ASSIGNMENT 2: RECORDS MANAGEMENT FOR ADMINISTRATION SERVICES

Electronic and Image Records For Organizations Electronic Record Safety and Security

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CASE STUDY 1

This show my assignment on how my group member organize an file that we have to categorize this each file:

• Annual incident report, 2013
• Letter from CEO Rajamohan, 25, June 2012
• Trucks lift (serial #248) inspection
• Architectural plans for the new corporate headquarters
• Repair truck #2 maintenance records, 2013
• Payroll for December 2013
• Annual budget report, 2012
• Current insurance policy for repair truck #1
• Purchase order for repair truck #2
• GIS (database) files
• Certificate for completion of CPR training class by Joseph Gomez (maintenance worker), 2012

Below is the outline for the above files which is we have created in Google Drive.
Click here

Outline Form

KANAKS COOPERATION

            2012

                        Budget report.txt

                        CEO Letter.txt

                        Training completion certificate.txt

            2013

                        December payroll.txt

                        Incident report.txt

            Corporate Headquarters

                        Architectural plans.txt

            GIS

                        database.txt

            Truck

                        Inspection.txt

                        Insurance.txt

                        Maintenance.txt

                        Purchase order.txt

The reason that we have created this filing structure in this way is because :

• Firstly we have create the main folder by the organization name then we have divided the sub folder to five which is we have found each file show the meaning and how is it important.
• We created this five sub folder by the years, name of the things that specific mention as the operation that happen in the organization and others folder that we have state the file that general.
• It is to ensure the file is easy to identify and logically have an idea when to reach the file related.

CASE STUDY 2

This is our Case Study 2 that shows our thought in giving a recommendation after review the scenario that the employee noticed a few things were out of place in his office when he arrived in the morning for a few instances over the period of a month.

He works in a government office building that has fairly stringent security measures in place – all staff must show picture ID to security personnel to obtain physical access to the floor on which his office is located.

So that the employee believed someone had been fooling around with his computer and was concerned the information and records on his computer may have been deleted or changed. He was anxious to find a solution to his problem.

Based on our review this scenario as a record management consultant after interviewed government employee about his situation regarding his computer and work space, we had found  some problems in the organization.

Problem	Recommendations
1)  Low security access guard	Using the thumbprint – easy to detect who staff which is entering the office
2)  Same password and method to entering any part/room in the office	Change method – different security access for every department/staff
3)  Low computer security	Must have different password/ security which only the owner/ user of the computer can access the computer
4)  Lack of networking security	Provide antivirus/ ad blocker to block an illegal or unnecessary to avoid from restriction.       Only allow the software/ application program that the user use
5)  Lack of secure installation configuration	Only install what is they required       Must have a lock and expire default user account       Must change default user password and restrict operation system access
6)  Problem in responsibility of security personal	OSH Officer should monitoring and always do the observation to their security       Agency should recruit only the personnel that have a high quality       Provide a CCTV at all the sides for control in the environment of the government

CASE STUDY 3

Part A: Form Design

Part B: Record Management

a) The column that we have considered as Primary Key which can identify each record as individual record is the Column Identity Card No. of residents. 

• We suggest the answer above is because it can be easily identify the resident by their Number of Identity Card because it is the way to find the person who has registered in Malaysia.

b) Yes, one person can submit multiple forms for each car park application for their other vehicle. 

• This is because we already have state the instruction in the form of registration that if the resident want to apply for the new registration sticker for parking.

c) One parking sticker cannot be shared by different car. 

• The way that can be done to ensure no two cars getting the same car park sticker number is regularly updated the records keeping to make sure there is no redundant information and misfiled.

d) The spreadsheet application is convenient for keeping the records is because spreadsheet is the best way to keep track of registration records from day to day. 

• For example, for each resident that registered, we can use a spreadsheet to track the records.
• Since can create as many spreadsheets as we want, we can keep these from year to year in Google Drive account for long term record storage.
• By uploading those records to Google Drive account, it can access them anywhere, without the need to carry around a laptop or a memory stick
• Google Docs is one of the best record-keeping solutions for a records keeping. Not only can create new documents and records that can use year after year, but can upload existing records to Google Drive account and make sure that will have all of those records available year after year.

INDUSTRIAL VISIT (RECORDS MANAGEMENT)

SEK. KEB. KAMPUNG LINDUNGAN

ORGANIZATION BACKGROUND

School History

SK Kampung Lindungan opened on 21 August 2006. However, it is fully operational in January 2007, which was led by the first professor of Ms. Hajjah Hasimah Bt Bohari and three senior assistants, 23 teachers, approximately 360 students and two staff members support.

Amenities here include a canteen, a bookstore, two computer labs, an assembly hall, two sport courts, a field and others.

Vision

Human quality education educated and prosperous country

Mission

Preserve the quality of the education system to develop individual potential to fulfill the aspirations of countries

Our picture with head master

We have interviewed the person from the Administration office which the school’s head master as the one who have to manage the records in their operation also.

THE RECORDS MANAGEMENT PRACTICE

a) The management support good administrative record keeping practices and consider whether management support staff by:

• Informing all staff that record keeping is a priority this might be achieved by incorporating record keeping practice standards into their practice manual or leading
• Providing a budget for record keeping tools
• Ensuring breaches of record keeping policy are investigated and taken seriously
• Reporting all suspected fraud.

- Their practice has a good role model at management level.

- Good record keeping will then be considered a priority by other staff and they will be encouraged to adhere to the policies and procedures.

- Staff will also be able to easily approach management with administrative record keeping concerns.

b) The practices have procedures for handling and managing administrative records and consider whether their administrative record keeping procedures are:

• Written down
• In accordance with your record keeping policies
• Clear
• Accessible to all staff
• Clearly state who is responsible for work relating to record keeping procedures

- To improve administrative record keeping, they try to make their record keeping procedures clearly defined and easy for staff to understand.

- Clear steps and clearly defined standards give staff procedures to follow and leave little room for confusion which in turn and improves record keeping standards that will be beneficial to their practice.

ANALYSIS OF OUR VISIT

• The organization are for good administrative record keeping it is important to have the right people, resources, policies and procedures in place.
• This can put their practice in the best possible position to access their business records to make informed decisions that will benefit the practice.
• The following administrative record keeping checklist can help us to evaluate and review how their administrative records are being managed and whether there are any areas for improvement
• Continuous improvement can make your administrative record keeping practices more effective for their practice needs. 
• When considering whether to answer yes or no for each question, refer to the description to assess their practice’s current administrative record keeping processes.
• It will also give some advice on how their might be able to improve record keeping in their practice.

EFFECT OF THE SUGGESTION IF BEING IMPLEMENTED

• If our suggestion was implemented, we are sure that it will affect the organization. It is may be beneficial in establishing and maintaining an effective administrative record keeping system.
• The benefits of maintaining accurate, reliable and useable records can help to increase the efficiency and effectiveness of the practice operations.
• It will ensure the practice is able to access information when required and meet all accountability and compliance operations requirements.

TASK MANAGEMENT SCHEDULE

Task Name	Date
Survey company / organization Searching for an company / organization Calling for confirmation Describe activities of the organization Industrial visit	10th February 2015 – 4th March 2015
Assignment Discussion Combine idea and editing	5th March 2015 – 26th March 2015

CONCLUSION

Based on this industrial visit there are many knowledge and valuable experience that we gained from this visit at SK Kampung Lindungan. We have known that the Records managers must be ready to react to changes both to organizational structures and to the functions, processes and activities which the organization performs.

Other than that, we can know how they managed their record such as student information in term of their background details, academics co-curriculum and also their overall operations such as their involving in any program or school project.

VISIT TO SAFEGUARD RECORDS MANAGEMENT

On 20th March 2015 our batch have visited the Safeguard Record Management. We were accompanied by two lecturers, Mr. Sathish and Mr. Rajamohan. The purpose of visit is to get knowledge related with our subject in Records Management.We are introduced by Mr. Jeffry and Mr. Kong and we get many experience are related with Records Management.

OBJECTIVE

At Safeguards, we 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 our best to our partners and clients in terms the best-of-class service, products and communal environment to be able to mutually attain and exceed our collected goals and aspirations.

VISION

The company’s vision is 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 our highly qualified and well-trained workforce, we aim to provide the best possible value to our clients who care about the quality, reliability, and efficiency of their business operations. We want every dollar spent on our solutions to be of great value to our clients’ business operations.

MISSION

The company’s mission is

• Implementing and achieving the high benchmarks set for our solutions’ quality, reliability, and efficiency.
• Fully committing to the business growth and development of our clients by offering excellent customer service and support to ensure we are known as the most customer focused vendor.
• Instilling a culture of continuous improvement to uphold the standards of customer satisfaction by maintaining locally and internationally recognized accreditation.
• Ensuring a qualified and well-trained professional workforce through continuous employee training and development programs.
• Ensuring that the Safeguards Trademark is more recognized than other competitors throughout the Asia-Pacific region.

We have a visit to Safeguard Record Management, thanks to Mr. Jeffry and Mr. Kong who gives us the important knowledge about the Safeguard Record Management. We appreciate that knowledge they share with us, we can used in the future if we already working.

VISIT TO MINISTRY OF HUMAN RESOURCES

On 13^th March 2015 HRM1 until HRM5 students have visited the Ministry of Human Resources, Putrajaya. We were accompanied by two lecturers, Ms.Priya and Ms. Vanisa. The purpose of visit is to get knowledge related with our subject in Domestic Inquiry.We are introduce by Mr. Rosandy and we get many experience are related with Domestic Inquiry.

The Ministry of Human Resources, is a federal government ministry that is responsible for determining the workforce policies and direction of the labor force in line with Malaysia's commitment towards the United Nations'.

VISION

• "To be the leading agency in the development and management of a World Class Workforce."

MISSION

• To develop a workforce that is productive, informative, discipline, caring and responsive to the changing labor environment towards increasing the economic growth and hence create more job opportunities.
• To encourage and maintain conducive and harmonized industrial relation between employers, employees and trade unions for the nation's economic development and wellness of people.
• To uphold social justice and ensure harmonious industrial relations through solving industrial dispute between employer and employee and awarding collective agreement.
• To ensure trade unions practice democracy, orderly and is responsible to assist achieving the objective of industrial harmony.

 Our picture with lecturer and Mr. Rosandy

 Picture of Ministry of Human Resource

 One of our member, Iwan to express our gratitude to Mr. Rosandy

During question & answer session

The knowledge that I gain from the visit is I can feel the real situation of how people do picketing. Once we arrived at there is group of people do picketing claim for a higher wish before GST (Goods and Service Tax) will be launched. They are from PSM (Party Solidarity Malaysia), non-government organization. They are main purpose is because two reasons, first they want the government to cancel the GST and second they want to increase the basic salary minimum RM900 to RM1500. The officer will consider about the request and bring the matters for a discussion the labour department.

INDUSTRIAL VISIT (DOMESTIC INQUIRY)

COMPANY BACKGROUND

Naza Group of Companies is a Malaysian business conglomerate involved in many types of business ranging from motoring to education. The group began operations in 1975 as a motor trading company. Motoring sector remains the most important sector for the group.

The group has business divisions including vehicles and bikes distribution, motor-trading, manufacturing, property development, food and beverage, hospitality, transportation services, limousine services, automotive education, plantations, cigarette distribution, non-financial services. The group was founded and led by Malaysian business tycoon Tan Sri SM Nasimuddin SM Amin until his death on 1 May 2008.

Naza Group is the franchise holder for Ferrari, Maserati, Koenigsegg, Kia Motors, Peugeot, Chevrolet, Citroën, Brabus, Ducati,Harley Davidson, Piaggio, Vespa, Aprilia, Gilera and Indian Motorcycle brands in Malaysia.

Our picture with Mr. Khairul

Thanks to Mr. Khairul gives us the important knowledge about the Domestic Inquiry. I hope we can success in the future and working together as a colleagues. The knowledge that we gain at there we can used in the future if we already working. 

MY EXPERIENCE DURING INTERNSHIP

I have done my internship at Safworks Sdn Bhd as known as Safeguards for two month. All in office are finance department but have more group divided into two in Malaysia and International. In Malaysia such as Safeguards g4s Sdn Bhd, Safeguards Oceanic Holding Sdn Bhd, IQ Works Sdn Bhd, Safeguards Record Management Sdn Bhd and Saito College and International such as Cambodia safeguards. I am reporting to Mr Chenkuan, Finance Analyst and Mr Alfred.

JOB SCOPE

PAYROLL SYSTEM

Key in employee information, payroll information, official information and family information in Payroll system. Payroll information is about employee’s salary and Official information about employee’s position. Keyed in the data based on information that I have from my supervisor in Microsoft Excel, I have to key in data for 280 employees. In semester five of my diploma course, I have studied the subject called “Payroll & Office Software Applications”. This knowledge helped me to understand when I came across with the payroll systems used in the task assigned.

SAITO COLLEGE SYSTEM

I have done was keyed in student details in Saito College System for 95 students and I finish the work in one day. I just key in student details such as name, course, contact number, address, IC no and ID no.

CALL LANDLORDS

I have called the landlords to inform about rental payment date. They have many problem and I manage the problem that they have. I have experience how to handle problem. I have improved my skills in communication. Before I start on making phone calls, I was quite nervous on how should I greet, address and talk to the person. When I had my first conversation on the phone, I felt quite confident that I am able to talk on the phone properly.

AUTO COUNT SYSTEM

This system that all finance used in office. I used this system to key in purchase order, purchase invoice, and received payment, that's all data I have done key in used this system. But have more data can key in use this system. Some new knowledge I was gained during my internship. I learnt how to use Auto Count system.

CONTRACT AND ROSTER SYSTEM

This system that I used to key in roster data. Some new knowledge I was gained during my internship. I learnt how to use Contract and Roster System, how to key in roster data in system. My supervisor commanded me to handle the part timer to guiding me to do the roster, if I still do not understand I can ask him. Key in roster data based on the roster for the month in Microsoft Excel. Keyed in the roster accurately will be the first step of making sure salary coming out accurately at the end of the month. Otherwise, guards will not get salaries which there are entitled to. HR department have to make sure salary for employees are accurate.

Skill and knowledge that I have during internship is skill improvement such as communication skills, punctual, telephone skills, computer skills and knowledge such as time management and monitor people to do their work properly. Internships are professional apprenticeship experiences that give students the opportunity to gain practical experience in a professional environment. It is the opportunity for a student to take what they have learned in the classroom and apply it in the real world.The internship is the first opportunity to know what it is like to work in an office, to learn how to dress up and perform in a professional manner, and to apply professional skills and talents. It is a chance to develop communication and interpersonal skills, to build your knowledge base about a specific field, and to practice a higher level of responsibility and confidence.

TIPS FOR INTERVIEW

You've got the interview! Now you want to make the kind of impression that will get you the job. Using the 4 Ps will help you present yourself confidently and professionally.

1) Prepare

• Being ready for the interview will boost your confidence and increase your effectiveness.
• Find out about the organization and the job you're applying for. This will show the interviewer you're motivated and keenly interested in the position. Use the following suggestions to find the information you need
• Study the organization’s website. Get a feeling for how it operates and how it views its employees. Look for:

             - The latest annual report

             - Recent news releases

             - The vision statement and goals

• If you can't find the information online, call or visit the organization and ask for the latest brochures, annual report and other publications.
• Be sure you know what the position requires:

             - Review the job posting.

             - Ask the human resources department or hiring manager for a job description.

             - Find out more about the job from someone who works for the organization.

             - Talk to someone in your network who does similar work.

• Identify the positive qualities you bring to the job. This will raise your self-confidence. Make a list of your

             - Skills and knowledge

             - Interests

             - Values

             - Personal characteristics

• Identify your accomplishments and be ready to talk about them. Interviewers want to know about your track record—they often use your past performance to predict your future success. Here are some tips to help you prepare: 

- Create a master list of accomplishments from your work, leisure and volunteer activities, and include the results you achieved.

- Review your accomplishments. Which are related to the requirements of this position?

- Put yourself in the interviewer's position and write down questions you would want to ask a potential employee.

- Describe situations that showcase your accomplishments using the Situation, Task, Action, Result and Skills (STARS) technique.

2) Practice

• Practicing what you're going to say and how you're going to say it will help you speak confidently about your skills and accomplishments. It's a good idea not to memorize what you want to say. Instead, figure out which key points you want to focus on.
• Review the questions you've come up with and the situations you've described in the previous section. Decide which situations would make good responses to the questions. Practice answering the questions using STARS descriptions of your accomplishments.
• The interview is also your opportunity to ask questions. List 3 things you want to know about the job or the organization, and practice asking questions about them. Make sure you couldn't be expected to know the answers from your research. Leave questions about salary, vacations or other benefits until after you receive a job offer.
• Record your answers so you can see and hear how you perform. It's also a good idea to role-play the interview with a friend.

3) Present

• How you present yourself in the interview—your appearance, attitude and body language—is vitally important. It's normal to be anxious but acting as if you're confident, even when you aren't, can have a positive effect on both you and the interviewer. Use these suggestions:

a) Dress the way you expect the interviewer to dress. Be clean, neat and well groomed.

b) Smile, introduce yourself and shake hands firmly with the interviewer when you meet. Stay standing until you're offered a chair.

c) Sit up straight with your feet on the floor. Leaning back can make you seem uninterested, while sitting on the edge of your chair can make you seem tense.

d) Keep your hands still in your lap or on the arms of your chair, except when you're making a point. Don’t cross your arms.

e) Make eye contact, and smile when it's appropriate.

4) Participate

• The interview is also your chance to show your positive attitude and your communication skills.

a) Turn off your cell phone when you arrive at the interview and leave it off until you leave. Use a pen and paper to make notes, rather than a laptop or other device.

b) Follow the interviewer's lead. Even unusual or irrelevant questions get asked for a reason.

c) Listen closely to the questions so you can answer them accurately. If you don't understand a question, politely ask the interviewer to rephrase it. If you don’t know the answer, say so.

d) Take a moment to think before you answer a question. Be pleasant, sincere and direct. Stay on topic.

e) Avoid answering with only "yes" or "no." Try to figure out what the interviewer wants to know and answer with that in mind.

f) Follow up after the interview with a thank you note or email that emphasizes 2 or 3 reasons why you're the best candidate for the job.

Using the 4 Ps will help you make a strong first impression in your next interview. Each interview that's a positive experience moves you closer to the interview that lands you a job.