UNIVERSITI TEKNOLOGI MARA SARAWAK

FACULTY OF INFORMATION MANAGEMENT

Diploma of Information Management

(IM110)

Management of Record Centre

(IMD224)

Individual Assignment :
Article Review: The Need for World Class Documentation, Data And Record Centres in
Universities

Prepared by:
Nur Ai’n Binti Yusuf (2019245836)
IM1104D

Prepared for:
Miss Suhaida Binti Salamy

Date of submission:
17th May 2021
Individual Assignment: Article Review: The Need for World Class Documentation, Data And
Record Centres in Universities

By:
Nur Ai’n Binti Yusuf
2019245836

Faculty of Information Management

University Teknologi MARA Sarawak
Kampus Samarahan
17 th May, 2021.
Acknowledgement

Assalamualaikum.

I am grateful because I managed to complete my individual assignment which is article

review. I can finish this assignment within the time given by Miss Suhaida Binti Halamy. This
assignment cannot be completed without the effort and co-operation from my lecturer that
guide me and my friends that helps me to give an information about this assignment.

Thank you for the guidance and encouragement in finishing this assignment and for teaching
us in this course. Finally, I would like to express my gratitude to my friends and respondents
for the support and willingness to spend sometimes with me to fill in the questionnaires.

Thank you.
Contents

Abstract ...................................................................................................................................... 1

Introduction ................................................................................................................................ 1

Objectives .................................................................................................................................. 1

Discussion .................................................................................................................................. 2

Conclusion ................................................................................................................................. 3

References .................................................................................................................................. 4
Abstract
The aim of this research is to look at the possibilities of data management in universities. The
main goal of this article is to address the current state of data management in universities and
to propose ways in which universities can handle their data more effectively and efficiently
than they currently do using traditional approaches. The findings revealed that the concepts of
a record centre, a data centre, and a data warehouse in a university setting, as well as the
measures involved in implementing a data warehouse in a university. This article also
discusses the difficulties that universities, especially Indian universities, face in managing data
and information, as well as solutions to the problems that exist now and in the future. They
shared high hopes for the availability of data management on their university. The results have
gone on to discuss Document and Record Digitization Methods in a University Setting.

Introduction
Nowadays, many university especially Indian universities have changed their
conventional roles by embracing the challenging of the new handling data and records to reduce
the problems from now until in the future. These advancements have caused the issue of
information collection is as common as the evolution of interaction in the history of mankind.
Early man created knowledge by writing on stone, communicating with pictures and symbols,
and storing it in naturally shaped caves. In this article shows that a record centre is a location
where all information, records, and data are classified, categorised, stored, retrieved, and
preserved in a scientific and safe manner under the watchful eye of a curator. As a result of the
introduction article, vast amounts of information started to circulate through Record Centres,
which first appeared in the late 1800s and became very common in the early 1900s all over the
world.

Objectives
The aim of this article is in managing documents, according to my analysis of it. The
author of this article has mentioned many methods for ensuring that data records are kept at
several locations. The author discusses the advantages of maintaining control over each record.
To ensure that all data is retained, even though the originating transaction mechanisms do not
keep data history, the original data should be preserved. In addition, integrate data from
different source systems to create a single view of the business. This benefit is always valuable,
but it is particularly so when the organization has grown out of a merger. The author went on
to say that using consistent codes and definitions, flagging, and even correcting incorrect data
would help to enhance data accuracy.

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Discussion
The discussion of this article is to present the author's views on data management in
universities and to suggest ways for universities to treat their data in a more reliable and
accessible manner. First and foremost, as mentioned by the author, a Record Centre is a location
where all information is kept in a scientific and secure manner under the supervision of a
curator. Record Centres classify documents based on their access requirements and store them
correctly, scientifically, in the safest location possible, without any visible surveillance.
Furthermore, data or documents are divided into three specific groups in Record Centres:
active, inactive, and passive data. Data that is viewed daily is referred to as active data. Data
that is used infrequently but is needed to operate or transact with the system is referred to as
inactive data. Passive data, on the other hand, is information that is never accessed and it only
kept for the purpose of archiving and providing access to future generations. The author also
discusses the data centre in this post. A data centre is a place where all data is handled using
electronic equipment under the strict supervision of a curator, often known as the manager.

Next, a data warehouse. According to the source, a database that is used for
documentation and data collection. Data that has been uploaded from running networks is
stored in the warehouse. Data Mart, Strategic Data Mart, and Data Vault are the three
components of this data warehouse. The data mart is the control level of the data warehouse
environment, and it is used to get data to users. A data mart is a subset of a data warehouse that
is usually dedicated to a single organisation. The strategic data mart, on the other hand, is the
data warehouse environment's control layer with restricted access and is used to bring data out
to users as well as edit data based on user reports with restricted access. Furthermore, data
warehouses are needed in universities. This is because even the most advanced technology
becomes ineffective and inoperable without an accessible data warehouse. Consequently, every
university must have a safe and dependable data warehouse. In a university data warehouse,
students and staff are the main data sources. They use software subsystems to generate data.
Data marts are student access servers or other relevant participants' servers that receive output
data in the form of records from the data warehouse. According to this article, the difficulties
that universities will face are consistent with historical records.

According to the author, digitization is the process of converting hard copies into
process readable documents, and there are numerous options available around the world for
transforming real data into virtual data form or digital data form. The most popular and cost-

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effective method is to scan documents. Paper books and other documents can be scanned and
stored in searchable PDF format, which uses less storage space while still being searchable.

Conclusion
In conclusion, to bring speed, accuracy, and precision to universities, processes must
be automated and fully integrated using single platform integration software such as University
Management System (UMS) or Integrated Course Management System (ICMS). To complete
the Data Integration with the System, universities must invest in a world-class data warehouse.
Universities can focus on the digitization of current and historical physical data into computer-
readable digital form. Universities can speed up transactions and save approximately 60–70%
of time and human capital by implementing Data Warehouse & Single Platform integrated
Software. Furthermore, universities can save up to 35% of their overall administrative costs by
implementing DWH.

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References

Flew, Terry. 2008. New Media an Introduction. South Melbourne. 3rd Edition. South

Melbourne: Oxford University Press.

Subrahmanyam. V., (2017). The Need for World Class Documentation, Data and Record.

IOSR Journal, 49-54.