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.