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1.1 Introduction
The first author for this article is Zawiyah Mohammad Yusof is a qualified librarian and
archivist. She worked as a librarian in Malaysia for 10 years before taking up a lecturers
post in the Department of Information Science at Universiti Kebangsaan Malaysia in
Selangor. She is currently a Ph.D student in the Department of Information and Library
Studies, at the University of Wales at Aberystwyth, where she is researching Business
Records: The Neglected Source of Information in Malaysia. The second author is Robert
Chell is a qualified archivist. Following extensive experience as a senior local authority
archivist and records manager in Hampshire, Devon and Glamorgan, he became
Director of the Archives and Records Management Programmed at the University of
Wales at Aberystwyth in 1993, where he teaches archive theory, records management
and information and communications technology. The topic will be discussed in two
parts: Article 1 will define the term records while Article 2 will be on the definition of
records management. A literature search revealed that in these concepts has been
given various definitions and concepts have changed over time. This leads only to
confusion; especially when looking for records management is separate identity as a
distinct discipline. This article takes an overview of the various definitions of records and
records management, as shown in the literature. In Article 1, consideration is also given
to determine the records in the electronic environment in this area are of concern to
record managers. In Article 2, the authors attempt to discuss the concept of records
management. That effort will provide useful background for the study of the records
management program, and at the same time, help in the critical evaluation and
assessment of the role of service in the organization. The authors emphasize that long
records management, in much the same way as records, has been criticized as to avoid
definition. Therefore, in this section we will try to discuss some of the records
management definition different standpoints, to arrive at the definition of the relevant and
appropriate.




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1.2 Objectives of the review
The main objective of these two articles is to investigate whether there is a universally
accepted definition of the two key concepts in the records management field: what do we
mean by records and records management?
1.3 Discussions of the Article that reviewed
1.3.1 Records
A document regardless of form or medium created, received, maintained and
used by an organization (public or private) in the transaction of business, of
which it provides evidence.
(International Records Management Trust, 1999)
Records means by information is transmitted from one person to another. They
include but are not limited to a books, periodicals, correspondence, minutes,
files, audiovisuals items, maps, diagrams and computerization data, whether
published or unpublished.
(Meadke, etc., 1986)
The definition of records from the functional standpoint is clearly pictured by
Gagnon (1987: 299). He says records are:
All recorded information regardless of media or characteristic, made or received
and maintained by an organization or institutions in pursuance of its legal
obligations or in the transaction of its business.
In this context, a record is documentation of a business event. Among other
possibilities, that documentation may exist in contracts, memos, paper and
electronic files, marketing materials, reports, emails and instant message logs,
website content, database records and information on removable storage
devices.


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1.3.2 Record Management
Records management (RM), which is also known as a record of information
management or RIM, is a professional practice or discipline to control and
regulate what is considered as the most important records in an organization
throughout their life cycle, including the time the record is inspired by disposal
they eventually. This work includes identifying, classifying, prioritizing, store,
retrieve, archive, preserve, retrieve, track and destroy records.
Smith, on the other hand, tries to define records management by emphasizing
the functions that should be taken up by the programmed. These functions are
based on the records life cycle that covers generation, active use, inactive use
and disposal.
Penn, Pennix and Coulson describe records management as the management
of any information captured in reproducible form that is required for conducting
business. This definition stresses the management aspect. An understanding of
management principles helps provide a better understanding of the records
management function. Thus records management must be placed in its proper
context. The programmed must exist as a function of managing recorded
information and not for reasons such as cost savings. Savings are merely a
bonus that may be obtained from managing the information effectively.
1.3.3 Component in Record Management
Forms of Records
a) Paper - correspondence, minutes, reports, memoranda (normally filed
systematically), ledgers, registers, notebooks, appointment diaries, maps and
plans (cartographic records), architectural and engineering drawings, pictures
(iconographic records) or computer printouts.
b) Non-paper - roll microfilm, microfiche or computer output microfiche (COM)
formats (microforms); photographs, including prints, negatives,
transparencies and x-ray films; sound recordings on disk or tape; as moving
images on film or video (audiovisual records);

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c) Electronic - text or images copied on magnetic tape or magnetic or optical
disk or held in online databases (electronic records; formerly known as
machine-readable records); as three-dimensional models, scientific
specimens or other objects; or as combinations of any of the above formats in
an electronic form (multimedia).
Nature of Records
a) Records are Static
If a record is changed or manipulated in some way, it no longer provides
evidence of the transaction it originally documented. For example, if someone
alters the correspondence after they have been official signature, the
correspondence can no longer be considered an accurate record of the
business or organization communication.
b) Records have Authority
Records provide the official evidence, trustworthy or reliable content of the
activity or transaction. The reliability of a record is linked to its creation. It is
referred to the person or department that generated or issued the record,
under what authority or purpose, can authority be proved, the signatures,
letterheads, seals and office stamps are obvious indicator of the official
nature of records.
c) Records are Unique
Records must be unique in which it maintained in their appropriate context,
records must be filed in a unique compilation or sequence of transactions.
Records are not isolated bits of information. They have meaning because
they were generated during a particular transaction or business process. The
records make sense within the context of the overall functions and activities
of the individual or organization that created or used them. They have a
relationship with other records that makes them unique.
d) Records are Authentic
Records are authentic in sense that of it content, context and structure where
it must be possible to prove that records are what they say they are. The
authenticity of a record cannot be judge from the record-keeping system in
which it was created or received, maintained and used. But, a record is
authentic if it can be verified that it is now exactly as it was when first
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transmitted or set aside for retention. For example, in order to prove that the
official minutes are in fact authentic, it is necessary to be able to show that
they were produced, approved and then filed appropriately in the
organizations record-keeping system.

Categories of Records
Records are created by all sorts of people and institutions. Individuals, families,
businesses, associations and groups, political parties and governments all create
and use records every day. So, records can be categorized into two categories:-
a) Public Records - Records created or received and maintained in any public
sector agency. For example correspondence that received by other
government agency.
b) Private Records - Records created, received and maintained by
nongovernmental organizations, families or individuals relating to their private
and public affairs. For example birth certificate or invoice from private
organization.
1.3.4 Principles of Records
Records should be well managed in order to ensure they are protected for both
administrative purposes and to serve as evidence of the organizations work. The
process of caring for records is known as records management. Records
management can be define as an area of general administrative management
concerned with achieving economy and efficiency in the creation, maintenance,
use and disposal of the records of an organization throughout their entire life
cycle and in making the information they contain available in support of the
business of that organization.
The care of records is governed by four important concepts introduced here.
These are
a) Records follow a life cycle.
b) The care of records should follow a continuum.
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c) Records must be kept together according to the agency responsible for their
creation or accumulation, in the original order established at the time of their
creation.
d) Records can be organized according to hierarchical levels in order to reflect
the nature of their creation.
Regarding to important concepts above, these concepts is divided into two (2)
areas where each of these principles will be practices effectively which records
management area. Each of these areas will be practicing the principles as below:
a) The life-cycle concept
b) The continuum concept
The Life Cycle Concepts
Life cycle concepts are difference between life cycle of records where life cycle of
records is contributed with records creation, use, maintenance and lastly
disposition. In this subject we focusing on the Life Cycle Concepts which defined
as a concept that draws an analogy between the life of a biological organism,
which is born, lives and dies, and that of a record, which is created, is used for so
long as it has continuing value and is then disposed of by destruction or by
transfer to an archival institution. The effective management of records
throughout their life cycle is a key issue in civil service reform. Without it, vast
quantities of inactive records clog up expensive office space, and it is virtually
impossible to retrieve important administrative, financial and legal information.
Such a situation undermines the accountability of the state and endangers the
rights of the citizen.
Phases of Life Cycle of Records
a) Current Records
Records that are frequently used for conduct the business transaction in daily
and current business activity of an organization or individual. Current records
normally are maintaining in the registry, active file room, records office or
near their place of origins. The key person who is responsible in managing
current records is Records Officer, Document Controller or Registrar. Current
records also recognized as Active Records.
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b) Semi-Current Records
Records are only infrequently require and used in the conduct of current
business transaction. It normally is maintain in a Records Center or other
offsite intermediate storage facility pending their ultimate disposal. The key
person who is responsible in managing semi-current records is Records
Manager. Semi-Current records also identified as Semi-active Records.
c) Non-Current Records
Records are no longer needed in conduct of business transaction. Normally
this record will be destruct by a few methods of destruction such as
incineration, maceration, pulping, shredding, Recycling and etc. according to
the types of records. Non-current records also known as inactive records.
d) Archives
Records, usually but not necessarily non-current records, of enduring value
selected for permanent preservation. Archives will normally be preserved in
an archival repository for references in the future. The key person who is
responsible in preserving archives is Archivist. Below is the diagram of Life
cycle Concepts of Records.

Figure 1: The Life Cycle Concepts of Records Diagrams
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The Continuum of Care Concepts
As mention before in the important factors of records and archives care is
records should care continuously. The Continuum of Care concepts can be
defines as a consistent and coherent process of records management throughout
the life of records, from the development of record-keeping systems through the
creation and preservation of records, to their retention and use as archives. The
continuum concept suggests that four (4) important process which contribute to
the action for the records management field and archives management field.
No Process Record Management
action
Archives Management
action
1 Identification and
acquisition
creation or receipt selection or acquisition
2 Intellectual control classification within a
logical system
arrangement and
description
3 Access maintenance and use reference and use
4 Physical control disposal by destruction
or transfer as archives
preservation
Table 1: Four (4) important process in Continuum of Care Concepts
According to the process above, a unified model has been develop which is
reflects the pattern of a continuum care of records entire the life cycle. At the
same time, this model also cut across the traditional boundary between records
management and archival administration. There are
Creation or acquisition of the record, the born of records for the
organization and acquire the records that have a permanent value.
Placement within a logical, documented system that governs its
arrangement and facilitates its retrieval throughout its life.
Appraisal for continuing value, recorded in a disposal schedule and given
effect at the due time by appropriate disposal action.
Maintenance and use, that is, whether it is maintained in the creating
office, a records office, a records Centre or an archival repository, and
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whether the use is by its creator or a successor in function or by a third
party, such as a researcher or other member of the public.
The continuum model is demonstrating clearly the linkages between phase of
records and the process of continuum which reflect the key responsible person
for phase of records. From this model also, it clearly present an activities that
contribute to the process of continuum of care.

Figure 2: The continuum of Care Model through Life Cycle of Records

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The purpose of Continuum of Care Model is to demonstrate the linkages
between records management areas and archives management areas. The
continuum approach means the end of the traditional demarcation between the
functions of the records officer, records manager and the archivist. A person
responsible for care of records at a particular phase in their life cycle will certainly
need specific knowledge and expertise. Beside that they still perform their own
duties, but with the collaboration and integrated performance between these key
responsibilities, it will eliminate the duplication of work such the process of
controlling the records. In fact, a good collaboration also can develop an
appropriate scheme of service and job description for all records staff and it
would be develop a training module in order to prepare staff at all level of records
services efficiency.














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Conclusion
Based on the discussion of the problems in determining the records in Article 1, the authors
conclude that there is still no single definition acceptable to all. However, recent trials seem
likely to lead to the development of a comprehensive definition as may be appropriate to meet
the two approaches.
However, the model shown in Figure concept can be accepted as a general systematization
records management. As a result of this general overview of records management definition, it
can be concluded that records management is an art or technique to administer and manage
the records of the organization needs to create. Records management is described as a good
way to manage information, thereby improving the organization and management awareness.















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Reference
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Emmerson, P. (1989). What is record management? In: Peter Emmerson (ed.). How to
manage your records: a guide to effective practice. Cambridge: ICSA
International Records Management Trust. (1999). Managing public sector records, a
training programme. London: IRMT.
Rusnah Johare (2001). Electronic records management in Malaysia: the need for an
organizational and legal frameworks. Records Management Journal, vol.11, no. 2, August. p.
71-79.
Creenfield , J (1983). Books, their care and repair. New York: H.W. Wilson.
Dollar, C.M. (1990). Electronic records management and archives in international
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Ann and Titlow (1992). Records management for information age. U.S.A.: Delman
Publication.












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APPENDIX