Nur Syamimi Bt Rahman @ Wagi
UiTM Puncak Perdana
Abstract
This
article is about how to manage the records as a strategic business resource.
Every work has to be manage perfectly so that the plan will going smooth. On
this article will reveal how managing
the records are called as a strategic business resource. How the activities of
managing records as a strategic business resources can affect the business and
the organization.
Keyword :
Business record, record management, strategic resource.
Introduction
Records as a strategic
resources is defined that records as medium to improve the effectiveness and
efficiency of the organization, it becomes a strategic resources that provide
for future used. Records as a strategic resources was divided into four point
which is business system analysis and records management, This is explain
that the records managements is used for the business system analysis. Record
as a strategic business resource is define that the the good managing as the
medium to improve the business. The
process of redefine , finding the business objectives and major activities
through record management. Training for records management professionals.
To provide good strategic resources must begin with good staff and skill that
require. The records management professional require skill and comprehension to
handle the task and to manage the records. Thus the training to improve the
staff skills and to provided good services . The other point is impacts
of managing records as a strategic resource. Most of the public response that
the record management is had big roles in one organization.
What is Record
management?
Firstly, what is the meaning of records?
According to business dictionary, Records can be define as document
that memorializes and provides objective evidence of activities performed,
events occurred, results achieved, or statements made. Records are defined as a
document regardless of form or medium created, received, maintained and used by
an organization such as public or private, or an individual in pursuance of legal
obligations or in the transaction of business, of which it forms a part or
provides evidence. No organization could continue without funding, personnel and
material supplies. Similarly, it could not operate if it did not keep accurate
and accessible records. (IRMT, 1999; John, 2010).Records are created and received
by an organization in routine transaction of its business or in pursuance of
its legal obligations. According to Cornwell Management Consultants (2001) and
Tagbotor (2015) define a record as a document produced or received by a person
or organization in the course of business and retained by that person or
organization. A record may consist of two or more documents. The another meaning of records is all
documented information, regardless of its characteristics, media, physical form
and the manner it is recorded or stored. The example of record is accounts,
agreements, books, drawings, letters, memos and many more. All those records
are kept for evidence of intensions.
What is
the meaning of managing the records? Every business or
program must address well-defined objectives which will add value, either
directly to the bottom line or toward the achievement of the organization’s
goals and objectives.Managing records refer to a set of activities required for
systematically controlling the creation, distribution, use, maintenance, and
disposition of recorded information maintained as evidence of business
activities and transactions. It is also the systematic control of records
throughout their life cycle. Essential records management capabilities include
assigning unique identifiers to individual records, providing safeguards
against unauthorized changes being made to those records. In business, the
organization usually receives and process many of the important information
every day. All those important information are kept as a record. The unimportant information will
be thrown or dispose. The important information will be kept for the evidence
and future reference. The important information that are connected to an organization’s
official business will be kept as a record. The good in managing records in
business will help to ensure the historically significant records. Lesley A. King (1997) stated that “Good records
management has an important role to play in ensuring the competitiveness,
efficiency and continuity of an organization’s business whichever domain or
sector it happen to be in.
Business system analysis and records management
Business Analysis is
the practice of enabling change in an organizational context, by defining needs
and recommending solutions that deliver value to stakeholders. In the
area of business , understanding the concept of business is
very important to lead to the successful. This according to
definition is International Institute of Business Analysis, 2016 that define
the meaning of business system analysis. The business and the record management
are important to make sure the business are successful. In the area of
business, it is very important to understand the concept of business
objectives. The record management in the business function to provide the information
to the business system. However Tsubosaka Tatsuya, 1991 said that “all
walks of business and government agencies have come to consider
management information and indispensible "management
resource", along with those resources of people, money and things, and
there has come to be a demand for efficient management of it" .. This is
represent that important of defining the business of
the organization, the organization information is show the real
objectives and strategies of the organization. However , International Record
Management Trust , (1991) mention that is an analytical framework that
involves analysing organisations as systems or the process of systematically
and objectively gathering information about business systems and subjecting
that information to formal analysis. This includes identifying broad
organisational goals and supporting business areas and processes, and business
process definition and decomposition.
What is the relationship between
business system analysis and record management? Record management is as a tools
for business. the record management provide the information to make the
business become realistic and to conduct the business so that the business are
going smooth. Cornwell Management Consultants (2001) define a record as a
document produced or received by a person or organization in the course of business
and retained by that person or organization. International Record Management
Trust , (1991) mention Records, then, are much more than static artifacts
or forms, although the forms they take often follow the functions they serve.
Strategic Resource in Business and
Record management
Strategic
resources in are the building blocks of competitive advantage in business.
(Victory Duff,2017). Many definition that describe strategic resource in
business. Strategic resources are those things you
need to run your business - they are mission critical - they include key
personnel, equipment, buildings, knowledge, money particularly for cash flow. (
Sarah brown,2017). There is 3 basic strategic in business which is :
- Financial strength
- Enterprise knowledge
- Workforce
For
financial strength, In small business, obtaining bank funding can be difficult.
A company that has sufficient revenue to support the development of new
products and revenue streams has a significant advantage over one that must
finance every project. When such a company needs funding for a large project,
it has the credit quality to make the task of finding funding somewhat easier
than competing companies that carry a higher debt load. A strong financial
position allows a company to take advantage of opportunities that arise, which
contributes to its competitive advantage. The record management in financial is very
important because the management of record in financial will make the business
more arrangement.
Patents,
trademarks and proprietary processes are what helps a company out-produce its
competition. Intellectual property also adds to asset value and makes obtaining
financing easier. A company that has developed a more efficient and
cost-effective way of producing a better product than its competition captures
a strong market position because customers favor the product that represents
the best quality for the money. A reputation for high quality also enhances a
company's brand recognition, giving it further competitive advantage.
In
a small business, management can't make mistakes or the company will flounder
and possibly fail. Competitive advantage doesn't depend on good management
alone, though. The workforce must be skilled, loyal to the company and stable.
A company that is always looking to replace key workers spends valuable time
training new hires. This presents significant opportunity cost as production
slows to enable the new hires to develop the skill to work at peak production.
Conclusion
For
the conclusion, the record as a strategic business resource is very relevant in
the business. Business and record management are very strong relationships to
make sure the business are success. The successful of business are the key to
indicate the good record management. There
are three basic strategic resources in business which is financial strength,
enterprise knowledge, and workforce. All these three basic strategic have
strong relationship with the record management. These two combination will
create the strong business in organization.
Reference
Anne
Morddel, (1990),"Current records — records management as a service",
Aslib Proceedings, Vol.42 Iss 11/12 pp. 287 – 292
C.H.THOMPSON,
(1961),"TRAINING FOR BUSINESS RECORDS WORK", Aslib Proceedings, Vol 13 Iss 8 pp. 205 – 212
Delvin
Grant , (2016),"Business analysis techniques in business
reengineering", Business Process
Management Journal, Vol. 22 Iss 1 pp. 75 – 88
Geoffrey
Yeo, (2011),"Rising to the level of a record? Some thoughts on records and documents", Records Management Journal,
Vol. 21 Iss 1 pp. 8 – 27
Henry
N Kemoni, (1998),"The Impact of Records Centres on the Management of
Public Sector Records in
Kenya", Records Management Journal, Vol. 8 Iss 1 pp. 55 – 65
S.A.
TASKER, (1958),"PRESERVATION OF RECORDS: STAFFING, STORAGE AND COSTS", Aslib Proceedings,
Vol. 10 Iss 10 pp. 235 – 242
Tsubosaka Tatsuya, (1991),"The Records
Management Business in Japan", Records Management
Journal, Vol. 3 Iss 2 pp. 40 – 42
Zawiyah Mohammad Yusof, (2009),"Nurturing
attitudes for records management in Malaysian
financial institutions", Records Management Journal, Vol. 19 Iss 3 pp. 218– 230
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