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