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TABLE OF CONTENT

1.0 ABSTRACT ....................................................................................................................................... 2

2.0 INTRODUCTION .................................................................................................................................. 3

2.1BACKGROUND OF THE STUDY ....................................................................................................................... 3

2.2NATURE OF THE PROBLEM ........................................................................................................................... 4

2.3PURPOSE /OBJECTIVE OF THE STUDY............................................................................................................. 4

2.4SIGNIFICANCE OF THE STUDY ........................................................................................................................ 4

2.5LIMITATION OF STUDY ................................................................................................................................ 5

2.6DEFINITION............................................................................................................................................... 6

2.6.1 Electronic Record .......................................................................................................................... 6

2.6.2 Effectiveness ................................................................................................................................. 6

3.0 LITERATURE REVIEW .......................................................................................................................... 7

4.0 RESEARCH METHODOLOGY AND PROCEDURES ................................................................................ 11

4.1INTRODUCTION........................................................................................................................................ 11

4.2RESEARCH DESIGN ................................................................................................................................... 11

4.3PILOT TEST ............................................................................................................................................. 12

5.0 FINDINGS .......................................................................................................................................... 13

6.0 DISCUSSION, CONCLUSIONS, IMPLICATION AND RECOMMENDATIONS ........................................... 22

6.1DISCUSSION ........................................................................................................................................ 22

6.2IMPLICATION....................................................................................................................................... 22

6.2RECOMMENDATION ........................................................................................................................... 23

6.2.1 Organization should provide training. ................................................................................... 23

6.2.2 Improve Accountability for Records Management ................................................................ 23

6.2.3 Copying and Erasing Files Has a Direct Impact on Electronic Record Integrity...................... 24

6.2.4 Joint venture or cooperation venture with consultant, other agencies, National Archive and

software developer or a mix of these. ................................................................................................................ 24

7.0 REFERENCES ..................................................................................................................................... 25

8.0 APPENDICES ..................................................................................................................................... 26

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IMR553 RESEARCH IN RECORDS AND ARCHIVESThe Effectiveness of Electronic Record Management at Sure reach Record Management Sdn. Bhd

pg. 1

FIGURES

TABLE 1: RESPONSE RATE OF THE RESPONDENTS .................................................................................. 13

CHART 1: DO YOU KNOW WHAT ELECTRONIC RECORD IS? ..................................................................... 14

TABLE 2: DO YOU KNOW WHAT ELECTRONIC RECORD IS? ...................................................................... 14

CHART 2: HOW FREQUENTLY DO YOU USE THE ELECTRONIC RECORD? .................................................. 15

TABLE 3: HOW FREQUENTLY DO YOU USE THE ELECTRONIC RECORD? ................................................... 15

CHART 3: DID YOU FIND THAT THE ELECTRONIC RECORD IS USER FRIENDLY? ........................................ 16

TABLE 4: DID YOU FIND THAT THE ELECTRONIC RECORD IS USER FRIENDLY? ......................................... 16

CHART 4: DID YOUR WORK BECOME EASIER BY USING THE ELECTRONIC RECORD? ............................... 17

TABLE 5: DID YOUR WORK BECOME EASIER BY USING THE ELECTRONIC RECORD? ................................ 17

CHART 5: DID YOU EVER GO FOR TRAINING TO USE THE ELECTRONIC RECORD? .................................... 17

TABLE 6: DID YOU EVER GO FOR TRAINING TO USE THE ELECTRONIC RECORD? ................................. 18

CHART 6: DID THE ORGANIZATION PROVIDE COMPLETE EQUIPMENT REQUIRED TO CONDUCT

ELECTRONIC RECORD? ............................................................................................................................ 18

TABLE 7: DID THE ORGANIZATION PROVIDE COMPLETE EQUIPMENT REQUIRED TO CONDUCT

ELECTRONIC RECORD? ............................................................................................................................ 19

CHART 7: DID YOU FIND THE ELECTRONIC RECORD IS THE BEST WAY IN MANAGING RECORD? ............. 19

TABLE 8: DID YOU FIND THAT THE ELECTRONIC RECORD IS THE BEST WAY IN MANAGING RECORD? .... 19

CHART 8: IN YOUR OPINION, THE ELECTRONIC RECORD THAT YOUR ORGANIZATION IMPLEMENTED IS

EFFECTIVE? ............................................................................................................................................. 20

TABLE 9: IN YOUR OPINION, THE ELECTRONIC RECORD THAT YOUR ORGANIZATION IMPLEMENTED IS

EFFECTIVE? ............................................................................................................................................. 20

CHART 9: HOW THEY MANAGE THE PRINTED RECORDS WHEN SOFTWARE IS UPDATED ........................ 21

TABLE 10: HOW THEY MANAGE THE PRINTED RECORDS WHEN SOFTWARE IS UPDATED? ..................... 21

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pg. 2

PREPARED BY:

Nur Azamimah Binti Ngadiman

2010525119

Nurazimah binti Abu Seman

2010997773

1.0ABSTRACT

Electronic Record Management System has been implemented in most agencies

whether in public or private sector. Each of the agencies was wish to follow the era of

technology. Everybody wants to be updated. Include the organizations in Malaysia. For the past

two decades, issues relating to the management of electronic records have taken much of the

attention of archivists and record manager. Numerous conferences and workshops have been

held to discuss and exchange ideas on this issue, resulting in research projects of all levels

conducted to investigate different methodologies and perspectives. This research is conducted

at the commercial Record Center known as Sure Reach Record Management Sdn. Bhd. This

research are discussing about the effectiveness of the Electronic Record Management at Sure

Reach Record Management Sdn. Bhd. This research aims is to conduct the use and the

effectiveness of the Electronic Record in the Sure Reach Record Management Sdn. Bhd. This

research is also to indicate the implication of the Electronic Record that they had implemented.

The problem statement of this research is the use and the effectiveness of the electronic record

and how they manage the records when software is updated? Whether they store it or dispose

the old record. Our method of research is through distributing 100 questionnaires to the staff at

the Sure Reach Record Management. Then, we tabulate the data using the SPSS version 16.

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pg. 3

2.0 INTRODUCTION

Records are synonymous with every human activity. Records have existed since the

creation of man. Though the form of keeping these records has changed as man has evolved,

today, the principles of records management are themselves developing. Records management

is the discipline of applying well-established techniques and procedures to the control of those

sources of information, which arises internally within an organization as a result of its own

activities (Newton, 1986).

2.1 Background of the Study

Sure Reach Record Management is the commercial Record Center that established in

committed to place it services of record management, document imaging and information

management, secured logistic and worldwide express deliveries at fingertips by just one call.

Their purpose is to provide first in class services so that their clients can enjoy better business

focus to grow their core business. These organizations also manage the Electronic Record.

They had made an outline to ensure their client want to use their services in managing

Electronic Record. There were provided multiple 24/7 secured access. With the Electronic

Record Management System, they can access their scanned electronic record whenever and

wherever they have the internet access. It also provides the platform for multiple simultaneous

accesses to the same record. This will provide total convenience to the user. They also provide

the security in terms of the increasing report of record missing. With the Electronic Record

Management System, the original record can be scanned and then stored safely and

permanently in a secured facility like Sure Reach Record Management centers.

However, this service does not prove the use and the effectiveness of the Electronic

Record Management System. Many organizations had taken the initiatives in implement the

system but they do not use the system. This research are done to examine whether the Sure

Reach Record Management had use the Electronic Record Management that they implemented

and to find out about the effectiveness of the system.

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pg. 4

2.2 Nature of the Problem

1. The problem statement of this research is regarding the use and the effectiveness

of the electronic record.

Sure Reach Record Management Sdn. Bhd. has implemented electronic record

management system in their organization. However, this research conducted to examined the

system whether it were effectiveness or otherwise.

2. How they manage the printed record when software is updated?

Electronic tools are changing from time to time. So, we also want to identify what

happens to the printed record after they implemented the electronic record. Whether they

store it or dispose the old record.

2.3 Purpose / Objective of the Study

1. To investigate the response from the staff about electronic records.

This research conducted to identify use and effectiveness of the Electronic Record in

Sure Reach Record Management Sdn. Bhd. This research is also to indicate the implication of

the electronic record that they had implemented.

2. To identify the development of electronic records can affect to the staff.

This study aims in examined the management of electronic records if any software was

updated. The organization must aware to the development of electronic records

2.4 Significance of the Study

These research targets are to investigate the effectiveness of electronic records in

organization. Hopefully, the information that we collected in through this research can be

used as a guide and example in the future. What we want from this research are:

1. To create awareness of electronic records in organization.

This study informs organizations the importance of electronic records in records

management. Many organizations had taken the initiatives to implement the electronic

records and handle the management of information internally. It also makes records easy to

retrieve.

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pg. 5

2. Help the organization to manage their electronic records effectiveness

This study also promotes the effectiveness of electronic records management with

improvement through research and findings. The effectiveness of electronic records can

increased the accessioning of records in organization. It also can improve efficiency and

reduces processing time.

3. To make electronic records are the place to store the records and as a backup copies.

Electronic records also the medium to backup the records when no space in the storage.

It can save costs and reduction of office space required to keep hardcopies to daily operational

expenses on printing, photo-copying, filing and re-filing etc.

2.5 Limitation of Study

During this research, there are several problems that may be empirical to this topic that

should be considered especially on period of time because its limitation. The times were short

to prepare the efficient research study. There are also has a problem related with the journal

that need to be references. There were too old and not up to date and not relevance to be

references to this study.

Besides that, it was difficult in finding the data for 30 years previous because some date

is not complete or unavailable for this research.. The others limitation are lack of experience

and knowledge to perform a good research study. Lastly, time and also the effort constraint

also occur in perform this research.

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pg. 7

3.0 LITERATURE REVIEW

Electronic records had implemented in many organization. The Electronic Record

operations need the cooperation between Information System staffs and record staffs. Obvious

cooperation activities lead to superior efficiency and high customer satisfaction (Heikkila,

2002). Therefore, the more efficient the Electronic Record Management is, the more satisfied

the users feel (Fang-Ming Hsu et.al, 2009).

Gary P. Johnston (2005) said that Electronic Record can be viewed by many people at

the same time. This has benefits in terms of access: users in different places can discuss the

same record, or different users can use the same record for different purposes.

To ensure the effectiveness of Electronic Record, various guidelines have been

developed by national archives and universities to assist organizations effectively manage their

electronic records. For example, the National Archives and Records Service of South Africa

(2006) developed guidelines for managing electronic records in government bodies. The

guidelines cover areas such as statutory and regulatory framework for electronic records, what

electronic records are including, why electronic records should be managed and electronic

records management principles. Other areas covered include managing electronic records

residing in different types of systems and the responsibilities of governmental bodies regarding

the management of electronic records. (Henry N. Kemoni, 2009).

Gary P. Johnston and David V. Bowen, (2005) identified the basic benefits of Electronic

Record, there are that a process (work) is done more easily (less effort required); it is done

more quickly; it is done with better quality; it is easier to find out about it afterwards.

Expanding on this, measurable benefits could be summarized as being for the individual users

when the information is available whenever the user required.

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pg. 8

Electronic Record also gives a greater quality of the information. Apart of that, the

electronic record also increase the efficiency and effectiveness at work, the processes are

better, easier and quicker. It will also gives advantages by less blame and dissention when

looking for lost information and Electronic Record ensure that the evidence is available for what

they were asked to do and what they did.

Meanwhile, there are some benefits for the organization. The electronic record will

make the work is done more quickly than using the manual paper. The staff also will complete a

task that requires less effort, and then it will indirectly improve the quality of processes and

their outcomes. It will also affect the compliance with laws and regulations is achieved and

demonstrated.

Electronic record also give an impact to the society, the organizational processes are

open and can be understood and monitored. Besides that, the organization also will comply

with laws and regulations. For the society, the electronic record also improved their quality of

life. The society also can access the historical record and they can rely the historical record.

Besides that, the research done by Johanna Gunnlaugsdottir, (2008) founds that all of

the records managers found ERMS user-friendly. Most of their fellow employees agreed with

them. There were also mainly three elements that determined the success of the

implementation. These were support by their top management; demonstrate by their interest

in the project; with the electronic record, the staff will more excited to do their task. The

Electronic Record also user friendly proven by the staff use the system by their own use. Lastly,

the electronic record is user friendly looking at the motivation of the employees.

While, the research done by Shadrack Katuu, 2000 concluded that digitization is often

seen as the more glamorous of the two mainly because of its various benefits. Among of them

is digitization will reduced time of retrieval. With using retrieval tools such as databases and

indices, it is possible to have a faster access to the information than the traditional eye-on-

paper scrolling through a hard-copy finding aid.

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pg. 10

Rob Docters et.al(2011) said that one source of under-realized value is digital piracy, an

interesting challenge. Some entertainment, business information, and educational publishers

face an 80 percent or more loss of volume to illegal copying and distribution in certain markets

and geographies. Such losses are often avoidable. To begin with: give users what they want.

Several business-to-business information providers (e.g. energy, construction, legal) have found

that simply allowing all customers use of information through enterprise pricing immediately

eliminated cheating and provided the information provider with an immediate uplift in

revenue.

Research done by Kate Cumming and Cassie Findlay (2010) that the strategies which are

drawn for the managing electronic records guidelines provide some simple but in effective

means which are know your information. Other than that, design your systems so that they can

support your business systems are not designed to maintain long-term. And also talk to people.

Then, limit the number of file formats you use and use file formats. It also disposed of digital

authorized retention and disposal requirements and knows where all your information is.

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pg. 12

We distributed 50% questionnaire from 200 staffs. But we only received 30 feedbacks

from respondents which are 10 staffs from Imaging Department, 6 staff from Operation

Department, 5 staffs from Marketing Department, 6 staffs from Human Resources Department

and 3 staffs from Financial Department.

After data are obtained through questionnaire, its need to be coded, keyed in, and

edited. We keyed in the data by using SPSS Statistics (Version 16). SPSS Statistics 16.0 is a

comprehensive system for analyzing data. SPSS Statistics can take data from almost any type of

file and use them to generate tabulated reports, charts, and plots of distributions and trends,

descriptive statistics, and complex statistical analyses that showed in Chapter 5.

4.2.2 Sampling Design

The sampling unit is the elements or set of elements that is available for selection in

some stage of the sampling process. The reason for using sampling, rather than collecting data

from the entire population, are self evident. We are using Stratified Random Sampling for our

research that suitable when the population is made up different groups of people. Population is

first divided into meaningful segments; thereafter subjects are drawn in proportion to their

original numbers in the population. All groups are adequately sampled and the comparisons

among groups are possible.

4.3 Pilot Test

Before we distribute questionnaires to Sure Reach Records Management Sdn Bhd, we

must do a pilot test. In pilot testing we choose 10 students from Faculty Information

Management to critize the whole questionnaires from every aspect. It is happened because to

ensure that the questionnaire is at least near perfect and nothing is missing or respondents will

not encounter. Students that answer our questionnaires give their comment before we

conducting our research.

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pg. 13

5.0 FINDINGS

The Sure Reach Record Management had implemented the Electronic Record

Management System since September 2007. Department that manage the Electronic Record

Management System had known as Document Imaging Services Department. This proves that

the Sure Reach Record Management has been use the Electronic Record Management System.

We had distributed 30 questionnaires to the staff at the Document Imaging Services

Department. Table 1 shows the response rate of the respondent. From the data that we

collected, once analyzed, the use of Electronic Record Management System in Sure Reach

Record Management is effective.

Most of the respondents are familiar with the Electronic Record. Chart 1 had shown that93 percent from the staff at Sure Reach Record Management know the existence of the

Electronic Record. Most of them are also use the Electronic Record. In chart 2, there are 20

percent who are use the Electronic Record once a week, followed by 23 percent in twice a week

and there are also 36.7 percent who are using Record Electronic everyday. The position of the

person that use the Electronic Record everyday consist of the Manager, the Executive manager

and the assistant Manager who are manage the electronic record.

Department No. Sent Out No. Retrieved % of response

Imaging 20 10 50

Operation 20 6 30

Marketing 20 5 25

Human Resources 20 6 30

Financial Department 20 3 15

Total 100 30 30

Table 1: Response rate of the respondents

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pg. 15

Chart 2: How frequently do you use the electronic record?

Table 3: How frequently do you use the electronic record?

Frequency Percent Valid Percent

Cumulative

Percent

Valid once a week 6 20.0 20.0 20.0

twice a week 7 23.3 23.3 43.3

everyday 11 36.7 36.7 80.0

never 6 20.0 20.0 100.0

Total 30 100.0 100.0

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pg. 16

Chart 3: Did you find that the electronic record is user friendly?

Table 4: Did you find that the electronic record is user friendly?

Chart 3 shows the percentage about the ease of the electronic record use. There are

76.7 percent respondent that answered the electronic record are user friendly. User friendly

can be refer as the extent to which a product can be used by specified users to achieve

specified goals with effectiveness, efficiency, and satisfaction in a specified context of use.

Electronic is user friendly because it helps the staff in managing the record by electronically.

Their works become easier and faster. This is shown at the chart 4. There are also 76.7 percent

who are answered that their work becomes easier by using the electronic record. An electronic

record helps the staff to the faster retrieval of records. They just need to key in the access point

of the record to know the location of the record. For example, they search by the author, the

subject, or the date of creation. With this access point, the record manager can search the

record rapidly.


Cumulative

Percent

Valid yes 23 76.7 76.7 76.7

no 7 23.3 23.3 100.0

Total 30 100.0 100.0

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pg. 17

Chart 4: Did your work become easier by using the electronic record?


Cumulative

Percent

Valid yes 23 76.7 76.7 76.7

no 7 23.3 23.3 100.0

Total 30 100.0 100.0

Table 5: Did your work become easier by using the electronic record?

Chart 5: Did you ever go for training to use the electronic record?

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pg. 19

Table 7: Did the organization provide complete equipment required to conduct electronic record?

Chart 7: Did you find the electronic record is the best way in managing record?

Table 8: Did you find that the electronic record is the best way in managing record?

Chart 7 shows that 83.3 percent of respondent found that the Electronic Record is the

best way in managing records other than manually. The electronic record enables them in

providing the access of record to many users at the same time. This will gain the user

satisfaction and proves that the Electronic Record is effective.


Cumulative

Percent

Valid yes 25 83.3 83.3 83.3

no 5 16.7 16.7 100.0

Total 30 100.0 100.0


Cumulative

Percent

Valid yes 25 83.3 83.3 83.3

no 5 16.7 16.7 100.0

Total 30 100.0 100.0

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pg. 20

Meanwhile, Chart 8 shows the opinion of the respondent regarding the Electronic

Record that their organization implemented whether effective or otherwise. There are 15

respondent answered that their electronic record are very good which is 50 percent. This is

followed by the respondent answered that their electronic record are fair and good respectively

had 16.7 percent. 10 percent answered excellent and there are also respondent that answered

their Electronic record management are poor.

Chart 8: In your opinion, the electronic record that your organization implemented is effective?

Table 9: In your opinion, the electronic record that your organization implemented is effective?


Cumulative

Percent

Valid poor 1 3.3 3.3 3.3

fair 5 16.7 16.7 20.0

good 6 20.0 20.0 40.0

very good 15 50.0 50.0 90.0

excellent 3 10.0 10.0 100.0

Total 30 100.0 100.0

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pg. 21

With the feedback from the respondent, we can analyze the effectiveness of the

electronic record that they had implemented in the Sure Reach Record Management. The

studied shows that their electronic record management systems in their organization are

effective. They discovered that the electronic record are user friendly and improve their quality

of the work. With this questionnaire, we also found about their printed record after they had

converted to electronic. Majority from the respondent had answered that they stored the

record although they had converted it to the electronic. Chart 9 shows 86.7 percent answered

they stored and the else answered nothing that they do to the printed record. They stored the

printed record to enables them to protect the original copy of the record from damage.

Chart 9: How they manage the printed records when software is updated


Cumulative

Percent

Valid store 26 86.7 86.7 86.7

nothing 4 13.3 13.3 100.0

Total 30 100.0 100.0

Table 10: How they manage the printed records when software is updated?

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pg. 22

6.0 DISCUSSION, CONCLUSIONS, IMPLICATION AND RECOMMENDATIONS

6.1 DISCUSSION

According to our finding, electronic records are proven effectiveness in organization.

Electronic records in Sure Reach Record Management Sdn Bhd are often seen as the more

glamorous in various benefits. It can reduce time of retrieval. With using retrieval tools such as

databases and system, it is possible to have a faster access to the information than the

traditional eye-on-paper scrolling through a hard-copy finding aid. Electronic records are

computerized version of traditional paper records created and kept by organization. Sources of

electronic records range from desktop applications such as Word, Excel and e-mail, to

corporate applications such as financial system, HR systems and corporate databases.

6.2 IMPLICATION

The findings have proved that electronic records management in the Sure Reach are

very effective. As one of commercial records centre, Sure Reach Records Management can be

example to another organization that implements electronic records in their organization. It

can be a role model to another organization to manage their electronic record effectively.

With digitization records in Sure Reach Records Management, user can access their

scanned documents whenever and wherever they have internet access. Electronic records also

will help save costs in many ways from reduction of office space required to keep hardcopies to

daily operational expenses on printing, photo-copying, filing and re-filing etc.

Electronic records have greatly expanded the methods of creating, editing, maintaining,

transmitting and retrieving information. Much of this electronic information is a record because

it is used in commercial record centre like Sure Reach Records Management to make decisions

or affects citizens; therefore, it must be managed as a record. Electronic records management,while involving special considerations, requires the planning, budgeting, organizing, directing,

training, and controlling activities associated with managing the record in its entirety. Electronic

Record operations need the cooperation between manager and record staffs. The cooperation

activities lead to superior efficiency and high customer satisfaction.

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pg. 23

6.2 RECOMMENDATION

We suggest several recommendations for implementation more efficient of electronic

records in organization. This is because to make electronic records more effectiveness and give

benefits to another staff records manager and IT staff that use electronic records in their

organization. Below are some suggestions that we highlighted:-

6.2.1 Organization should provide training.

One of the strategies is to redesign the content and format of electronic records

management training program. The redesigned program will help agency records professionals

better support the business needs of the agencies they serve, highlight the importance of

managing agency records as information assets and also incorporate the principles of asset andrisk management. Other than that, acquaint participants with the IT capital planning process

and include modules to address the records management needs of all Federal workers, IT

specialists, program managers, and those responsible for identifying legal, regulatory, and risk

issues. Such modules should be evaluated for inclusion by agencies in existing mandatory IT

security and ethics training programs.

6.2.2 Improve Accountability for Records Management

Agencies like commercial records center are responsible and need to be accountable for

managing their electronic records and information. Stakeholders were clear on the need to

address the low priority assigned to information and records management as well as

accountability for records management. Accountability needs to be understood and

communicated to all staff. National Archive must provide agencies with guidance so the

agencies can evaluate compliance with existing laws and regulations, assist them in identifying

and implementing corrective actions, and establish incentives for agencies to take action to

properly manage and protect their records as valuable Government assets. They must have

cooperation with security unit like police, to ensure agencies expect their actions regarding

information and records management have important positive or negative consequences and

to establish effective mechanisms for evaluating agency actions.

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pg. 24

6.2.3 Copying and Erasing Files Has a Direct Impact on Electronic Record Integrity

Most computer file-copying functions have a potential problem with direct impact on

record integrity. It is important for computer users to keep in mind that they may be creating,

manipulating, and deleting official state records. If the user does not want to change the

previous version, the file can be renamed or copied to a variety of alternative media so that

multiple versions of the file are then available. A problem in file management can arise when

the copy procedure accidentally occurs in the wrong direction. If a user makes a backup copy

onto a removable medium (such as a diskette) and then loads the backup copy from the

diskette onto the hard disk, the preceding version of the file may replace the current file.

Software functionality allows for creation of multiple versions.

6.2.4 Joint venture or cooperation venture with consultant, other agencies, National

Archive and software developer or a mix of these.

Agencies that want an effective electronic record must have collaboration with a

specialist. They can share their knowledge on how to get the effectiveness of electronic

records. National Archive as their consultant whether they are private or public records

management organization. They have knowledge about the policy, procedure, legal for

electronic records keeping. Besides that, they can share their knowledge what action taken

when records are no longer used. And software developers are needed to update their

software according to the period of time. With this cooperation can make electronic records

more effective and easy to access.

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pg. 25

7.0 REFERENCES

Choksy, Carol E.(2008). Where RM Should Report to Ensure Effective Electronic Records

Management. Retrieved November 2, 2011, from emeraldinsight from

http://www.emeraldinsight.com.htm

Cumming, Kate and Findlay, Cassie. Digital recordkeeping: are we at a tipping point?Retrieved

October 28, 2011, from emeraldinsight from http://www.emeraldinsight.com.htm

Docters, Rob et.al. Pricing in the digital world. Retrieved November 28, 2011, from

emeraldinsight from http://www.emeraldinsight.com.htm

Fang-Ming Hsu et.al.(2007). Efficiency and satisfaction of electronic records management

systems in e-government in Taiwan. Retrieved October 28, 2011, from emeraldinsight

from http://www.emeraldinsight.com.htm

Gunnlaugsdottir, Johanna.(2008). The human side of ERMS: Icelandic. Retrieved November 2,

2011, from emeraldinsight from http://www.emeraldinsight.com.htm

Henriksen, Helle Zinner and Andersen, Kim Viborg. (2008) Electronic records management

systems implementation in the Pakistani local government. Retrieved October 19, 2011,

from emeraldinsight from http://www.emeraldinsight.com.htm

Johnston, Gary P. and Bowen, David V. (2005). The benefits of electronic records management

systems A general review of published and some unpublished cases. Retrieved October28, 2011, from emeraldinsight from http://www.emeraldinsight.com.htm

Shadrack Katuu. (2000). Managing Electronic Record: an overview. Retrieved October 27, 2011,

from emeraldinsight from http://www.emeraldinsight.com.htm

Umi Asma Mokhtar and Zawiyah Mohammad Yusof. (2008). Electronic records management in

the Malaysian public sector: the existence of policy. Retrieved October 28, 2011, from

emeraldinsight from http://www.emeraldinsight.com.htm
http://www.emeraldinsight.com.htm/http://www.emeraldinsight.com.htm/http://www.emeraldinsight.com.htm/http://www.emeraldinsight.com.htm/http://www.emeraldinsight.com.htm/http://www.emeraldinsight.com.htm/http://www.emeraldinsight.com.htm/http://www.emeraldinsight.com.htm/http://www.emeraldinsight.com.htm/http://www.emeraldinsight.com.htm/http://www.emeraldinsight.com.htm/http://www.emeraldinsight.com.htm/http://www.emeraldinsight.com.htm/http://www.emeraldinsight.com.htm/http://www.emeraldinsight.com.htm/http://www.emeraldinsight.com.htm/http://www.emeraldinsight.com.htm/http://www.emeraldinsight.com.htm/

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pg. 26

8.0 APPENDICES

Age : Gender : M/F

Department : Position :

1. How long have you worked for this organization? (Berapa lama anda bekerja untuk organisasi ini?)

Less than one year (Kurang dari setahun)

Two years (Dua tahun)

Three years (Tiga tahun)

More than three years (Lebih dari 3 tahun)

2. Do you know what electronic record is? (Adakah anda tahu apa itu elektronik rekod?)

Yes (Ya)

No (Tidak)

3. Which method did you prefer to use to manage record? (Manakah kaedah yang anda pilih untuk menguruskan

rekod?) Manually (Manual)

Electronic (Elektronik)

4. Did you use the electronic record? (Adakah anda menggunakan elektronik rekod?)

Yes (Ya)

No (Tidak)

5. How frequently do you use the electronic record? (Berapa kerapkah anda menggunakan elektronik rekod?) Once a week (Seminggu sekali) Twice a week (Dua kali seminggu)

Everyday (Setiap hari)

Never (Tidak Pernah)

6. Did you find that this electronic record is user friendly? ( Adakah anda mendapati elektronik rekod mudah

digunakan?)

Yes (Ya)

No (Tidak)

7. Did you ever go for training to use the electronic record? ( Adakah anda pernah menghadiri latihan untuk

menggunakan elektronik rekod?)

Yes (Ya)

No (Tidak)

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8. Did your work become easier by using the electronic record? (Adakah kerja anda bertambah mudah dengan

menggunakan elektronik rekod?)

Yes (Ya)

No (Tidak)

9. Did the organization provide complete equipment required to conduct electronic record? (Adakah organisasi

anda menyediakan peralatan yang mencukupi untuk menguruskan elektronik rekod?)

Yes (Ya)

No (Tidak)

10. Did you find that the electronic record is the best way in managing record? (Adakah anda mendapati elektronik

rekod adalh cara terbaik untuk menguruskan rekod?)

Yes (Ya)

No (Tidak)

11. Did you get information that you need in electronic records? ( Adakah anda mendapat maklumat yang anda

perlukan dengan elektronik rekod?)

Yes (Ya)

No (Tidak)

12. Did you understand the information that provided in electronic records? (Adakah anda faham maklumat yang

terdapat dalam elektronik rekod?)

Yes (Ya) No (Tidak)

13. How they manage the printed records when software is updated? What happen to the old records?

(Bagaimanakah mereka menguruskan rekod bercetak apabila perisian telah dikemaskinikan? Apa yang terjadi

dengan rekod yang lama?)

Store (Simpan)

Dispose (Pelupusan)

Nothing (Tidak Melakukan Apa -Apa)

14. In your opinion, the electronic records that your organization had implemented are effective? Please rate. (Pada

pendapat anda, adakah elektronik rekod di organisasi anda berkesan?) Sila nilai.

1 2 3 4 5

Poor

(Tidak

Fair

(Memuaskan)

Good

(Bagus)

Very Good

(sangat bagus)

Excellent

(cemerlang)

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