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.