Question 1
Summary
Early Records
Ø
Created manually
Ø
Created only for simple transaction
Current
Records (NOW)
Ø
Created by using computer (softcopy) and
manually (hardcopy)
Ø
Double records are created every day and it
increase rapidly
Ø Having problem in managing the records because
bunch of records are created
Ø
Records will be serve as the memory of a
business (contain information needed for complying with regulations and the
transaction of an organization.
Ø
retained because because they have administrative
such as policy manual and handbook, legal such as contract of service,
historical values to the firm example minutes of meeting.
Definition
- ARMA International a record is stored information, regardless of media or characteristics, made or received by an operations and has value requiring its retention for a specific period of time. However ISO 15489 state that record is an information created, received and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business.
Uses in our
daily life
Ø
Cannot make any changes or should not be changed
because record can be a prove or evidence.
Ø
Provide evidence of the activities of an
organization such as the organization policies.
Ø
Records have strict compliance requirements
regarding their retention, access and destruction and generally have to be kept
unchanged.
Ø Records and information management is the first
step to manage the information explosion.
Records and information management
- Very important because of development of information, legislation and storage of information all contribute to a growing problem for individuals, organization, institutions, businesses and countries.
- Records management involve the systematic control of all records from their creation through their processing, distribution, organization, storage and retrieval to their ultimate disposition.
Impact in our lifes / organization
§ Human life
Eg : no record for identification card and birth
certificate.
"No written prove that a person born in which state and there
will be a problem on his or her nationality.
§ Organizational operations
Ø Records giving also
giving us impact for our daily routine in organization. It is involve: dealing
with internal and external record,
Ø Transaction documents
that is used in organization for a day-to-day operations
Ø Reference documents that
contains information needed to carry on operations of a firm over long periods
of time.
Ø Within the organization
the records will be classified by
Ø Use (used to carry out the firm operation for a long time)
Ø Place (Internal and external records)
Ø value. Vital, important, useful records and nonessential
record
What will happen if the record
missing?
§ Cause by inefficient
filing procedures, human problems, management, poor use of equipment,
inefficient use of space and excessive records costs.
§ Eg: identification card
which contain various data of the person such as personal data, banking data,
medical data and others that person might be in trouble with police, custom,
renewing document such as licence, hospitalization.
§ High chance the card can
be misused by other people that found the card. It is because they can sell the
card or copy all the details that contain in the card and change the name in
the card and then sell it.
Ways to avoid missing record
Ø
Place the record or file in a place that it belong.
Ø
Numeric indexing
Ø
Alphabetic systems
Ø
Be creative (segregate the record use colour-coded
letter)
Ø
Bar code tracking.
Impact to our life and nation if
record went missing.
Ø
There will be no prove or evidence
Ø
Difficult to protect our nation right
Ø
Showed us or our country has no efficiency in
managing records.
Ø
Could raise the cost to retrieve back the
Question 2
How far does information growth contribute to
information explosion?
- Rapid
development of digital info technology & the Internet.
- Information are
created & diseminated in an un-mediated manner(self-publish has
exploded)
- More info out
there, the more people are going to be productive and create info spurring
- Breakthrough in
printing.
- Technological
advances have made retrieval, production & distribution of info
easier.
- Produces
irrelavant, unclear & inaccurate data fragment.
If information explosion occurs, will it
cause any disturbance towards the operation of organization, country or even
the world?
- Threat to
organization performance.
- Workers ignore
valuable & expensive database found on digital networks and instead
revert to what they already know.
- They will do
something their more familiar with.
- People become
confuse, turning out some information, there could be a decrease in the
quantity and/or quality of the information.
- System wide
shutdown.
- People tend to
find the easiest rather than the best information. For example, during a
research.
- This is because
it is hassle to go through all the available info.
- It also hampers
creativity because a person can source something on the net quickly.
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