Old vs new

OLD VS PREPARED BY: NEW IRFAN AFIQ BIN YUSRI IYAD EL SYAHMI BIN JALALLUDIN THE EVOLUTION OF RECORD MUHAMMAD FAHMI BIN MD ROZALI MANAGEMENT MUHAMMAD HAZMI BIN ABDUL NASER PREPARED FOR: MADAM

Q1 SOCIAL MEDIA REPORT MEET THE TEAM PEOPLE BEHIND THE MAGAZINE IYAD EL SYAHMI HAZMI NASER IRFAN AFIQ MUHAMMAD FAHMI Reports are widely used by companies for Create stunning reports by identifying the documenting projects, cash flow and finances, pertinent information you want to share with employee performance, marketing strategies, your colleagues. Begin your presentation with a social media strategies, and a lot more. cover page that briefly introduces what the report is all about. Give your colleagues Reports provide detailed descriptions of a additional context to your report by using a company’s progress whether it’s just for a section header for some introductory message particular month or the entire year. Aside from or background. texts, reports are best filled with charts, graphs and tables to present accompanying numerical data in a clear and easy-to-read manner. MARCH 2030

ABOUT WE DELVE INTO THE TRANSITION FROM TRADITIONAL PAPER-BASED TO DIGITAL ERA Record management is a crucial aspect of The evolution of record management has organizing, preserving, and accessing revolutionizing the way organizations collect, information within an organization or institution. store, organize, and access information. Gone In today's digital age, where data is generated are the days of dusty file cabinets, overstuffed and stored at an unprecedented rate, effective archives, and painstaking manual searches for record management practices are essential for elusive documents. In their place, digital maintaining compliance, facilitating efficient systems, advanced technologies, and operations, and supporting informed decision- innovative methodologies have emerged, making promising unprecedented efficiency, enhanced accessibility, and a realm of untapped In recent years, by leveraging technologies possibilities such as cloud storage, document management software, and metadata tagging, businesses can streamline their record management processes, reduce physical storage costs, and enhance collaboration among teams

Q1 SOCIAL MEDIA REPORT However, record management is not solely limited to electronic records. Traditional paper- WATCH HOW WE based records still play a significant role in REVOLUTIONIZED many industries. Thus, effective record RECORDING SYSTEM management practices should encompass both physical and digital records, ensuring a comprehensive and integrated approach In this magazine, you will explore the journey of record management throughout the years and acknowledge how far we have come in managing records CONTINUE READING MARCH 2030

Q1 SOCIAL MEDIA REPORT THE STORY OF PAPER In other situation, digital record management is Paper-based record management has always just not suitable for them. A research study been the primary method of storing business undertaken by Ilie, Courtney and Van Slyke records and other documents. (2007:8) found that EMR systems “did not seem very compatible with the way the Many small businesses can handle paper. This family practitioners liked to practice” and most is due to their size and the minimal number of of the resident physicians interviewed records they need to keep track of. Other mentioned that they would use paper if that highly-regulated industries, like healthcare or was an option, cited from an article \"Electronic legal practices, may also maintain paper Health Records: Managing the transformation documents. They need to for legal compliance from paper-based to an electronic system\". or to meet industry audit requirements. As a result, the paper-based document management system is far from a thing of the past. But the use of paper will also be accompanied by challenges of managing physical records. CHALLENGES & There is a few challenges that will be faced by LESSONS organizations that still use paper as records: The risks associated with physical records 1) Storage limitations underscored the importance of data 2) Accessibility issue protection and disaster recovery 3) Risk of damage or loss measures. Organizations learned to 4) Preservation and longevity implement backup systems, off-site storage, and comprehensive security There are lessons that could be learned from protocols to safeguard digital records this challenges. The challenges of managing from loss, unauthorized access, or data physical records highlighted the need for digital breaches. transformation. Organizations recognized the importance of digitizing records to overcome storage limitations, improve accessibility, and enhance data security. MARCH 2030

Q1 SOCIAL MEDIA REPORT The preservation challenges of paper records WHAT CAN WE LEARN FROM prompted organizations to develop PAPER-BASED RECORD preservation strategies for digital records. SYSTEM? Lessons learned included implementing regular backups, migrating records to new file formats, and employing digital preservation techniques to ensure the long-term accessibility and integrity of important information According to the study, Records Management The challenges encountered during the era of System, by Adebayo Suleiman, the difficulties paper-based record management have left a faced in locating and retrieving specific records lasting imprint, providing valuable lessons that emphasized the significance of efficient organizations have leveraged during the indexing and retrieval systems especially in transition to digital systems. Drawing from healthcare center. Lessons learned from the these lessons, organizations have successfully paper era helped organizations design digital tackled storage constraints, enhanced solutions with robust search capabilities, accessibility, fortified data security, and metadata tagging, and intuitive interfaces for implemented effective preservation strategies. streamlined access to information MARCH 2030

Q1 SOCIAL MEDIA REPORT THE DIGITAL REVOLUTION \"LET'S MAKE RECORDS MANAGEMENT MORE EFFICIENT WITH TECHNOLOGY\" In the 1980s, the initial electronic document So what makes digital records management management (EDM) systems were created, system so useful in today's time. Let me share utilizing local file systems for storing files. These the benefits of digitization. Firstly, the systems primarily handled a narrow range of digitization of records will save money. file types, mainly consisting of unstructured Managing physical documents is costly. You’ll data. Due to the novelty of the technology, its spend time and resources on recurring record adoption was restricted to larger organizations management versus the one-time cost of and government entities, necessitating expert digitization that could reduce overhead and management until the 1990s. effort in the future. Today EDMSs have come a long way, even Furthermore, it will increase the efficiency of small organizations or individuals can use an records management. According to an article EDMS at home to manage their documents. titled, A Comparison of Electronic Records to They have evolved even further with so many Paper Records in Mental Health Centers capabilities including reading many different written by Jack Tsai and Gary Bond, by file types, implementing workflows, auditing, choosing digital solutions, you could cut down improved management, and so much more. the record retrieval process. Everything is stored in an easy-to-find place. Accessing each file is instantaneous. MARCH 2030

Q1 SOCIAL MEDIA REPORT Next, what will happened to physical records if ADVANTAGES: any disaster happen? It will be destroyed. Disaster can strike anytime. Fires, floods, 1) Save money hurricanes, tornadoes, earthquakes, burst 2) Increase efficiency pipes, structural collapse, or theft could leave 3) Ward off natural disasters your organization in a world of pain. Without a 4) Save space backup of your most important documents, your organization is vulnerable to permanent record damage and loss. In 2018, there was more than $91 billion in economic losses due to natural disaster, the National Centers for Environmental Information reports Lastly, digitizing records will save a lot of space. When you’re maintaining physical records, you’ll need room for the records, plus a scanner and space for your employees to scan. It is essential to ensure that the designated space is equipped with temperature control and appropriate security measures to safeguard the stored items. These additional expenses can accumulate rapidly, contributing to the overall costs. Digitizing microfiche and other documents means you can cut down on office space costs and use your space for projects that bring more value to your organization. MARCH 2030



Q1 SOCIAL MEDIA REPORT HYBRID RECORDS HALF DIGITAL HALF PHYSICAL According to Read-Smith and Ginn Take, for instance, a healthcare organization (2011),Hybrid Records Management is one in that makes use of hybrid record management. which some of the documents are kept in hard- In this present circumstance, the association copy format while others are scanned and might have electronic patient records like converted to a digital format. Nakpodia, (2011) electronic wellbeing records (EHRs) that are asserts that hybrid record management made and kept. These computerized records involves the creation, storage, retrieval incorporate benefits including straightforward maintenance, disposition and the use of looking, openness, and departmental data compact and other manual or electronic sharing. means. However, it is challenging to completely digitize There are many reasons why a business might some physical documents in the healthcare want to keep paper copies of some of its industry, such as old paper consent forms, x- records. This incorporates guaranteeing that rays, and medical records. These unmistakable delicate data is just situated on a solitary piece accounts much of the time incorporate of paper, having the option to promptly change significant information that should be saved for the data included, and essentially being not authentic, research, or legitimate reasons. In difficult to utilize. addition, during consultations, some patients or medical professionals may prefer the tactile experience of seeing actual documents. MARCH 2030

HYBRID RECORD MANAGEMENT EMERGING ULTIMATUM? Hybrid record management would use both Using both digital and analogue methods digital and analogue techniques in this of record management has several case. The firm would manage the bulk of benefits. First off, digitising some patient records digitally by utilising EHR documents makes them easier to access technology in everyday operations. Strong and search for specific information. This digital record management practises will be improves accessibility and searchability. implemented, including secure storage, To provide rapid access, a healthcare access controls, and data security organisation could digitise administrative protections. and billing information while keeping hard copies of diagnostic imaging. The business would also establish Second, by digitising frequently guidelines for handling physical records at accessed or readily shared documents the same time. In addition to creating and lowering the expense of physical standards for gathering, storing, and storage, hybrid record management returning tangible data, they might also maximises cost effectiveness. While create a central repository for such maintaining hard copies of all signed materials and tracking devices like contracts, a law practise can digitise barcodes or RFID tags. Integration of case files and other documents. Hybrid physical and digital workflows will enable management also strikes a balance seamless collaboration across different between security and compliance document types and speed up record requirements, allowing organisations to management processes. comply with rules by digitising some data while keeping physical copies for legal By using hybrid record management, the validity. Because museums and archives healthcare organisation may benefit from may digitise cataloguing systems while digital technology while still preserving the keeping actual artefacts, it also aids the accuracy and usefulness of old data. It preservation of historical or unique ensures that data privacy regulations are records. Last but not least, hybrid followed for digital records and supports management provides organisations with the dependability and longevity of physical flexibility and adaptation, enabling them records that are challenging to digitise. to make incremental transitions, This approach enables healthcare prioritise record digitalization based on professionals to access patient data immediate advantages, and maintain holistically, regardless of its format, analogue records when appropriate. improving operational efficiency and patient care.

Oddball Imaging Studio BEST PRACTISES FOR HYBRID RECORD MANAGEMENT. COMPREHENSIVE STRATEGY \"The conventional Organisations have to create a radical plan definition of that suits their particular necessities and goals management is with a purpose to install hybrid document getting work done control successfully. Workflows, regulatory through people, but necessities, long-time period control, and the real management is mixing of bodily and virtual files have to all be developing people taken under consideration on this plan. The through work\". following are a few critical components: Agha Hasan Abedi Set clean objectives: Clearly outline the dreams of imposing hybrid file control, consisting of enhancing efficiency, improving collaboration, making sure compliance, or decreasing costs. Assess and prioritize digitization: Analyze the kinds of facts your corporation offers with and prioritize those which are maximum appropriate for digitization. Consider elements like criminal requirements, frequency of use, and accessibility needs. Establish metadata standards: Develop constant metadata conventions so that it will be carried out to each bodily and virtual facts. This guarantees uniformity in how facts are tagged, facilitating clean seek and retrieval. Define retention policies: Determine the retention intervals for distinctive kinds of facts, thinking about criminal and regulatory requirements. Establish suggestions for putting off bodily facts and securely coping with virtual facts after their retention period. Choose suitable technology: Select the proper equipment and technology to help your hybrid file control system, consisting of report control systems, digitization equipment, collaboration software, or cloud garage solutions. Page 07

Oddball Imaging Studio EVALUATION AND IMPROVEMENT  CHALLENGES Measuring performance: DIFFICULTIES IN Determine key performance IMPLEMENTATION indicators (KPIs) to evaluate the hybrid record management Management of change: Carrying system's effectiveness. This can out crossover frameworks requires incorporate measurements, for a really impact in cycles and example, recovery time, mentality. Guarantee powerful consistence adherence, cost change the executives works on, investment funds, or client including clear correspondence, fulfillment. preparing, and association of key partners. Periodic inspections and checks: Review and audit the hybrid Information movement and record management systems change: Plan for a smooth data and processes on a regular basis. migration process when digitizing Distinguish regions for physical records. To convert paper- development, address any based records into digital formats consistence holes, and make while maintaining data integrity, essential acclimations to employ document conversion upgrade execution. services or appropriate software. Input assortment: Ask Privacy and security considerations: stakeholders and employees Address security worries by about their experiences using executing proper access controls, the hybrid record management encryption, and other safety efforts system. Take advantage of this for both physical and advanced feedback to pinpoint areas in records. Train employees on data need of improvement and make privacy best practices and ensure adjustments accordingly. compliance with data protection regulations. Innovation refreshes: Remain refreshed with mechanical headways connected with half and half record the executives. Occasionally survey and update the instruments and advances being utilized to guarantee they meet the developing requirements of the association. Page 02



Q1 SOCIAL MEDIA REPORT ABOUT OUR BRANDING BRANDING IDEAS C/O THE DIGITAL TEAM Still not sure how to present your data? Here are some types of social media reports: Daily Dashboard Reports provide detailed descriptions of a company’s progress for a particular month or the entire year. Weekly KPI Report Reports provide detailed descriptions of a company’s progress for a particular month or the entire year. Monthly Roll-up Report Reports provide detailed descriptions of a company’s progress for a particular month or the entire year. Quarterly Strategy Review Reports provide detailed descriptions of a company’s progress for a particular month or the entire year. MARCH 2030

HUGE STEP FORWARD Reports are widely used by companies for documenting projects, cash flow and finances, employee performance, marketing strategies, social media strategies, and a lot more. Reports provide detailed descriptions of a company’s progress whether it’s just for a particular month or the entire year. Aside from texts, reports are best filled with charts, graphs and tables to present accompanying numerical data in a clear and easy-to-read manner. Create stunning reports by identifying the pertinent information you want to share with your colleagues. Begin your presentation with a cover page that briefly introduces what the report is all about. Give your colleagues additional context to your report by using a section header for some introductory message or background. Maximize the next few pages talking about the meat of your report. Make it more detailed and informative by coupling your report’s textual information with charts, graphs, and tables, helping you highlight the critical details of your report. Cap off your presentation with motivational quotes to inspire your colleagues to keep pushing forward for a better and more impressionable report the next time you need to make a new one. MARCH 2030

Q1 SOCIAL MEDIA REPORT OUR TIMELINE PREPARED BY SOCIAL MEDIA MANAGERS Reports are widely used by companies for documenting projects, cash flow and finances, employee performance, marketing strategies, social media strategies, and a lot more. Reports provide detailed descriptions of a company’s progress whether it’s just for a particular month or the entire year. Aside from texts, reports are best filled with charts, graphs and tables to present accompanying numerical data in a clear and easy-to-read manner. Create stunning reports by identifying the pertinent information you want to share with your colleagues. Begin your presentation with a cover page that briefly introduces what the report is all about. Give your colleagues additional context to your report by using a section header for some introductory message or background. Maximize the next few pages talking about the meat of your report. Make it more detailed and informative by coupling your report’s textual information with charts, graphs, and tables, helping you highlight the critical details of your report. Cap off your presentation with motivational quotes to inspire your colleagues to keep pushing forward for a better report the next time you need to make a new one. \"CAP OFF YOUR PRESENTATION WITH MOTIVATIONAL QUOTES TO INSPIRE YOUR COLLEAGUES.\" MARCH 2030



THE NEW TRENDS Records managers have the IN RECORDS responsibility of maintaining data in a MANAGEMENT way that provides users with factual and precise information. Records and archives play a crucial role in providing insights into past events. Therefore, it is essential to continue developing and implementing strategies to effectively manage electronic record management systems. The evolution of technology has influenced the way tasks are carried out in records management, prompting record managers to learn new strategies and adapt to changing practices. It is important for record managers to remain flexible in their approaches and practices to effectively keep up with emerging trends in record management, both in manual and digital systems. The management of records has undergone significant changes due to the advancements in information and communication technology (ICT) over the past few decades. Technology has revolutionized global practices and organizations must adapt to stay current, relevant, and productive, especially in the field of record management. By ensuring the accuracy of records, future generations can benefit from reliable and precise materials for research and reference purposes. HAZMI NASER

MANAGEMENT AND TRAINING To ensure that employees have the necessary knowledge and skills to meet the requirements and practices of records management, it is essential for an organization to implement a continuous training program. This program should focus specifically on educating staff about the proper creation, capturing, and management of records within designated recordkeeping systems as part of their everyday work tasks. RECORD To ensure optimal effectiveness, MANAGEMENT records management training should TRAINING be conducted at the right times to support staff in their work. This Records management staff, which includes incorporating records includes records managers, registry management training into the supervisors, and registry staff, should induction program for new employees receive specialized training on to provide them with a solid various aspects of records foundation. Regular refresher training management. This training should sessions should also be organized for encompass fundamental concepts, existing staff to keep their knowledge principles, and practices related to up to date. Additionally, seminars records management. Key topics to focusing on relevant records be covered include records management topics, such as the classification, records scheduling introduction of new guidelines, should and disposal, and records capturing. be arranged to keep staff informed about the latest developments in records management within the organization. HAZMI NASER

RECORD MANAGEMENT PRACTICES (MODERN ERA) Development of information technology (IT) and the widespread use of networked computers to conduct business have resulted in exponential growth of records being created digitally. More and more records relating to decision- making and programme delivery are created and kept in electronic forms e.g. e-mails, spreadsheets and video recordings. BENEFITS OF MODERN :Benefits of the new automation of RECORD records management technology: MANAGEMENT - Consolidated development and upkeep of file plans and retention Searching for potential records, schedules in one central location. declaring them, applying legal - Oversight of records management holds, and ensuring you're using the across all business systems. most up-to-date versions is already - Elimination of redundant content a difficult task for records to establish a unified and reliable managers. However, when you have source of information. to deal with ever-increasing - Capability to enforce legal holds amounts of data and information across all business systems. scattered across different systems, it - Regulated handling of record becomes nearly impossible to disposition, including destruction accomplish all these tasks and transfer throughout the entire effectively. organization. - Centralized reporting and analysis HAZMI NASER of pertinent data related to the records management program. - Substantially enhanced user experience for records managers.

PROBLEMS OF RECORDS MANAGEMENT According to Myers (2011), several Yusof (2016) discovered various challenges and issues can hinder obstacles in record management, effective record management. These such as the absence of effective include the scattered nature of records, monitoring and enforcement, systems not designed for record inappropriate practices in vintage management purposes, the increasing and governance, misconceptions, and volume of electronic records, operating conflicting approaches. Record staff in isolated functional departments, encounter difficulties with storage ease of duplication and dissemination and retrieval, as well as challenges of records, lack of centralized control, regarding retention and disposition. focusing on managing system Furthermore, when records are stored resources rather than records electronically, security issues arise, themselves, absence of statistical data including the risks of vandalism, on files, inefficiency in records fraud, theft, and unauthorized data disposition, absence of a system for access. managing electronic records, complex user interfaces, inability to generate HAZMI NASER meaningful reports from record software, and difficulties in inventorying and tracking files. Similarly, Mohammed et al. (2018) note the loss of crucial records within institutions and a lack of proper record- keeping practices. policy.

ORGANIZATIONS LEADING THE WAY: Reports are widely used by companies for documenting projects, cash flow and finances, employee performance, marketing strategies, social media strategies, and a lot more. Reports provide detailed descriptions of a company’s progress whether it’s just for a particular month or the entire year. Aside from texts, reports are best filled with charts, graphs and tables to present accompanying numerical data in a clear and easy-to-read manner. Create stunning reports by identifying the pertinent information you want to share with your colleagues. Begin your presentation with a cover page that briefly introduces what the report is all about. Give your colleagues additional context to your report by using a section header for some introductory message or background. Maximize the next few pages talking about the meat of your report. Make it more detailed and informative by coupling your report’s textual information with charts, graphs, and tables, helping you highlight the critical details of your report. Cap off your presentation with motivational quotes to inspire your colleagues to keep pushing forward for a better and more impressionable report the next time you need to make a new one. MARCH 2030



FUTURE OF RECORD MANAGEMENT FUTURE TRENDS, INNOVATIONS AND TECHNOLOGIES Businesses are embracing innovation and evaluating the newest trends, which is dramatically altering the course of company record management in the future. In this era of swift technological advancements and the introduction of Industry 4.0, traditional record management approaches are being modernized, opening the way for a more effective and long-term strategy. In order for organizations to remain competitive in a data-driven economy, cutting-edge technology like artificial intelligence, machine learning, automation, and advanced analytics is being integrated. This is changing the way that record management is perceived. The future of corporate record management promises to bring improved efficiency, speedier processes, superior data insights, and strong security measures with a focus on innovation and upcoming trends. As we begin this transformational journey, organisations can gain a competitive edge by integrating cutting-edge technology and a forward- thinking approach while managing their valuable information assets.

IMPLEMENTATION OF ARTIFICIAL INTELLIGENCE FRAMEWORK IN RECORDS MANAGEMENT 1.Automated classification Digital classification is the adoption of categories, labels, tags or metadata for content. This can be done by means of fingerprinting and/or linguistic analysis and it confirms that records are always stored at the right place for easy and quick retrieval (Woodword 2018; Lepak 2019). AIT has the capacity to electronically classify the records for the purpose of easy retrieval through its automated classification algorithm (Gao, Wang, Chia & Tsang 2010). Automated classification algorithm includes the use of classification for a specific document by a predefined rule set. The rule set might be based on similar keywords or expressions found in the content with a given list or recognising some other distinctive of the record (Gao et al. 2010). 2.Machine Learning Machine learning is the utilisation of AI that offers systems the ability to robotically learn and advance from experience without being explicitly programmed (Perc, Ozer & Hojnik 2019). Machine learning focuses on the establishment of computer programmes that can retrieve data and utilise it to learn from themselves (Ali et al. 2020). This means that if records management practitioners are editing documents together, the computer can infer that there is a stronger association with one of those individuals than with someone who has never written a file with them (Woodword 2018). Tredinnick (2017) articulates that machine-learning procedures allow the computer programme to learn gradually more autonomously based on instances and to advance its own developing logic and consequences rather than being programmed. \\

1.Automated classification Digital classification is the adoption of categories, labels, tags or metadata for content. This can be done by means of fingerprinting and/or linguistic analysis and it confirms that records are always stored at the right place for easy and quick retrieval (Woodword 2018; Lepak 2019). AIT has the capacity to electronically classify the records for the purpose of easy retrieval through its automated classification algorithm (Gao, Wang, Chia & Tsang 2010). Automated classification algorithm includes the use of classification for a specific document by a predefined rule set. The rule set might be based on similar keywords or expressions found in the content with a given list or recognising some other distinctive of the record (Gao et al. 2010). Digital classification is the adoption of categories, labels, tags or metadata for content. ).

MARCH 2020 PAGE 4 SOCIAL MEDIA GOALS  A project plan is a formal approved document which is used to define project goals, outline A big project involves overseeing a lot of the project scope, monitor deliverables, and moving parts, oftentimes from different people. mitigate risks. To have a successful rollout, project managers rely on a well-crafted project plan to ensure objectives are met on time and on budget. We see the value of growing our business through social media. We will place our efforts in growing our follower base and engaging our audience. THE FUN-GRY VEGAN

MARCH 2020 PAGE 7 GOAL 3: EXPERIMENT WITH NEW CONTENT Release a mix of videos and photos to keep followers entertained and engaged. We see the value of growing our business through social media. We will place our efforts in growing our follower base and engaging our audience. With the ubiquity of smartphones nowadays, we cannot deny the huge impact of social media in driving consumer behavior. That’s why brands both big and small tap digital platforms in a bid to capture market share. But being online simply isn't enough—brands need to have insights of their consumers’ online behavior, and use that data to drive revenue for their business. This is where social media reports come in. By tinkering with some data points here and there, social media marketers can tell middle managers and top-level executives how their brands are perceived by their customers.  THE FUN-GRY VEGAN