Section 5 GROUP ASSIGNMENT IMR451

6.
0 PROPOSE THE IMPLEMENTATION OF INTEGRATED RECORDS

MANAGEMENT PROGRAMME (IRMP) IN AXIATA GROUP BERHAD
Integrated Records Management Program is a term that gives rise to the acronym
IRMP. Integrated Records Management Program (IRMP) preserve records and archives in an
accessible, intelligible and usable form for as long as they have continuing utility or value.
Moreover, it is also make information from records and archives available in the right format,
to the right people, at the right time. By integrating IRMP in the organisation, this may be
accomplished.
Axiata Group Berhad produce a lot of records each year, thus the organisation has to
apply IRMP in order to achieve the best records management standards. There are six key
stages in implementing of IRMP such as restructuring existing systems, organizing and
controlling records, providing physical protection for records, managing records in records
centres, managing records in records centres and supporting and sustaining the IRMP. In
order to achieve sustainable records management inside the organisation, Axiata Group
Berhad should implement the IRM Programme into practise. The Axiata Group Berhad
organisation must conform to these guidelines while creating the IRM Programme.
6.1 Restructuring Existing Systems
Restructuring is a decision made by a firm to dramatically change its financial and

operational operations, typically in response to financial difficulties. In this case, it is
necessary to consider both the strategy for handling the current records into account, as well
as the strategy in the future. Below is steps to redesign the existing system:
A) Reviewing and revising legislation and policies
Legislation the preparing and enacting of laws by local, state, or national

legislatures. It is includes participation from the executive as well as a legislative body.
This may be obtained by viewing ISO 15489-1:2001. However, policies must directly
link to legislative requirements in order to guarantee that the aims and objectives of an
IRM programme are met. Policies will give more specific guidelines than may be stated
in law. The responsibilities and connections between action officers, information
managers, records managers, archivists and information technology managers will also be
clarified as a result of this.
B) Reviewing and revising organisational policies and structures
Organisational policies are vital within the organization. It must always be review
and revise once required to make sure that it's appropriate and compatible with the
growing organization. The organisational policies are vital because it can minimize the
costs, maintain compliance and build a learning culture.
Organisational policies should be established due to this following:
a) Determine the placement of the records and archives institution.

b) Determine the placement of the archival institution.
c) Organize systems for the effective and efficient delivery of information and
records management services.
d) Ensure appropriate linkages between the creation and management of information
and the execution of the agency’s functions.
e) Establish information management standards.
f) Identify those information systems and information technologies that require
improvement or restructuring.
g) Create and maintain inventories of information resources, including records.
h) Create and maintain inventories of available information technologies.
i) Establish standards for the use of information technologies, including computers
and communications systems.
j) Establish systems to ensure the security and physical protection of information
and records.
k) Develop systems for the sustainability of the IRM programme.
C) Determining resource requirements, such as facilities and staffing
The procedure of assessing resource specs needs to be undertaken after the
policy record has been drawn up. Staff with specialized qualifications, lodging and
gadget can be needed and those necessities ought to be diagnosed and costed while
programmes and structures are designed. The stability among centralization and
decentralization ought to additionally be decided, because the answers selected need
to match the organization's environment, tradition and technological capacities, and
direct the layout and execution of this system and its components.
Resources requirements including staff, accommodation, equipment and

finances are vital to the achievement of an integrated records management programme
because one of them performs an important part in the organization.
Accommodations are very crucial for staff to carry out their obligations
effectively, efficiently and in a consolation location of working places. For instance,
the staff must determine the placement of records offices for the storage and use of
current records, the placement of records centers for the storage and retrieval of semi-
current records and the placement archival repositories for the preservation and use of
archival records.
Equipment are one of resources requirements that can help the organization
works to go on smoothly and steadily. For example, of equipment is boxes, office
furniture, file folders, computer equipment and shelving.
Furthermore, financial was made withinside the annual estimates of capital

and running costs for enough price range to allow the facts and information
organization and its departmental devices to carry out their capabilities properly.
D) Developing strategic and business plans
A business strategy is a set of guidelines created to reach a specific business goal.

Strategies can range from annual budgets to individual marketing strategies for the release
of new products. Without a coherent average strategy, the organization has no road map
to observe when pursuing opportunities and running daily operations. A well-written
strategic plan can play a pivotal position in the organization that can increase
achievement as it tells you and your personnel how first-rate to reply to possibilities and
challenges.
The key steps in developing and implementing a strategic plan include:
 identifying the organization’s mission, goals and objectives

 determining opportunities and threats in the external environment
 determining the organization’s needs, capabilities and resources
 determining the organization’s goals and objectives within the time frame
provided.
This consists of analyzing why the organization exists, what items or offerings it
affords, the way it features withinside the present, the way it goals to work withinside
the future, and what enhancements were made withinside the beyond to its methods
and procedures. It additionally affords an outline of outside elements that impact the
manner the business enterprise operates, such as its economic, political, legal,
regulatory and social aspects.
6.2 Organizing and Controlling Records
A variety of records and records management-related concerns are covered in

Organising and Controlling Records. It examines the crucial part that records play in
supporting the rule of law, accountability and commercial efficiency. It looks at the qualities
that make records trustworthy and accurate "proof" of the choices and deeds they record.
Classifying records is crucial for an organisation and one of the corporate records
management procedures since it enables the retrieval of information. Using the organisational
standard, all records must be classified when the data and documents have been received. For
effective retrieval, records are categorised and filed according to their subject matter and
topic category, and a file number is given to each one. All paper-based records should be
classified using the same format in order to maintain consistency.
6.3 Providing Physical Protection for Records
Records are significant and important because the information included in them
serves as proof of conversations, choices, activities, and history. As a result, records must be
safeguarded in order to preserve their worth. There are six techniques to preserve physical
records, according to Secure360:
1. Limit access
-Limiting who gets access to documents is necessary.
2. Create a retention plan
-Make a record retention strategy that complies with all applicable industry rules and
regulations, and regularly dispose of any data you don't need.
3. Keep them under lock and key
-Physical records shouldn't be housed in a lockable filing cabinet or drawer.
4. Digital upgrade
-Acquiring a digitally protected file cabinet as an extra step.
6.4 Managing Records in Records Centres
The records centre is the best place to manage your records. A big company such as
Axiata Group Berhad should think about using records centres to manage all of its records.
There are many ways to manage the records in records center such as maintaining records
center facilities, transferring, storing and retrieving records according to disposal schedules
and disposing of records as indicated by the schedules.
Records should be maintaining in records center facilities which include the aspect of
temperature and humidity, light, fire protection, disaster recovery plan and inspection of the
material and monitoring of environmental conditions. If Axiata Group Berhad adheres to the
preceding rules, all records should be in good condition and managed by the company
without any issues. This will make it simpler for staff to consult any papers they require or to
do internal research for the organisation.
When records are no longer required to support current operations or when they are
taking up space that might be used for more recent records, they should be transferred to a
record centre. Controlling transfer is necessary for accountability reasons and to ensure that
documents can be quickly found and brought back to the office as needed. Controlled transfer
also makes it easier to find records that need to be disposed of further.
Identifying records that will ultimately need to be disposed of or converted into

archives is the final step in managing inactive storage. The retention schedule sets the rules
for this. Setting up a routine and certain processes is necessary to ensure that you adhere to
destruction dates and have a processing strategy in place for turning your documents into
archives.
6.5 Managing Archives
One of the key components of a successful IRMP that the general public can use
easily is managing archives. The general public, other governments or agencies, educators,
authors, and other individuals or organisations who need documentation for their jobs or
interests may find use for these archived data.
6.6 Supporting and Sustaining the IRMP
Continuous training for users and records personnel is necessary to ensure that best
practises are shared across the company and that records management objectives are
understood. Records management regulations must be explained to new hires in particular
and they must also get training on the necessary protocols. Many businesses include a
briefing from the records manager in their orientation programmes for new hires. Newsletters
(in printed or electronic form), posters, mouse mats, records centre open days, and other
marketing strategies can be used to raise awareness of records management concerns. The
advantages of efficient records administration must be illustrated and stressed to managers
and workers at all organisational levels if the programme is to be successful.
https://blog.a2boffice.co.uk/importance-of-office-equipments/
https://www.irmt.org/documents/educ_training/public_sector_rec/IRMT_organising.pdf
https://smallbusiness.chron.com/happens-organization-coherent-strategy-20289.html

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6.

0 PROPOSE THE IMPLEMENTATION OF INTEGRATED RECORDS

6.1 Restructuring Existing Systems

Restructuring is a decision made by a firm to dramatically change its financial and

A) Reviewing and revising legislation and policies

Legislation the preparing and enacting of laws by local, state, or national

B) Reviewing and revising organisational policies and structures

Organisational policies should be established due to this following:

a) Determine the placement of the records and archives institution.

Resources requirements including staff, accommodation, equipment and

Furthermore, financial was made withinside the annual estimates of capital

A business strategy is a set of guidelines created to reach a specific business goal.

The key steps in developing and implementing a strategic plan include:

 identifying the organization’s mission, goals and objectives

6.2 Organizing and Controlling Records

A variety of records and records management-related concerns are covered in

6.3 Providing Physical Protection for Records

-Limiting who gets access to documents is necessary.

2. Create a retention plan

3. Keep them under lock and key

-Physical records shouldn't be housed in a lockable filing cabinet or drawer.

-Acquiring a digitally protected file cabinet as an extra step.

6.4 Managing Records in Records Centres

Identifying records that will ultimately need to be disposed of or converted into

6.5 Managing Archives

6.6 Supporting and Sustaining the IRMP

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