minimized.

Step 3: During the test transfer process the public office will gather all metadata and documentation that must accompany the transferred records. These will be listed and a count of transferred records, including checksums for each computer file comprising the transfer, will be appended to the listing.

Step 4: The records will be transferred using exactly the approved transfer requirements. The records will be accompanied by their metadata and documentation.

Step 5: The ANM will review the transferred records to ensure that:

a. The transferred records are those that were supposed to be transferred

b. All the transferred records were received

c. The format and structure of the records is that which was negotiated

d. The metadata can be correctly linked to the records

e. The documentation provides the necessary context to access and understand the records

In the event that one or more of these conditions are not met, the public office and ANM will jointly address the identified problem(s).

 Step 6: Transferred media are received into the quarantine facility, where the contents are copied, using a verified write process, to new physical media. The quarantine facility is a ‘stand-alone’ environment, allowing records to be checked and problems resolved without the risk of infecting other digital records. ANM staff checks against the disposition authority to confirm that the appropriate records were transferred. Then the checksums for each record are recalculated and compared against the original checksums provided by the public office. The records are then virus checked.

If any of the records in the transfer fail these checks, the agency is alerted and asked to re-copy their original records onto a new transfer medium. The original transfer medium is either destroyed or returned to the agency.

Step 7: Records are maintained on removable media within the quarantine facility for four weeks after which the records are re-checked for viruses using updated virus definition files.

The four-week period between virus checks allows virus-checking software vendors time to update their software to counter new or previously unknown viruses.

Step 8: Once the records have passed all tests, they are physically moved on their media from quarantine to the preservation repository. At this point the transfer is complete and the ANM will confirm receipt of the records and update its records accordingly. This information should be reflected in the next review of the appraisal agreement between the transferring public office and the ANM.

The ANM will not normally accept records that are not governed by a disposition authority, and in turn, an appraisal agreement. Bodies of records, normally expressed in relation to an identified record series and date range, will be transferred at scheduled intervals. Individual electronic records are not acceptable for transfer. Transferred records will not include software applications.

The stakeholders of Records Management

Records have been created by all business transactions.

• Communications in the conduct of business between two people, between a person and a store of information available to others, and between a source of information and a person, generate a record.

• Data interchanged within and between computers under the control of software employed in the conduct of business created a record

Records are identifiable. They are related to a transaction which used all the data in the record and only that data.

• There exists a discrete record, representing the sum of all communications associated with a business transaction.

• All data in the record belongs to the same transaction.

• Each record is uniquely identified.

Records are complete. They contain the content, structure and context generated by the transaction they document.

Records are accurate. The content of records is quality controlled at input to ensure that information in the system correctly reflects what was communicated in the transaction.

Records are understandable. The relationship between elements of information content is represented in a way that supports their intended meaning.

Records are meaningful. The contextual linkages of records are in place to carry information necessary to correctly understand the transactions that created and used them.

• The business rules for transactions, which minimally locate the transaction within a business function, are maintained.

• A representation of the source and time of the transaction which generated a record is maintained.

• Links between records which comprised a business activity are retained.

Records are authentic.

• All records have creators which are documented.

• Authorized records creators originated all records

• Records creators have been authorized to engage in the business transaction that generated the records.

Conclusion

Arkib Negara Malaysia is one solution to keep all document if the company not enough storage to keep their document. It's easy to find out the problem with the space to keep document. This also my first time visit to Arkib Negara Malaysia and I get more experience from this visit. This experience maybe I can use in the future or I can with my friends or people. I want to say thank you for my lecturers to bring us in this company and thank you so much from our heart to Ms. Haifa for shared everything information about record management. Last but not least, thank you to my entire classmate to involved this visit. Thank you.  

Appendix 

Records Management, An Introduction

Records affect our human life

The ability of governments to protect the rights of its citizens and to improve citizen-government interaction is a critical issue. 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. 

Records are entirely dependent upon technology, both for their creation and their storage. As a result, they must be managed over time in a computerized environment.

 What would happen to any human if their records gone missing

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. If a few files get lost, that is the cost of doing business.You need to be deeply concerned for three main reasons. The first reason is that lost records affect the organizations and the employees that manage the records. The second reason is that the flawed records management, which allows records to be lost, undermines democratic and historical accountability for a community and for the individual.

Every day lots of data and information being generated by various transactions

Society is experiencing unprecedented growth in the number and variety of data collections as computer technology, network connectivity and disk storage space becomes increasingly affordable. 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.

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.

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.

 National Directory of New Hires

The goal of these newly created worker-specific data collections, at their inception in 1996, was and remains to monitor all individuals with jobs in order to better track down parents who owe child support.

 Summary

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.