IMR504 – PUTRI PARTS

1. cover page

2. acknowledgement

3. The definition of classification and filing system

Classification

The definitions and names of each term and object in a classification scheme are provided so
that, when a term or object is mentioned in a description, the semantics or meaning of the term or
object can be understood without any confusion. A classification scheme in information science and
ontology is the result of arranging things into kinds of things (classes) or groups of classes; this is like
categorization, but with a more theoretical bent, as classification can be applied across a broad
semantic spectrum. In the abstract, the resulting structures are an important aspect of metadata,
often represented as a hierarchical structure and accompanied by descriptive information about the
classes or groups. Such a classification scheme is intended to be used for the arrangement or division
of individual objects into classes or groups, and the classes or groups are based on characteristics
that the objects (members) share.

Once the papers are all arranged in a sensible order, note the arrangement on a piece of
paper. Show it to the advisory committee of the resource centre or other users to get their approval.
Seeing the subjects in the correct order will help them notice if any are missing. After the subjects
have been decided upon, each subject should have a classification number written next to it. It is
preferable if the classification numbers are a combination of letters and numbers. A long list of
numbers is easier to remember than the letter(s) for a main class combined with a number for a
subsidiary class. It also makes different classes on the shelf easier to distinguish when looking for
materials or re-shelving.

Typical archival classification theory has evolved in tandem with archival principles and
techniques that have been successively consolidated, reinforced, modernised, and questioned over
the last 150 years. Even so, archives were heavily influenced by classification models that were
commonly based on content as well as geographical, chronological, and onomastic criteria, among
others, before developing their own principles and methodologies. The classification scheme for
archives. Other criteria such as the organic organization or the functions developed by the records'
creator will dictate the establishment of the higher levels of the plan, depending on its orientation
(organic, functional, or both) and provenance. Moreover, in the lower levels, original order will be a
significant factor in addition to other factors like the activities and transactions in which the
functions are detached and even conservation considerations, such as when some records within the
same aggregation must be kept together or, on the other hand, separated, depending on the
retention period that was previously assigned in a retention schedule.

These pragmatic criteria and theoretical principles aid us in comprehending schemes that
are commonly based on concepts such as;
 Class

Subclass

Aggregations

Records, in a more recent terminology; or, in opposition, on groups

Sub-groups

Series

Items, as they were known in modern archival theory.

A classification is a set of related categories that is ordered and used to group data based on
similarities. It is made up of codes and descriptors and allows survey responses to be categorised to
produce useful data. A classification is an important tool for anyone creating statistical surveys. It is a
framework that simplifies the topic being studied while also making it simple to categorise all data or
responses received. Some employee’s today's worlds simply do not value keeping everything safe,
organised, and in its proper places. This statement can also be used to describe someone who places
little value on information management and organisation. Classification is important in information
management because it is used to protect data. A classification is a set of related categories that are
ordered and used to group data based on similarities. The creator's records are frequently classified
into hierarchical classes that are uniquely identified by a coding system, ranging from general to
specific.

In today's context, where electronic records are becoming increasingly common in archives
and responsibilities are increasingly falling on the shoulders of their creators (see, for example, the
notions of distributed custody and the records continuum model), we become aware of the benefits
offered by early coordination between the processes of classification and description, which includes
the use of controlled vocabularies to index documents by subjects a This effort is required when we
consider that without an effective classification system, we cannot place records in context or
describe them in a conventional and standardised manner.

filing system

A file system, also known as file management or FS, is a method of organising and retrieving
files from a storage medium (e.g., hard drive). File systems are typically made up of files organised
into groups called directories. Files and additional directories can be found in directories. To manage
information effectively, classification is essential because it serves to safeguard data. A classification
is an ordered set of related categories that is used to group data based on similarities. Classification
schemes frequently categorise the creator's records into hierarchical classes that are easily
recognised by a coding system. It would be impossible for two files with the same name to exist
without file management, which gives all files no organisation. Files are frequently organised in a
hierarchy, allowing you to view files in the current directory and then navigate to any subdirectories.
There are five filing methods:

a) Filing in Alphabetical order

The most normal and widely used method of organising files is alphabetical systems.
Even the most basic alphabetic system, however, necessitates the establishment of
filing standards, such as written filing procedures, cross-reference methods, and
practises for filing duplicate name changes, among other things. Ensure that these
filing rules have been distributed to staff and that they are being followed consistently.
Consider using an alphabetic system for small volumes of case files or personnel
files.

b) Filing by Numbers/Numerical order

The use of numerical systems is frequently the fastest and results in the fewest
errors, even though they are indirect systems (an index is needed). Numbers are less
likely than letters to be misfiled and misfiles are easier to detect. Once developed,
this is the most user-friendly type of filing system and lends itself well to color-coding.
Numbers are filed consecutively unless otherwise specified.

c) Filing by Subject/Category

Personal or business names and numbers, or, more commonly, subject names and
numbers, are used in alphanumeric filing. After determining the alphabetic divisions
or topic headings and appropriate subdivisions, number categories can be assigned;
if large quantities or records are to be stored within the system, smaller divisions
within each letter of the alphabet can be used. The number codes assigned to each
letter of the alphabet, or its divisions are listed in a relative index. The index is used
by the file worker to determine the primary filing digit that will be assigned to a file for
a new correspondent or document.

d) Filing by Places/Geographical order

Prevent using geographic filing systems unless the primary function or feature of the
record series is location. Traffic signal or tax appraisal records may be filed by
location, but taxpayer records are unlikely to be filed by location. Geographic systems
can use alphabetic filing features (file names) or numeric or alphanumeric coding.

e) Filing by Dates/Chronological order

The segment on the right is taken into account first by this system, followed by the
segment in the middle, and then the segment on the left.

1 st 31 – 99 – (12)

2 nd 31 – (99) – 12

3 rd (31) – 99 – 12

This system is best suited for large, active paper-based filing systems where records
are sequentially numbered upon creation.
4. Current issues in classification and filing system

Challenges in Managing Records in the 21st Century

The following issue that we frequently hear is the difficulties of managing records and
identifies a set of best practise recommendations to address the real-world dilemmas of what a
government record is and the task of managing its lifecycle. Records are created because of a variety
of government activities, including vehicle registration, professional licencing, procurement contract
transactions, general correspondence, and other external and internal business processes within
state and local government offices (note: state government generally has oversight for local records
rules and regulations).

This is stated in the article “Challenges in Managing Records in the 21st Century” . The
governmental records capture information used to protect governments', businesses', and citizens'
rights and interests, as well as to preserve history and culture by documenting information about
notable people, issues, places, and events. The most of these documents can be destroyed after
having a relatively short useful life. Some of the records will be the organization's record and must
be kept for stewardship and public accountability. Some records must be kept for many years, while
others must be kept indefinitely to preserve the historical record. The challenge for public officials is
to manage each of these types of records, ensuring that records containing important information
are kept and that records that are no longer valuable are disposed of in an appropriate and legal
manner.

All have laws governing records that establish the need for efficient records management,
grant the right to dispose of records, and create a framework for state-wide records management.
While these state laws are not entirely consistent, they do cover all information materials in general.
Regardless of format, created or received during the course of business. Records retention schedules
are established by analysing statutory and administrative needs in conjunction with the content of
the record, not the material on which it was created.

Article: Jatto, V.O. (2021). Challenges in Managing Records in the 21st Century. Advances in Library
and Information Science.

https://doi.org/10.4018/978-1-7998-7740-0.ch016
 The following article is “Impact of ICTs in the Practice of Records Management in Ministry of
Health, Nigeria”. The purpose of this article is to investigate the impact of information and
communication technologies on the practise of records management in Nigeria's Ministry of Health.
There are many different ICT tools used in records management practises today, including
computers, CD-ROMs, multi-media, scanners, the internet, and software programmes (CDS/ISIS).
The ever-changing nature of operations that required capturing, processing, storing, and
disseminating records, as well as other evolving phenomena from traditional to virtual/technological
platforms, drives the use of ICTs for record management in this study, a qualitative research
approach based on document/textual content analysis of literature was used. The findings revealed
that ICTs are used for a variety of purposes in Nigeria's Ministry of Health's records management
operations. Organizations no longer use old technologies such as microfilm/fiches, floppy discs,
papyrus, tape recorders, and typewriters due to the evolving nature of transformation. Security
strategies, various devices, and policy are all important.

According to this article, the various technological tools and resources include both old and
new tools for acquiring, processing, storing, editing, retrieving, transferring, and disseminating
information and knowledge in various formats. Telephony, cable, satellite, television, radio,
computer-mediated conferencing, video conferencing; digital technologies, information networks,
Internet, World Wide Web, intranets and extranets, and software applications are among the
technological tools and resources mentioned. The variety of ICT tools has a significant effect on
employee productivity and organisational development. As a result, the global significance of ICTs
cannot be overstated, as they have become so pervasive in every human sphere. The reason for this
was due to its continuous use in activities/operations carried out within and outside of organisations
to achieve set goals. This assertion was made because of improved efficiency and effectiveness in
staff organisational performance. Another important factor to consider is the viability in terms of
competitiveness.

Article: Enakrire, R.T. (2020). Impact of ICTs in the Practice of Records Management in Ministry
of Health, Nigeria.

https://doi.org/10.4018/978-1-7998-2527-2.ch001

5. Organisational chart

6. sample
7. manual (together)
1. Register in the school file register book (office)

2. Write down: MALAY LANGUAGE

COMMITTEE (handwritten) must be the same as
what is registered - no abbreviations.
If you want to use block letters there are conditions.

3. Write the code: JBA1056/600-2/3/1

4. Write the date of the first conception: the date of
the first minute of conception & initial (if desired)

5. Registered under subject: 600 - CURRICULUM

6. PUNCH HOLE, 1 INCH FROM EDGE & 1.5
INCH FROM TOP TO BOTTOM

7. USE 1 ROPE ONLY, INSERT THE ROPE

FROM OUTSIDE THE FILE WITH
STEM COVER OUT OF LETTER HOLE &
MINUTE PAPER
SECTION IN FILE
KIRI FAIL – KERTAS MINIT manakala KANAN FAIL – SURAT

8. WRITE ON THE MINUTE PAPER: -MINUTE

PAPER NO :
-SHEET NO : 1 M/S : 1

9. WRITE ON THE MINUTES PAPER: -

MINUTE PAPER NO : -SHEET NO : 1 M/S : 2
 TALI
HIJAU

PENEBUK
LUBANG
 KERTAS MINIT : MESTI ASAL TIDAK BOLEH PHOTOCOPY
BE
TIDAK BOLEH DITAMPAL DI ATAS KULIT FAIL…HAR

PENEBUK LUBANG

The general problem is in electronic health records it is ordinary to contain scanned

documents from many sources and a diversity of document types. Every so often, since
scanned documents classifications are automatic they can be easily misplaced which
may cause risk to patients. From my perspective, when it comes to automatic
classification it will be harder to classify them since it is preprogrammed to read the
subject of the records on its own. Hierarchical classification system only works with
accurate grouping of records which is the main problem they are facing in the first
place. With this issue, I would recommend using manual classification because the
subject matter must be established and relevant to the content of records. This way, the
patient's records safety will be taken care of and retrieving records would not be a
burden anymore when it is being done manually. To add, it is not that I am opposing
the automatic classification system, I know that it will decrease human workload.

The following issue that we frequently hear is the difficulties of managing records and
identifies a set of best practice recommendations to address the real-world dilemmas of
what a government record is and the task of managing its lifecycle. The governmental
records capture information used to protect governments, businesses and citizens' rights
and interests. They are also used to preserve history and culture by documenting notable
people, issues, places and events. Some of the records will be the organisation's record and
must be kept for stewardship and public accountability. Records are created because of a
variety of government activities, including vehicle registration, professional licensing,
procurement contract transactions, general correspondence, and other external and
internal business processes within state and local government offices (note: state
government generally has oversight for local records rules and regulations).
This is stated in the article "Challenges in Managing Records in the 21st Century".

“the first current issue is…this happened (when)… It is caused by… how it happened”

6. Administrative history
The Federal Territories Islamic Religious Department (JAWI) was established at the initial
stage under the name of Council Secretariat with the aim of launching the journey of the Federal
Territories Islamic Religious Council (MAIWP). It was created on February 1, 1974.

The Council Secretariat at that time only consisted of a few officers, they consisted of:
1. Mufti of the Federal Territory
2. Two (2) Kadis
3. Prosecutors & Enforcement Officers
4. Chief Kadi of the Federal Territory
5. Administrative Officer of the Mosque
6. chief assistant Secretary of
7. 2 Zakat & Baitulmal Officers

When the Federal Territory Ministry (KWP) was established in 1978, the Federal Territory
Islamic Religious Department (JAWI) was placed under this Ministry. However, in 1987 this
Ministry was abolished. Therefore, the Federal Territory Islamic Religious Department (JAWI) has
been placed under the administration of the Malaysian Islamic Development Department
(JAKIM) until now. At the initial stage of operation, the Federal Territories Department of Islamic
Religion (JAWI) only consisted of a few small units, namely:

1. Administrative Unit
2. Enforcement & Prosecution Unit
3. Zakat & Baitulmal Unit
4. Mosque Management Unit
5. Marriage, Divorce and Marriage Administration Unit
6. Fatwa Unit

Since its inception, the Federal Territories Department of Islamic Religion (JAWI) has never
looked back and has continued to grow until today with the existence of 2 branches, the Labuan
Branch was established on 16 April 1984 while the Putrajaya Branch was established on 1 August
2001. Now, the role of the Department Islamic Religion in the Federal Territory (JAWI) has been
expanded to several areas including:

1. Research
2. Carrying out preaching and welfare activities
3. Management of zakat, waqf and Baitulmal
4. A more systematic Family Law Administration
5. Fatwa research
6. Provide education and sufficient teachers to educate the children of the Muslim community,
especially in the Federal Territory
7. New relative management that is more consistent
8. Enforcement & Prosecution as well as providing counselling to troubled couples
9. Publish and distribute magazines related to JAWI activities and religious books

However, on 1 November 2016, the Prosecution Division was established as the Federal
Territories Sharia Prosecution Department and placed under the Prime Minister's Department.

Services offered Category – Education

According to Ustaz Mohd Nor Bin Ibrahim13, the history of the development of the
SRA curriculum began in 1974, when JAWI took over four SRAs under the management of
the Selangor Islamic Religious Department (JAIS). Currently, SRA JAWI does not have a
specific curriculum as an officially recorded document that can be used as a reference source
for teachers. After JAWI took over SRA, SRA still uses the JAIS curriculum. Now, JAIS only
coordinates subjects that need to be taught in schools.

Education is an element important in human capital development and one's

economic survival individual. One of the factors of poverty that hit the community is
because failed to get an education perfect event Islamic religion of the Federal Territory
(MAIWP) strives to ensure community development can be achieved until able to remove
themselves from cocoon of poverty. A question arises about the role played by MAIWP in
efforts improve the standard of living of the community through aspects of education and
schemes offered to the community to achieve the purpose. Thus, MAIWP drafted
educational development in the Region Federation in addition to seeing and evaluate the
schemes whether they have been met or complement all elements which is needed by the
community to guarantee educational success and development them.

MAIWP oversees the collection and distribution of zakat, the development of

mosques/suraus, religious schools, the development of waqf and pesaka land vested in
MAIWP, the management of marriages/divorces and family matters, law enforcement and
the social development of the Muslim community. Starting January 2009, the management
of the Islamic Kindergarten was handed over to the Human Development Division, Federal
Territories Islamic Religious Council.

The JAWI Education Division is led by a Senior Chief Assistant Director (PHEI grade
S52) and assisted by an Islamic Affairs Officer grade S48 (Chief Assistant Director of the
School Management Branch). In addition, it is also assisted by a Senior Assistant Director
graded DG 44 (Malaysian Ministry of Education Cadre Position) and eight Assistant Directors:
four people (PHEI S41) and four DG41 officers (Malaysian Ministry of Education Cadre Posts).
9 In the Education Division there are four large branches which are:

 Naziran Branch.
 School Management Branch.
 Coordination & Supervision Branch.
 Academic Branch.

The academic branch is responsible for reviewing and monitoring academic

management in schools under the administration of JAWI, including the implementation of
the Curriculum and Examinations as well as being the secretariat to the Academic
Development Committee, the Examination Management Committee, and the Curriculum
Development Secretariat. While the Academic Branch consists of three units namely:

 Curriculum Unit (DG41)

 Evaluation & Examination Unit (DG41)
 Student Affairs Unit

MAIWP is also responsible in Educational Institute of.

1. Darul Hannan
2. Islamic kindergartens
3. Baitulmal Skills Institute
4. MAIWP Religious Secondary School (SMA MAIWP) Kuala Lumpur
5. MAIWP Religious High School (SMA MAIWP) Labuan
6. Tahfiz Science Integration Middle School (SMISTA)
7. Al-A'baqirah Modern Hut
8. Maalim Sunan Li Dirasti Hadith
9. Darul Ilmi