Staffing requirements To build a commercial records centre we must have organization structure to arrange people and jobs can

be done and performed and its goals can be achieved. With organization structure, it easier to control the resources and goals of the organization combined to result in organization arranged by functional departments with order and discipline maintained by rules, regulations and standard operating procedures besides that it will reduce redundancies by eliminating extra and unproductive processes. We planned to have this organization structure for Malehno Records Centre will be like this:

Director of Malehno Records Administration

Malehno Records Centre Manager

Liaison with Records Offices

Internal Management

Security and Transport

Liaison with Achieves

Figure 1 show the Organization Structure of Malehno Records Centre.

Roles Malehno Records Centre staff must undertake a range of activities from liaison with creating agencies to care of records and related administrative work. With these duties the management will run smoothly and all staffs know what they do and goals of Malehno will be archived. The roles of Malehno are planned as below: Liaising with creating agencies. Record staff should be aware with current situation with of the user agencies. Besides that, always keep in touch with creating agencies in other word is Malehno Records Centre must reminds to creating agencies. Moreover, Malehno Records Centre they should know the overall bulk of records centre for each department or office. Second is, the frequency of reference to the main series and the rate at which records are removed from the centre according disposal schedules.

Receiving records from creating agencies. Our staffs are responsible to completing and filing transfer lists in accordance with agreed procedures. Besides that, staff should review the files periodically to ensure that they kept in good order.

Retrieving records on demand. Our staff should keep track the movement of records issued to the users and return within normal time and also responsible for retrieving the correct record and supervise the records that are made available to authorized person. In Malehno Commercial Records Centre will allocate one staff member to be in charge of copying and reproduction of records.

Retrieving records for transfer to the archives or for the disposal. Our staff will responsible for identifying and preparing records for transfer to archival institution/destruction. And this work to maintain its disposal schedules, ensuring appropriate and secure transfer of records and documenting all action taken.

Communications and technology management. In this section, our staff must have knowledge about IT system so that, he/she will manage IT system. The tasks include the choice of hardware and software system are will be using. The choice of system should suit with policy and civil service or organization practice. And staff will responsible for the supervision of clerical or other work in data input, management of the databases, retrieval of information and compilation of statistics.

Administrative duties. The staff in administrative should be adequate trained staff available to carry out cleaning and housekeeping work. Besides that, enforce security procedures and drive and maintain vehicles needed for record centre work.

Budget A budget is a document that translates plans into money. Money that will need to spend to get our planned activities done and money that will need to be generated to cover the costs of getting the work done. This budget is an essential management tool. This budget will tell how much money need to carry out. Besides that, this budget is a basis for financial accountability and transparency which is can see how much should have been spent. The Financial Plan has been structured to provide the best value for money while achieving the main objective: To finance the costs incurred during the construction phase to build Malehno Commercial Records Centre. To ensure that the projected operating and maintenance costs and all debt service obligations are paid on a timely basis meeting all lifecycle and hand back requirements.

As with good practice in managing as a commercial records centre is must good practice in budgeting involves clarity of purpose, detailed planning and considerable items. Within this financial plan for establishing Malehno Commercial Centre we will know the expenses. Besides that, with the budget details to monitor the financial activities and how closely the actual progress toward achieving the Malehno Commercial Records Centre is made relative to the proposed budget. With this budgeting plan we must ensure that: What is budget and who should involved in budgeting and why we need to budget? The operational plans. Estimating costs. Sources of finance. The cost estimate is will helps our management to determine realistically what it will cost to implement our operational plan and it helps to develop an accurate budget and monitor and control the actual costs of carrying out activities. As we discussed with our budgeting team our budgeting to build a commercial records centre with all equipments is below RM 300 000.00.

BUDGET OF ESTABLISHING MALEHNO RECORDS CENTRE

NO

EQUIPMENT FIRE EXTINGUISHER (SAT 119) AIR CONDITIONER CASSETTE 2.0 HP LG CEILING

QUANTITY RM17016 RM9505

PRICE RM 2720.00 RM 4,750.00

1 2

3 4

TRANSPORT SECURITY WIRELESS SMOKE DETECTOR

RM18,000x4

RM 72,000.00

RM 50x20

RM 1000.00

RFID SYSTEM READER DOOR SECURITY TAGS ETC

RM 3000x1

RM 3000

BLUGUARD ALARM SYSTEM (FULL RM1350x4 SET) CCTV SUPER GUARD 1/3 COLOR RM15020

RM 5400.00

RM 3000.00 RM 600.00

CCTV DOME(INDOOR) WPE2736 TAIWAN 1/3 SONY RM 150x4 OUTDOOR IR CCTV CAMERA

SAMSUNG COMPUTER COMPUTER FULL SET ( 22" Samsung 2253BW LCD Monitor)

RM9507

RM 6650.00

6 7

T8 WATTFLUORESCENT LAMPS EQUIPMENTS

RM2532

RM 900.00

PHOTOSTAT MACHINE RM 1800x4 RICOH AFICIO 1027

RM 7200.00

SHELVING (STEEL DECK RM 130x 9 48x46)

RM 1170.00

PRINTER TELEPHONE

RM 130x 6 RM30x8

RM 680.00 RM240.00

FAX MACHINES

RM 250x2

RM 500.00

TROLLEY DESCTRUCTION MACHINE (DAHLE 40206 PROFESSIONAL OFFICE SHREDDER STRIP CUT)

RM 70x 4 RM 550X1

RM 280.00 RM 550.00

FURNITURE TABLES CHAIR SOFA (FULL SET) DRAWER CABINET) (LETTER RM 50 x 10 RM 45.00x 10 RM 150 x 3 SIZE RM 70x5 RM 500.00 RM 450.00 RM 450.00 RM 350.00

 TELEVISION

RM 600x3

RM1800

SITE

(70x70

SQUARE

FEET)

AND RM150,000

RM150,000

BUILDING

OVERALL BUDGET

RM 263 020.00