FUNCTIONS OF BUSINESS RECORD MANAGEMENT

                                          Functions of Business Record Management

                                                           Nurazni Binti Laini

                                              Faculty of Information Management

                                                    Universiti Teknologi MARA

                                                      Puncak Perdana Campus

                                                    nuraznilaini77@gmail.com              

ABSTRACT

This article is all about to describe about functions of business records management. This article told the readers about the definition of the business records, functions, and the processes of business record. The properly managing life-cycle records are needed in business records management because it provides a long-term and organization-wide approach to managing the records managements.

INTRODUCTION

Business Records is business information that contains all the transaction between two or more parties in the form of electronic and paper documents such as request for quotation, delivery order, receipts and many others. The records are kept for evidence and references in future. These records are created during conducting a business with other parties or organizations. Records management consists of several fundamental activities that each program must undertake to ensure an effective program. Records must be clearly identified, organized into series, and stored in offices using file plans that document the method used to organize the records. 

Business Records Management is a field of management that responsible for the efficient and systematic control of the creation, maintenance, use and disposition of business records. It is a process in managing the business records efficiently and effectively to preserve the business records and at the same time to get profit. A records management process is comprised of identifying records, classifying records, and storing records, as well as coordinating internal and external access. The process may also incorporate policies and practices on how to create and approve records, as well as the enforcement of those policies and practices.

PROCESS

1.    Record Creation

In the creation phase, records growth is illustrated and develop by modern electronic systems. Basically, there are several ways to create business records. For some examples, sending an email, creating spreadsheets document, or receiving a document from third party. Another sample including budgets, bank statements, policy manuals, and minutes meeting are all considered as records. As your information, it is important to note that every piece of paper or email may not be worth for keeping. So, it is up to the organization to determine the criteria for the records creation.

Let's use a policy change document as an example. Say the Human Resources department makes a change to the vacation policy. They update a digital copy of the employee handbook and send an email to all employees indicating the change. The sent email could constitute the creation of a new record. On the other hand, records surely must to be continued to be created by the organization at the maximum rate as it comportments the business of the organization.

2.    Record Distribution

Once record is created, the organization taking controls are triggered to regulate its access and distribution method. A Human Resource employee may separate documents from personnel file and keep them in a locked cabinet control log to control and track access. Besides, should the record be emailed, or printed and physically distributed?

In the example of the vacation policy update, the record has been emailed to all employees. By using an internal, secured email system, the organization can use ''read receipts'' to ensure that all employees received notification of the change. The organization should have policies in place that determine internal and external distribution methods.

On the distribution phase, there are three types of retribution deal. These are label deals, pressing and distribution deals, and master license deals. These are involved the distribution record but involve various performance obligations. Label deals in the record industry means give Independents to sell records in their own name. distribution deals mean Most P&D deals give the distributor ‘the exclusive right to distribute’ in the

nominated territory. During deal mean It pays to check with retailers, to see if the record company is making your records available to retailers and delivering them. Finally, master license deals will be used here to refer to audio-only master recordings, whatever format they are in.

3.    Record Usage

After a record is created or received, a records management process can help to determining on how the record should be used and not. Is the record value enough to use to make a decision, determine direction, or in some other way? For this situation may happened so that an organization should to have a great solution way to classify all the records. A great example from this phase is sending an email. An update to the employee handbook may be considered an operations or human resources record because it deals with how employees take their vacation time. The email sent to communicate the change can be classified as legal since a ‘read receipt’ would provide the evidence of that the organization notified all employees of the change.

4.    Record Maintenance

In addition, from the creation to distribution of records, an organization must be able to determine how to maintain the records Just as the records of the organization come in a variety of formats, the storage of records can be varied throughout the organization. File maintenance may be carried out by the owner, designee, a records repository, or clerk. Records may be managed in a centralized location, such as a records center or repository, or the control of records may be decentralized across various departments and locations within the entity. Moreover, can you imagine how will the records be filled or stored, and how will there be accessed? Any record, either it be paper or digital, it should be able to be easily located which must be in a safe and confidential space. The organization of the staff on duty find it is more difficult to access and retrieve an information while it is needed. Furthermore, the inefficiency filing maintenance and storage systems can prove to be costly in terms of wasted space and resources expended searching for records.

CONCLUSION

To conclude, the functions of business record management including the process are important to the organization. There are four process of business record management which are creation, maintain, use, and dispose. These processes have their own unique characteristics to make it a valuable process.

REFERENCES

University of East Anglia. (n.d). Record Lifecycle: Creation. Retrieved from https://portal.uea.ac.uk/information-services/strategy-planning-and-compliance/regulations-and-policies/information-regulations-and-policies/records-management/record-lifecycle-creation on 10 December 2017

Records Management Compliance. (2013). Five Steps to Managing Records & Information Life Cycle. Retrieved from https://www.utmb.edu/compliance/records/flyers/RecordsLifeCycle.pdf on 10 December 2017

Study,Com. (2014). Records Life Cycle: Definition & Stage. Retrieved from https://study.com/academy/lesson/records-life-cycle-definition-stages.html on 11 December 2017