FACULTY OF BUSINESS AND MANAGEMENT

DIPLOMA IN OFFICE MANAGEMENT AND TECHNOLOGY

RECORDS MANAGEMENT FOR OFFICE PROFESSIONAL (OBM247)

GRADED ASSIGNMENT 2: INDIVIDUAL INTERACTIVE MIND MAP

PREPARED BY:
ELLIANA BINTI EZUAN (2020668204)
BA118 3D

PREPARED FOR:
MADAM NORLELAWATI BINTI ISMAWI

ELLIANA BINTI EZUAN 2020668204 BA118 3D

 10. VALUE OF RECORDS 9. CREATORS AND USERS 8. EVIDENCE
Administrative value, OF RECORDS Indication, testimony, in
fiscal value, legal value Government employee support of a
& historical value. rely on records to conclusion.
1. DATA provide core info. for Characteristics of 7. ARCHIVAL REPOSITORY
Representation of 11. USE OF RECORDS conducting their public records - A building or part of a
info Claims due to a person administration on Permanent/static, building in which
In a formalized to show that someone behalf of the citizen value as official archives are preserved
manner suitable for is responsible for a Company employee sources of info, and made available for
communication. particular action rely on the records to Authentic & Unique consultation also
Interpretation and to tell us the story of provide core info, for known as an archives 6. ACHIVES
processing,
what has happened in conducting their
generally by a Records usually but
the past. business transaction.
computer system not necessarily
Raw data refers to preservation.
unprocessed Will normally be
preserved in an
CHAPTER 1: INTRODUCTION archival repository
2. DOCUMENT (storehouse/warehous
A medium through Definition of Terms e).
info
imprinted for
conveyance to one/
more person.
5. RECORD CENTER
defined as the Buliding designed or
Records can be use among
smallest unit for adapted for the low-
others:
filling. cost storage,
Forms , Circulars, Reports, Posters,
refer to obther non maintenance and
Certificates, Signs , Files, Microfilm,
paper-based such as 3. INFORMATION 4. RECORD communication of semi
Disk, Tape & Film
computer files Something that can Form of document current records
Public record : created or
lead to knowledge regardless of form or pending their ultimate
received and maintained in
regardless of the medium made or diposal.
any public sector agency
medium of its received by an org.
Private records : by non
conveyance to that is useful in the
governmental org, families or
one/more persons. operation of the org
individual relating to their
It provides evidence of
private and public affairs.
a business transaction.
 CHAPTER 2: THE FILED OF RECORDS MANAGEMENT

Vital evidence in daily

CAREERS IN RECORDS
basis for individual as Definition of Records
MANAGEMENT
well as organization
Management.
which run the business
Records- Recorded
E.g. Records as: information.
student at UITM regardless of media
driver license at JPJ or characteristics,
an employee at you created or received
organization & used in the
people may tolarate operation of an
misplacing a few organization. The
items in their records
personal lives. responsibility is
Worker are called Record
responsible for
Management.
processing and
Record manager-
maintaining these
responsible for the
important records
FILING PHASES OF RECORDS
The Value of Records
Action of arranging ACTIVITY
Vital Record - RECORDS MANAGEMENT
records in a Active records -
PROGRAM Opportunities
Essential for Stored in easily
predetermined Mail operations -Every type and size of office
continuation or accessible location
sequence. Classification has records
reconstruction of Inactive records-
RETRIEVAL operations Positions
organization after Used than 15 times a
Process of finding File operations -Records managers, records
disaster. year
records and Use, storage, retrieval supervisor and records elerks.
Important record - Long -term record - and circulation
information
daily operation and Referred to as operations.
RECORD CONTROL TYPICAL JOB LEVELS AND JOB
necessary for archival storage Disposition operations
Procedures used to TITLES
continuation of WHY RECORDS NEED TO
make filing and
organization. BE MANAGED PROGRAMS FOR
retrieval reliable and
Useful record- Reduce the volume of MANAGING RECORDS
systematic.
Limited but helpful, Well defined goals
WHY ORGANIZATION record
reference value understood by all
KEEPS RECORDS Improve storage and
workers
Nonessential retrieval systems
Provide the memory Simple, sound
record - Never had increase efficiency of

records of what happened in organizational plan

Types of office any value or no records processing.

management the past.

records: Letters and present value to GOALS OF RECORDS

program. Administrative value PROBLEMS IN RECORDS

memo, Card, organization. MANAGEMENT ARMA INTERNATIONAL
Organization need Fiscal Value SYSTEM
Reports, Purchase To create the right Management Association of Records
to have basic Legal Value
order, Shipping THE RECORD LIFE- Human Problems Managers and Administration.
understanding. Historical value info and records
receipts & exc. CYCLE Inefficient filing An Important professional
To make records
procedures group of records and
(1) CREATION available for the right
Poor use of equipment information managers.
(2) DISTIBUTION individuals
Inefficient use of space - Improving educational programs
(3) USE To ensure records are
Excessive records costs in schools and industry.
(4) MAINTANANCE created and Providing on-the-job knowledge
(5) DISPOSITION maintained in about records and information
appropriate formats. management.

INTRODUCTION
Current record management include
the mail and file management
the activities of mail management &
file management are carried out in
the registry of an agency.
REGISTRY
Unit within an org
basically responsible for managing the
record of the particular org.
Its exact function may keep on changing
with the times.
FUNCTIONS OF REGISTRY
To have a proper management thru
a particular dept in an organization/
Monitor the movement of the
records.
TWO TYPES OF REGISTRY
Planning -conduct survey to
(1) CENTRALIZED
-One organization that control all the
system such as record staff/record
system
ADVANTAGE :
Control each other record
(2) DECENTRALIZED
Various of unit that manage many
types of records such as
department of staff record.
ADVANTAGE:
Saving in cost labour
CHAPTER 3: MANAGING CURRENT RECORD
MAIL ROOM
1. Mail management: Is the place to 7. Subject classification system:
receiving/sorting/opening and
routing from the collecting
paperwork that came from the
center building.
2. Mail room: A service that were
build by the agency to handle the
vital service in an organization.
3. Space and Layout: Refers to the
physical arrangement of all main 8. Registration of inward
rooms including its facilities.
- Basic consideration for layout of
mail room:
Adequate security / convenience for data) / In- register ( Tradition system
service.
4. Operating the mail room
determine volume of mail.
Organizing- Allocating of duties. correspondence:
Coordinating- Arrange the
activities in the room.
Budgeting- Budget forecast.
5. Document processing in
the mail room: Type of document
(correspondence letter/ others (email
and telegram)/ intermarry
generated(reports).
6. Preparing outward
correspondence: A record copy of it
should be sent for filing ? Gain
approval at appropriate level and
draft of outward correspondence.
COMPONENTS OF REGISTRY
11.Register of out word
correspondence :
Should registry details of outward
Categories of subject files:
correspondence other internally
Administrative files and
generated.
operating files.
Information recorded in outward
Type of characteristic: Permit
correspondence: Date of dispatch/The
additions and
main file references/Number and
deletions/Effective/Be installed
nature of any enclosure.
with a view of economy.
12. Subject classification: is a collection
on a specific subject or sub-subject that
placed in a single file cover container/ It
correspondence: Register take the
will identify group, codify or standardized
form of ledger/ A register (is a
the files.
document of a volume in entry of
13. Benefit of a good subject file
classification: Ab aid to service , research
of document that involve the entry
and documentation.
into correspondence registry).
14.Types of subject classification system:
3 main systems: Alphabetical system/
9. Receipt of inward
function and activity system/
administration structure system.
Procedure: stamping with the
15. Coding system:
date of receipt/ opening or
File consists of number and letter that
receipt by a designated officer/
used designing and arranging subject
Attaching other enclosures to the
heading for storage retrieval records
covering correspondence.
and file.
Codes must be placed on: File cover
10. Circulation of correspondence:
label and records.
should be place directly on the right
Coding system with subject filing :
file/ Circulation may be done top
Alphabetic/alphanumeric/Duplex-
down or bottom up.
numeric.
FILE ROOM
(a) File management/operation:
To controlling the location of the issued files.
(b) File room aspect: Should be kept
clean/neat/orderly appearance.
(c) File format: File must kept in a folder that
enclosure together in some order or another.
- File form must have: Cover of protect
content/security tag to divide type of files.
(d) Filling the records:
Record to be filled: Financial reports/ inward
correspondence.
Record not to be filled: Any form of rough
record/ Internal document.
(e) Opening new files: Must open a new files
when a new subject aires within the
administrative process.
(f) Rules for new file: Each file should be
documented/ Each file must related to single
subject a transaction/Each files must be recorded
in documentation.
(g) File can be subdivided: Subfiles/ Part of files/
Continuation files.
(h)Giving files titled: Titled should be clear or
precise providing adequate details about the file.
(i) Closing files: Files should not be allowed to
become tick or kept to long/should be formally
documented.
(j) File operating pointers: Do each day to filling
the files or paper/ Do not overload the files.
(k) File containers: Kept the transfer of
document files up to date/ Provide sufficient files
guide or file guidance.
(l) Filling process: Sorted 2 group--> Process the
filling paper-->Ensure the attachment of the
covering-->Sorting paper-->Classification order
and prevailer it-->Filled the paper chronological
maintenance--> List the detail in blue or red on
the minute sheet.
 CHAPTER 4: ALPHABETIC
Indexing Name for Alphabetic Indexing
Filling purpose STORAGE & RETRIEVAL
Rules 1-5

Records- To serve as the

memory of an organization RULE (1) : RULE (2) ;
Filling/ Storage Method- Business Name Minor words & Symbols in Bus,
Alphabetic, Subject, Numeric etc.
Way to code Separate the units with
Names.
diagonal lines. Each word is a separate
filling segment Underline the key unit unit. Separate indexing units
Write numbers above the If contains personal Articles A,AN, THE
Filling Rules: unit. Prepositions: AT, IN, OUT, ON,
name, index the name
-All filling is done to OFF, BY, TO, WITH, FOR, OF &
in the order it is written
facilitate retrieving OVER.
information. (1)
Coding example - Conjunction:
-Complete name, subject,
Personal Name AND,BUT,OR,NOR.
number/location for filling
INDEXING: purpose Laura J. Huff
1. Select the Filling Segment RULE 3:
Example: Helen L. Sanchez Huff Laura J
2. Divide the Filling Segment into Minor Words and symbols in Bus,
Filling Units.
(2) Names.
3. Determine the order of Filli g
Units. Helen L. Sanchez- Considered as spelled in full
Symbols:
Helen/L./Sanchez Coding example -
&, $, %, AND, DOLLAR/DOLLARS,
Business Name
NUMBER, POUND, PRECENT.
(3) Huff and Sons Construction when "The" appeared as first
Consider the surname first. Huff and Sons Construction word, it will be the last
KEY UNIT - Filling unit
indexing units.
considered first in filing
segment.
CODING -physical process of
marking the indexing units in RULE (3) :
the filling segment
All punctuations
disregarded
 CONSECUTIVE NUMERIC COMPONENTS
It is general alphabetic file in which guide Accession log
and folder captions contain only letters Alphabetic index
CONSECUTIVE NUMERIC FILLING Numbered File
of the alphabet.
Consecutive numbered records are arrange Alphabetic File
in ascending number order-from the lowest
number to highest number.
DATABASES FOR NUMERIC STORAGE
NUMERIC FILING
Database software can simplify creation of
Method in which the last two or three
the accesion log and the alphabetic index.
An accession log is a serial list for numbers digits are used as the primary division
assigned to records in a numeric storage under which a record is filed.
system. MIDDLE DIGIT STORAGE
Numbers are divided into groups separated

by a space or a hyphen.
An alphabetic index is a card or a computer file
of all correspondent names or subject titles
CHAPTER 5 (1) : The middle group-middle digits : are used as
arranged alphabetically. NUMERIC RECORDS MANAGEMENT the primary filing division.

Numeric are read from middle to left to right.

CONSECUTIVE NUMBER FILING

CHRONOLOGIC STORAGE Inspecting: check each record for a release mark to
Records filed in date sequence most recent
on top, or oldest on top. indicate the record can be filed.
Principle followed in all storage methods. Coding: Select correspondent name or subject that

is the filing segment and code the units.

TERMINAL - DIGIT STORAGE Sorting: Placing the records in alphabetic order.
Numeric storage method in which the last
two or three digits are used as the primary Number coding: consult the alphabetic index.
division under which are record is filed. Write the assigned file code or a G in upper right

corner of record.
 DICTIONRY ARRANGEMENT
Arrangement of records in alphabetic order THE FILING SEGMENT in geographic filing
(A-Z) includes geographic filing units first,
Used when filling system contain a single followed by the correspondent's name. GEOGRAPHIC FILING
geographic unit, such as a file of all street, Method of storing and retrieving
all cities, all states, or all country. records in alphabetical order by
Using two different guide plans:
location of an individual, an
- Lettered Guide Plan
- Location Name Guide Plan GEOGRAPHIC FILE INDEX organization, or a project.
The alphabetic index and the master
index are useful indexes when filing
ENCYCLOPEDIC ARRANGEMENT by location. GEOGRPAHIC FILING PROCEDURES
Alphabetic arrangement of major geographic The index may be in form of type list:
division plus one or more geographic subdivision. - Card file Inspecting
Either lettered guide plan or location name guide - Computer-generated list Coding
plan maybe used for subdivision. Preparing cross-reference
Also uses the lettered guide plan for secondary city Sorting
guides and location name guide plan for secondary Filing
city guides.

CHAPTER 5 (2) :
DICTIONARY STORAGE ARRANGEMENT
Lettered guide plan GEOGPRAPHIC RECORDS MANAGEMENT
Location name guide plan LETTERED GUIDE PLAN
An arrangement of geographic records with
ENCYCLOPEDIC STORAGE ARRANGEMENT primary guides labeled with alphabetic
Lettered plan letters.
Location name guide plan
LOCATION NAME GUIDE PLAN
An arrangement of geographic records with
MASTER INDEX primary guides labeled with location names.
A complete listing all filing segments in the
The first indication of a need in a system is
filing system. an increase in the volume of incoming and
Advantages of computer database are outgoing records processed for filing.
apparent: Two useful indexes can be printed An overcrowded folder, always indicates a
from a single input of records. need for expansion.
 SUBJECT FILING PROCEDURES
NEED FOR SUBJECT FILING Filing records in a subject filing
Types of arrangement system requires:
Assigning Subject & The classification inspecting/indexing/coding/cross-
SUBJECT CODE
process referencing/sorting/filing To cut short time to write ling subject with subdivision.
procedures/retrieving it can be one unit or separated by hyphen, period or
diagonal
Storage and Retrieval Procedures ACC-ACCOUNTING
TYPES OF ARRANEGEMENT ADM-ADMINISTRATION
Characteristic
- Primary guide labels contain letter A to Z in alphabetic order.
- Special guides identify folders referenced often.
- Subject title are not subdivided.
ADVANTAGES SUBJECT FILE
Encyclopedia Arrangement. Most records are remembered and receiving by
- Primary : administration subject
- Secondary : building contracts CHAPTER 5 (3) : All records on one topic are retrieved by subject
- Tertiary : warehouse Subject can expand easily by subdivisions to primary
Characteristic SUBJECT RECORDS subject.
- Primary guide captions are general subject titles
- Secondary guide caption are general subject titles
MANAGEMENT Subject filing is appropriate for storing large volume
- Folder captions include main subject titles and subdivisions.
of records.
Security is provided because names are not visible on
files

ASSIGNING SUBJECT & THE CLASSIFICATION PROCESS

Classification is the process of
- select the subject heading DISADVANTAGES
- where record should be filed Subject may overlap when subject list are long with
- analyzing and determining the subject content subdivisions
Concise, clearly defined and uniformly stated
Subject indexes
1. Master index
subject titles may be difficult to select.
2. Relative index users not may remember exact titles
3. Numeric and names index
4. Alphabetic index
 RECORD CENTER
CONCEPT OF APPRAISAI AND DISPOSITION
(1) RECORD RETRIEVAL Records center is a building designer for the low-cost
Appraisal: Is the process of determining the value
Type of record retrieval : Manual retrieval and storage and maintenance of semi-current records
of record for further use.
Electronic retrieval. pending their ultimate disposal.
Is the action taken in due course as a consequence
Retrieval is the process of location and

of appraisal.
removing a record or file from storage. Type of records center :
Is the control document that contain appraisal
- National records center.
decisions and prescribes disposal action.
- Department records center
- Commercial records center.

(2) RECORD RETRIEVAL (MANUAL)

Records center control files :
RECORD RETENTION
- Inactive records index
Reserving records. Records retention: Should be conducted to obtain
- Charge-out and follow-up file
Following up on borrowed records. information needed to prepare record retention
- Destruction date file
Requested record and folder. and destruction schedule.
- Destruction file
Challenging charge-out for returned records. Recording inventory and analysis : Should be
Charging out cards and folder : conducted to obtain information needed to prepare
- The out guide. record retention and destruction
-
-
The requisition sheet.
The out folder.
CHAPTER 6: RECORDS RETENTION, Record inventory (organization records): Type of
record- Volume of filed records/ Frequency of use.
- The carrier folder.
RETRIEVAL AND TRANSFER Record series: Is a group of related records that
normally are used an filed as a unit to determine
the record retention period.
(3) RECORD RETRIEVAL (ELECTRONIC)
Record value : Nonessential records (not worth
The computer has changed performance procedures
for many office task. keeping.
RECORD TRANSFER
It can identify and track any record from creation or - Short-term storage ( up to three years)
Record are moved from one storage to another.
receipt to transfer to inactive storage. - Long-term storage ( seven to ten years)
Record are transferred when they are no longer used
Type of records: File inventions and File activity. - Vital records (permanent storage)
frequently.
Using the computer for charge-out and follow up Records activity :
Type of transfer method: Perpetual ( active to inactive) /
system. - Active records ( three or more times a month)
Periodic (active to inactive in a year or season).
Is a fast accurate means of gathering and transmitting - Inactive records ( less than fifteen times a year)
Transfer supplies and equipment: Transfer boxes and
data to a computer. - Archive records ( kept for historical)
labels/ Guides and folder/ Equipment.
Type of components barcode: Records retention schedule:
- Barcodes / Barcodes scanners / Recharger / Software Transfer procedures: Determining when records are to be
- Reduce storage costs and increase retrieval
transferred / Determining what records are to be
efficient.
transferred/ Preparing records for transfer/ Arranging
- Transferring and interval eliminate clutter and
the transfer / Receiving records in the storage area.
shortens retrieval time.