CONTROL

A device/mechanism are a complete and

used to regulate or guide well-defined set of
the operation of a system published rules
~ to check or verify/by pertaining to a certain
comparison with a subject.
standard.
RECORDS
• UNIVERSITI TEKNOLOGI MARA – INSTITUTE
OF QUALITY AND KNOWLEDGE
ADVANCEMENT (INQKA)
• ARKIB NEGARA MALAYSIA
 https://ez.hasil.gov.my/CI/Login.aspx

EXAMPLE OF QUALITY ASSURANCE IMPLEMENTED

AND USED BY LHDN MALAYSIA
ASSOCIATION OF RECORDS ASSOCIATION OF
MANAGERS INFORMATION
AND AND IMAGE
ADMINISTRATORS MANAGEMENT

AMERICAN
INTERNATIONAL NATIONAL
ORGANISATION STANDARDS
FOR INSTITUTE
STANDARDIZATION
(ISO)

RECORDS
A records management
manual is a guide to the
functioning of the
records management
system.

It serves as a guidance
to ensure the same
procedures are applied
across the department.
 Many organizations use a
Most functional units records management
within an organization use manual ~ to increase the
the services of the efficiency of the records
records unit. unit and expedite requests
for records unit services.
 MAIN SECTIONS SECTION CONTENTS

1. Records and Definition, goals, policies, and

information program personnel responsibilities, records
overview retention schedules, disaster
recovery plan

2. Classification systems Records classifications, alphabetic

index, subject records classifications
codes, retention and disposition
codes
 MAIN SECTIONS SECTION CONTENTS
3. Creation criteria and What to store and when; preparing
storage procedures for: records for storage; classifying and
a. paper records coding; preparing cross-references;
b. image records sorting records; storing records;
c. electronic records restricting access to records;
retrieval suggestions; charge-out
system and follow-up; folders and
storage container maintenance
4. Records retention Short-term and long-term retention
schedules periods; separate retention
schedules for specific departments
 MAIN SECTIONS SECTION CONTENTS
5. Storage locations Department sites, central sites, off-site
locations

6. Annual program Purposes and requirements of each

evaluation program evaluation

7. Records disposition Disposition functions; implementing

records retention schedules; packing
records and labeling boxes;
transferring records; retrieving inactive
records from storage; destroying
records in inactive storage
 MAIN SECTIONS SECTION CONTENTS

8. Disaster recovery Plan steps; contact persons;

plan emergency procedures

9. Records General policies and procedures;

management records and information manual
manual distribution, maintenance, and use;
records retention schedules;
administrative responsibilities
 ORGANIZATIONAL ADMINISTRATIVE
POLICY MANUAL
MANUAL MANUAL

OPERATIONAL COMBINATION
MANUAL MANUAL
Preparing a complete manual to be used throughout the organization requires a
broader input source.

Successful completion of the preparation process requires a thorough knowledge of

all aspects of the records management system as well as familiarity with the
organization and the special records requirements of various departments.

Establishing a committee that consists of representative from other departments

may reduce the preparation time.

This committee will be led by the records manager that will direct the completion of
this project.
 One of the most readily
The manual committee
identified sources of
should identify all possible
information is the records
sources of information
management manuals of
before beginning to write.
other organizations.

An examination of these Often, this examination

manuals will suggest topics process will reveal as much
to be included, methods for about what to avoid and as
presenting information, and much about what to
printing formats. include.
SAMPLE APPENDICES
Once the content has been determined, the manual committee must begin
the task of collecting information.

The records manager may conduct a meeting with the unit heads and ask
them to write or review existing procedures for inclusion in the manual.

Involvement in this stage of the development process will increase the

likelihood of widespread use of the completed manual.

The task of collecting information is then divided among the manual

committee members.

The information which has been sorted into categories, is then analysed to
determine appropriateness and importance in the manual
After content decisions have been made, the
actual writing of the manual may begin.

The writing is usually done by the record

manager and supervisors of each sections of
the records unit.
 PROCEDURES WRITTEN IN PLAY SCRIPT FORM

The play script style of writing use two columns. The left
column designates the position title of the person responsible
for completing a certain task or making a certain decision; the
right column describes the task to be performed or the
decision to be made.
PROCEDURES WRITTEN IN RECORDS MANAGEMENT
MANUAL
PROCEDURES WRITTEN IN RECORDS MANAGEMENT
MANUAL USING FLOWCHARTS OF STEP-BY-STEP
PROCEDURES
MANUAL PROSEDUR KERJA
(MPK)

• Reference document or
guideline at department
level.
• Give an overall overview of
organization through its
functions and objectives
• Records working process
systematically
• Clear procedures for each
activity
• Each head of department
must have a MPK
 FILE MEJA (FM)

• Detailed guidelines for every job

description or task need to be
performed by an individual in the
organization.
• Reference document for every staff
in performing their duties
• Must be place on officer’s desk
• FM is part of task explain in MPK
that should be performed by staff
The approved records management manual may
be published in several ways.

Photocopy and offset printing are the two most

commonly used procedures.

Selection of the printing method will be affected by

the needed quantity, unit cost, and desired
appearance.
https://www.laserfiche.com/ecmblog/what-is-records-retention/
 Records retention policies govern the classification, storage,
preservation, and destruction of all records in an organization. These
policies help to ensure that important records are not mishandled, and
that company records are discarded promptly in an effort to reduce risk
and keep the records management system clean, coordinated and
secure.
 Records are only as good as they are accessible. The records your organization
maintains should be easy to search, retrieve, and update at all times. Whether
preparing for an audit, accessing client information, or making changes to important
documents, having a centralized, organized, digital records management system in
place ensures that your retention schedule and policies are easily and consistently
followed.
https://myrecordsmanagement.com/
https://myrecordsmanagement.com/
 https://myrecordsmanagement.com/

Records retention is necessary part of a successful records management

practice, supported by a system of rules, regulations, and organization
that help businesses run smarter.
 EFFICIENCY ACTIVITY
STANDARDS RATIO
EFFICIENCY
CONTROL
EFFICIENCY ACCURACY
RATIOS RATIO

RETRIEVAL
EFFICIENCY
RATIO
 ACTIVITY
RATIO

RETRIEVAL
EFFICIENCY
EFFICIENCY
RATIO
RATIO

ACCURACY
RATIO
 LOCKED FIRE AND SECURE
STORAGE FLOOD STORAGE
AREAS PROTECTION FACILITIES

ACCESS
DOCUMENT FILE
CONTROL
REDACTION ENCRYPTION
LIST
FLOOD FIRE
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