THE EVOLUTION OF RECORD MANAGEMENT: 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 NOR KAMARIAH CHIK

CONTENTS 1 2 MEET THE TEAM ABOUT THE STORY OF PAPER 4 6 THE DIGITAL REVOLUTION 8 12 HYBRID RECORDS COMPLIANCE WITHIN 15 DIGITAL AGE 18 THE RECORD MANAGEMENT 21 PRACTICES AND TRAINING 27 ORGANIZATIONAL LEADING THE WAY TO SUCCESS: FUTURE OF RECORD MANAGEMENT CONCLUSIONS

E-MAGAZINE MEET THE TEAM PEOPLE BEHIND THE MAGAZINE IYAD EL SYAHMI HAZMI NASER IRFAN AFIQ MUHAMMAD FAHMI (2021189859) (2021100339) (2021103447) (2021101857) We would like to express our deepest We express our gratitude to our readers. appreciation and gratitude to all those who Your loyalty, feedback, and enthusiasm have contributed to the creation and have been the driving force behind our success of this magazine. It is through your continued growth. We are deeply humbled unwavering support, dedication, and talent by your support and promise to continue that we have been able to bring this delivering insightful, engaging, and publication to life. thought-provoking content that meets and exceeds your expectations. JULY 2023 Page 1

ABOUT By Iyad El Syahmi 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 information within an organization or collect, store, organize, and access institution. In today's digital age, where information. Gone are the days of dusty file data is generated and stored at an cabinets, overstuffed archives, and unprecedented rate, effective record painstaking manual searches for elusive management practices are essential for documents. In their place, digital systems, maintaining compliance, facilitating advanced technologies, and innovative efficient operations, and supporting methodologies have emerged, promising informed decision-making unprecedented efficiency, enhanced In recent years, by leveraging technologies accessibility, and a realm of untapped such as cloud storage, document possibilities management software, and metadata tagging, businesses can streamline their Page 2 record management processes, reduce physical storage costs, and enhance collaboration among teams

E-MAGAZINE However, record management is not solely limited to electronic records. Traditional WATCH HOW WE paper-based records still play a significant REVOLUTIONIZED role in many industries. Thus, effective RECORDING SYSTEM record 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 JULY 2023 CONTINUE READING Page 3

E-MAGAZINE THE STORY OF PAPER In other situation, digital record Paper-based record management has management is just not suitable for them. A always been the primary method of storing research study undertaken by Ilie, business records and other documents. Courtney and Van Slyke (2007:8) found The capture process of paper record that most of the resident physicians system can be affected by physically interviewed mentioned that they would placing a document into a chronological use paper if that was an option, cited sequence within a file that contain a title. from an article \"Electronic Health Records: Managing the transformation from paper- Many small businesses can handle paper. based to an electronic system\". This is due to their size and the minimal As a result, the paper-based document number of records they need to keep track management system is far from a thing of of. Other highly-regulated industries, like the past. But the use of paper will also be healthcare or legal practices, may also accompanied by challenges of managing maintain paper documents. They need to physical records. for legal compliance or to meet industry audit requirements. CHALLENGES & There is a few challenges that will be faced LESSONS by organizations that still use paper as records: The risks associated with physical 1) Storage limitations records underscored the importance 2) Accessibility issue of data protection and disaster 3) Risk of damage or loss recovery plan. Organizations learned 4) Preservation and longevity to implement Recovery Team There are lessons that could be learned Responsibilities that should have at from this challenges. The challenges of least four members with alternates. managing physical records highlighted the The members are team leader, need for digital transformation. supervisor, coordinator and records Organizations recognized the importance keeper. A few steps should be perform of digitizing records to overcome storage in the disaster recovery plan. limitations, improve accessibility, and enhance data security. JULY 2023 Page 4

E-MAGAZINE The preservation challenges of paper WHAT CAN WE LEARN FROM records 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 The challenges encountered during the era Management System, by Adebayo of paper-based record management have Suleiman, the difficulties faced in locating left a lasting imprint, providing valuable and retrieving specific records emphasized lessons that organizations have leveraged the significance of efficient indexing and during the transition to digital systems. retrieval systems especially in healthcare Drawing from these lessons, organizations center. Lessons learned from the paper era have successfully tackled storage helped organizations design digital constraints, enhanced accessibility, solutions with robust search capabilities, fortified data security, and implemented metadata tagging, and intuitive interfaces effective preservation strategies. for streamlined access to information JULY 2023 Page 5

E-MAGAZINE 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 (EDM) systems were created, management system so useful in today's utilizing local file systems for storing files. time. Let me share the benefits of These systems primarily handled a narrow digitization. Firstly, the digitization of range of file types, mainly consisting of records will save money. Managing unstructured data. Due to the novelty of physical documents is costly. You’ll spend the technology, its adoption was restricted time and resources on recurring record to larger organizations and government management versus the one-time cost of entities, necessitating expert management digitization that could reduce overhead and until the 1990s. effort in the future. Today EDMSs have come a long way, even Furthermore, it will increase the efficiency small organizations or individuals can use of records management. According to an an EDMS at home to manage their article titled, A Comparison of Electronic documents. They have evolved even Records to Paper Records in Mental Health further with so many capabilities including Centers written by Jack Tsai and Gary reading many different file types, Bond, by choosing digital solutions, you implementing workflows, auditing, could cut down the record retrieval improved management, and so much more. process. Everything is stored in an easy-to- find place. Accessing each file is MARCH 2030 instantaneous. Page 6

E-MAGAZINE Next, what will happened to physical ADVANTAGES: records if any disaster happen? It will be destroyed. Disaster can strike anytime. 1) Save money Fires, floods, hurricanes, tornadoes, 2) Increase efficiency earthquakes, burst pipes, structural 3) Ward off natural disasters collapse, or theft could leave your 4) Save space organization in a world of pain. Without a 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. JULY 2023 Page 7



E-MAGAZINE HYBRID RECORDS HALF DIGITAL HALF PHYSICAL According to Read-Smith and Ginn By Muhammad Fahmi (2011),Hybrid Records Management is one in which some of the documents are kept in Take, for instance, a healthcare hard-copy format while others are scanned organization that makes use of hybrid and converted to a digital format. Nakpodia, record management. In this present (2011) asserts that hybrid record circumstance, the association might have management involves the creation, electronic patient records like electronic storage, retrieval maintenance, disposition wellbeing records (EHRs) that are made and the use of compact and other manual and kept. These computerized records or electronic means. incorporate benefits including There are many reasons why a business straightforward looking, openness, and might want to keep paper copies of some departmental data sharing. of its records. This incorporates However, it is challenging to completely guaranteeing that delicate data is just digitize some physical documents in the situated on a solitary piece of paper, having the option to promptly change the data included, and essentially being not difficult to utilize. healthcare industry, such as old paper consent forms, x-rays, and medical records. These unmistakable accounts much of the time incorporate significant information that should be saved for authentic, research, or legitimate reasons. In addition, during consultations, some patients or medical professionals may prefer the tactile experience of seeing actual documents. Page 8

E-MAGAZINE HYBRID RECORD MANAGEMENT EMERGING ULTIMATUM? Hybrid record management would use Using both digital and analogue methods both 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. JULY 2023 Page 9

E-MAGAZINE \"The conventional BEST PRACTISES FOR definition of HYBRID RECORD management is MANAGEMENT. getting work done through people, but COMPREHENSIVE real management is STRATEGY developing people through work\". Organisations have to create a Agha Hasan Abedi radical plan that suits their particular necessities and goals with a purpose JULY 2023 to install hybrid document control successfully. Workflows, regulatory necessities, long-time period control, and the mixing of bodily and virtual files have to all be taken under consideration on this plan. The following are a few critical components: 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 10

E-MAGAZINE 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. JULY 2023 Page 11



E-MAGAZINE By Muhammad Fahmi COMPLIANCE The legal and regulatory implications of WITHIN managing digital records are critical DIGITAL considerations for organizations. There is a AGE well-defined legal framework surrounding digital records, with laws and regulations OVERSEEING RECORDS WITHIN THE varying across jurisdictions. Organizations ADVANCED ERA'S CHALLENGES AND must navigate these regulations, such as data BENEFITS protection laws like GDPR or industry-specific compliance standards like HIPAA or SOX. When it involves regulatory compliance in report management, establishments withinside the speedy Compliance requirements include ensuring increasing virtual technology have a plethora of record authenticity, integrity, and preservation boundaries and possibilities. Businesses need to in the digital realm. Organizations need to negotiate the ramifications of this change in phrases implement measures to protect against of compliance responsibilities as they migrate from unauthorized access, tampering, or loss of paper-primarily based totally to virtual records. records. Challenges may arise related to According to Lau (2003) electronic signatures, timestamping, and defined digital era as a time in which there is a evidentiary value, as digital records require widespread, ready and easy access to, sharing robust methods to ensure their authenticity of and use of information in electronically and admissibility in legal proceedings. accessible. Digitization provides several benefits that favourably affect compliance requirements. THE SHIFT Organisations can minimise physical storage expenses by digitising documents, as the Digital transformation has had a extensive have demand for elaborate physical file systems an effect on on report control practises, absolutely declines. Electronic storage of digital converting how corporations take care of and keep documents eliminates the requirement for vast their files. The transition from bodily document physical storage areas. structures to digital databases and cloud garage has extensively altered how files are generated, Furthermore, digitalization improves the kept, retrieved, and shared. This alternate has efficiency and accuracy of compliance supplied numerous benefits, which include more activities. Digital records are more readily accessibility, searchability, and sharing simplicity. accessed, tracked, and reported on, allowing organisations to show regulatory compliance Organisations can without problems find out and more efficiently. With digital records, key retrieve specific facts the use of virtual records, compliance criteria such as accuracy, averting the want for onerous looking thru bodily completeness, and timeliness may be better files. Records sharing throughout groups or met, since automated tools and workflows can departments has additionally grown extra efficient, assist enforce correct data input, retention bearing in mind seamless cooperation and schedules, and disposal procedures. decreasing the effort and time essential for facts transmission. Page 12 JULY 2023

E-MAGAZINE ISO 15489, an internationally Ensuring data privacy and security recognized standard for records in the digital record environment management, plays a crucial role in poses challenges for organizations. data privacy compliance. It They must protect personal emphasizes principles such as information from unauthorized records authenticity, integrity, and access, prevent data breaches, and reliable information retrieval, which maintain the accuracy and integrity align with the requirements of data of data. Managing large volumes of privacy regulations. By incorporating digital records while adhering to ISO 15489 principles into their data privacy requirements can be record management practices, complex. Organizations must organizations can establish effective implement robust security classification, metadata standards, measures, including encryption, and retention policies for digital access controls, and user records. This ensures that data is authentication. Regular security accurately identified, organized, and audits, training programs, and retained, promoting compliance incident response plans are with data privacy regulations related essential to address vulnerabilities, to data minimization, purpose educate employees, and ensure limitation, and accountability. ongoing compliance. JULY 2023 Page 13

E-MAGAZINE Ensuring data privacy and security in To secure digital records and meet the digital record environment poses data privacy regulations, organizations challenges for organizations. They should follow best practices. This must protect personal information from includes implementing encryption to unauthorized access, prevent data protect data, establishing strong breaches, and maintain the accuracy access controls, regularly backing up and integrity of data. Managing large data, and having incident response volumes of digital records while plans in place. Training programs and adhering to data privacy requirements awareness campaigns educate can be complex. Organizations must employees on data privacy policies and implement robust security measures, practices, fostering a privacy-centric including encryption, access controls, organizational culture. By adopting and user authentication. Regular these practices, organizations can security audits, training programs, and effectively manage digital records incident response plans are essential while ensuring compliance with data to address vulnerabilities, educate privacy regulations. employees, and ensure ongoing compliance. Integrating ISO 15489 with data privacy regulations offers organizations a Expert interviews and insights provide comprehensive framework for managing digital records. By adhering valuable perspectives on navigating to ISO 15489 principles, organizations can establish reliable and compliant data privacy compliance in the digital record management practices, including retention periods and secure age. Experts can offer advice on disposal. This approach safeguards personal data, promotes compliance, emerging trends, practical approaches and ensures the authenticity and integrity of digital records throughout to compliance, and the integration of their lifecycle. ISO 15489 principles. Their insights help organizations enhance their data privacy compliance efforts, adopt effective record management practices, and align with regulatory requirements. Page 14



by hazmi naser THE RECORD MANAGEMENT PRACTICES AND TRAINING Effective management of information and Knowledge and records are the lifeblood of knowledge is crucial across all aspects of knowledge-driven organizations. The an organization, encompassing data, responsibility for adopting an enterprise- information, and knowledge itself. To fully wide approach to capturing, categorizing, comprehend the practices of records securing, and managing corporate management and its connection to information, regardless of its format, lies capturing organizational memory, it is vital with both the Records and IT departments to adopt a holistic perspective. This entails (McKinnon, 2004). Both public and private recognizing that it is an ongoing and sector organizations face the challenge of continuous effort to capture essential managing a vast array of documents, knowledge, whether it is implicit or explicit irrespective of the medium in which they knowledge owned by the organization. are stored. This knowledge serves as the repository of the organization's memory and plays a critical role in its operations. Among the many challenges involved, one particular challenge stands out in today's complex business environment: striking a balance between minimizing risks associated with using records as evidence and the business community's inclination to retain and leverage all knowledge assets, including records (Duffy, 2000). Organizations understand that remaining competitive necessitates leveraging their knowledge and continuous learning. Consequently, decisions regarding what information to retain, for how long, and what should be shared and with whom become increasingly complex as the understanding of the value of information continues to evolve. JULY 2023 HAZMI NASER Page 15

TRAINING FOR RECORD MANAGEMENT It is crucial for organizations to establish an In summary, establishing a comprehensive ongoing training program aimed at equipping and ongoing training program is essential their staff with the necessary knowledge and for organizations to ensure that their staff skills in records management requirements and are well-equipped with the necessary practices. This training should particularly focus knowledge and skills in records on educating employees about the creation of management. This training should be records during their work, capturing those tailored to different staff roles and records into designated recordkeeping provided at appropriate times to support systems, and effectively managing them.In their work effectively. addition, records management staff, including records managers, registry supervisors, and registry staff, should receive specific and comprehensive training on records management concepts, principles, and practices. This specialized training should cover various topics such as records classification, records scheduling and disposal, and records capturing. The timing of records management training is important to ensure its effectiveness in facilitating staff work. For instance, incorporating records management training as part of the induction program for new employees ensures that they start their roles with a strong understanding of records management practices. Regular refresher training sessions should also be organized for existing staff to reinforce their knowledge and skills in records management. Furthermore, organizing seminars on relevant and current records management issues, such as the introduction of new guidelines, helps to keep staff up-to-date with the latest developments in records management within the organization. JULY 2023 HAZMI NASER Page 16

B E S T Organisations must implement best practises in records management training. The following are some critical issues that should be covered throughout the training P Policy and Requirements for Records Electronic records management if R Management: Employees should be taught applicable: specific training in the field of about the organization's records record management should be given A management policy, as well as the where an organization is dealing with C standards and processes that must be electronically stored data. followed. Records Scheduling and Disposal: Records T Roles and Responsibilities in Records scheduling should be covered in training, I Management: Training should highlight the which includes calculating the proper roles and responsibilities of staff members retention periods for various types of data. C involved in records management E Filing Procedures: Effective records management requires proper filing S procedures. Employees should be taught Organisations can provide their staff in the proper organisation and labelling of with the knowledge and skills needed to physical and electronic documents for manage records in a way that is T simple retrieval and future reference. effective through comprehensive R Records Classification and Coding: training on these topics. This will Records classification and coding are improve the effectiveness of operations, A essential for organising and categorising while at the same time ensuring I records based on their content and compliance with legislation and context regulatory requirements, reducing risks N and preserving organisational memory. I N JULY 2023 GHAZMI NASER Page 17



ORGANIZATIONAL LEADING THE WAY TO SUCCESS: There may be significant implications for the Failure to provide proof of ownership, right organisation from organizational risks or commitment: insufficient linked to accountability failures. One of documentation can lead to failure to these risks is the following: provide evidence of ownership, rights and commitments. They may lead to disputes Failure to comply with current legislation: over intellectual property, assets or legal Absent proper record keeping and rights that could cause a loss for an documentation, there can be no organisation and ultimately result in compliance with the law. The organisation litigation. may be subject to civil or criminal Lack of adequate records and sanctions, penalties and reputational documentation: It is not always possible to damage. establish accountability in the organisation Lack of evidence for contractual by means of insufficient records or obligations: inadequate record keeping documentation. This may have a negative can result in the organisation not being impact on transparency as well as trust, in able to show that it has fulfilled its the context of investigations, audits or commitments or comply with regulatory inquiries concerning actions and decisions requirements. If that is the case, contracts taken by either individuals or an entire could be contested, business opportunities organisation. lost and reputations damaged. Effective record keeping practices should Failure to find vital information: it may be be prioritised by the organisations in order lost or misallocated if records management to mitigate these risks. This should include practices are not properly implemented. the implementation of proper record This may lead to delays or errors in delivery keeping systems, in compliance with of products and services which could have relevant legal requirements, maintaining a negative effect on Decision Making correct and upto date records, securing Processes, Inhibit the Effectiveness of their safe storage and access to Operations. information, as well as supporting a culture of accountability within an organization. The company's legal compliance, operational efficiency, reputation and overall success may be safeguarded by proactive measures to correct deficiencies in accountability. JULY 2023 Page 18 HAZMI NASER

THE OBJECTIVES OF ANY RECORD KEEPING RISK PLAN 1.Improving Organization's Results \"This was not a failure to collect intelligence; it was a failure to The primary objective is to improve integrate and understand the Organization's results. The organisation can intelligence we already had\" - increase its performance through effective BARACK OBAMA risk management in the field of record keeping and decision making processes, which will lead to greater efficiency. It also means ensuring availability and precision of information, promotion of efficiency and facilitation of the efficient exercise of decision making. 2.Protecting stakeholders' and shareholders' interests Protection of the interests of interested parties and investors is also a major objective. The organisation minimises the risk of financial loss, reputational damage, legal liabilities and other negative consequences which could have an impact on stakeholders and shareholders by mitigating records management risks. 3.Identifying, Preventing, and 4.Enhancing informed decisions Mitigating Threats Enabling organizations to make informed Identifying, preventing and mitigating threats: decisions about the use of information and The risk plan aims at identifying potential assets is a key objective. Effective records threat to record keeping activities and management practices facilitate the systems. In order to minimise the risk identification of opportunities to exploit probability and its impact, it is possible for an resources, knowledge and intellectual organisation to adopt precautionary property by making it easy for an measures, mitigation strategies and organisation to obtain relevant and reliable appropriate controls by recognising these information. This aids in the innovation, threats. This is to resolve problems relating to efficiency and efficient allocation of data breaches, unauthorised access, loss of resources files, system failures and non compliance with applicable law and regulatory requirements Page 19 JULY 2023 HAZMI NASER

KEY AREAS OF CRITICAL IMPORTANCE FOR MANAGING RECORD KEEPING AND INFORMATION TOWARDS ORGANIZATION Governance and cultural change Managing human error and behaviours Organizations should treat their information and having an accountable corporate culture assets with the same level of importance as other assets, including personnel, finance, and In addition to policies and procedures, it is property. This involves assigning clear crucial for executives to demonstrate responsibilities and ensuring that all staff leadership by treating record-keeping risks as members understand their roles and seriously as financial and other risks. This contributions in managing records and involves implementing sufficient safeguards, contributing to the organization's collective pool establishing a clear separation of powers, and of information. Identifying information risks monitoring practices effectively. Staff should be an integral part of the overall risk members should have a clear understanding mitigation plan. of their responsibilities and operate in an environment that supports the identification of Ensuring the integrity of records and inappropriate or corrupt behavior, even when information, particularly the preservation of it involves their own managers. key corporate information Managing the publication, distribution, Every organization requires a records use, privacy and protection of records. management program that includes a clear statement of scope and intentions, sufficient To prevent unauthorized disclosure, it is budget allocation, and proper control over the essential to establish clear business rules entire records lifecycle, including capture, regarding access and use of records. registration, identification, storage, security, and Organizations should have a well-defined disposal. Failure to establish clear expectations, understanding of the process for granting implement a records policy and procedures that exceptional access. Regular monitoring is involve staff members, can have severe necessary to identify vulnerabilities in the consequences, such as an elevated risk of fraud security system, and any breaches of security or corruption, as well as diminished should be linked to staff performance accountability standards. management. In the event of a security breach, it is crucial to have a system in place to document such incidents and use the analysis of what went wrong as a basis for future training programs to learn from mistakes. Page 20 JULY 2023 HAZMI NASER





FUTURE OF RECORD MANAGEMENT FUTURE TRENDS, INNOVATIONS AND TECHNOLOGIES Businesses are embracing innovation and The cycle of developing, recording, evaluating the newest trends, which is organising, storing, accessing, and dramatically altering the course of company discarding business records will be record management in the future. In this era of improved in the future. Technology swift technological advancements and the advances have made these procedures introduction of Industry 4.0, traditional record easier and more automated, resulting in management approaches are being modernized, accurate classification, safe cloud storage, opening the way for a more effective and long- convenient retrieval, insightful record term strategy. In order for organizations to analysis, and simplified compliance. Overall, remain competitive in a data-driven economy, it offers improved productivity and wiser cutting-edge technology like artificial information asset management. 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. By Irfan Afiq Yusri Page 21

IMPLEMENTATION OF ARTIFICIAL INTELLIGENCE FRAMEWORK IN RECORDS MANAGEMENT 1.Automated classification Digital classification employs categories, labels, tags, or keywords to categorize content. This guarantee that documents are stored in the appropriate area and makes it simpler and quicker to retrieve them later. By applying automated algorithms and artificial intelligence technology, records can be classified electronically. These algorithms can look at the language used in texts to identify words or linguistic patterns that follow predefined rules. This automatic classification process enables the effective retrieval of records. The features of enhanced computer vision embraced by the AI are practical in Optical Character Recognition (OCR) technology. This will assists in reading the data and organize them automatically without involving any human capabilities. AI systems will get better at classifying and arranging information as they read more files because they are gaining insight into how employees use the documents. 2.Machine Learning The machine learning branch of artificial intelligence enables computers to learn from experience and grow without explicit programming. It uses statistical approaches to help systems retrieve data and learn from it. If two records management professionals routinely collaborate on document editing, for example, the computer can infer that there is a substantial relationship between them. Using machine learning techniques, computer programmes can gradually become independent and learn from examples, developing their own logic and answers. These algorithms may analyse connections and patterns across a variety of stages and content, revealing preferences for particular jobs and improving classification accuracy while also organising related data. This improves efficiency and collaboration in records management. Page 22

3.Natural language processing Natural language processing, or NLP, is the application of artificial intelligence to the interaction between computers and human language. It involves creating computer programmes that analyze large amounts of natural language data using linguistics in order to comprehend and interpret it. With the use of NLP, it is feasible to locate essential concepts and the data within a document as though they had been chosen or selected manually. Besides, there is another features of AI that relate to this NLP which is the black box. When humans can only comprehend a system's inputs and outputs and not how it functions internally, it is referred to as a \"black box\" device, system, or object. A combination of activities or processes known as a \"black box algorithm\" is used to optimize profitability or accomplish other objectives. It requires analyzing the connections between data and predicting how data will be arranged in the future. Linguistic analysis can be used to locate relevant concepts or count the number of times a word appears in a document. These connections can be used to develop a \"thumbprint\" or pattern that classifies connected files. In records management, applying the right metadata and retention guidelines will aid in organizing and protecting content. 4. Automated rules Furthermore, by automatically applying retention and disposition rules to documents based on Digitalized rules can simplify the preset criteria, digitalized rules can help enforce categorization and organization of compliance with legal obligations and business documents based on their content or other standards. Overall, the administration of records features in addition to automating is made more effective, standard, and compliant preservation procedures. Automated rules by introducing digital rules into the record algorithms can assign the proper metadata, management cycle. Enterprises are able to tags, or labels to records by linguistically improve their information governance processes analyzing the content, making it simpler to as a result. find and retrieve them. This expedites record administration while simultaneously guaranteeing correctness and consistency. Page 23

IMPLEMENTATION OF ARTIFICIAL INTELLIGENCE FRAMEWORK IN RECORDS MANAGEMENT 5. Neural network The automatic data extraction process replaces human extraction and saves time and errors. In A neural network is a type of computer the process of detecting anomalies in data, system that was developed to simulate the neural networks can be very helpful in structure and function of the human brain. It identifying unusual patterns or anomalies that is composed of interconnected artificial may indicate fraud or data breaches. Employing neurons that work together to find answers neural networks can help organisations improve to complex problems. These networks are the accuracy, efficacy, and security of their used in machine learning and artificial records management processes, which will intelligence applications to analyse data, ultimately lead to better decision-making and generate predictions, and perform tasks. In compliance. the context of records management, neural networks can be utilised to improve 6. Deep learning automated classification processes. By learning from prior records when a certain A type of computer learning called deep learning class or category has been applied, neural makes use of synthetic neural networks networks help records management modelled after the human brain. Deep learning professionals better organise and categorise algorithms can classify content in the context of content. This strengthens their faith in the records management by using a pyramidal classification process and ensures that the structure, such a classified file plan. For instance, preservation rules are correctly applied to deep learning will further categorise a file under each document. specific legal categories, such as a contract, if Neural networks can be used in data thumbprinting and language analysis have extraction which is very important in already identified it as a legal document. This extracting relevant data whenever is categorization procedure can be repeated at needed especially in the future. different levels, with each level building on the one before it. Deep learning gives computers the ability to tackle complicated problems utilising a variety of data, improving the precision and effectiveness of record categorization. Page 24

AMALGAMATION WITH ADVANCE TECHNOLOGIES: IS IT GOOD OR BAD? To surely gain the answer to the stated question, we have to possess high understanding towards the technology used in handling business records management such as in this case Artificial Intelligence (AI). \"AI defines on the abilities of a digital computer, machines, software or any related technologies to complete or perform tasks which in this case is to manage records management effectively.\" Error and omission identification provide or contain irrelevant records. Hence, the new era which fully utilized the functions From the perspective of the users, the of the technology is very beneficial in term of emergence of new technologies in business errors detection and management. records management will definitely helps and cause to a big impact towards the processes. Long term records planning By the occurrence of this advanced mechanisms, the process involved in the By understanding each of the stated record management cycle will be a lot more frameworks developed by the Artificial easier. The processes such as creating, Intelligence, we can see that those systems retrieving, and disposing will be completed and configuration are working towards the effortlessly and smoothly since its not requires same objective which to ease the process of lot manpower, energy and time as the capturing, classifying, maintaining and machine will assist the process. The retrieving the records kept. The systems technology will also aid in making sure that all highlighted the features of the AI in the activities in business records are completed process of classification the captured data or without any omission, errors or mistake. This is any relevant information by categorizing them due to the characteristics of the machine in specific group that the data belongs to. This which they will not results to any mistake in will definitely ease up the process of retrieval the tasks completion. The technology are as the data may be required after a long period programmed to detect errors and correct it from its captured date. But the question is, and this will automatically reduced the risks of how do the users of this system utilize this feature issued by the AI? Page 25

The records will be retrieved by searching Records' security optimization onto the specific keywords or other features related to the data group. When files are housed in many locations, such as offices, file rooms, and third-party storage, it This implementation will definitely favors the is harder to ensure security and compliance. organization as they can maintained good This makes finding and managing relationship with the records user. This is organisations, individuals, and documents because the organization perform its across a network easier for records responsibilities well in promoting the value of management experts. Data encryption ensures reliability and responsiveness which is very information security during both transmission important is sustaining a good customer and storage. Records management service. professionals can establish access and preservation guidelines to ensure legal compliance. H owever, there are several factors that needed to be acknowledged in adopting this technology. The implementations of the will definAiItely come together with drawbacks that cause to a challenging time to the organization. Proper research and study has to be completed in making sure that all related risks may be mitigated in order to gain efficient and effective business records management. A drawback of AI algorithms is that they might not have human intelligence and judgement. They follow conventions and patterns but may not fully comprehend the history or details of records. In challenging scenarios, such as those involving moral or legal dilemmas, human judgement and knowledge are still necessary. The impact of biassed or incorrect data on AI systems is a further issue. If the data used to train the AI models contains biases, the AI systems may unintentionally reinforce these biases, leading to unjust or discriminating outcomes. Another concern is the potential privacy and security risks associated with AI in records management. Because AI systems handle a lot of sensitive data, there is a risk of data breaches or unauthorised access if they are not properly secured. Furthermore, its use may occasionally lead to an overreliance on AI or an automation bias. The use of AI must be balanced with human engagement and critical thought in order to avoid errors being ignored and important factors being overlooked. Additionally, businesses should consider the costs and challenges of integrating AI technologies, as well as moral concerns like justice and data exploitation. Page 26

CONCLUSIONS THE EVOLUTION OF RECORD MANAGEMENT

CONCLUSIONS By going through every single topic that brought up in this magazine the idea of presenting the evolution in the world of record management is well explained to provide the readers with reviews on the main idea. n conclusion, both of the method which is the old or new record-keeping systems have advantages, as well as valuable lessons. The prior approach provided a workable and well-known strategy, but it was time-consuming and prone to errors. Because of digitalization and automation, the new system offers quicker processes, greater organisation, and increased accessibility. In order to strike a compromise, organisations frequently employ a hybrid records system that combines elements of both approaches. By combining the capabilities of both old and modern records systems, organisations may enhance their record management processes, increase data accuracy and accessibility, maintain regulatory compliance, and improve operational efficiency and decision-making. Next, Regulatory compliance significantly raises the value of important documents in firms. By abiding by the rules and recommendations for record keeping, preservation, and destruction, organisations can protect sensitive information and lower their legal risks. Compliance also encourages transparency, openness, and trust among stakeholders. By implementing efficient compliance procedures, organisations can boost the value of their records and allow successful record retrieval, decision-making, and strategic planning. Ultimately, regulatory compliance enhances the management of all important papers, enhancing the organization's profitability and long-term existence. In conclusion, training employees is essential for records management. By providing complete training programmes, organisations can provide their employees with the skills and information needed to preserve records. Employees who have received training are better able to understand the importance of keeping accurate records, abiding by rules and regulations, and utilising record management systems effectively. It promotes accuracy, efficiency, and consistency in record management practises, which ultimately leads to improved judgement, higher production, and fruitful organisational consequences. Moreover, the use of AI in records administration opens up opportunities for automation, accuracy, and efficiency. The ethical implications, data biases, and human judgement must all be considered. AI implementation strategies must adhere to reputable governance, security, and compliance protocols. Lastly, For effective record administration, it's important to combine old and new systems, follow the regulations, include workers, and use technology like artificial intelligence. This approach ensures efficient document management, increases productivity, and advances organisational goals. Page 27

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