ASM501

CHAPTER 1
INTRODUCTION TO RECORDS
MANAGEMENT

PART 1
HOARDERS
ORGANIZED
INFORMATION AGE
• UNIVERSITI TEKNOLOGI MARA – INSTITUTE
OF QUALITY AND KNOWLEDGE
ADVANCEMENT (INQKA)
 HTTPS://EZ.HASIL.GOV.MY/CI/LOGI
N.ASPX

• EXAMPLE OF QUALITY ASSURANCE

IMPLEMENTED AND USED BY LHDN
MALAYSIA
 VITAL
RECORDS IMPORTANT
RECORDS

NON-
USEFUL ESSENTIAL
RECORDS RECORDS
CATEGORIES OF RECORDS
VITAL RECORDS
 Necessary for the continuing
operation of an organisation.
 Usually not replaceable.
 Highest degree of protection
necessary.
EXAMPLES
Legal papers, articles of incorporation,
titles to property, reports to
shareholders and minutes of important
board meetings.
VITAL RECORDS
CATEGORIES OF RECORDS EXAMPLES

IMPORTANT
RECORDS Personnel records, sales records,
 Assist in performing financial and tax records, selected
an correspondence, reports and
organisation’s contracts.
business operations.
 Usually replaceable but at a great
cost.
 High degree of protection
necessary.
IMPORTANT RECORDS
CATEGORIES OF RECORDS EXAMPLES

USEFUL RECORDS
 Helpful in conducting business General correspondence (letters,
operations.
memoranda and faxes) and bank
 Usually replaceable at slight statements.
cost.
 Low to medium degree of
protection necessary.
USEFUL RECORDS
CATEGORIES OF RECORDS EXAMPLES

NON-ESSENTIAL
RECORDS Announcements and bulletins to
employees, acknowledgements, and
 Have no predictable value after
routine telephone/email messages.
their initial use.
 Lowest degree of protection
necessary.
NON-ESSENTIAL RECORDS
 ADMINISTRATIVE
VALUE

FISCAL VALUE LEGAL VALUE

HISTORICAL VALUE
 RECORD VALUES EXAMPLES
Administrative Value  Policy and procedures manuals
Records that help employees perform office operations  Handbooks
within the firm.  Organisational charts

Fiscal Value  Tax returns

Records used to document operating funds and other  Records of financial transactions; purchase and sales
financial process. order, invoices, balance sheets and income statement

Legal Value  Contracts

Records that provide evidence of business transactions.  Financial agreements that are legally binding
 Deeds to property owned
 Articles of incorporation

Historical Value  Minutes of meetings

Records that document the organisation’s operations and  Corporate charter
major shifts of direction over the years.  Public relations documents
Introduction to Records Management
 Information on corporate officers 43
 END OF
CHAPTER 1
PART 1