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BUSINESS RECORD MANAGEMENT

Records Management Process in Organization

Abstract: The purpose of this article is to understand the record management process in organization, all organisations may not have the same method to handle and manage their business record. These papers highlight the Records management process in every organization. Records management is the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records Keyword: business, management, methods, process

Introduction “Records” can be defined as any recorded information or data in any physical format or media created or received by an organization during its course of official business and kept as evidence of polices, decisions, procedures, functions, activities and transactions. According Sari Makinen and Pekka Henttonen (2011), they are said Records management is the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records. It is seen as a vital approach for keeping business process in control by implementing continuous analysis, optimization and improvement activities the thing that results in clearer business visibility and better performance. From my point of view business process is a collection of linked tasks which find their end in the delivery of service or product to client. A business process has also been defined as a set of activities and task that, once completed, will accomplish an organizational goal. Based on Nick Llewellyn and Collin Armistead (2010) they said a business process is a series of inter-related activities that cross functional boundaries with individual inputs and outputs. Business processes are characterised as being operational or supporting. Operational processes are associated with the way organisations develop strategies, invent products and services, market and sell these, manage production and delivery of products or services, and bill custom.

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Objective

In this article, the main objective to write this article is to understand the business records management process. Therefore, this article is to highlight the records management process, other than that the article also explains about the important of records management process.

Record Management Process

Records management process is the system used to control an organization records from the creation of records until the record is archived or destroyed. A records management process is comprised of identifying records, classifying records, and storing records, as well as coordinating internal and external access. The records management processes in different stages of records life cycle include first records capturing, second registration, third records classification, four records storages, access, tracking and records disposal. An organization should determine which documents created or received during business processes should be captured as records into a recordkeeping system, and how long they should be maintained within the system, based on an analysis of the legal and regulatory environment, business and accountability requirements and the risk of not capturing or retaining the records. This will ensure adequate and necessary records are captured to meet business needs. This process is also important since proper disposal of records facilitates easy retrieval of records in active use, and minimizes costs for maintaining and storing records. According many authors in this article, they said the business process lens of the organisation, where everything may be seen as a process (Deming, 2000; Slack et al., 2006), provides the main motivation behind this paper. More specifically, authors such as Harmon (2010), Davenport (2005) and Bititci et al. (2010) all argue that how organisations configure and manage their business processes is a key driver of organisational flexibility and agility. In other words, the maturity and capability of business processes (Harmon, 2010; Bititci et al., 2010) is seen as a key determinant of an organisation’s ability to adapt and respond to emerging threats and opportunities, and thus its sustainability. Based on Inge Alberts, Jen Schellinck, Craig Eby, and Yves Marleau (2010), they write on their article like the main benefits of this approach are a reduction in the change management of the classification, a consistent way to comply with RM based legislation, and provision of a reporting tool for auditing and accountability. However, even if the value of functional classification is undeniable, organization-based records managers as well as endusers encounter difficulties when creating and dealing with such classification systems. Given IMR 652

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these considerations, this article will consider possible. In fact, Bititci et al. (2010), in outlining an operations management perspective towards dynamic capabilities provides a review of different tenets of business process-based approaches across a wide field of management research and practice. Similarly, Harmon (2010) provides a comprehensive overview of the scope and evolution of business process management from different perspectives. According Nick Llewellyn and Colin Armistead business records process can be seen as having the structural characteristics of networks that facilitate the flow of information and the movement of people or material. The term “process” has evolved dramatically since the pre-historic times when people relied on themselves to produce the products they need (Dumas et al., 2013; Harmon, 2015). The consumer and the producer of a product, at that time, was the same individual. This concept has changed dramatically following the development of societies in the ancient times, where people had become specialised in producing specific types of products, i.e., different activities for producing different products. At the inception of the industrial times, the concept of process improved further when individuals have become specialised in part of an activity in the production process of a product, rather than being the sole designer of the product. According Devika Nadarajah and Sharifah Latifah Syed Abdul Kadir the concept of BPM surfaced in the new millennium during the discovery of the scientific management theory that evolved into the TQM philosophy of the 1970s and 1980s, BPR of the 1990s, and finally, process design of 2000 onwards, before finally settling as BPM as it is known today (Paim et al., 2008). Based on a holistic perspective, BPM integrates the incremental, evolutionary and continuous improvement nature of TQM with the radical, revolutionary and big bang approach of BPR, for the purpose of performance sustenance while ensuring activities involving customers are executed efficiently and effectively. The evolution of BPM is best illustrated by Paim et al. (2008). BPM is regarded as the best practise management principle and an enabler for organisations in sustaining their competitive advantage in his research, examined BPM within two constructs – process alignment and people involvement, and empirically tested the relationships between process alignment and people involvement on organisational performance.

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Document Capturing Process

Capture is the process of determining that a record should be made and kept, this includes both records created and received by organization. According Andrew K. Shenton (2010), at its most fundamental, information capture involves the representation of material such as facts, opinions and interpretations in a form that renders them useful for some later activity. The author’s initial interest in information capture stemmed from his aim of creating, with Dixon, a model of the ‘‘information life cycle’’, based on the ideas of young information users (Shenton and Dixon, 2003a, p. 9). In this framework, Shenton and Dixon demonstrate diagrammatically how processes like reflective thinking, observation, experimentation and use of the imagination stimulate ideas that are then ‘‘captured’’ and held in a manner that can subsequently be exploited by others, through the actions of ‘‘reading’’, ‘‘looking’’ and ‘‘asking’’ (p. 10). ‘‘information capture’’ refers to situations in which an individual makes a copy of material already in existence (Shenton and Hay-Gibson, n.d.). Thus, whereas in the life cycle model, capture is heavily associated with the creation of particular information in the first instance, in an IB context Shenton and Hay-Gibson understand the process to be essentially one of deliberate duplication.

Figure 1: Data capturing workflow

Registration Records

According Nurussobah hussin (2013), where registration is used, its purpose is to provide evidence that a record has been created or captured in a records system. It involves recording brief descriptive information about the record in a register, and assigning the records.

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Classification of records

Classification is one of the important steps in record management process, classification can be defined as a process in which records are identified and categorized for filling on the basic of their subject matter and subject category, and are assigned a file number for efficient retrieval. According Pekka Henttonen Kimmo Kettunen, (2011), a functional classification scheme is the core of an AMS. Classification is defined in ISO 15489-1 as “systematic identification and arrangement of business activities and/or records into categories according to logically structured conventions, methods, and procedural rules represented in a classification system” (International Organization for Standardization, 2001). A functional classification scheme “is based on what an organisation does its functions and activities” (Orr, 2005). It describes functions of the record-creating organisation. Other than that, according Schellenberg (1975) and Smith (2007), cited by Pekka Henttonen Kimmo Kettunen, (2011)," Classification is an essential tool in records management. It is used to provide links between records that originate from the same activity or from related activities; to determine where a record should be placed in a larger aggregation of records; to assist users in retrieving and interpreting records; and to assign and control retention periods, access rights and security markings because of this, classification is often discussed in records management and archival text books and guides.

Access and Security in Record Management Process

All records need to be allocated a security environment. This allows agencies to share and exchange information with confidence by ensuring a common recognition of confidentiality requirements and consistent application of security measures. It will help ensure the records they store are inviolate, that is they are tamper-free and protected from unauthorised alteration, deletion or loss. The staff member responsible for creating the record, or for auctioning a record generated outside the organisation (receiving the record), must decide its security classification. When a record is created or captured the consequences of damage from unauthorised access to it need to be assessed in order to allocate the appropriate security classification. According Saint-Gemain, (2005), cited by Ahmad Abu-Musa, (2010), many organizations nowadays is facing a global revolution in governance which might directly affect their information management practices. Information security has become an integral part of daily life, and organizations need to ensure that their information is adequately IMR 652

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secured. According Raydel Montesino, Stefan Fenz, Walter Baluja (2012) in today’s world, public and private sector organizations are highly dependent on the correct functioning of information technology. Large quantities of information are digitally saved, electronically processed and communicated in both local and global networks. According Elizabeth Lomas, since the dawn of record keeping, there have been information losses and data manipulation. Archivists could relate the history of information security developments; the application of wax seals to prevent and detect opening, the development of codes to prevent reading a document and the requirement to maintain copies in case information was tampered. In 1998, when the Data Protection Act (Great Britain). Parliament, House of Commons, 1998) was passed as law, many records managers took responsibility for implementing their organisations’ data-protection policy and practice. As the new legislation encompassed the requirement to manage personal information in paper and electronic records, it presented the opportunity for records managers, within the public and private sectors, to raise the records management profile above the technology driven agenda. However, although the Act required personal information to be kept securely and safely in accordance with the Act’s seventh data-protection principle, this was not articulated as a key records management.

Storage

According Nurussobah Hussin (2013), storage is important in managing business records. Without proper storage, records cannot be retained or kept for as long as it is needed. Appropriate storage conditions ensure that recorded are protected, accessible and managed in a cost-effective manner. Therefore, it is important that storage choices be integrated with the overall records management program. There are three basic factors for selecting storage supplies and facilities are as follows to need for storage supplies and equipment, second facility consideration and last are the cost realized. Other opinion from Gursans Guven and Esin Ergen (2013), Advanced data storage technologies, e.g. radio frequency identification (RFID), are used to identify components automatically and to integrate related information with components in the construction industry and other industries (e.g. healthcare, retail). The on-board data storage capacity of some RFID technologies allow for data storage on a tag attached to a component and enable direct data access from the object. On-board memory can also be integrated with sensors for automatic recording of environmental conditions to a tag

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Implementation of disposition

Records disposal is the process by which Records are either destroyed or retained as archives. Disposal is a range of processes associated with implementing the records retention, destruction or transfer decisions documented in the records retention and disposal authority. A retention and disposal authority is the document which sets out the appropriate disposal action for various types of records. The records retention and disposal authority must be used to retain and destroy records, in accordance with the records management policy and associated processes. Records disposal should be undertaken as soon as the records are no longer required for administrative purposes. According Donald Skupsky (2010), in most organizations, the long-term storage of inactive records is costly and reduces efficiency. Records can legally be destroyed in the regular course of business under an approved records retention schedule prior to litigation, government investigation or audit. The records retention schedule specifies when records must be kept for any legal, user, historical or other purpose. Under most records retention programs, records that are candidates for destruction will first be identified, reviewed for their continuing appropriateness for destruction, separated from other records and then ultimately destroyed. Most organizations establish some type of review process. Often, the departments responsible for the records are notified prior to destruction and are given an opportunity to halt the destruction process for specified reasons. Typically, records destruction should be halted only when litigation, government investigation or audits arise, or when circumstances change resulting in a continuing need for the record that could not be anticipated.

Figure 3: Records management process

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Important Of Business Records Management Process

There are lot of importance when organization handle their record management with good skills, between is preservation of record means ensuring that they are accessible for as long as required, It helps in management and control of important records. Besides that it helps to protect necessary records with care and disposes useless records. Other than that business records management also helps in making decisions records are the memory of business, it is useful for future decisions making process. It supplies information to organization whenever it is needed. Therefore, it helps in taking decisions. According Sari Ma¨kinen and Pekka Henttonen (2011), for some organisations the benefits of records management are more important than for others. It can be hypothesised that an organisation with a “natural” motivation for records management rising from its functional needs and goals controls records processes more thoroughly than an organisation without a similar motivation. For instance, an enterprise in defence industry has a need to protect sensitive data from unauthorised access. Therefore, the enterprise is likely to systematically control access to data even without recognising it as a feature of good records management. Besides that based Sari Ma¨kinen and Pekka Henttonen on for some organisations the benefits of records management are more important than for others. It can be hypothesised that an organisation with a “natural” motivation for records management—rising from its functional needs and goals—controls records processes more thoroughly than an organisation without a similar motivation.

Authors Statement for Record Business Process

Records business process

Author statement

Support statement

Document

Information capture involves Information is passed from one

Capturing Process

the representation of material person to another after the giver such as facts, opinions and has recognised the potential interpretations in a form that relevance to someone else of renders them useful for some material with which he or she

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later activity.

has come into contact.

Andrew K. Shenton (2010),

Nevertheless, where it is a copy

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of the original information that is made available, information transfer

may

be

directly

preceded by an act of capture. It involves recording brief

Registration Records

descriptive information about the record in a register, and assigning the records Classification is defined in ISO A

Classification of records

as

15489-1

functional

classification

“systematic scheme “is based on what an

identification and arrangement organisation does its functions of business records

activities and/or and activities into

according

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logically conventions,

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and

Security

in Public

Record Management Process

and

private

sector Many organizations nowadays

are

highly are facing a global revolution in

organizations dependent functioning

on of

the

correct governance which might directly

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their

information

technology. Large quantities of management practices. information are digitally saved, electronically processed and communicated in both local and global networks

Technologies allow for data Appropriate storage conditions Storage

storage on a tag attached to a ensure

that

component and enable direct protected, data access from the object.

managed in

recorded accessible a

and

cost-effective

manner.

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Implementation

In

most

organizations,

the The

records

retention

and

of disposition

long-term storage of inactive disposal authority must be used records is costly and reduces to retain and destroy records, in efficiency. Records can legally accordance with the records be destroyed in the regular management

policy

course of business under an associated processes approved

records

retention

schedule prior to litigation, government investigation or audit.

Conclusion

The purpose of our research was to develop a better understanding of the business processes that sustain performance of organisations over time. The theoretical background identified that although the operational and support processes deliver performance here and now, it is the managerial processes that sustain performance in the long-term. As such the purpose of our empirical research was to explore what these managerial processes are and how they influence performance over time. BPM aims to improve and manage organisational processes in order to provide maximum value to the customer. Despite the importance of the customer, most process improvement efforts and techniques insufficiently take the customer into account. According Bosede Adebimpe Ajiboye Olubunmi Gabriel Alegbeleye Sarah Okonedo Wuraola Janet Oyedipe Sunday Oluwafemi Emmanuel Mariam Kehinde Alawiye (2016) records management and engages in the following records management practices: records creation, maintenance and use with a breakdown of the elements incorporated into these practices. Most importantly, this study has found that the records management practice which has the most significant influence on the administration of records use. This is because records can only be a powerful instrument for success when used constructively. Though the study has found that the every business organization have developed and implemented formal policies for records management practices, it is clear from the discussions and finding that business organization has a long way to go as far as records management is concerned.

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and


REFERENCE

Ajiboye, B. A., Alegbeleye, O. G., Okonedo, S., Oyedipe, W. J., Emmanuel, S. O., & Alawiye, M. K. (2016). Records management practices in the administration of the Church of Nigeria (Anglican Communion). Records Management Journal, 26(1), 420. doi:10.1108/rmj-01-2015-0005 Bititci, U. S., Ackermann, F., Ates, A., Davies, J., Garengo, P., Gibb, S., … Umit Firat, S. (2011). Managerial processes: business process that sustain performance. International Journal of Operations & Production Management, 31(8), 851-891. doi:10.1108/01443571111153076 Mäkinen, S., & Henttonen, P. (2011). Motivations for records management in mobile work. Records Management Journal, 21(3), 188-204. doi:10.1108/09565691111186867 Nadarajah, D., & Latifah Syed Abdul Kadir, S. (2014). A review of the importance of business process management in achieving sustainable competitive advantage. The TQM Journal, 26(5), 522-531. doi:10.1108/tqm-01-2013-0008 Shenton, A. K. (2010). Information capture: a key element in information behaviour. Library Review, 59(8), 585-595. doi:10.1108/00242531011073119 Henttonen, P., & Kettunen, K. (2011). Functional classification of records and organisational structure. Records Management Journal, 21(2), 86-103. doi:10.1108/09565691111152035 Abu‐Musa, A. (2010). Information security governance in Saudi organizations: an empirical study. Information Management & Computer Security, 18(4), 226-276. doi:10.1108/09685221011079180 Lomas, M. E. (2010). Information governance: information security and access within a UK context. Records Management Journal, 20(2). doi:10.1108/95656981080001363

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