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Asyzreen Yen Sepawi

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UNIVERSITI TEKNOLOGI MARA (UITM) KAMPUS PUNCAK PERDANA SHAH ALAM

IM246 : BACHELOR OF SCIENCE (HONS) RECORD MANAGEMENT
IMR 454 : MANAGEMENT OF RECORD REPOSITORY

PREPARED TO : MDM. ANIZA JAMALUDDIN

BY: AZREEN SEPAWI
REHANA AZUREEN AHLAN
SUZANNE JANA
VALERIE GABRIL


MISSION , VISION, OBJECTIVE
i. Creating awareness to the creating agencies upon the importance of managing records for the sake of future reference by making VRC as an information center for organization to seek information.
ii. Provide quality standards of conducting in managing records within existing professionalism in operating major services such as acquisition, storage, preservation, consultation, retrieval, and disposal, which are essential in the field of records management.
iii. Co-operate and contributes with others nation to improving existing procedures and rules for better services and performances.

The name of our commercial records center is Verizon Records Center (VRC). Our VRC was established on 20th February 2000 at Cheras. Our first head was Abraham Franklyn (2000-2007). In its early years, VRC acted as main records processing and records management unit for Tenaga Nasional Berhad (TNB). By December 2002, VRC had grown to 15 staff, including two on contract to the National Archives of Malaysia. As our VRC been growth, the demand of bigger building is occur, then on year 2005 our VRC was moved to Damansara Height , Kuala Lumpur

Our first head, Abraham Franklyn was retired as Head of Verizon Records Center (VRC) and was replaced by Suzanne Jana, who had worked for VRC since 2003s. Since 12 years of establishment, VRC was awarded by YANG DI-PERTUAN AGONG TUANKU MIZAN ZAINAL ABIDIN on years 2012 for excellent in providing services and staff performances.
Recently, in 2013 our staff was increased up until 56 staff.

STRUCTURAL OF ORGANIZATION
HISTORY OF ESTABLISHMENT

LAYOUT OF VERIZON RECORD CENTER
POLICY
ADMINISTER MANAGE THE RECORD
SECURITY OF RECORD

PROCEDURES
SERVICE OFFERED by VERIZON RECORD CENTER
VERIZON RECORD CENTER SPECIALTY
VERIZON RECORD CENTER FACILITY

STAFFING ROLES & RESPONSIBILITIES
Transferring records
Accessioning records in the records center
Checking the records
Determining the action category
Preparing the boxes
Storing the records
Distributing the transfer lists
Labeling the boxes
Updating the Location Register

Retrieving records

Receive issue form
Consult location register
Write location code on form
Take issue form to shelf and identify box
Take out record
Replace with cardboard marker
Clip top copy of issue form to box  
Attach sticker to record
Dispatch record
Get signatures on second copy of issue form
File issue forms in issued out index and issues control index
Disposal records

Notify Record office by sending form ‘Authority to destroy’.
Review location register.
Identify the location. 
Remove boxes.
Carry out destruction
Destroy whole boxes not individual file
Crossed out box number, the box may be reused.
Crossed out location register entry, new empty locations noted.
Crossed out entry for box in master transfer file and stamped ‘Boxes destroyed with the file’.
Copy of amended transfer list sent to record offices.
Cross out entry for box in action date files.


The Verizon Record Center creates, maintains, accesses and disposes of full
and accurate records, by doing the following:

(a) Creating and capturing records that provide evidence of the activities and transactions

(b) Identifying and capturing records into a record-keeping system
 
(c) Arranging records in a meaningful sequence so that they can be easily located and retrieved when necessary
 
(d) Storing records in an appropriate environment that allows access by authorized staff and prevents records from unauthorized access, alteration, loss or damage

(e) Documenting and tracking the location and movement of records

(f) Using records with care and respect so as not to damage them or comprise their integrity
 
(g) Identifying and protecting records of a confidential or sensitive nature
 
(h) Retaining records for as long as necessary for operational, legal, audit or cultural reasons
 
(i) Ensuring records are disposed in accordance with record disposal process
 
(j) Disposing of records in a secure manner
 
(k) Training and supporting staff to fulfill their records management obligations and aspirations

Records Management
All Verizon’s records are of sufficient quality to support the purpose of creation whether legal, audit, operational or cultural. All Verizon’s records must be:
(a) Complete: they must contain the structural and contextual information necessary to adequately document activity
 
(b) Authentic: it must be possible to prove that records are what they purport to be. For example, it must be possible to maintain reliable evidence of the author, creator, sender and recipient of a communication. For electronic records, this information will be captured and/or attributed in the recordkeeping metadata
 
(c) Reliable: they must be trusted as an accurate representation of the business activities and transactions carried out
 
(d) Secure: they must be maintained in a manner that prevents unauthorized access, alteration, loss or damage
 
(e) Accessible: they must be easily located, retrieved and presented without the loss of content, context or structure. Records must be available to appropriate audiences in accordance with the provisions set out for access under the Public Records Act 2005, Official Information Act 1982, and the Privacy Act 1993.
Records
All staff working for the university, whether permanent or temporary staff, and including contractors and volunteers in the course of their work for and on behalf of the university are responsible for:

(a) Understanding and adhering to the Verizon’s documented records management policy and standards
 
(b) Ensuring records management procedures and guidelines are adhered to where appropriate



(a) Maintaining and reviewing the records management policy
 
(b) Implementing a records management programme that supports compliance with the records management policy

(c) Producing, implementing, maintaining and reviewing standards, procedures and guidelines contingent upon the records management policy

 
Record-keeping responsibilities

The Manager Record Services is responsible for
:
Web Access to data
 
Confidential and Secure Destruction Services 
 
Document Imaging Services converting paper and film based records to electronic record format
 
Consulting
 
Disaster Recovery and Business Continuity Services

 Archival Records Storage 
 
Vault Storage providing fireproof and temperature and humidity controlled storage for all types of digital media
 
Electronic Vaulting providing secure over the Internet online backup services
 
Hard Drive Destruction
 
Magnetic Media

RECORD MANAGER

PERSONAL PARTICULARS
Name : Suzanne Jana
NRIC No. : 720915-13-6348
Age : 41
Date of Birth : September 15th , 1972
Phone No. : 014 – 5555022
Address : No. 12B, JLN, Plycarp Sim Chenf Mong, 97000 Bintulu, Sarawak.
Email : suzannejana@yahoo.com
Gender : Female
Nationality : Malaysia
Religion : Christian
Race : Iban
Marital Status : Married

EDUCATION BACKGROUND
1. Diploma In Information Management
2. Bachelor In Record Management & Archive
3. Master In Knowledge Management

COURSES ATTENDED

1. Record Center Management

SKILLS

1. Computer Programming Skill
2. Verbal Communication Sill
3. Teamwork Skill
4. Analytical Skill
5. Strong Work Ethic

WORKING EXPERIENCES

1. Archivist at National Archives of Malaysia
2. Record Manager at National Archives of Australia

RECORDS CONSULTANT

PERSONAL PARTICULARS
Name : Azreen Binti Sepawi
NRIC No. : 841209 - 13 - 5858
Age : 29
Date of Birth : December 09 , 1984
Phone No. : 016 – 8992491
Address : 601 Jepak, 97000 Bintulu, Sarawak
Email : azreen@yahoo.com
Gender : Female
Nationality : Malaysia
Religion : Islam
Race : Melanau
Marital Status : Married

EDUCATION BACKGROUND
1. Master in Record Information Management
2. Bachelor in Record Management
3. Diploma in Information Management

COURSES ATTENDED

1. Managing Records for Information Professionals
2. National Archive of Malaysia’s Records Management Workshop and Seminar

SKILLS

1. Director Multimedia
2. Microsoft
3. System Programming
4. Speaks fairly English, French Malay, Melanau & Tagalog

WORKING EXPERIENCES
Reference Service Officer of National Archive of Malaysia.

RECORDS ANALYST

PERSONAL PARTICULARS
Name : Valerie Gabril
NRIC No. : 840324 – 12 -5890
Age : 29 Years Old
Date of Birth : March 24th , 1984
Phone NO. : 011- 5536353
Address : No. 2 Jln Tun Jugah 89158, Kota Belud, Sabah
Email : Valeriegabril@yahoo.com
Gender : Female
Nationality : Malaysia
Religion : Christian
Race : Dusun
Marital Status : Married

EDUCATION BACKGROUND

1. Master in Record Information Management
2. Bachelor in Record Management
3. Diploma in Information Management

COURSES ATTENDED

1. Leadership Courses
2. Record Center & Management of Clasification Courses
3. Classification System & Filling Courses

SKILLS

1. Director Multimedia
2. System Programming
3. Speaks fairly English & Mandarin

WORKING EXPERIENCES

Record Manager at Malaysia National Archive


RECORDS CONSERVATOR

PERSONAL PARTICULARS
Name : Rehana Azureen Binti Ahlan
NRIC No. : 740727 12 -5086
Age : 39
Date of Birth : July 27 , 1974
Phone No. : 014 – 2880091
Address : Jln. Melugus Kpg Melugus P/S 164, 89608 Papar Sabah.
Gender : Female
Nationality : Malaysia
Religion : Islam
Race : Melayu
Marital Status : Married

EDUCATION BACKGROUND

1. Diploma In Information Management
2. Bachelor In Record Management
3. Master In Information Technology

COURSES ATTENDED

4. Leadership Courses
5. Record Center & Management of Clasification Courses

SKILLS

1. Fluent in 4 international language
2. Comunication skill
3. Computer skill

WORKING EXPERIENCES

1. Record Ofiicer at Sabah National Archive
2. Medical Record Officer at Hospital Queen Elizabeth

 Attends professional meetings, conferences and training seminars to stay abreast of changes and trends in records management practices.

 Assists with the preparation of the departmental budget, researching new purchases and reformatting costs.

 Recommends and assists with implementation of records storage and indexing solutions, may develop databases and information access systems, as time allows.

 Recommends, implements and manages reformatting, indexing, and delivery solutions for permanent and inactive records.

 Utilizes collections for outreach, including curriculum and exhibits.

 Presents records management training for staff.

 Researches new technologies, automation and new software and hardware for records center.

 Requires judgment and initiative in management activities such as planning, organizing, directing and controlling.

 Performing the work of assigned areas of responsibility and recruitment of staffs as well.

Records Manager
 Giving consultation to the clients about records management and internal building operations.

 Develop new ideas for the record center itself in terms of service enhancement.

 Guiding and instructing on how to use the services and facilities more efficiently.

 Act as part of reference officer and customer service handler, so clients or customers may approach them for current awareness activities.

 Deals with the customer in accomplishing good business transaction upon records center’s specialties and services.

Records Consultant
 Develop, evaluate, and review the retention schedule and guidelines.

 Maintain the operation of an efficient and effective records center.

 Conduct research and file searches.

 Identify the essential or vital records available.

 Oversee the disposition of inactive records.

 Manage records which includes coding, maintenance, and retrieval of all documents

 To manage records, information and retention schedule of appropriate file materials in an efficient and effective manner

Records Analyst
 Monitoring and controlling the environment in which records are stored to prevent deterioration.

 Administer repositories and storage area efficiently.

 Provide laboratory of fulfilling individual research interests and reference matters.

 Deals with physical and intellectual controls over the records kept in the records center.

 Conduct reprography activity in the records center.

 Plan and oversee the arrangement, cataloging, and classification of records.

 Acquire and preserve important documents and other valuable items for storage.

 Describe, and analysis valuable objects for the benefit of researchers and the client.

 May help in coordinating educational and public outreach programs.

Records Conservator
To protect against theft, we have an alarm system that is also monitored 24/7. Our center and office building has motion detectors spread throughout the building to protect against theft.
All staff in the record center must wear their identity card. Doors can only be opened by the staff identity card by scanning the barcode on the locked system.
Only the records center manager has the responsibility in order to controlling the keys in the building including the entrance door security codes.
Our record centers were being guard by two security guard that work in shift. They only guarded in the external of the record center.

Custodial security
Prevention
Our building construction is fire resistant. It is mad using fire-rated walls, doors, ceilings and floors.

Detection
To protect against fire, we have fire sensors throughout the building. These are connected to a monitoring system that will notify the fire department in case of a problem.
We have fire detection devices like flame detectors which respond to the flame stage of a fire, heat detectors which respond to heat generated in the flame stage of a fire and smoke detectors, which respond to the practice of combustion produced early in a fire.


There are two kinds of smoke detectors in our record center:
Photoelectric smoke detectors: Respond to smoke from flames
Ionization detectors: Respond to the presence of products of combustion.
Fire control devices
Fire extinguishers
Water
Dry powder
Automatic sprinkler system

Environmentally
Parking
- Staff motorcycle parking
- Visitor motorcycle parking
- Staff car parking
- Visitor car parking

Garbage area

Loading bay

Internal
Prayer room

Pantry
External
Prayer room

Pantry

Toilet
Toilet for staff
Toilet for disability people
Toilet for clients

Lobby

Meeting room

Reference room
Desks or tables at which users may consult the records
A desk for the supervising officer (placed so that the officer can see the users)

Shelves for reference material

Access to a photocopier.

Store

Security room

Internal
MARKETING STRATEGY
VISION
“To become APEX Record Center in the region”
OBJECTIVE
i. Set the effort of providing friendly services that bring beneficial to both clients and staffs in the present time, even for the future.
ii. Focuses on daily care and maintenance of every semi-current record exist in the building. It is to ensure the security and originality of every organization’s records is always in good condition.
iii. Preserving the values and authenticity contain in the records for storage.
iv. Identify and obtain any relevant source of information in any format for record keeping operation and management.
v. Consulting the records, and conducting reference service to the clients who are in great information needs situation.
vi. Organizing information based on centralized standard and arrangement accordance to National Archive Act as recommended.
vii. Encourage clients to manage their records effectively or systematically through company’s current awareness service and other existing promotional efforts.

SUZANNE JANA
RECORD MANAGER
AZREEN SEPAWI
RECORD CONSULTANT
VALERIE GABRIL
RECORD ANALYST
REHANA AZUREEN AHLAN
RECORD CONSERVATOR
Name of Company Verizon Record Center (VRC)
Address Jalan Semantan, Damansara Heights, 50490 Kuala Lumpur.
Contact No. 03-2000 8111
Facsimile 03-2000 8112
Website www.VerizonRecordCenter.com
E-mail verizonRC@vrc.com
Business Type Commercial
Form of Business Partnership
Names of Shareholders
Suzanne Jana
Azreen bt. Sepawi
Rehana Azureen bt. Ahlan
Valerie Gabril

Main Activities 1. Receive and transfer records
2. Records storage and safeguarding
3. Preservation and maintenance
4. Records consultation, retrieval, reference, and request service
5. Retention scheduling and disposal action
6. Managing records in special formats

Financial Institution Maybank
Insurance Institution Allianz Malaysia Berhad Insurance

COMPANY BACKGROUND
EMERGENCY PLAN
MAINTAIN THE RECORD
COMPANY LOGO
Aspects
Preservation

Handling with care.
Encompasses environmental control, security, storage, handling, and disaster planning.
Preserve the hardware and system that store the records.

Maintenance
Storage of records in special format is clean and orderly.
Hardware and system.
Communication and technology tools.

Update version
Compatible and friendly user
Up to date

Staffing
Training
Provide records with knowledgeable staff and equipment to managing them.

Span of Control
Own professional staff.

Location
Near to Hi- Tech Padu Sdn. Bhd.
Easy access



Network Connection
Verizon’s
Security
Accommodation
Full transcript