THE TRUSTWORTHINESS OF BUSINESS RECORD MANAGEMENT

By
Nur Afiqah Binti Kamarulzaman
Universiti Teknologi MARA Kampus Puncak Perdana, Shah Alam, Malaysia

ABSTRACT
The purpose of this paper is to find out the trustworthiness in business record management that
can be justify by the record management itself, it be explained that the record should being trust
by following the nature of record and know the benefits that being produce to manage the record
business management record.

Keywords: Record Management, Business Record, trusted of Record

INTRODUCTION
According to Zachary G. Newman (2015). A business record can take many forms, from
memoranda, reports, and records, to data compilation, so long as it describes acts, events,
conditions, opinion, or diagnoses that were made at or near the time by, or from information
transmitted by, a person with knowledge. To have a business record admitted, the proponent
must show that the record was made at or near the time of the event that the record was made by
or from information transmitted by a person with knowledge that the record was kept in the
ordinary course of a regularly conducted business activity and that it was a regular practice of
that business to make such a record.

According to secure data management, (2015). Records Information Management (RIM)

Policy Recommendations four reliable record of policy. A Secure Storage Solution, A reliable
RIM programme must ensure that records are stored in a secure and suitable location. This
location must protect documents or data throughout their retention life-cycles, from
environmental and criminal threats. Many companies that claim to have reliable record
management system prioritise convenience over security. They will therefore keep their records
in rooms that are unused by employees, such as basements believing this will save time, money
and hassle. Storing documents in substandard locations could have hugely damaging long term
consequences. Files stored in inadequate spaces are more vulnerable to environmental harm
caused by damp and humidity both of which are capable of permanently destroying files and
making them illegible. Furthermore, these vacant, and therefore often run-down, storage spaces
rarely offer sufficient protection for confidential data. Businesses need to manage information
from secure offsite storage facilities which have the appropriate security measures in place to
protect critical data.

Second is an effective record destruction programme confidential record destruction is an

area of record management that is frequently overlooked. Many employees still believe that
throwing a document in an ordinary bin is a satisfactory document disposal solution. As many
businesses continue to transfer data to a digital format, it is easy to forget how valuable physical
data remains and, consequently, how important it is for information destruction to be carried out
securely. Documents only become invaluable when they are illegible and a standard office bin is
not going to be able to do this. Shredders still remain incredibly reliable when it comes to secure
document disposal shredders not only make files illegible, and therefore useless to any third
party perpetrator, but can also be environmentally friendly if the paper waste is responsibly
recycled afterwards.

Third is a straightforward file indexing system, A straightforward indexing system will

enable employees to track and control the movements of important files. Files should be indexed
in a way that reduces the time it takes for employees to track down relevant documents,
improving employee productivity. It should also be easy to use a complicated system will only
deter employees from using it and lead to files being misplaced. Organisations that deal with
high volumes of paperwork might want to consider using an offsite record management partner
to assist with their indexing system. A record management partner will use its expertise to create
an indexing system suited to a business’s specific requirements.

Fourth is compliance and Collaboration in the Workplace. A record management system

only becomes reliable once employees fully understand how a system works and is prepared to
comply with this system. A new record management system will always have a few teething
problems, especially if its predecessor was particularly slack. It will take some time for
employees to get used to the responsibilities associated with an effective RIM system. It is the
duty of the employer to encourage employees to get to grips with this new system and make sure
employees are informed about what the fulfilment of a reliable RIM policy involves.
BENEFITS OF BUSINESS RECORD

According to Tridinoo (2017). Increase The Quality of Business Management Record

Keeping for business in organization shall maintain records in a manner that ensures timely,
efficient, and accurate retrieval of needed information. It can be used in tracking and managing
stock, work in progress, customer’s orders, jobs or other details management requires to make
quality decisions. Analysing records help you see your business’s performance and financial
health. You can measure your company’s profitability & performance over time by looking at
patterns in your records. You must analyse and track records to help make decisions, and see if
you have enough capital to cover your expenses. Forecasts can be made from the record keeping
data to predict the supply and demand gap to plan accordingly in advance to boost performance.

Beware of Fraud & Accidents, record keeping helps you verify that your business does not
have any false accounts or fraud claims of debt. It is easy to even double check accounts to
avoid any calculation errors, frauds, embezzlement or theft. It is after all your business and the
live hoods of all other employees are at threat if a business goes bankrupt. Happy Customers for
the record keeping on details of complaints about products, service, staff or anything else, and
steps taken to resolve them can be used to provide better customer service. Keeping in mind the
privacy, recording personal details, products purchased and product enquiries are useful in
finding new customers and improve customer satisfaction by providing customized solutions.

Better financial accounting, good accounts are the basis of a good business. If you don’t
have an accurate grasp of your financial situation, your plans will be based on little more than
guesswork. Investors or lenders will also want to see well-organized finances before they
commit to funding your business. Businesses should keep detailed records of income and
expenses to measure loss or profitability and cut down on unnecessary expenses. It also helps
you do your taxes with ease. Improve Legal Compliance depending on your type of business
structure, you have different legal documents. For example, if you own an incorporated
company, you should keep track of your articles of incorporation.
THE NATURE OF RECORDS
According SSA (2011). The diplomatic and archival concept of records through time, in
the analogy as well as the digital environment the characteristics of records such as naturalness,
interrelatedness, impartiality, authenticity, uniqueness and their components, formal elements,
and attributes the trustworthiness of records reliability, accuracy, authenticity, identity, and
integrity and authentication the perfection of records such as draft, original, copy, image the way
records aggregate.
STATIC according world health organization (2015) data integrity. Data integrity is the
degree to which a collection of data is complete, consistent and accurate throughout the data
lifecycle. The collected data should be attributable, legible, contemporaneously recorded,
original or a true copy, and accurate. Assuring data integrity requires appropriate quality and risk
management systems, including observance to sound scientific principles and good
documentation practices. According to Austin songher (2015). Records are Static during the
process of creating a record, a document will go through a phase of development and change. For
example, minutes of a meeting will be produced in draft form and reviewed by the members of
the committee before being approved. Once this process of creation, or drafting, is finished and
the document is considered complete, it may be regarded as a record. In order to provide
evidence, the record must now be fixed and must not be susceptible to change.

In Quality risk management and sound scientific principles. Assuring robust decision
making requires valid and complete data, appropriate quality and risk management systems,
adherence to sound scientific and statistical principles. For example, the scientific principle of
being an objective, unbiased observer regarding the outcome of a sample analysis requires that
suspect results be investigated and rejected from the reported results only if they are clearly due
to an identified cause. Observing to good data and record-keeping principles requires that any
rejected results be recorded, together with a documented justification for their rejection, and that
this documentation is subject to review and retention. Data life cycle.

Continual improvement of products to ensure and enhance their safety, efficacy and
quality requires a data governance approach to ensure management of data integrity risks
throughout all phases of the process by which data are recorded, processed, reviewed, reported,
retained, retrieved and subject to ongoing review. In order to ensure that the organization,
assimilation and analysis of data into information facilitates evidence based and reliable
decision-making, data governance should address data ownership and accountability for data
process and risk management of the data lifecycle. Design of record-keeping methodologies and
systems. Record-keeping methodologies and systems, whether paper or electronic, should be
designed in a way that encourages compliance with the principles of data integrity.

Authentic
Records Are Authentic, It must be possible to prove that records are what they say they
are. The authenticity of a record is derived from the record-keeping system in which it was
created or received, maintained and used. A record is authentic if it can be verified that it is now
exactly as it was when first transmitted or set aside for retention. For example, a letter received
in an office may be date stamped, registered and placed on a file. The file containing the letter is
tracked throughout its use and stored when not in use in a records office.

Unique
Records Are Unique, Records are unique in the sense that, maintained in their appropriate
context, they are a component in a unique compilation or sequence of transactions. Records are
not isolated bits of information. They have meaning because they were generated during a
particular transaction or business process. The records make sense within the context of the
overall functions and activities of the individual or organization that created or used them. They
have a relationship with other records that makes them unique.

Authoritative
Records Have Authority, Records provide the official evidence of the activity or
transaction they document. Records must be reliable and trustworthy. The reliability of a record
is linked to its creation. Who generated or issued the record, under what authority, can this
authority be proved? Consider again the case of the draft and final minutes. The committee has
the authority to confirm that the minutes represent accurately the events of the meeting. If
someone changed the minutes after the committee had approved them, he or she perhaps did not
have the authority those revised minutes may be evidence of that person’s view of the meeting
but they are not the official record of the meeting, as authorized by the committee.
CONCLUSION

As a conclusion to trust the business record management must being proved by the
procedure and evidence that being guide by national archive itself because the standard and the
classification can be the same, in being trust can make the client and customer trust about to keep
their record and it will be evidence in their future if anything happened for them.

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