Records Management Practices in Public Institution Archives

  • Authors

    • Nurul Hanis Kamarudin
    • Saiful Fairuk Mat Yatin
    • Alwi Mohd Yunus
    • Kamarul Azwan Azman
    • Jafalizan Md Jali
    • Mastura Md Zali
    https://doi.org/10.14419/ijet.v7i3.7.18877
  • Records, Records Management, Public Institution Archives, Records Management Policy

  • The purpose of this study is to explore about records management practices in public institution archives. Identification types of records, policy, procedure, filing system and records management system is among the most important aspect in managing a record in the archives. This article was based on one propose case study that will be conducted in one of the public institution archives. The objectives of this case study are aiming to identify types of records kept, the policy and procedure used, the filing system and records management system used in one of the public institution archives in Malaysia. All objectives is to give awareness about the importance of  good records management practices in ensuring all archival material collections of public institution archives can be protected for future reference. Future findings from this study can become a guide for proper records management practices, particularly in academic institutions, which are still lacking in Malaysia.

     

     

  • References

    1. [1] Ministry of Education Malaysia. Official Website of Ministry of Education Malaysia. 2016. Retrieved November 20, 2016, from http://www.moe.gov.my/index.php/en/

      [2] Barritt, M. R. Adopting and adapting records management to college and university archives. The Midwestern Archivist. 1989;14(1):5-12.

      [3] Burckel, N. C. Records management policy. The Midwestern Archivist. 1976;1(1):3-15.

      [4] Ngoepe, M. The role of records management as a tool to identify risks in the public sector in South Africa. SA Journal of Information Management. 2014;16 (1):1-8.

      [5] Barritt, M. R. Adopting and adapting records management to college and university archives. The Midwestern Archivist. 1989;14(1):5-12.

      [6] Phiri, M. J. Managing university records and documents in the world of governance, audit and risk: Case studies from South Africa and Malawi. Unpublished PhD thesis, University of Glasgow, United Kingdom. 2015.

      [7] Chachage, B. & Ngulube, P. Management of business records in Tanzania: An exploratory case study of selected companies. South African Journal of Information Management. 2006;8(3):1-18.

      [8] Tshotlo, K. & Mnjama, N. Records management audit: The case of Gaborone City Council. ESARBICA Journal. 2010;29:5–35.

      [9] Burckel, N. C. Records management policy. The Midwestern Archivist. 1976;1(1):3-15.

      [10] University College Cork. Records management policy. 2013. Retrieved December 13, 2016, from https://minds.wisconsin.edu/bitstream/handle/1793/44029/MA01_1_2.pdf?sequence=3

      [11] Erima, J. A. & Wamukoya, J. Aligning records management and risk management with business processes: a case study of Moi University in Kenya. Journal of the South African Society of Archivists. 2012;45:1-15.

      [12] Maher, W. J. The management of college and university archives. 1992. Retrieved November 18, 2016, from http://saa.archivists.org/store/management-of-college-and-university-archives/253/

      [13] Mnjama, N. & Wamukoya, J. Eâ€government and records management: An assessment tool for eâ€records readiness in government. The Electronic Library. 2007;25(3):274 – 284.

      [14] Anderson, K. Education and training for records professionals. Records Management Journal. 2007;17(2):94 – 106.

      [15] PTAR. Slaid pembentangan perancangan strategic perpustakaan UiTM 2016-2020. 2015. Retrieved May 12, 2017, from http://km.ptar.uitm.edu.my

      [16] Coetzer, X.P. The status of records management at the university of Zululand. Unpublished MIS Dissertation, University of Zululand, South Africa. 2012.

      [17] Saffady, W. Records and information management: Fundamentals of professional Practice. (2nd ed.). Overland Park: ARMA, 2011.

      [18] Keakopa, S. Management of electronic records in Botswana, Namibia and South Africa: Opportunities and challenges. Unpublished PhD thesis, University College, London. 2006.

      [19] Emery, P. Why records management?. 2005. Retrieved December 3, 2016, from https://abm-website-assets.s3.amazonaws.com/continuityinsights.com/s3fspublic/legacyfiles/Recall_White_Paper_Records_Managment.pdf

      [20] Cook, M. Managing records in records centres. London: International Records Management Trust, 1999.

      [21] Wamukoya, J.M. Records: A neglected information resource in Africa. Records Management Journal. 2007;5(1):15-22

      [22] London Borough of Bexley. Records management policy. 2016. Retrieved November 30, 2016, from http://www.bexley.gov.uk/CHttpHandler.ashx?id=13125&p=0

      [23] ISO 15489. International Standard on Records Management. 2001. Retrieved December 4, 2016, from http://www.archives.govt.nz/advice/international-standards/iso-154489

      [24] IRMT/World Bank The e-records readiness tool. 2004. Retrieved November 19, 2016, from http://www.nationalarchives.gov.ukrmcas/documentation/eRecordsReadinessToolv2December2004.pdf

      [25] Kalusopa, T. & Ngulube, P. Record management practices in labour organisations in Botswana. South Africa Journal of Information Management. 2012;14(1):1-15.

      [26] Ricks, B., Swafford, A.J. & Gow, E. Information and image management: a records systems approach. (3rd ed.). Cincinnati: South-Western Publishing, 1992.

      [27] Iwhiwhu, E.B. Management of records in Nigerian universities. The Electronic Library. 2005;23 (3):345-355.

      [28] Singh, P., Klobas, J.E. & Anderson, K. Information-seeking behaviour of electronic records management systems (ERMS) users: implications for records management practices. Human IT. 2007;9(1):135-181. Retrieved November 28, 2016, from http://etjanst.hb.se/bhs/ith//1-9/psjkka.htm

      [29] Shepherd, E. & Yeo, G. Managing records: A handbook of principles and practice. London: Facet Publishing, 2003.

      [30] Kemoni, H. Records management practices and public service delivery in Kenya. Unpublished PhD thesis, University of KwaZulu-Natal, South Africa, 2007.

      [31] Reed, B. & S. McKemmish, M. Piggott, B. Reed & F. Upward (eds.). Archives: Recordkeeping in society. 2005;101–130.

      [32] Maguire, R. Lessons learned from implementing an electronic records management system. Records Management Journal. 2005;15(3):150 – 157.

      [33] National Archives of Australia. Glossary. 2005. Retrieved November 26, 2016, from http://www.naa.gov.au/recordkeeping/er/guidelines/14-glossary.html

      [34] Aliza Ismail & Adnan Jamaludin. Towards establishing a framework for managing trusted records in the electronic environment. Records Management Journal. 2009;19(2):135 – 146.

      [35] Ngalande, R. C. Benefits and challenges of using ATLAS.ti. 2014. Retrieved December 24, 2016, from https://depositonce.tu-berlin.de/bitstream/11303/5132/1/16_ngalande_4422.pdf

      [36] Hartman, N.S. & Conklin, T. A thematic analysis of a leadership speaker series. Journal of Management Development. 2012;31(8):826-844.

      [37] Braun, V. & Clarke, V. Using thematic analysis in psychology. Qualitative Research in Psychology. 2006;3(2):77-101.

  • Downloads

  • How to Cite

    Hanis Kamarudin, N., Fairuk Mat Yatin, S., Mohd Yunus, A., Azwan Azman, K., Md Jali, J., & Md Zali, M. (2018). Records Management Practices in Public Institution Archives. International Journal of Engineering & Technology, 7(3.7), 354-357. https://doi.org/10.14419/ijet.v7i3.7.18877