Educational Visit to Safeguards Records Management

Organizational Background

Safeguards Corporation Sdn. Bhd. (“Safeguards”) was incorporated in Malaysia on 3 July 1973 and was listed on the Second Board of the Bursa Malaysia (formerly known as Kuala Lumpur Stock Exchange) on 6 June 1997. Safeguards was elevated to the Main Board of the Bursa Malaysia on 29 March 2002. Safeguards was privatized on 17 April 2007.

The Safeguards Group is principally engaged in the provision of cash and security solutions, freight forwarding and logistics solutions, information technology solutions, fleet management solution, records management and archiving, and training. The Group employs more than 8,000 personnel across the Asia-Pacific region.

Objective

• We pride ourselves in providing solutions that meet the business markets’ and customers’ current needs, often anticipating the escalating demands of the increasingly globalised business arena and analyzing the clients’ end-user dynamics.

• Recognising that market leadership is not a legacy but a state of development in continuum, Safeguards strives to reinvent itself as a strategic goal in constantly setting higher benchmarks for itself and the industry.

• Safeguards is committed to delivering our best to our partners and clients in terms the best-of-class service, products and communal environment to be able to mutually attain and exceed our collected goals and aspirations.

Vision & Mission

• Safeguards Group intends to be the leading security solutions provider in Malaysia and the Asia-Pacific region. Through the quality of work and the business professionalism of our highly qualified and well-trained workforce, we aim to provide the best possible value to our clients who care about the quality, reliability, and efficiency of their business operations. We want every dollar spent on our solutions to be of great value to our clients’ business operations.

Organization Business Process

The Group’s Records Management Division was established as a result of industry specialists and corporate professionals whose strength is the ability to interpret business needs and understand the market’s security requirements.

In today's fast-paced global world of commerce, the ability to maintain data securely, retrieve information quickly and utilize the data efficiently, is reflective of an organisation's capability in meeting market changes. It’s clientele ranges from financial institutions, insurance providers, stockbrokers, legal and accounting firms, manufacturing, trading, engineering and construction companies, oil and gas corporations, hospitals and government agencies.

General archive for inactive records

• Physical storage and management of inactive hardcopy information
• Quick-time retrieval for fast information access
• Records & Document movement tracking

Active file management

• Bar coding active files for comprehensive inventory
• Efficient tracking and accurate single-file retrieval
• Effective control and security

Computer Media

• Physical storage and management of electronic information for a sound business continuity plan (contingency plan) in a controlled environment
• Daily rotation of backed-up media

Consulting

• Appraisal and sentencing of records for the retention period
• Indexing and cataloguing of records
• Managing records retention and destruction dates

Destruction Service

• Monitoring destroy dates so records are not kept longer than necessary
• Secure records disposal under your authorized personnel's supervision

Other services

• Security documents - managing vital records in a high security environment
• Information conversion
• Secured vaulting - rental of high security strong room

1. The latest process is online system
2. For the new customer,they also give a training process

The Activities Carried Out at the Organization

3 steps

1. Scanning
2. Indexing
3. Qc Control

Whom Did We Wet and What They had Provided to Us

At there, we were greeted by Mr. Jeffrey and Mr. Kong where they are among the most influential person in control of records at Safeguards Records Management. 

They provide many advantages for us to understand more about the record. They also took us to see the process carried out openly with a very full explanation.

They also answer any questions raised by us. They took us to a room where a place to store all customer records.

Our Photos During the Visit with the our Lecturer, Mr. Jeffrey and Mr. Khoo

HRM3113/ASG/002

RECORDS MANAGEMENT FOR ADMINISTRATION SERVICES (HRM3113)

TASK ID: HRM3113/ASG/002

Electronic and Image Records For Organizations Electronic Record Safety and Security

GROUP MEMBERS :

MAS ATIKAH BINTI MOHD ZAIN
SITI BAIZURA BINTI JAMAL
DEWINAH BINTI LAUSIP

CASE STUDY 1: ELECTRONIC AND IMAGE RECORDS FOR ORGANIZATIONS

Hi Blog Reader,

CASE STUDY 1

This How I show my Assignment on how my group member organize an file that we have to categorize this each file

• Annual incident report, 2013
• Letter from CEO Rajamohan, 25, June 2012
• Trucks lift (serial #248) inspection
• Architectural plans for the new corporate headquarters
• Repair truck #2 maintenance records, 2013
• Payroll for December 2013
• Annual budget report, 2012
• Current insurance policy for repair truck #1
• Purchase order for repair truck #2
• GIS (database) files
• Certificate for completion of CPR training class by Joseph Gomez (maintenance worker), 2012

Below is the outline for the above files which is we have created in Google Drive.

click here

Outline Form

KANAKS COOPERATION

            2012

                        Budget report.txt

                        CEO Letter.txt

                        Training completion certificate.txt

            2013

                        December payroll.txt

                        Incident report.txt

            Corporate Headquarters

                        Architectural plans.txt

            GIS

                        database.txt

            Truck

                        Inspection.txt

                        Insurance.txt

                        Maintenance.txt

                        Purchase order.txt

Explanation on why we have created the filing structure in the such way

• We have create the main folder by the organization name then we have divided the sub folder to five which is we have found each file show the meaning and how is it important.

•  We created this five sub folder by the years, name of the things that specific mention as the operation that happen in the organization and others folder that we have state the file that general. It is to ensure the file is easy to identify and logically have an idea when to reach the file related.

• In the sub folder that we have created above have shown only have 1 file in the folder, it is not to take so much space but in future if there have any related or the same matter the file can be save in the same related subject folder.

CASE STUDY 2: ELECTRONIC RECORD SAFETY AND SECURITY

This is our Case Study 2 that shows our thought in giving a recommendation after review the scenario that the employee noticed a few things were out of place in his office when he arrived in the morning for a few instances over the period of a month.

He works in a government office building that has fairly stringent security measures in place – all staff must show picture ID to security personnel to obtain physical access to the floor on which his office is located.

So that the employee believed someone had been fooling around with his computer and was concerned the information and records on his computer may have been deleted or changed. He was anxious to find a solution to his problem.

Based on our review this scenario as a record management consultant after interviewed government employee about his situation regarding his computer and work space, we had found  some problems in the organization.

Problem	Recommendations
1.    Low security access guard	·     Using the thumbprint – easy to detect who       staff which is entering the office
2.  Same password and method to entering       any part/room in the office	·     Change method – different security            access for every department/staff
3.    Low computer security	·      Must have different password/ security which only the owner/ user of the computer can access the computer
4.    Lack of networking security	·      Provide antivirus/ ad blocker to block an illegal or unnecessary to avoid from restriction.        ·      Only allow the software/ application program that the user use
5.    Lack of secure installation configuration	·      Only install what is they required        ·       Must have a lock and expire default user account        ·       Must change default user password and restrict operation system access
6.    Problem in responsibility of security            personal	·      Osh Officer should monitoring and always do the observation to their security        ·      Agency should recruit only the personnel that have a high quality        ·     Provide a CCTV at all the sides for control in the environment of the government

CASE STUDY 3: FORMS MANAGEMENT AND FORMS DESIGNING

Part A: Form Design

Part B: Record Management

Below is the following answer for the questions as part of your case study 3.

1. The column that we have considered as Primary Key which can identify each record as individual record is the Column Identity Card No. of residents. We suggest the answer above is because it can be easily identify the resident by their Number of Identity Card because it is the way to find the person who has registered in Malaysia.
   
2. Yes, one person can submit multiple forms for each car park application for their other vehicle. This is because we already have state the instruction in the form of registration that if the resident want to apply for the new registration sticker for parking
   
3. One parking sticker cannot be shared by different car. The way that can be done to ensure no two cars getting the same car park sticker number is regularly updated the records keeping to make sure there is no redundant information and misfiled
   
4. The spreadsheet application is convenient for keeping the records is because spreadsheet is the best way to keep track of registration records from day to day. For example, for each resident that registered, we can use a spreadsheet to track the records. Since can create as many spreadsheets as we want, we can keep these from year to year in Google Drive account for long term record storage. By uploading those records to Google Drive account, it can access them anywhere, without the need to carry around a laptop or a memory stick.Google Docs is one of the best record-keeping solutions for a records keeping. Not only can create new documents and records that can use year after year, but can upload existing records to Google Drive account and make sure that will have all of those records available year after year.

HRM3113/ASG/001

RECORDS MANAGEMENT FOR ADMINISTRATIVE SERVICES

This is my group assignment task for subject RECORDS MANAGEMENT FOR ADMINISTRATIVE SERVICES. This task given by my lecturer, Mr. Sathish Sarma Sathianarayanan. My group members are Siti Baizura and Dewinah.

My group decided to go visit the school Sekolah Kebangsaan Kg. Lindungan as our organization to find out how the organization handles records.

This is logo organization we had choose which is logo SK. Kampung Lindungan.

ORGANIZATION BACKGROUND

School History

• SK Kampung Lindungan opened on 21 August 2006. However, it is fully operational in January 2007, which was led by the first professor of Ms. Hajjah Hasimah Bt Bohari and three senior assistants, 23 teachers, approximately 360 students and two staff members support.
• Amenities here include a canteen, a bookstore, two computer labs, an assembly hall, two sport courts, a field and others.

VISION & MISSION

Vision

• Human quality education educated and prosperous country

Mission

• Preserve the quality of the education system to develop individual potential to fulfil the aspirations of countries

SWOT ANALYSIS

Strengths

• Long-serving and committed record staffs and students.
• Established systems for controlling access and maintaining confidentiality.
• Good relations between records staff and users.
• Skill levels.
• Resource availability.
• Processes and systems.

Weaknesses

• Lack of staff skills, especially in managing electronic records.
• Lack of integration between electronic and paper records.
• No coordination between systems in different parts of the organization.
• Inadequate funding.
• Gap in knowledge and expertise.

Opportunities

• New privacy and freedom of information legislation highlights the importance of effective records management systems.
• New senior executive has a more open attitude to records management.
• Emerging and developing markets.
• New innovation.

Threats

• Management of electronic record creating systems is driven by information systems provision, software packages and hardware combinations are chosen by computing specialists with little or no regard for records management implications
• Outsourcing of support services means that there is little inhouse access to information technology expertise for advice on electronic records issues.
• Environmentral factor.

SUGGESTION FOR IMPROVE THE RECORD MANAGEMENT AT THEIR ORGANIZATION

• Modify their record keeping 
• Regular reviews of their record keeping systems to keep-up-date.
• Know their responsibilities which are what to record, how to maintain records and how long they should be kept. 
• Encourage staff to provide feedback on how the record keeping system. 
• All staff should follow the same policies and procedures 
• Planning and administrative record keeping process will help them maintain a record keeping system.

QUESTIONNAIRE 

1.       Have staffs who manage records been trained in administrative record keeping?

   

•      In their operation the management consider keeping track of when staff receive record keeping training and what was included as part of the training. Consider holding their own training sessions to address their practice’s specific information gaps. They also provide training for themselves. So that it will reduce the cost to the practice and staff will also see a visible commitment to administrative record keeping standards. With stronger staff knowledge and commitment there will be improved record keeping standards. 
•    They could consider seeking advice from training institutions or professional peak bodies to keep their record keeping training current and aligned with industry standards, that way their practice will benefit from fully trained staff whose knowledge is up-to-date.

2.    Are the administrative records in your practice stored securely so that they can’t be stolen, damaged or altered? Have staffs who manage records been trained in administrative record keeping?

• Keeps all records (not just clinical records) secure 
• Ensures that only the appropriate staff have access to these records 
• Keeps records, storage areas clean and clear of clutter 
• Makes sure staff understands policies on storage, damage and alteration of records and take the appropriate action if a breach occurs 
• Checks records regularly for unauthorised alteration or deliberate damage
• Makes sure all staff are aware of the consequences of fraud 

OUR PICTURE AT ORGANIZATION

EXTRA INFORMATION RELATED TO HUMAN RESOURCE MANAGEMENT

TIPS TO BOOST YOUR INTERVIEW SKILLS

·       Practice Good Nonverbal Communication 

It's about demonstrating confidence: standing straight, making eye contact and connecting with a firm handshake. That first nonverbal impression can be a great beginning -- or quick ending -- to your interview. 

·       Dress for the Job or Company 

Today's casual dress codes do not give you permission to dress as "they" do when you interview. It is important to know what to wear to an interview and to be well-groomed. Whether you wear a suit or something less formal depends on the company culture and the position you are seeking. If possible, call to find out about the company dress code before the interview. 

·       Listen 

From the very beginning of the interview, your interviewer is giving you information, either directly or indirectly. If you are not hearing it, you are missing a major opportunity. Good communication skills include listening and letting the person know you heard what was said. Observe your interviewer, and match that style and pace. 

·       Don't Talk Too Much 

Telling the interviewer more than he needs to know could be a fatal mistake. When you have not prepared ahead of time, you may ramble when answering interview questions, sometimes talking yourself right out of the job. Prepare for the interview by reading through the job posting, matching your skills with the position's requirements and relating only that information. 

·       Don't Be Too Familiar 

The interview is a professional meeting to talk business. This is not about making a new friend. Your level of familiarity should mimic the interviewer's demeanor. It is important to bring energy and enthusiasm to the interview and to ask questions, but do not overstep your place as a candidate looking for a job. 

·       Use Appropriate Language 

It's a given that you should use professional language during the interview. Be aware of any inappropriate slang words or references to age, race, religion, politics or sexual orientation -- these topics could send you out the door very quickly. 

·       Don't Be Cocky 

Attitude plays a key role in your interview success. There is a fine balance between confidence, professionalism and modesty. Even if you're putting on a performance to demonstrate your ability, overconfidence is as bad, if not worse, as being too reserved. 

·       Take Care to Answer the Questions 

When interviewers ask for an example of a time when you did something, they are asking behavioral interview questions, which are designed to elicit a sample of your past behavior. If you fail to relate a specific example, you not only don't answer the question, but you also miss an opportunity to prove your ability and talk about your skills. 

·       Ask Questions 

When asked if they have any questions, most candidates answer, "No." Wrong answer. Part of knowing how to interview is being ready to ask questions that demonstrate an interest in what goes on in the company. Asking questions also gives you the opportunity to find out if this is the right place for you. The best questions come from listening to what you're asked during the interview and asking for additional information. 

·       Don't Appear Desperate 

When you interview with the "please, please hire me" approach, you appear desperate and less confident. Reflect the three Cs during the interview: cool, calm and confidence. You know you can do the job; make sure the interviewer believes you can, too.

ESSENTIAL SKILLS OF HUMAN RESOURCE MANAGEMENT

HR Management Key Skill #1: Organization

HR management requires an orderly approach. Organized files, strong time management skills, and personal efficiency are key to HR effectiveness. You’re dealing with people’s lives and careers here, and when a manager requests help with a termination or a compensation recommendation or recognition program, it won’t do to say, “I’ll try to get to that if I have time.”

HR Management Key Skill #2—Multitasking

On a typical HR day, an HR professional will deal with an employee’s personal issue one minute, an intermittent leave question the next, and a recruiting strategy for a hard-to-fill job the minute after. And that’s to say nothing of social media, wage/hour, engagement, retention, and a whole host of other things, every one critical to someone.

In HR, if it’s not one thing, it’s another. Priorities and business needs move fast and change fast, and manager A who needs someone hired doesn’t much care if you’re already helping manager B who needs someone fired. You need to be able to handle it all, all at once.

HR Management Key Skill #3—Dealing with Grey

A surprisingly large percentage of the issues HR managers face are in “the grey area.” Is it discrimination? Is it harassment? What’s a “reasonable” accommodation? How far over backward do you have to lean to approve intermittent leave? HR managers have to be able to act with incomplete and “best available” information, and they have to know when to seek the professional help of colleagues, attorneys, and other experts.

HR Management Key Skill #4—Negotiation

Along with grey comes the need to negotiate—there are often two or more opposing views, and the successful HR pro can find an acceptable middle ground. Remember, the goal of negotiation is to end up with two parties that are satisfied with the outcome, and that’s not often easy to achieve.

HR Management Key Skill #5—Communication

HR professionals have to communicate up to management, over to managers, out to potential employees, and down to all levels of current employees. And they have to do it in writing, while speaking to large and small groups and, increasingly, through social media. They have to be convincing, caring, and believable.

HR Management Key Skill #6—Discrete and Ethical

HR professionals are the conscience of the company, as well as the keepers of confidential information. As you serve the needs of top management, you also monitor their actions toward employees to be sure that policies and regulations are followed. You need to be able to push back when they aren’t in order to keep the firm on the straight and narrow. Not an easy responsibility!

Of course, you always handle confidential information appropriately, and never divulge it to any unauthorized person.

HR Management Key Skill #7—Dual Focus

Employees expect human resources professionals to advocate for their concerns, yet you must also enforce top management’s policies. The HR professional who can pull off this delicate balancing act wins trust from all concerned.

There are times you must make decisions to protect the individual and other times when you protect the organization, its culture, and values. These decisions may be misunderstood by some, and you may catch flak because of it, but you know that explaining your choices might compromise confidential information. That’s something you would never do.

HR Management Key Skill #8—Conflict Management and Problem Solving

News flash! Everyone doesn’t always get along with everyone else. High productivity demands that people work together at least civilly. HR has to find ways to allow that to happen. And that’s to say nothing of the myriad other problems that hit HR’s in-box—you can’t be effective without problem-solving ability.

HR Management Key Skill #9—Change Management

Most companies today are in a constant state of flux. Task forces, matrices, and teams spring into being, do their jobs, and disband as others form. Hierarchies have been squashed, and companies have four or five generations working side by side. A lot of people are freaked out by what’s going on. HR has to help everyone cope with the constant changes