FACULTY OF INFORMATION MANAGEMENT

BACHELOR OF INFORMATION SCIENCE (HONS) RECORDS MANAGEMENT

MANAGEMENT OF RECORDS IN ORGANIZATION

ARTICLE REVIEW:

REEVALUATING THE MISSION OF THE CONTROL IN RECORDS MANAGEMENT:

TOOLS FOR A STAFF- CENTERED APPROACH

PREPARED FOR:

DR. MOHD SHAMSUL BIN MOHD SHOID

PREPARED BY:

SITI NUR EASTHA NATASHA BINTI MUSLIMIN (2021853592)

GROUP:

IM2463ST3

SUBMISSION DATE: 28 NOVEMBER 2022

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ACKNOWLEDGEMENT

First and foremost, I would want to thank and appreciate the Almighty God for
providing me with my strength and blessing that enable me to complete this task. I will never
have gotten this far without His blessing. With my entire devotion and responsibility, I always
strive hard to create a decent assignment. I also want to say thank you to my lecturer which is
Dr Shamsul bin Shoid who gave given me many helps and encouragement in completing this
paper I might have no complete it if he wasn’t there. Last but not least, I would like to say
thank you to my family and all of my friend for the unstoppable motivation during doing this
article review.

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TABLE OF CONTENT

NO TOPIC PAGES
1 ACKNOWLEDGEMENT 2

2 ABSTRACT 4

3 INTRODUCTION 5

4 METHODOLOGY 6

5 FINDINGS AND DISCUSSION 7

6 CONCLUSION 8

7 RECOMMENDATION 9

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ABSTRACT

Based on the arcticle that I have reviewed which is “ Reevaluating the mission of
control in records management: tools for a staff –centered approach” is about suggest that user
–centered approach to records management may result in more sustainable, intuitive and
defensible record management programs compared to alternatives. On this article have a two
part methodology is adopted. For the part one, it is about the explores the literature for the
records management programs that impose a high degree of a control over records at cost to
users, and for the part two is about explores the author’s experience of developing tools that
facilitate a user-centered approach. Other than that, this study also offers an original usability
based on the examination of the records management industry, along with novel technological
solutions that enhance usability. Last, this article paper type is “research paper”

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INTRODUCTION

According to the ISO(2016), records management often known as “ the efficient and
systematic control” of records, entails standardising, synchronising, and centralising records in
order to achieve this control. Staff are specifically responsible for bringing records under the
control and they are classify records, centralise them by transferring them to a designated
repository, and synchronise them by carrying out destruction in accordance with a retention
plan. It may be argued that ISO 15489 seeks to control both personnel and records by
mandating effort from employees. This article argues that the control mission disregards
employee needs in a way that leads to resistance from staff members and, ironically, more
chaotic records. I search the records management literature for example of staff opposition to
records management mandates in the first section of this essay. I also look at the increasing
initiatives by records experts that put staff requirement first. The tool that the creator created
to address the difficulties of working in organisations with both high-volume shared drives and
a culture of staff autonomy are described in the second section of this paper. The author
demonstrate hoe design principles without alienating workers, textual analysis and broad based
classification can help an organisation maintain control over its records.

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METHODOLOGY

Based on the article that been reviewed the study from the article used in a typical
college or governmental institution, a department’s shared drives typically has between 30,000
and 300,000 records. Such a drive must first have a fresh set of folders created in order to be
organised. It takes between 30 s and 5 min to migrate a single records if the new set of folders
are well designed and the individual moving the information is somewhat well-trained. This
means that reorganising a shared drive with 30,000 records RMJ at the pace of one record every
two minutes would take a staff member six month to complete. Tools like visualisation, text
analysis, automated migration, and broad based retention, in contrast, are not only less time-
consuming but also a more economical use of resources. In the beginning, the author looked
for visualisation tools in the hopes that they would prompt staff recognition of outdated shared
drive records, which could then serve as the foundation for a reorganisation plan. As a
researcher, I soon discovered that a complicated representation with the unknown components
can be difficult for a non-expert to understand, making it a bad discussion starter. But I’ve
learned that visualisations make it easier for me to rapidly comprehend a shared drives content
and structure, which is helpful when creating a new folder structure. Visualizations can take
place of more conventional approaches to shared drive analysis, such examining each file or
conducting staff interviews. Normally start with the sunburst chart to start the analysis. The
folders at the top of a shared drives hierarchy are shown as segments on the visualizations
innermost ring in a sunburst. Filing system with deep subfolders typically have several rings
because each additional level of subfolders is represented as a new outer ring.

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FINDINGS AND DISCUSSION

In terms of findings The International Council on Archives and InterPares (2012) team
looked into this issue further and concluded that some organisations, such as those with “clearly
defined lines of authority,” are open to records management. Over time, additional authors
have made the case that worker opposition to records management is a serious and pervasive
issue. Steve Bailey and Jay Vidyarthi noted that institutions as diverse as the government higher
education, and some sectors of private industry can all experience staff opposition to
conventional records management procedures. The difficulty of using the classification system,
a crucial component of a records management programme, is one factor in staff resistance to
records management instructions. According to a study of western Australian police, staff
members were frequently frustrated by a classification scheme that provided no obvious
category for their records to fit into. The fact that modern organisations constantly produce
new types of records in response to shifting internal and external environments contributes to
the challenge of to foresee and include these new types of records in a classification system.
The target records must exist for classification to be possible, as Theodore schellenberg noted
for more than 60 years ago.

The difficulty of using the classification system, a crucial component of a records

management programme, is one factor in staff resistance to records management instructions.
Classification based on business functions are called activity. Function based classification is
described by staff as “foreign”, difficult to understand.

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CONCLUSION

In conclusion based on the article, this study examined a few practitioner thoughts and
case studies on the subject of employee resistance to conventional records management
procedures and saw a trend toward balancing RMJ. Individualism among the workforce with
the goal of establishing institutional control over records it discussed a number of tools that
could relieve the records professional and staff of the heavy effort caused by conventional
approaches to classification and retention. This method enables a focus on the challenging
process of designing customised folder structures. Although it is evident that these technologies
are made to be used in the real world , they also have important ramifications for records
management theory. Each tool represent a lesser level of control over people and records than
their conventional counterparts, resulting in more freedom.

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RECOMMENDATION

In my opinion, the tip and proposal that might be used in a future study is to increase
the proportion of responders. This is thought to be true since more accurate results and
hypotheses are needed. This because more diverse viewpoints and the respondents beliefs on
the subjects can be useful to know, which is why the remark is made.

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