UNIVERSITI TEKNOLOGI MARA (UiTM)
CAWANGAN PAHANG, KAMPUS JENGKA
FACULTY BUSINESS MANAGEMENT
DIPLOMA IN OFFICE TECHNOLOGY AND MANAGEMENT
(BA132 4E)
RECORDS MANAGEMENT FOR OFFICE PROFESSIONALS
(OBM247)
PREPARED FOR:
MUHAMMAD HAFIZ BIN SUHAIMI
DUE DATE:
28 JUN 2024
PREPARED BY:
NO NAME STUDENT ID
1 NUR ATHIRAH BINTI DZULKERNAIN 2022479448
2 NUR ALEEYA NATASHA BINTI AZMAN 2022852036
3 NUR AZWANIE BINTI NOORZERI 2022449624
4 NUR AQILAH FARHANA ZAINAL 2022816266
5 NUR AZREEN SOFIA BINTI AZMI 2022449628
Table of Contents
3.0 INTRODUCTION OF THE COMPANY.........................................................................3
3.1 BACKGROUND OF THE COMPANY......................................................................3
3.2 LOGO OF COMPANY................................................................................................4
3.3 ORGANIZATION CHART..........................................................................................5
3.4 OBJECTIVE OF THE COMPANY.............................................................................6
3.5 VISION AND MISSION OF THE COMPANY..........................................................7
3.6 BOARD OF DIRECTORS OF THE COMPANY......................................................8
3.7 MAP OF THE COMPANY..........................................................................................9
3.8 SERIVCES OF THE COMPANY.............................................................................10
WHO IS IN CHARGE AND THE DUTIES?..................................................................20
RECORD LIFE CYCLE...................................................................................................21
ACADEMIC REFERENCES.......................................................................................31
1.0 ACKNOWLEDGEMENT
We would like to express our sincere gratitude to all those who have supported us in
the completion of this assignment for the OBM270 course.
Firstly, we are profoundly thankful to Sir Muhammad Hafiz Bin Suhaimi,
whose insightful guidance, valuable feedback, and unwavering support have been
instrumental in shaping this assignment. The knowledge and skills imparted during
the lectures were crucial in understanding and applying the concepts of Records
Management for Office Professionals.
I would also like to extend my appreciation to my groupmates and peers for
their encouragement, collaborative spirit, and constructive discussions, which have
greatly enriched our learning experience.
Additionally, we are grateful to our family and friends for their continuous
support and understanding throughout the duration of this project. Their patience
and encouragement have been a source of motivation.
Lastly, we would like to acknowledge all groupmates whose works provided a
foundation and aspiration for this assignment. The wealth of information available in
the academic resources has been invaluable in broadening perspective on Records
Management for Office Professionals.
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2.0 EXECUTIVE SUMMARY
This assignment gives a thorough review of these systems. Due to the company’s
thorough approach to record keeping, all important information including financial and
project details is consistently updated, methodically documented, and safely
maintained. Using a dual strategy, MECC World Sdn. Bhd. integrates digital and
physical records. Specialized document management software is used to maintain
digital records. It has features like powerful search capabilities and metadata
tagging, which ensure speedy retrieval.
Next, the business uses a number of systems to effectively manage its
operations. These consist of financial management systems that keep tabs on
contract values and expenses, project management systems that painstakingly
record project details, and maintenance and equipment lifecycles and service
histories. To guarantee systematic structure simple accessibility, and appropriate
upkeep, the filing process entails multiple intricate steps.
Other than that, administrative officers are responsible for budget supervision,
effective daily operations, record management, and the organization and upkeep of
both digital and physical documents. The Record Life Cycle (RLC) stages creation,
distribution, usage, maintenance and disposal are described in the assignment.
Using safe disposal techniques and keeping thorough logs of all records disposed of,
disposition adheres to a retention timeline determined by business and legal
obligations.
To sum up, MECC World Sdn. Bhd.’s organized and filing and records
management systems highlight the business’ commitment to responsibility openness,
and operational effectiveness. The organization maintains the integrity and
accessibility of its records by following strict documentation and maintenance
practices.
3.0 INTRODUCTION OF THE COMPANY
2
3.1 BACKGROUND OF THE COMPANY
MECC World Sdn. Bhd., established in 2008, was founded with the primary
goal of exploring the vast and dynamic field of information and telecommunications
technology. The company aims to meet the evolving needs of today's highly
competitive market by offering a wide range of quality products. These products are
combined with specialized skills and expertise to ensure that MECC WORLD SDN
BHD remains at the forefront of technological advancements and industry standards.
Through continuous innovation and a commitment to excellence, the company strives
to deliver solutions that not only meet but exceed the expectations of its clients.
MECC World Sdn. Bhd. has over 10 years of experience in communication
platforms, electrical, integration, and applications such as IPPBX, Contact Center,
Unified Communication, Video and Audio Conferencing. IT infrastructure such as
front-end and/or back-end application and server platforms, networking, wireless
integration hardware and software, data center solutions, video wall systems, LED
solutions, and Desktop Management Software Solutions as well as air conditioning
installation and maintenance work.
3
3.2 LOGO OF COMPANY
4
3.3 ORGANIZATION CHART
5
3.4 OBJECTIVE OF THE COMPANY
MECC World Sdn. Bhd. aims to establish itself as a leading innovator in the
information and telecommunications technology sector by consistently enhancing the
quality of its products and services. The company is dedicated to fostering strong,
collaborative relationships with its clients, ensuring mutual success and satisfaction.
By integrating specialized skills, cutting-edge technology, and a customer-
centric approach, MECC World Sdn. Bhd. seeks to exceed industry standards and
consistently deliver exceptional value to its clients.
Additionally, the company is committed to continuous improvement and
adaptation in response to the ever-evolving market demands, striving to provide
innovative solutions that not only meet but surpass the expectations of its customers.
Through this steadfast commitment to excellence, MECC WORLD SDN BHD aspires
to contribute significantly to the advancement of the information and
telecommunications technology industry.
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3.5 VISION AND MISSION OF THE COMPANY
Vision:
"Improving and upgrading the communication system ensures future success."
Mission:
"Direction and goals to realize the vision with high and unique capabilities while
ensuring that customers are prioritized."
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3.6 BOARD OF DIRECTORS OF THE COMPANY
Managing Director
ZUHISHAM ZAKARIA
Operation
Director Project Director
MOHD KHAIRUL NIZAM
MOHD YUSRY AHMAD
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3.7 MAP OF THE COMPANY
NO.8-1G, TINGKAT 1, KERAMAT PERMAI BUSINESS CENTRE, JALAN
AU1A/4F, TAMAN KERAMAT PERMAI, 54200, KUALA LUMPUR
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3.8 SERIVCES OF THE COMPANY
In addition to their extensive expertise in IT and communication, the company
offers a comprehensive range of services designed to meet various needs across
different sectors. They excel in designing, supplying, installing, maintaining, and
providing training for a variety of projects. Their capabilities extend to electrical-
related works, ensuring safe and efficient power systems. They also specialize in
setting up PA systems for studios, meeting rooms, and other areas, providing clear
and reliable audio solutions.
Furthermore, their proficiency in civil engineering includes tasks such as
renovations, enhancing the functionality and aesthetics of spaces. The company is
adept at handling both internal and external infrastructure projects, ensuring robust
and well-integrated systems. They also supply high-quality furniture, enhancing
comfort and usability in any setting. Their expertise in air-conditioning includes not
only supply and installation but also ongoing maintenance to ensure optimal
performance. Additionally, they manage the supply and installation of cables and
telephone systems for both internal and external use, ensuring seamless
communication and connectivity.
In summary, the company stands out not only for their expertise in IT and
communication but also for their broad capabilities across various essential services.
From electrical works and PA systems to civil engineering, infrastructure projects,
furniture supply, air-conditioning, and comprehensive cable and telephone
installations, they provide end-to-end solutions. Their dedication to quality, efficiency,
and customer satisfaction ensures that every project they undertake is executed to
the highest standards, making them a reliable partner for diverse project needs.
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3.9 HISTORY OF THE COMPANY
MECC World Sdn. Bhd. began its journey in 2008 with a focus on Information
Technology (IT) and communication solutions. Recognizing the growing need for
seamless technology integration, the founders established a team of skilled
technicians and engineers. Their initial services included designing, supplying, and
installing IT infrastructure, along with providing training and support for various
clients.
As the company solidified its reputation in IT and communication, it
recognized the potential for offering a wider range of integrated services. This led to
a strategic expansion into related fields. Electricians were brought on board, ensuring
the safe and efficient design and installation of power systems, a crucial foundation
for any project.
The company further diversified its expertise by incorporating civil engineers.
This enabled them to undertake renovation projects, enhancing not only the
aesthetics of spaces but also their functionality. Their services encompassed both
internal renovations and external infrastructure development, creating a holistic
approach to project management. Furthermore, their expertise extended to the
crucial area of communication infrastructure. They began managing the supply and
installation of cables and telephone systems for both internal and external use,
guaranteeing seamless connectivity within and beyond a building's walls.
Throughout its history, the company has remained steadfast in its
commitment to quality, efficiency, and customer satisfaction. Every project they
undertake is meticulously planned and executed with the highest standards in mind.
This dedication has earned them the trust of a diverse clientele, solidifying their
position as a reliable partner for all their integrated solution needs. The company
continues to evolve, staying abreast of the latest advancements in technology and
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construction practices. Their commitment to innovation ensures they remain at the
forefront of integrated solutions, providing clients with a future-proof approach to their
projects.
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5.0 THE FILLING SYSTEM / RECORDS SYSTEM OF
THE COMPANY
5.1 THE WAY OF THE RECORDS KEEPING / FILLING SYSTEM OF THE
COMPANY
MECC World Sdn.Bhd. employs a comprehensive and systematic approach to
records keeping and filing. The company meticulously documents project details,
ensuring that all critical data about the project's lifecycle is easily accessible for
accountability and review. Each project record includes essential information such as
the project name, client type (whether government or private sector), contract price,
start date, and specific reference numbers like purchase orders and tender numbers.
This thorough documentation process ensures that every aspect of a project is well-
recorded and can be easily referenced when needed.
In addition to project details, MECC World Sdn.Bhd. maintains rigorous
financial records to track contract values and project expenditures. This
categorization and maintenance of financial records facilitate effective auditing and
financial planning. Detailed financial documentation ensures transparency and
accuracy, supporting the company’s financial health and enabling precise
forecasting. These financial records also encompass information on the equipment
and maintenance services provided by the company, showcasing the breadth of
services and expertise MECC World Sdn.Bhd. offers.
MECC World Sdn Bhd places a strong emphasis on keeping its records up to
date. Regular updates to the records ensure that the data remains current and
accurate, which is crucial for informed decision-making and compliance with
regulatory requirements. By maintaining updated records, the company can quickly
adapt to changes and provide reliable information for various operational needs.
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The company’s filing system integrates both physical and digital records,
ensuring secure storage and efficient access. Digital records are managed using
specialized document management software, which makes them indexed and
searchable for quick retrieval. This software likely includes features such as
metadata tagging and advanced search capabilities, making it easier for employees
to locate specific documents. Physical records, on the other hand, are systematically
organized and stored, possibly using a coding system that aligns with the digital
records. This dual approach ensures consistency and reliability across different types
of records.
Overall, MECC World Sdn.Bhd. records keeping and filing system
emphasizes thorough documentation, regular updates, secure storage, and efficient
retrieval. The company’s meticulous approach to managing information reflects its
commitment to professionalism and excellence in all aspects of its operations. This
well-organized system supports the company’s goal of maintaining high standards of
accountability, transparency, and efficiency in its record-keeping practices.
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6.0 THE TYPE OF SYSTEMS OF THE COMPANY
MECC World Sdn.Bhd. utilizes a variety of systems to manage its operations
efficiently. These systems are designed to cover various aspects of the business,
ensuring smooth and effective management of information, projects, finances, and
client interactions.
For project management, the company employs a system that meticulously
documents project details, including project names, client types (government or
private sector), contract prices, start dates, and specific reference numbers such as
purchase orders and tender numbers. This system ensures that all project-related
information is stored in an organized manner, facilitating easy access and review.
Additionally, the financial management system categorizes and maintains financial
records, tracking contract values and project expenditures. This comprehensive
financial documentation aids in effective auditing and financial planning, ensuring
financial transparency and accuracy.
The company also integrates both physical and digital document
management systems to store and manage its records. Digital records are managed
using specialized document management software featuring metadata tagging and
advanced search capabilities, making documents indexed and easily searchable for
quick retrieval. Physical records are systematically organized and stored, possibly
using a coding system that aligns with digital records to maintain consistency. MECC
World Sdn.Bhd. also employs maintenance and equipment tracking systems,
documenting detailed information about the equipment and services provided. These
systems help track the lifecycle and service history of equipment, ensuring timely
maintenance and efficient service delivery.
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To ensure data remains current and accurate, MECC World Sdn.Bhd uses
systems that facilitate regular updates. These systems support informed decision-
making and compliance with regulatory requirements. The overall integration of
project management, financial management, document management, maintenance
tracking, and compliance systems reflects MECC World Sdn.Bhd. commitment to
professionalism and operational excellence. This comprehensive approach to
managing information and operations enables the company to maintain high
standards of accountability, transparency, and efficiency, supporting its goal of
delivering exceptional service and operational performance.
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THE PROCEDURES OF FILLING THE RECORDS
Filing records is a critical task that involves a series of detailed procedures to ensure
that documents are systematically organized, easily accessible, and properly
maintained for future reference. The process begins with the preparation stage,
which involves gathering all the documents that need to be filed. This includes
collecting any papers, reports, receipts, or digital files that are required to be kept on
record. Once all documents are collected, the next step is to sort them by type, date,
or any other relevant categories that make sense for the organization. This initial
sorting is crucial as it lays the groundwork for a more detailed categorization.
After sorting, each document must be labeled clearly with essential information. This
includes the document's title, the date it was created or received, and any identifying
numbers or codes that will help in locating it later. Creating indexes at this stage is
highly beneficial. An indexing system, which can be alphabetical, numerical, or based
on specific subjects, is developed to facilitate easy and quick location of files when
needed. These indexes serve as a roadmap to the stored documents and are vital for
efficient retrieval.
Once the documents are labeled and indexed, the actual filing process begins. This
involves choosing a suitable filing system that best fits the organization's needs. The
most common systems include alphabetical filing, numerical filing, chronological
filing, or filing by subject. For example, alphabetical filing might be used for personnel
records, while numerical filing might be more appropriate for invoice records.
Documents are then placed into folders or files according to the chosen system. It is
important to ensure that each document is filed in the correct folder or file to maintain
the integrity of the system.
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After filing, the documents need to be stored in a secure and organized
manner. For physical documents, this means placing them in filing cabinets, drawers,
or shelves that are clearly labeled and easy to access. The storage area should be
secure to prevent unauthorized access and protect the documents from physical
damage. For digital documents, storage involves saving files in well-organized
folders on a computer or cloud storage system. It is crucial to use consistent naming
conventions for digital files to ensure they can be easily found and retrieved. This
may include naming files with relevant dates, project names, or other identifying
information.
The maintenance of the filing system is an ongoing task that requires regular
attention. It includes periodically reviewing and updating files to ensure they remain
current and accurate. Documents that are no longer needed should be removed
according to a set retention schedule, which outlines how long different types of
documents need to be kept before they can be discarded. This helps in preventing
the accumulation of unnecessary paperwork and keeps the filing system streamlined.
For digital files, regular backups are essential to prevent data loss due to hardware
failures, accidental deletions, or cyber-attacks. Backups should be stored in a secure
location, separate from the primary storage to ensure data safety.
Security of the filing system is paramount, especially for sensitive or
confidential information. Access to these files should be restricted to authorized
personnel only. Physical documents should be stored in lockable cabinets, and the
keys should be managed carefully. For digital files, encryption should be used to
protect data from unauthorized access. Additionally, strong passwords and two-factor
authentication can further enhance the security of digital files.
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Overall, the process of filing records is meticulous and requires careful
planning and execution. By following these detailed steps, organizations can ensure
that their records are well-organized, easily accessible, and secure. This not only
aids in efficient retrieval of information when needed but also helps in maintaining the
integrity and confidentiality of important documents.
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WHO IS IN CHARGE AND THE DUTIES?
As the owner of the MECC World Sdn. Bhd. explained to us, he provided an
explanation of the person in charge of managing the records and the company's
duties. According to him, administrative officers oversee maintaining records in
public offices.
The officer in charge of administrative records who helps an organisation with
its administrative needs. Among their responsibilities are keeping an inventory of
office supplies. The administrative officer is also responsible for supervising
department budgets and organising company records.
Since an administrative officer is capable of handling significant and private
company documents, every organization should designate an administrative officer
as a department record officer oversee business databases. They also play a key
role in organizing and maintaining office systems, handling correspondence, and
ensuring that day-to-day operations run efficiently.
In the meantime, some specific tasks including managing office supplies and
preparing reports. They support staff, organize meetings, manage schedules, and
handle administrative processes efficiently. By providing essential support and
maintaining order in the organization. Admin officer also optimize document
management by digitizing files, utilizing electronic signatures, and implementing
cloud storage for easy access. Administrative officer also helps boost overall
productivity and contribute to the success of the business.
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RECORD LIFE CYCLE
Records management is a crucial aspect of any organization's operations.
Without this structure, records could be easily misplaced or handled improperly,
making it difficult to find them when needed. In other words, every business or
organisation that wants to ensure that its data is safe and secure and accessible
when needed needs to implement proper records management procedures. The
creation, distribution, use, maintenance, and disposal are the important stages of the
Record Life Cycle (RLC) in the organisation. The Record Life Cycle (RLC) process
must be followed during existence. To ensure that all documents have been properly
managed, stored, and disposed of, a few different processes and procedures must
be completed in each of these phases.
It is to ensure that records are managed effectively throughout their entire
lifespan. By following these procedures, the company can create, distribute, use,
maintain and dispose of records in a systematic and compliant manner. This helps in
maintaining data integrity, facilitating decision-making, ensuring regulatory
compliance, and preserving valuable information for future reference. It also
streamlines processes, enhances operational efficiency, and reduces the risk of data
loss or misuse. By following these procedures, organizations can optimize their
record-keeping practices and enhance overall business operations.
The creation stage is one of the stages in the life cycle of a record. This
phase frequently includes the first phase of record generation or receipt. It entails
determining which documents must be retained, correctly categorizing them, and
making sure they are efficiently organised. These records could be personal, project
proposals, financial reports, client contracts, insurance paperwork, minutes from
meetings, and marketing materials like newsletters and flyers. It is important for the
company to focus on effectively creating and organizing records from the start to
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ensure smooth operations. In addition to maintenance, another crucial phase for the
company would be the stage of the Record Life Cycle (RLC).
Properly identifying, classifying, and organizing records from the beginning
sets a strong foundation for efficient operations and compliance in the long run. It is
to ensure that important information is captured and stored appropriately. It also to
ensure that the management of records adheres to relevant laws, regulations, and
organizational policies.
As demonstrated by MECC World Sdn. Bhd., one of the most important components
of effective records management is the maintenance or disposition process in record
keeping. This procedure entails several crucial actions to guarantee the
arrangement, preservation, and accessibility of historical records and confidential
business information:
1. Security and Protection
Protecting records from loss, unauthorised access, and changes by
implementing the necessary security measures.
Using secure storage facilities, access controls, and encryption to
protect sensitive data.
2. Accessibility and Retrieval
Guaranteeing that documents can be conveniently retrieved by
authorised staff when required.
Putting in place effective systems for classification and indexing to
enable rapid access.
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3. Regular Review and Update
Records are examined on a regular basis to make sure they are still
relevant, accurate, and full.
The information is kept up to date by making any necessary additions,
edits, or corrections.
4. Archival
Making sure that records that have been archived are kept in a
controlled environment to avoid deterioration.
Preserved for future generations and are accessible for research and
legal purposes.
5. Storage and Maintenance
Records are organized and stored securely in a way that protects
them from damage or loss.
Involve physical storage facilities or electronic systems.
6. Appraisal and Classification
Records are evaluated to determine their value and retention period.
Legal requirements, historical significance, and administrative use are
all considered during classification.
7. Compliance and Audit
Ensure compliance with relevant laws, regulations, and standards.
Conduct regular audits to verify that records are being managed
according to established policies and procedures.
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Through the combination of security, accessibility, review update, archival,
maintenance, classification and compliance, the company works hard to preserve
historical documents' confidentiality and integrity while still making them accessible
for study and analysis. These strategies used by the MECC World Sdn. Bhd. to
ensure that its records management system is effective, compliant and secure. This
procedure guarantees not only the long-term preservation and accessibility of
important historical documents and company records, but also the effective
management of current records.
The maintenance and disposition process in records keeping is crucial for ensuring
that records remain current, accurate, and properly managed throughout their
lifecycle. Maintenance begins with the regular review of records through periodic
audits to ensure they are up-to-date and accurately reflect current information. This
involves amending records as necessary and maintaining consistent labeling and
organization. Security is also a key aspect, with access controls regularly reviewed to
ensure that only authorized personnel can access sensitive records, and secure
storage is maintained for both physical and digital records. Regular backups of digital
records are scheduled to prevent data loss, and these backups are stored securely,
with periodic tests to ensure data can be recovered if needed.
Disposition involves developing and implementing a retention schedule that
outlines how long different types of records should be kept, based on legal,
regulatory, and business requirements. Records are periodically reviewed against
this schedule to identify those eligible for disposal. Secure disposal methods are
employed for both physical and digital records to prevent unauthorized access to
sensitive information. A detailed log of all disposed records is maintained to provide a
clear audit trail. Additionally, a process is in place to suspend the disposal of records
subject to legal holds, ensuring compliance with legal and regulatory requirements.
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Continuous improvement is an ongoing part of the process, with feedback
regularly solicited from users of the records management system to identify areas for
improvement. Procedures are updated based on feedback and changes in
technology, regulations, or organizational needs. Training is provided to employees
on the importance of records management, including proper maintenance and
disposal procedures, and ensuring they are aware of and understand the records
management policies and retention schedules. By following these comprehensive
procedures, organizations can ensure their records are accurately maintained,
securely stored, and appropriately disposed of, maintaining compliance and
organizational efficiency.
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7.0 THE PROCESSING OF MAIL (INWARD AND
OUTWARD CORRESPONDECE) IN THE COMPANY
The handling of incoming mail communications at MECC World Sdn. Bhd. is a crucial
function that guarantees effective contact both with internal and external
stakeholders. The mailroom of the company is where the process starts, where all
incoming correspondence is logged and sorted according to its urgency and
character. Prioritizing the processing of significant papers is made easier by this
categorization. After that, the mail is routed to the appropriate divisions or persons,
guaranteeing that every letter reaches its destination on time. Furthermore, crucial
documents are digitally duplicated and saved within the organization’s document
management system for convenient access and future use.
After receiving the incoming mail, it is the recipients’ responsibility to confirm
receipt and take the appropriate action. This could include responding to inquiries,
submitting paperwork for record-keeping, or sending data to other pertinent parties.
In order to preserve seamless and effective communication channels, MECC World
Sdn. Bhd. places a strong emphasis on prompt turnaround times. To make sure that
every mail is handled in compliance with corporate policy and legal requirements,
audits are carried out on a regular basis. This procedure assists in upholding a high
quality of organizational accountability and record-keeping in addition to
guaranteeing the timely flow of information.
Maintaining professional connections with clients, suppliers, and other
stakeholders requires MECC World Sdn. Bhd. to conduct outgoing correspondence
in a methodical and essential manner. A review and approval process are required
for outgoing letters produced by different departments to guarantee content
appropriateness and accuracy. The mail is then ready for delivery, which includes
printing, stuffing envelopes, and adding the required postage when it has been
approved. Using both conventional postal services and contemporary courier options
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to meet delivery needs, the company’s mailroom personnel make sure that all
outgoing mail is sent out on time.
MECC World Sdn. Bhd. utilizes a complete mail management system to
promote efficiency and monitor the status of both outgoing and incoming
correspondence. In order to maintain accountability and openness throughout the
mail processing cycle, this system offers real-time mail status updates. Encouraging
eco-friendly practices and lessening dependency on physical mail, it also makes it
possible to integrate electronic mail solutions. The mail correspondence activities of
MECC World Sdn. Bhd. are designed to support the company’s overall business
objectives and promote efficient communication both internally and internationally.
This is achieved via the implementation of strong processes and the utilization of
technology.
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7.1 THE MANAGEMENT OF RECORDS ACTIVITY
OF THE COMPANY
Active Records Management
It is frequently utilised for the company's or individual's ongoing business
operations. It is accessible locations, like filing cabinets or electronic document
management systems and easy to access permissions to manage who can view,
edit, or delete records. An organization can have clear filing system for quick
retrieval.
Inactive Records Management
It is transaction from active records to inactive records. It is used less than 15
times a year in the conduct of current business, also known as semi-current
records. Records not in regular use but still hold value for legal, historical, or
administrative purposes and limit authorised individuals’ access to inactive
records. It is relocatable off-site to make room in storage areas that are currently
in use. Cloud storage and secure offsite facilities are popular choices.
Long-term Records Management
Must be preserved indefinitely due to their historical, legal, or archival value. A
long-term record is inactive but continues to have value to the company. This is
to identify records that have significant long-term value and transfer them to an
archival system. Special storage conditions such as temperature and humidity
control may be required to prevent damage.
Secure Storage and Access Controls
Put in place the necessary security measures to guard against unauthorised
access, deletion, or alteration of records. This covers access controls for
electronic systems and physical security for paper records. Maintain a disaster
recovery plan and regularly backup electronic documents.
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Develop a Comprehensive Records Management Policy
The complete records lifecycle, from creation to disposal, should be covered by
this policy. All record formats paper, electronic, and audio-visual should be
covered. Clearly outline who is responsible for what in the organisation when it
comes to recordkeeping.
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8.0 COMMENTS / SUGGESTIONS /
RECOMMENDATIONS
COMMENTS
MECC World Sdn Bhd has a robust and comprehensive system for managing
its projects, financial records, and documentation. The integration of physical and
digital records management systems showcases the company’s commitment to
maintaining organized and easily accessible information. The emphasis on regular
updates and compliance indicates a proactive approach to adapting to changes and
ensuring regulatory adherence. Additionally, the use of specialized software for
document management reflects a modern approach to handling vast amounts of data
efficiently.
SUGGESTIONS
1. Enhanced Data Security: Given the critical nature of the data handled,
MECC World Sdn Bhd should implement advanced cybersecurity measures
to protect against data breaches and cyber threats. Utilizing encryption, multi-
factor authentication, and regular security audits can bolster data protection.
2. Adoption of Cloud-Based Solutions: Transitioning to cloud-based project
management and document management systems can offer greater flexibility
and scalability. Cloud solutions facilitate real-time collaboration, remote
access, and efficient disaster recovery mechanisms.
3. Regular Training and Development Programs: Investing in regular training
for employees on the latest tools and technologies used within the company
can ensure that the staff remains adept and efficient in their roles. Continuous
professional development is key to maintaining a skilled workforce.
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RECOMMENDATIONS
To further improve its operational efficiency and competitive edge, MECC
World Sdn Bhd should integrate Business Intelligence (BI) tools to analyze data more
effectively, providing valuable insights for strategic decision-making. Embracing
sustainability practices and obtaining ISO 14001 certification can enhance the
company's reputation and compliance with environmental regulations. Utilizing
multiple communication channels to keep clients informed and engaged will foster
trust and loyalty. Lastly, adopting a Quality Management System (QMS) such as ISO
9001 will ensure consistent service quality, improving client satisfaction and
operational efficiency. These strategies will support MECC World Sdn Bhd’s goal of
delivering exceptional service and maintaining high standards of professionalism.
ACADEMIC REFERENCES
1. Data Security:
o Anderson, R. J. (2008). Security Engineering: A Guide to Building
Dependable Distributed Systems. John Wiley & Sons.
o Stallings, W. (2018). Cryptography and Network Security: Principles
and Practice. Pearson.
2. Cloud-Based Solutions:
o Armbrust, M., et al. (2010). "A view of cloud computing."
Communications of the ACM, 53(4), 50-58.
o Marston, S., et al. (2011). "Cloud computing - The business
perspective." Decision Support Systems, 51(1), 176-189.
3. Customer Relationship Management:
o Buttle, F., & Maklan, S. (2019). Customer Relationship Management:
Concepts and Technologies. Routledge.
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o Payne, A., & Frow, P. (2005). "A strategic framework for customer
relationship management." Journal of Marketing, 69(4), 167-176.
4. Business Intelligence:
o Chen, H., Chiang, R. H., & Storey, V. C. (2012). "Business intelligence
and analytics: From big data to big impact." MIS Quarterly, 36(4),
1165-1188.
o Sharda, R., Delen, D., & Turban, E. (2020). Business Intelligence,
Analytics, and Data Science: A Managerial Perspective. Pearson.
5. Quality Management Systems:
o Hoyle, D. (2017). ISO 9000 Quality Systems Handbook-updated for
the ISO 9001:2015 standard: Increasing the Quality of an
Organization’s Outputs. Routledge.
o Goetsch, D. L., & Davis, S. B. (2016). Quality Management for
Organizational Excellence. Pearson.
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9.0 CONCLUSION
SOUND AND RECAPITULATE THE ESSENCE OF THE REPORT
The company's filing and records systems are meticulously structured to
ensure efficient document management. The filing system is organized using a
combination of alphabetical, numerical, chronological, and subject-based methods,
allowing for easy categorization and retrieval of records. Each document is clearly
label and indexed, and both physical and digital files are securely stored and
regularly updated to maintain accuracy.
The processing of mails, encompassing both inward and outward
correspondence, is handled with precision. Inward mail is promptly logged, sorted,
and distributed to the relevant departments, while outward correspondence is
documented, processed, and dispatched efficiently. This ensures smooth
communication within and outside the company, supporting operational continuity.
The management of the registry, records center, and archive is conducted
with stringent control measures. The registry maintains an accurate record of active
documents, while the records center handles the storage of semi-active records, and
the archive preserves inactive records of historical value. Regular audits, secure
access controls, and proper disposal methods are implemented to ensure the
integrity and confidentiality of all records.
Overall, the company's systematic approach to filing and records
management, mail processing, and registry operations demonstrates a high level of
organization and efficiency. This structured methodology ensures that information is
accessible, secure, and well-maintained, contributing to the company's operational
effectiveness and compliance with regulatory requirements.
33
APPENDICES
Picture with owner company Mecc World Sdn.Bhd.
Picture of Invoice Company Mecc World Sdn. Bhd.
34
Picture of File Company Mecc World Sdn.Bhd.
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