FACULTY OF INFORMATION MANAGEMENT

UNIVERSITY TEKNOLOGI MARA PUNCAK PERDANA,SELANGOR

BACHELOR OF INFORMATION SCIENCE RECORD MANAGEMENT
COLLEGE OF COMPUTING, INFORMATICS AND MATHEMATICS
(CDIM 261)
FILE PLAN DEVELOPMENT AND APPRAISAL (IMR 512)
PAIRING ASSIGNMENT
TITLE:
ESSAY
PREPARED FOR: SIR MOHD ZAIRUL BIN MASRON
PREPARED BY: FIZIEY MAZRIZAL BIN MAZLIM
ABDUL MUIZ BIN AMRAN
GROUP: CDIM261 3A
ACKNOWLEDGEMENT
In the name of ALLAH, the almighty and blessing for the Prophet Muhammad peace
be upon him. First and foremost, I am Fiziey Mazrizal Bin Mazlim my matrix number
is 2024557113 and Abdul Muiz Bin Amran would like to thank my lecturer Sir Zairul
for their support and for guiding us to finish this assignment. Next, my friends gave
me support and some useful ideas to complete this assignment. Without their support,
we may not be able to complete this task. Finally, we hope that sir can forgive us if
we have made mistake in this assignment.

TABLE OF CONTENT
NUMBER CONTENT
1. INTRODUCTION OF ARTICLES
2. QUESTION 1
3. CONCLUSIONS
4. REFERENCES
1. Introduction of Articles
With the advent of Malaysia's e-government effort, records management (RM) has
become a necessary by-product of sound governance. E-government can change how
people interact with one another, with businesses, and with the government. It can be
used for several purposes, such as better citizen service delivery, enhanced
interactions, citizen empowerment, more effective government management with less
corruption, increased transparency, greater convenience, revenue growth, and cost
reduction (World Bank, 2005).

The Malaysian government, like other nations such as the United States, the United
Kingdom, and the Republic of Korea, has made the shift from paper-based to
electronic administration to accomplish the objective of a paperless office and reap
other advantages. This transformation has influenced the working settings,
particularly in government entities. Even though employees seem prepared to accept
the switch from traditional to electronic systems (Mokhtar & Yusof, 2009), many
have not yet seen success, most notably with the adoption of the records management
project (Yusof, 2009). Put another way, even while RM is crucial for the government
at every level of development, neither the automation of office tasks nor the execution
of RM initiatives has yet received top attention.

E-government projects are increasingly offering user-centric approaches on

government websites and in systems, having previously provided infrastructure and
human skills (Yusof & Bakhari, 2010). But the nation hasn't yet lived up to
expectations. In 2009, the Public Complaints Bureau released statistics that included
10 complaints about inadequate public service performance. According to Bakhari
(2010), 46.6% of comments mentioned "late/no action/feedback," which strongly
suggests a lack of information or trouble locating papers when needed. Malaysia's
standing as a pioneer in e-government fell to number 32 in 2010 and then to number
40 in 2012. (United Nations, 2012).

According to Haslinda, Azizah, and Othman (2005), 53% of the projects failed to
satisfy their budgets, completion dates, or functional criteria, which resulted in a drop
in the nation's ranking. 36% of the systems' operations fall short of expectations,
meaning they are either not used as intended or are employed as intended but fail to
produce the desired outcomes. A further 11% of the cause was user resistance to using
the system as a result of inadequate training and skills, as well as the system's
complexity. Numerous reasons, such as project management, inept top management,
technology, organizational complexity or growth, and process, frequently contributed
to these disasters. In contrast to industrialized nations, Malaysia's e-government
program places a strong emphasis on the technological infrastructure needed for
systems, which has led to several problems and obstacles (Haslinda et al., 2005,
Razlini, 2012).

Malaysia's e-government initiative lacks an RM component. Such a component is

essential to an effective and comprehensive e-government project. Since all actions
and decisions should be based on RM, it is imperative that this fundamental
component not be overlooked to achieve a successful materialization of e-government
(Yusof & Chell, 2005).

The classification of records is strongly tied to service delivery in particular. The

Malaysian government affirmed in 2007 that before putting any RM systems into
place, classification systems and retention schedules must be developed throughout
the following seven years (Service Circular, 2007, Chapter vi, vii, and viii).
Classification systems, however, should not be used since they are not prioritized
(Eusof and Yusof, 2011). As a result, while designing an RM system, RM specialists
are rarely contacted and record classification has rarely been taken into consideration
(Milne, 2010). Less than 10% of e-government efforts, according to Rusnah and
Nurrusobah (2010), considered the necessity to capture RM needs in comparison to
other processes including retention, disposal, and managing authentic and dependable
records.
1. Question 1
From my perspective, in records management, classification is an important element
of file plan preparation that is essential to efficiently maintaining, organizing, and
retrieving information. Here are five reasons to support its importance:

 Effective Retrieval and Access: Classification systems offer an organized structure

for arranging documents according to their context, goal, and content. Records have
been organized to make it easier for users to find and get the right information when
needed. This encourages information retrieval efficiency, saving people and
organizations time and effort.

 Compliance and Governance: According to organizational policies, industry

standards, and regulatory requirements record management is ensured by a carefully
thought-out classification system. Through precise classification of records based on
their retention and disposal dates, entities can exhibit adherence to legal and
regulatory requirements. This guarantees the validity and integrity of documents
while assisting in reducing the risks connected with non-compliance.

 Information Security and Confidentiality: Organizations can apply suitable

security measures and access controls to sensitive or confidential records by
classifying them. Organizations can protect confidential information from illegal
access, disclosure, or manipulation by implementing access levels or limits that are
determined by the classification of records. This is necessary to preserve the
confidentiality, integrity, and accessibility of records while safeguarding sensitive
data.

 Improved Decision Making and Knowledge Management: A well-organized

classification system facilitates the identification and analysis of trends, patterns, and
insights within the organization's records. By grouping related records, decision-
makers can gain a comprehensive understanding of past events, and projects,
 "Organizing data into manageable formats allows for well-informed decision-making,
strategic planning, and efficient processes."continuous improvement initiatives.
Moreover, classification supports knowledge management efforts by preserving
organizational memory and facilitating knowledge sharing among employees.

 Effective Records Lifecycle Management: From creation to disposal, managing the

full lifecycle of records depends on classification. Through classification based on
retention and disposal criteria, companies can create well-defined policies for
handling records at every stage of their lifecycle. This entails determining whether
records are unimportant, making sure that they are disposed of or archived on time,
and reducing the expense and legal concerns that come with keeping excess
information on file. An organized classification system encourages accountability and
openness in records management procedures, allowing businesses to effectively
manage their information assets while supporting legal, regulatory, and operational
needs.

2. Question 2
 An important procedure for any company is records assessment, which means
evaluating the importance of documents to decide which ones should be kept forever
and which can be deleted. The following are some justifications for the importance of
this assessment:
 Legal and Compliance Obligations: Regulations governing the keeping and removal
of documents apply to various businesses and organizations. There may be legal
implications for breaking these rules, such as fines. Organizations can preserve the
records they need to meet their legal and regulatory requirements and eliminate the
ones they don't need by using a proper records evaluation process.
 Risk management: Sensitive data, such as financial information, personally
identifiable information (PII), and proprietary business information, is often found in
records. Organizations that fail to handle and dispose of records properly run the risk
of identity theft, safety incidents, and other types of data misuse. Evaluating
documents aids in locating and reducing possible hazards related to inappropriate
storage or disposal.
 Resource Optimization: There is a cost related to storage space, both digital and
physical. Organizations can make the best use of their storage resources by evaluating
 their data and deciding which ones are worth keeping. Because useless data needs to
be managed and stored, this can result in cost savings.
 Effective Information Retrieval: It is simpler to find important data when needed
when records are appropriately categorized and assessed. Organizations make sure
vital information is available for future reference, investigation, or decision-making
by identifying and safeguarding valuable records.
 Preservation of Organizational Memory: Records frequently serve as historical
accounts of significant choices, actions, and moments in an organization's life.
Organizations can preserve their institutional memory and draw lessons from the past
by evaluating and conserving significant historical records. This can be very helpful
for succession planning, maintaining continuity, and preventing the same mistakes
from being made again.
 In general, records appraisal is an important part of records management that aids in
risk management, resource optimization, organizational compliance, effective
information retrieval, and institutional memory maintenance. Organizations may
maximize the value of their information assets and manage their records in their
lifecycle by devoting time and resources to this process.
3. Conclusion
To sum up, classification is the foundation of successful file plan generation in
records management. Its significance cannot be emphasized because it provides the
foundation for many other concepts, including record access, retrieval, maintenance,
retention, and disposal. Organizations can achieve several advantages by
implementing a well-structured classification system, such as improved decision-
making and knowledge management, efficient information retrieval and access,
regulatory compliance, increased security and confidentiality of sensitive data, and
efficient management of the entire records lifecycle.

An organization's overall efficiency, accountability, and flexibility in records

management processes are enhanced by a strong classification system, making it
easier to organize and manage records. Classification plays an increasingly important
role in helping firms manage their information assets while adhering to legal,
regulatory, and business requirements as technology advances and the amount of
digital information increases rapidly.
As a result, organizations that want to improve their records management procedures,
reduce risks, and use their information assets for business growth and innovation have
to allocate time and money to creating and maintaining a thorough classification
system. Organizations can set themselves up for success in the digital age by
embracing classification as an essential part of their file plan development strategies
and realizing its value.
4. References
1. Mokhtar, U. A., & Yusof, Z. M. (2015, April 1). Classification: The understudied
concept. International Journal of Information Management.
https://doi.org/10.1016/j.ijinfomgt.2014.12.002

2. The Department of Defense Record Management Function and Information

Models. (n.d.). https://www.archives.gov/files/era/pdf/rmsc-19951006-dod-rm-
function-and-information-models.pdf.

3. Yusof, Z. M., & Eusoff, R. (2011, November 1). Development of Records

Management Systems for Matriculation Colleges in Malaysia. ResearchGate.
https://www.researchgate.net/publication/289858016_Development_of_Records_
Management_Systems_for_Matriculation_Colleges_in_Malaysia

4. About Our Model - Carleton College. (n.d.). Gould Library.

https://www.carleton.edu/library/help/services/data/model/

5. Yahya, Nadzar, & Abdul Rahman. (n.d.). Examining User Acceptance of E-

Syariah Portal Among Syariah Users in Malaysia.
https://www.archives.gov/files/era/pdf/rmsc-19951006-dod-rm-function-and-
information-models.pdf.

6. Kashaija, L. S. (2019). Effectiveness of Appraisal of Public Records in Tanzania:

Findings from President’s Office Records and. . . ResearchGate.
https://www.researchgate.net/publication/354388992_Effectiveness_of_Appraisal
_of_Public_Records_in_Tanzania_Findings_from_President's_Office_Records_a
nd_Archives_Management_Department_PO-RAMD

7. Scott, M. (1997). Functional appraisal of records: a methodology. Records

Management Journal, 7(2), 101–114. https://doi.org/10.1108/eb027107
8. Scott, M. (1997). Functional appraisal of records: a methodology. Records
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