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TABLE OF CONTENT
1.0 ABSTRACT ....................................................................................................................................... 2
2.0 INTRODUCTION .................................................................................................................................. 3 2.1 BACKGROUND OF THE STUDY .......................................................................................................................3 2.2 NATURE OF THE PROBLEM ...........................................................................................................................4 2.3 PURPOSE / OBJECTIVE OF THE STUDY.............................................................................................................4 2.4 SIGNIFICANCE OF THE STUDY ........................................................................................................................4 2.5 LIMITATION OF STUDY ................................................................................................................................5 2.6 DEFINITION...............................................................................................................................................6 2.6.1 Electronic Record ..........................................................................................................................6 2.6.2 Effectiveness .................................................................................................................................6 3.0 LITERATURE REVIEW .......................................................................................................................... 7 4.0 RESEARCH METHODOLOGY AND PROCEDURES ................................................................................ 11 4.1 INTRODUCTION........................................................................................................................................11 4.2 RESEARCH DESIGN ...................................................................................................................................11 4.3 PILOT TEST .............................................................................................................................................12 5.0 FINDINGS.......................................................................................................................................... 13 6.0 DISCUSSION, CONCLUSIONS, IMPLICATION AND RECOMMENDATIONS ........................................... 22 6.1 DISCUSSION ........................................................................................................................................22 6.2 IMPLICATION.......................................................................................................................................22 6.2 RECOMMENDATION ...........................................................................................................................23 6.2.1 6.2.2 6.2.3 6.2.4 Organization should provide training. ...................................................................................23 Improve Accountability for Records Management ................................................................23 Copying and Erasing Files Has a Direct Impact on Electronic Record Integrity......................24 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
IMR553 RESEARCH IN RECORDS AND ARCHIVES The Effectiveness of Electronic Record Management at Sure reach Record Management Sdn. Bhd
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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PREPARED BY:
Nur Azamimah Binti Ngadiman 2010525119 Nurazimah binti Abu Seman 2010997773 1.0 ABSTRACT
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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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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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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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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2.6 Definition
2.6.1 Electronic Record An electronic record is information recorded by a computer that is produced or received in the initiation, conduct or completion of an agency or individual activity. Example of electronic records include: e-mail messages, word processed documents, electronic spreadsheets, digital images and databases. (State Archives of Michigan, 2001). Besides that, an electronic record is any information that is recorded in machine readable form. Electronic records include numeric, graphic, audio, video, and textual information which is recorded or transmitted in analog or digital form such as electronic spreadsheets, word processing files, databases, electronic mail, instant messages, scanned images, digital photographs, and multimedia files. (State of Florida, 2010) Meanwhile, the Electronic record defines as the systems specifically designed to manage the maintenance and disposition of records. They maintain the content, context, structure and links between records to enable their accessibility and support their value as evidence. Electronic records management systems are distinguished from business systems, for the purpose of this document, because their primary function is the management of records. An Electronic Record also defines as an automated system used to manage the creation, use, maintenance and disposal of electronically created records for the purposes of providing evidence of business activities. These systems maintain appropriate contextual information (metadata) and links between records to support their value as evidence (National Archives of Australia, 2005). 2.6.2 Effectiveness Besides that, Oxford dictionaries refer the effectiveness as the degree to which something is successful in producing a desired result. The effectiveness of Electronic Record Management at Sure Reach Record Management refers to the implication of the Electronic Record that they implemented, whether the system was successful or failure.
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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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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-onpaper scrolling through a hard-copy finding aid.
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Secondly is, multiple access points. Retrieval tools also increase the number of ways one can approach a record. For example, using a database one could search for a record using a creators name, file name or date of creation. Digitization also will provide the preservation of fragile hard-copy records. A digitized electronic copy could be made available to users as many times as necessary, allowing fragile paper copies of records to remain safely in the institutions custody under ideal environmental conditions. Another benefit is the ability to have enhanced digitized copies of hard copy records. An example of this is what has been done at the United States National Archives and Records Administration, where the nations most important document, the Declaration of Independence has, in its digitized form, been significantly enhanced allowing a much clearer image of an otherwise deteriorating document from the 18th century. Chosky, Carol E B. (2008) also makes a research that electronic document management systems are being reworked to include records management, but this has also meant working through business process. By doing this rework, employees have an easier time registering documents into system and rewarded by finding their documents more easily. Umi Asma Mokhtar and Zawiyah Mohammad Yusof (2009) said that the development of electronic records management in Malaysia is promising. If in 2005, many government departments were unaware of the importance of electronic records management policy, today, NAM has produced six guidelines and policies for electronic records management: (1) Electronic records management policy. (2) General guidelines of electronic records management. (3) Guidelines of electronic records management structured environment. (4) Guidelines of electronic records management unstructured environment. (5) Guidelines of electronic records management web environment. (6) Electronic records management specification.
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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 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.
and
provided the information provider with an immediate uplift in
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4.0 RESEARCH METHODOLOGY AND PROCEDURES

4.1 Introduction
This research conducted in a commercial record that we choose is Sure Reach Records Management Sdn. Bhd. It involves staff in five departments which are Imaging, Operation, Marketing, Human Resources and Financial that have 200 staffs. We distributed 50% questionnaire from 200 staffs.
4.2 Research Design

Research design that we used in this research is quantitative research. Quantitative data is used to describe a type of information that can be counted or expressed numerically. This type of data is often collected in experiments, manipulated and statistically analyzed. Quantitative data can be represented visually in graphs, histograms, tables and charts that we showed in Chapter 4. This research will take place staff in five departments which are Imaging, Operation, Marketing, Human Resources and Financial including their manager. We choose this research design because it easier for us to collect data from respondents because it is very specific and replicable. 4.2.1 Data Collection Methods We get permission from the manager in Sure Reach Record Management Sdn. Bhd. in order to collect data from staff regarding to the effectiveness of electronic records management. From marketing staff, we get the information about the numbers of the staffs that used electronic records management. In order to collect the data, we distribute questionnaires to the staffs from one agents, Encik Razali bin Abu Bakar on 17 October 2011. In this method, we want to investigate their reaction towards the effectiveness of electronic records and what happened to the old records when software updated. We get back the data by mail questionnaires method. This is the type of questionnaire that fully constructed and sent by our agents to the respondents who are expected to fill it and send it back to us by post or email.
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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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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 that 93 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 Imaging Operation Marketing Human Resources Financial Department Total No. Sent Out No. Retrieved % of response 20 10 50 20 20 20 20 100 6 5 6 3 30 30 25 30 15 30
Table 1: Response rate of the respondents
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Chart 1: Do you know what electronic record is?
Do you know what electronic record is? Cumulative Frequency Valid yes no Total 28 2 30 Percent 93.3 6.7 100.0 Valid Percent 93.3 6.7 100.0 Percent 93.3 100.0
Table 2: Do you know what electronic record is?
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Chart 2: How frequently do you use the electronic record?
Cumulative Frequency Valid once a week twice a week everyday never Total 6 7 11 6 30 Percent 20.0 23.3 36.7 20.0 100.0 Valid Percent 20.0 23.3 36.7 20.0 100.0 Percent 20.0 43.3 80.0 100.0
Table 3: How frequently do you use the electronic record?
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Chart 3: Did you find that the electronic record is user friendly?
Cumulative Frequency Valid yes no Total 23 7 30 Percent 76.7 23.3 100.0 Valid Percent 76.7 23.3 100.0 Percent 76.7 100.0
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.
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Chart 4: Did your work become easier by using the electronic record?
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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Table 6: Did you ever go for training to use the electronic record?
To ensure the effectiveness of the Electronic Record, the Sure Reach Record Management had provides the training for the staff in managing and using the Electronic Record. Most of the respondent answered that they have attended the training. Chart 5 shows the percentage of the staff that attends the training provided by the organizations. There are 73.7 percent who are answered yes, and only 8 people did not attend the training which is 26.7 percent. Meanwhile in the chart 6 shows about the equipment provided by the organization in managing electronic record whether completed or not. 83.3 percent of the respondent answered that the equipment are adequate but there are also 16.7 percent answered otherwise.
Chart 6: Did the organization provide complete equipment required to conduct electronic record?
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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.
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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?
Cumulative Frequency Valid poor fair good very good excellent Total 1 5 6 15 3 30 Percent 3.3 16.7 20.0 50.0 10.0 100.0 Valid Percent 3.3 16.7 20.0 50.0 10.0 100.0 Percent 3.3 20.0 40.0 90.0 100.0
Table 9: In your opinion, the electronic record that your organization implemented is effective?
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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 Frequency Valid store nothing Total 26 4 30 Percent 86.7 13.3 100.0 Valid Percent 86.7 13.3 100.0 Percent 86.7 100.0
Table 10: How they manage the printed records when software is updated?
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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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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 and risk 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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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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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 October 28, 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
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8.0 APPENDICES
Age Department 1. : : Gender : M/F Position :
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) Do you know what electronic record is? (Adakah anda tahu apa itu elektronik rekod?) Yes (Ya) No (Tidak)
2.
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)
pg. 26
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. Poor (Tidak bagus) 1 Fair (Memuaskan) 2 Good (Bagus) )3 Very Good (sangat bagus) 4 Excellent (cemerlang) 5
pg. 27
UNIVERSITI TEKNOLOGI MARA JOHOR ________________________________________________________ QUESTIONNAIRE __________________________________________________________

DEAR RESPONDENTS, THIS QUESTIONNAIRE IS DESIGNED TO SEEK YOU OPINIONS ON (THE EFFECTIVENESS OF ELECTRONIC RECORDS AT SURE REACH RECORD MANAGEMENT SDN. BHD ). PLEASE ANSWER ALL THE QUESTIONS TRUTHFULLY. ALL INFORMATION OBTAINED FROM THIS QUESTIONNAIRE IS CONFIDENTIAL AND WILL STRICTLY BE USED FOR THE PURPOSE OF THIS RESEARCH ONLY. THANK YOU FOR YOUR TIME AND COOPERATION. ___________________________________________________________________________ NUR AZAMIMAH BINTI NGADIMAN NURAZIMAH BINTI ABU SEMAN JIM2224A
pg. 28

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TABLE OF CONTENT

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

2.1 Background of the Study

2.2 Nature of the Problem

2.3 Purpose / Objective of the Study

2.4 Significance of the Study

2.5 Limitation of Study

3.0 LITERATURE REVIEW

provided the information provider with an immediate uplift in

4.0 RESEARCH METHODOLOGY AND PROCEDURES

4.2 Research Design

4.3 Pilot Test

conducting our research.

Table 1: Response rate of the respondents

Chart 1: Do you know what electronic record is?

Table 2: Do you know what electronic record is?

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

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

6.0 DISCUSSION, CONCLUSIONS, IMPLICATION AND RECOMMENDATIONS

UNIVERSITI TEKNOLOGI MARA JOHOR QUESTIONNAIRE __

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