Records as a strategic resource
Affendi Bin Iezara
Faculty
of Information Management
2014844538
Abstract
Records
as a strategic resources is defined that records as medium to improve the
effectiveness and efficiency of the organization, it becomes a strategic
resources that provide for future used. Records as a strategic resources was
divided into four point which is business system analysis and records
management, this is explain that the
records managements is used for the business system analysis. The process of
redefine , finding the business objectives and major activities through record management. Training for records management professionals.
To provided good strategic resources must begin with good staff and
skill that require. The records management professional require skill and
comprehension to handle the task and to manage the records. Thus the training
to improve the staff skills and to provided good services . And the other point is impacts of managing records as a strategic
resource. Most of the public response that the record management is had big
roles in one organization.
Keyword: Business
record, record management and strategic resource.
Introduction
Record surely can be identified in most of
organization but the practices of record management maybe only some of the organization is
familiar with it. Record management is
systematic administration of records and document information for its entire life cycle from
create stage, whereby the records is created by the creator . Then the stage is
distribute , the records is shared out
and can be access. Then use stage, the
records can be use and access. For the maintain stage , the records is need
to maintain by authorized person for the future used and for the last stage is,
dispose stage, before enter the dispose records need to appraisal first, the
records will be sent into archive or
records center. Records
have a life cycle involving the active, semi-active and inactive stages. This stages represent the value of record itself. In the
business worlds , the most vital is the evidence of every transaction, through
review of the evidence of each transaction , this can minimize the risk of
failure. “In our business the live records needed for day-to-day operations are
decentralized, and I should imagine that this is so with most large businesses.
Each departmental manager is responsible for deciding action to the records”
S.A Tasker, 1958. So the define in show how important the record
itself in the business organization, the records
should be monitor day by a day, it is a life of each transaction. However, Lesley A. King (1997) stated that
“Good records management has an important role to play in ensuring the
competitiveness, efficiency and continuity of an organization’s business
whichever domain or sector it happen to be in. Record also came with variety
type of records, it is not only in formed of paper based, some of it in audio
visual type, or in electronic formed. But it same as a record that protect the integrity
of the information. In the paper, will discuss Business system analysis and
record management, Training for the record management professional and The impact of managing records as
strategic resource.
Business system
analysis and records management 
According
to International Institute of Business
Analysis, 2016 define that Business Analysis is the practice of enabling
change in an organizational context, by defining needs and recommending
solutions that deliver value to stakeholders. In the area of
business , understanding the concept of business is very important
to lead to the successful. Each of the employee in the organization
should know or understanding the
business objectives. “And the records management here to provide a
information to the business system through the record that had been keep.
It is a popular process
improvement approach among several competing approaches such as six sigma,
business "restructuring, core process redesign, business process
improvement, and continuous improvement “(Zellner, 2011). Howe ever,
However Tsubosaka Tatsuya, 1991
said that “all walks of business and government agencies have come to consider
management information and indispensible "management
resource", along with those resources of people, money and things, and
there has come to be a demand for efficient management of it" .. This is represent
that important of defining the business of the
organization, the organization
information is show the real objectives and strategies of the organization.
However , International Record Management Trust , (1991) mention that is an analytical framework that involves
analysing organisations as systems or the process of systematically and
objectively gathering information about business systems and subjecting that
information to formal analysis. This includes identifying broad organisational
goals and supporting business areas and processes, and business process
definition and decomposition.
And
what does the link between business analysis and the record management? The record management is the tool for the
business system analysis. It is a material that provided thus
the information to conduct business system analysis. Business system
analysis important to increase the effectiveness of the one organization. Record management
is whole range of activities which an organization should perform to
properly manage its records. Cornwell Management Consultants (2001) define a
record as a document produced or received by a person or organization in the
course of business and retained by that person or organization. International
Record Management Trust , (1991) mention
Records, then, are much more than static artifacts or forms, although
the forms they take often follow the functions they serve. They have
information content, structure and context. Take away any of these crucial
elements and there is no longer a record. When all three elements come
together, the records provide evidence of the informational inputs and outputs
of the many transactions that form part of the dynamic processes of organizational
systems. In other hand, The evidence of
each transaction become a medium of references to conduct business system
analysis.
Training for records management professionals 
Record
management profession is one of the difficult task, does this profession required
skills and difference education needed. Most of the modern country, they have
been develop the record center as a main of information agencies. Thus this
records center is provided or produced a people who are very expert in record
management field, and some of university they had been provided field for
student who is interest and meet the requirement to enroll the record
management field. But most of the organization that was recruited the record
management staff, does the problem came with staff with poor understanding in
record management will be sent to attend for training. According to C.H
Thompson 1961, he was mentioned that the training will be divided into two parts
that is first, the principles and practice of record management and, secondly,
the equipment used in the job. The principles of record management should give
our trainees a broad view of the place of record management in administration
the service this renders in the transaction of business. The trainees must
realize where they fit in the scheme of things, here they acquire a sense of
purpose and realize the importance. The equipment used in job is the range of
equipment available for record and registry work. Staff learn the advantages and disadvantages of each in
the dispassionate atmosphere of the training room rather than from the
persuasive salesmen of such equipment.
C.H
Thompson 1961 was highlight the training that should be attend by record
management professional is filling and vocabulary training. This is because this type of training at that
time was very require by records management, thus the filling was including
indexing, classification, storing, thus this skill that records manager must
had. However for the
new era of record management, some of the training should be add up for the
record management professional, such as facilitating the development of filing
systems and retention and disposal schedules and maintaining these to meet
administrative, legal, and financial requirements. In addition, should providing a policy framework for
how people are expected to manage their records and use the system in place.
Impacts of managing
records as a strategic resource
By
indentified how good of one organization is review the managing record of it.
How does the managing record work in one organization. More proper managing
records is more smooth the transaction in the organization. According to
Zawiyah Mohammad Yusof, 2009, he was taking the survey the roles of the record
management.
All
respondents claimed they know about records management, the functions of records
and the effects of records on institutions. This tables is shown based from
data collection by Zawiyah Mohammad Yusof
in his article. Based from the data collection, most of public
identified the existence of the record and they had
identified that records give and impact in success or failure of the
organization.
For the Impact of the of managing records , these can be view by economically.
Through good practicing of record management , surely produce economically in
term of reducing the operating cost, the organized filing system
help to save the handling process of the records. A good records management
system is essential for supporting financial management, accountability and
transparency (Palmer, 2000). Others is
exchange reduction of time require. A proper filing system can facilitate retrieval
and delivery of information to users as fast as they need.
Beside that impact of managing
records as strategic resource is,
support better management.
Implementation of records management
unquestionably will managing resources effectively, According to Palmer (2000), the
role of records management system is that it acts as a control system that reinforces other control systems such as
internal and external auditing. The record environment that allows opportunities to commit fraud,
once fraud, once fraud is detected; records can provide a trail for investigators to track the root of
corruption. However, for records to be useful in this capacity, they must be
accessible. However, for developing strategic plan, According to Sanderson & Ward
(2003) the importance of records management is increasingly being recognized in organizations. It is therefore the
responsibility of records managers to ensure that they
gain the attention of decision-makers in their organizations. Gaining
recognition is all about convincing management of the role of records
management as enabling unit in an organization. And effectives decision making,
Langemo (1995) was highlight that record management further defines a record as
the memory of the organization, the raw material for decision- making and the
basis for legal defensibility
Conclusion
The four
elements that had been discuss is a point under record as strategic resources.
Through identify the three major this
elements, shown that the record as strategic resources of the one organization.
Records is the main heart of the one organization, by understanding the characteristic
of the records that is unique, static, contextual, organic and official, this
can describe how important of the record in one organization, it is an evidence
of the one transaction and protect the value of the organization, especially in
business major. Through the good business analysis, regulatory requirement, training for records management
professionals and the impact of the record management, it was bring the
organization one step ahead to claim as a successful organization, because good
record managing represent good transaction in the organization.
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