UNIVERSITI TEKNOLOGI MARA (UiTM)

CAWANGAN PAHANG, KAMPUS JENGKA

FACULTY BUSINESS MANAGEMENT

DIPLOMA IN OFFICE TECHNOLOGY AND MANAGEMENT

(BA132 4E)

RECORDS MANAGEMENT FOR OFFICE PROFESSIONALS

(OBM247)

PREPARED FOR:

MUHAMMAD HAFIZ BIN SUHAIMI

DUE DATE:

28 JUN 2024

PREPARED BY:

NO NAME STUDENT ID
1 NUR ATHIRAH BINTI DZULKERNAIN 2022479448
2 NUR ALEEYA NATASHA BINTI AZMAN 2022852036
3 NUR AZWANIE BINTI NOORZERI 2022449624
4 NUR AQILAH FARHANA ZAINAL 2022816266
5 NUR AZREEN SOFIA BINTI AZMI 2022449628

Table of Contents

3.0 INTRODUCTION OF THE COMPANY.........................................................................3

3.1 BACKGROUND OF THE COMPANY......................................................................3
3.2 LOGO OF COMPANY................................................................................................4
3.3 ORGANIZATION CHART..........................................................................................5
3.4 OBJECTIVE OF THE COMPANY.............................................................................6
3.5 VISION AND MISSION OF THE COMPANY..........................................................7
3.6 BOARD OF DIRECTORS OF THE COMPANY......................................................8
3.7 MAP OF THE COMPANY..........................................................................................9
3.8 SERIVCES OF THE COMPANY.............................................................................10
WHO IS IN CHARGE AND THE DUTIES?..................................................................20
RECORD LIFE CYCLE...................................................................................................21
ACADEMIC REFERENCES.......................................................................................31
1.0 ACKNOWLEDGEMENT

We would like to express our sincere gratitude to all those who have supported us in

the completion of this assignment for the OBM270 course.

Firstly, we are profoundly thankful to Sir Muhammad Hafiz Bin Suhaimi,

whose insightful guidance, valuable feedback, and unwavering support have been

instrumental in shaping this assignment. The knowledge and skills imparted during

the lectures were crucial in understanding and applying the concepts of Records

Management for Office Professionals.

I would also like to extend my appreciation to my groupmates and peers for

their encouragement, collaborative spirit, and constructive discussions, which have

greatly enriched our learning experience.

Additionally, we are grateful to our family and friends for their continuous

support and understanding throughout the duration of this project. Their patience

and encouragement have been a source of motivation.

Lastly, we would like to acknowledge all groupmates whose works provided a

foundation and aspiration for this assignment. The wealth of information available in

the academic resources has been invaluable in broadening perspective on Records

Management for Office Professionals.

1
2.0 EXECUTIVE SUMMARY
This assignment gives a thorough review of these systems. Due to the company’s

thorough approach to record keeping, all important information including financial and

project details is consistently updated, methodically documented, and safely

maintained. Using a dual strategy, MECC World Sdn. Bhd. integrates digital and

physical records. Specialized document management software is used to maintain

digital records. It has features like powerful search capabilities and metadata

tagging, which ensure speedy retrieval.

Next, the business uses a number of systems to effectively manage its

operations. These consist of financial management systems that keep tabs on

contract values and expenses, project management systems that painstakingly

record project details, and maintenance and equipment lifecycles and service

histories. To guarantee systematic structure simple accessibility, and appropriate

upkeep, the filing process entails multiple intricate steps.

Other than that, administrative officers are responsible for budget supervision,

effective daily operations, record management, and the organization and upkeep of

both digital and physical documents. The Record Life Cycle (RLC) stages creation,

distribution, usage, maintenance and disposal are described in the assignment.

Using safe disposal techniques and keeping thorough logs of all records disposed of,

disposition adheres to a retention timeline determined by business and legal

obligations.

To sum up, MECC World Sdn. Bhd.’s organized and filing and records

management systems highlight the business’ commitment to responsibility openness,

and operational effectiveness. The organization maintains the integrity and

accessibility of its records by following strict documentation and maintenance

practices.

3.0 INTRODUCTION OF THE COMPANY

2
 3.1 BACKGROUND OF THE COMPANY

MECC World Sdn. Bhd., established in 2008, was founded with the primary

goal of exploring the vast and dynamic field of information and telecommunications

technology. The company aims to meet the evolving needs of today's highly

competitive market by offering a wide range of quality products. These products are

combined with specialized skills and expertise to ensure that MECC WORLD SDN

BHD remains at the forefront of technological advancements and industry standards.

Through continuous innovation and a commitment to excellence, the company strives

to deliver solutions that not only meet but exceed the expectations of its clients.

MECC World Sdn. Bhd. has over 10 years of experience in communication

platforms, electrical, integration, and applications such as IPPBX, Contact Center,

Unified Communication, Video and Audio Conferencing. IT infrastructure such as

front-end and/or back-end application and server platforms, networking, wireless

integration hardware and software, data center solutions, video wall systems, LED

solutions, and Desktop Management Software Solutions as well as air conditioning

installation and maintenance work.

3
3.2 LOGO OF COMPANY

4
3.3 ORGANIZATION CHART

5
3.4 OBJECTIVE OF THE COMPANY

MECC World Sdn. Bhd. aims to establish itself as a leading innovator in the

information and telecommunications technology sector by consistently enhancing the

quality of its products and services. The company is dedicated to fostering strong,

collaborative relationships with its clients, ensuring mutual success and satisfaction.

By integrating specialized skills, cutting-edge technology, and a customer-

centric approach, MECC World Sdn. Bhd. seeks to exceed industry standards and

consistently deliver exceptional value to its clients.

Additionally, the company is committed to continuous improvement and

adaptation in response to the ever-evolving market demands, striving to provide

innovative solutions that not only meet but surpass the expectations of its customers.

Through this steadfast commitment to excellence, MECC WORLD SDN BHD aspires

to contribute significantly to the advancement of the information and

telecommunications technology industry.

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3.5 VISION AND MISSION OF THE COMPANY
Vision:

"Improving and upgrading the communication system ensures future success."

Mission:

"Direction and goals to realize the vision with high and unique capabilities while

ensuring that customers are prioritized."

7
3.6 BOARD OF DIRECTORS OF THE COMPANY

Managing Director
ZUHISHAM ZAKARIA

Operation
Director Project Director
MOHD KHAIRUL NIZAM
MOHD YUSRY AHMAD

8
3.7 MAP OF THE COMPANY

 NO.8-1G, TINGKAT 1, KERAMAT PERMAI BUSINESS CENTRE, JALAN

AU1A/4F, TAMAN KERAMAT PERMAI, 54200, KUALA LUMPUR

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3.8 SERIVCES OF THE COMPANY
In addition to their extensive expertise in IT and communication, the company

offers a comprehensive range of services designed to meet various needs across

different sectors. They excel in designing, supplying, installing, maintaining, and

providing training for a variety of projects. Their capabilities extend to electrical-

related works, ensuring safe and efficient power systems. They also specialize in

setting up PA systems for studios, meeting rooms, and other areas, providing clear

and reliable audio solutions.

Furthermore, their proficiency in civil engineering includes tasks such as

renovations, enhancing the functionality and aesthetics of spaces. The company is

adept at handling both internal and external infrastructure projects, ensuring robust

and well-integrated systems. They also supply high-quality furniture, enhancing

comfort and usability in any setting. Their expertise in air-conditioning includes not

only supply and installation but also ongoing maintenance to ensure optimal

performance. Additionally, they manage the supply and installation of cables and

telephone systems for both internal and external use, ensuring seamless

communication and connectivity.

In summary, the company stands out not only for their expertise in IT and

communication but also for their broad capabilities across various essential services.

From electrical works and PA systems to civil engineering, infrastructure projects,

furniture supply, air-conditioning, and comprehensive cable and telephone

installations, they provide end-to-end solutions. Their dedication to quality, efficiency,

and customer satisfaction ensures that every project they undertake is executed to

the highest standards, making them a reliable partner for diverse project needs.

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3.9 HISTORY OF THE COMPANY
MECC World Sdn. Bhd. began its journey in 2008 with a focus on Information

Technology (IT) and communication solutions. Recognizing the growing need for

seamless technology integration, the founders established a team of skilled

technicians and engineers. Their initial services included designing, supplying, and

installing IT infrastructure, along with providing training and support for various

clients.

As the company solidified its reputation in IT and communication, it

recognized the potential for offering a wider range of integrated services. This led to

a strategic expansion into related fields. Electricians were brought on board, ensuring

the safe and efficient design and installation of power systems, a crucial foundation

for any project.

The company further diversified its expertise by incorporating civil engineers.

This enabled them to undertake renovation projects, enhancing not only the

aesthetics of spaces but also their functionality. Their services encompassed both

internal renovations and external infrastructure development, creating a holistic

approach to project management. Furthermore, their expertise extended to the

crucial area of communication infrastructure. They began managing the supply and

installation of cables and telephone systems for both internal and external use,

guaranteeing seamless connectivity within and beyond a building's walls.

Throughout its history, the company has remained steadfast in its

commitment to quality, efficiency, and customer satisfaction. Every project they

undertake is meticulously planned and executed with the highest standards in mind.

This dedication has earned them the trust of a diverse clientele, solidifying their

position as a reliable partner for all their integrated solution needs. The company

continues to evolve, staying abreast of the latest advancements in technology and

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construction practices. Their commitment to innovation ensures they remain at the

forefront of integrated solutions, providing clients with a future-proof approach to their

projects.

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5.0 THE FILLING SYSTEM / RECORDS SYSTEM OF
THE COMPANY

5.1 THE WAY OF THE RECORDS KEEPING / FILLING SYSTEM OF THE

COMPANY

MECC World Sdn.Bhd. employs a comprehensive and systematic approach to

records keeping and filing. The company meticulously documents project details,

ensuring that all critical data about the project's lifecycle is easily accessible for

accountability and review. Each project record includes essential information such as

the project name, client type (whether government or private sector), contract price,

start date, and specific reference numbers like purchase orders and tender numbers.

This thorough documentation process ensures that every aspect of a project is well-

recorded and can be easily referenced when needed.

In addition to project details, MECC World Sdn.Bhd. maintains rigorous

financial records to track contract values and project expenditures. This

categorization and maintenance of financial records facilitate effective auditing and

financial planning. Detailed financial documentation ensures transparency and

accuracy, supporting the company’s financial health and enabling precise

forecasting. These financial records also encompass information on the equipment

and maintenance services provided by the company, showcasing the breadth of

services and expertise MECC World Sdn.Bhd. offers.

MECC World Sdn Bhd places a strong emphasis on keeping its records up to

date. Regular updates to the records ensure that the data remains current and

accurate, which is crucial for informed decision-making and compliance with

regulatory requirements. By maintaining updated records, the company can quickly

adapt to changes and provide reliable information for various operational needs.

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 The company’s filing system integrates both physical and digital records,

ensuring secure storage and efficient access. Digital records are managed using

specialized document management software, which makes them indexed and

searchable for quick retrieval. This software likely includes features such as

metadata tagging and advanced search capabilities, making it easier for employees

to locate specific documents. Physical records, on the other hand, are systematically

organized and stored, possibly using a coding system that aligns with the digital

records. This dual approach ensures consistency and reliability across different types

of records.

Overall, MECC World Sdn.Bhd. records keeping and filing system

emphasizes thorough documentation, regular updates, secure storage, and efficient

retrieval. The company’s meticulous approach to managing information reflects its

commitment to professionalism and excellence in all aspects of its operations. This

well-organized system supports the company’s goal of maintaining high standards of

accountability, transparency, and efficiency in its record-keeping practices.

14
6.0 THE TYPE OF SYSTEMS OF THE COMPANY

MECC World Sdn.Bhd. utilizes a variety of systems to manage its operations

efficiently. These systems are designed to cover various aspects of the business,

ensuring smooth and effective management of information, projects, finances, and

client interactions.

For project management, the company employs a system that meticulously

documents project details, including project names, client types (government or

private sector), contract prices, start dates, and specific reference numbers such as

purchase orders and tender numbers. This system ensures that all project-related

information is stored in an organized manner, facilitating easy access and review.

Additionally, the financial management system categorizes and maintains financial

records, tracking contract values and project expenditures. This comprehensive

financial documentation aids in effective auditing and financial planning, ensuring

financial transparency and accuracy.

The company also integrates both physical and digital document

management systems to store and manage its records. Digital records are managed

using specialized document management software featuring metadata tagging and

advanced search capabilities, making documents indexed and easily searchable for

quick retrieval. Physical records are systematically organized and stored, possibly

using a coding system that aligns with digital records to maintain consistency. MECC

World Sdn.Bhd. also employs maintenance and equipment tracking systems,

documenting detailed information about the equipment and services provided. These

systems help track the lifecycle and service history of equipment, ensuring timely

maintenance and efficient service delivery.

15
 To ensure data remains current and accurate, MECC World Sdn.Bhd uses

systems that facilitate regular updates. These systems support informed decision-

making and compliance with regulatory requirements. The overall integration of

project management, financial management, document management, maintenance

tracking, and compliance systems reflects MECC World Sdn.Bhd. commitment to

professionalism and operational excellence. This comprehensive approach to

managing information and operations enables the company to maintain high

standards of accountability, transparency, and efficiency, supporting its goal of

delivering exceptional service and operational performance.

16
THE PROCEDURES OF FILLING THE RECORDS

Filing records is a critical task that involves a series of detailed procedures to ensure

that documents are systematically organized, easily accessible, and properly

maintained for future reference. The process begins with the preparation stage,

which involves gathering all the documents that need to be filed. This includes

collecting any papers, reports, receipts, or digital files that are required to be kept on

record. Once all documents are collected, the next step is to sort them by type, date,

or any other relevant categories that make sense for the organization. This initial

sorting is crucial as it lays the groundwork for a more detailed categorization.

After sorting, each document must be labeled clearly with essential information. This

includes the document's title, the date it was created or received, and any identifying

numbers or codes that will help in locating it later. Creating indexes at this stage is

highly beneficial. An indexing system, which can be alphabetical, numerical, or based

on specific subjects, is developed to facilitate easy and quick location of files when

needed. These indexes serve as a roadmap to the stored documents and are vital for

efficient retrieval.

Once the documents are labeled and indexed, the actual filing process begins. This

involves choosing a suitable filing system that best fits the organization's needs. The

most common systems include alphabetical filing, numerical filing, chronological

filing, or filing by subject. For example, alphabetical filing might be used for personnel

records, while numerical filing might be more appropriate for invoice records.

Documents are then placed into folders or files according to the chosen system. It is

important to ensure that each document is filed in the correct folder or file to maintain

the integrity of the system.

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 After filing, the documents need to be stored in a secure and organized

manner. For physical documents, this means placing them in filing cabinets, drawers,

or shelves that are clearly labeled and easy to access. The storage area should be

secure to prevent unauthorized access and protect the documents from physical

damage. For digital documents, storage involves saving files in well-organized

folders on a computer or cloud storage system. It is crucial to use consistent naming

conventions for digital files to ensure they can be easily found and retrieved. This

may include naming files with relevant dates, project names, or other identifying

information.

The maintenance of the filing system is an ongoing task that requires regular

attention. It includes periodically reviewing and updating files to ensure they remain

current and accurate. Documents that are no longer needed should be removed

according to a set retention schedule, which outlines how long different types of

documents need to be kept before they can be discarded. This helps in preventing

the accumulation of unnecessary paperwork and keeps the filing system streamlined.

For digital files, regular backups are essential to prevent data loss due to hardware

failures, accidental deletions, or cyber-attacks. Backups should be stored in a secure

location, separate from the primary storage to ensure data safety.

Security of the filing system is paramount, especially for sensitive or

confidential information. Access to these files should be restricted to authorized

personnel only. Physical documents should be stored in lockable cabinets, and the

keys should be managed carefully. For digital files, encryption should be used to

protect data from unauthorized access. Additionally, strong passwords and two-factor

authentication can further enhance the security of digital files.

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 Overall, the process of filing records is meticulous and requires careful

planning and execution. By following these detailed steps, organizations can ensure

that their records are well-organized, easily accessible, and secure. This not only

aids in efficient retrieval of information when needed but also helps in maintaining the

integrity and confidentiality of important documents.

19
WHO IS IN CHARGE AND THE DUTIES?

As the owner of the MECC World Sdn. Bhd. explained to us, he provided an

explanation of the person in charge of managing the records and the company's

duties. According to him, administrative officers oversee maintaining records in

public offices.

The officer in charge of administrative records who helps an organisation with

its administrative needs. Among their responsibilities are keeping an inventory of

office supplies. The administrative officer is also responsible for supervising

department budgets and organising company records.

Since an administrative officer is capable of handling significant and private

company documents, every organization should designate an administrative officer

as a department record officer oversee business databases. They also play a key

role in organizing and maintaining office systems, handling correspondence, and

ensuring that day-to-day operations run efficiently.

In the meantime, some specific tasks including managing office supplies and

preparing reports. They support staff, organize meetings, manage schedules, and

handle administrative processes efficiently. By providing essential support and

maintaining order in the organization. Admin officer also optimize document

management by digitizing files, utilizing electronic signatures, and implementing

cloud storage for easy access. Administrative officer also helps boost overall

productivity and contribute to the success of the business.

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RECORD LIFE CYCLE

Records management is a crucial aspect of any organization's operations.

Without this structure, records could be easily misplaced or handled improperly,

making it difficult to find them when needed. In other words, every business or

organisation that wants to ensure that its data is safe and secure and accessible

when needed needs to implement proper records management procedures. The

creation, distribution, use, maintenance, and disposal are the important stages of the

Record Life Cycle (RLC) in the organisation. The Record Life Cycle (RLC) process

must be followed during existence. To ensure that all documents have been properly

managed, stored, and disposed of, a few different processes and procedures must

be completed in each of these phases.

It is to ensure that records are managed effectively throughout their entire

lifespan. By following these procedures, the company can create, distribute, use,

maintain and dispose of records in a systematic and compliant manner. This helps in

maintaining data integrity, facilitating decision-making, ensuring regulatory

compliance, and preserving valuable information for future reference. It also

streamlines processes, enhances operational efficiency, and reduces the risk of data

loss or misuse. By following these procedures, organizations can optimize their

record-keeping practices and enhance overall business operations.

The creation stage is one of the stages in the life cycle of a record. This

phase frequently includes the first phase of record generation or receipt. It entails

determining which documents must be retained, correctly categorizing them, and

making sure they are efficiently organised. These records could be personal, project

proposals, financial reports, client contracts, insurance paperwork, minutes from

meetings, and marketing materials like newsletters and flyers. It is important for the

company to focus on effectively creating and organizing records from the start to

21
ensure smooth operations. In addition to maintenance, another crucial phase for the

company would be the stage of the Record Life Cycle (RLC).

Properly identifying, classifying, and organizing records from the beginning

sets a strong foundation for efficient operations and compliance in the long run. It is

to ensure that important information is captured and stored appropriately. It also to

ensure that the management of records adheres to relevant laws, regulations, and

organizational policies.

As demonstrated by MECC World Sdn. Bhd., one of the most important components

of effective records management is the maintenance or disposition process in record

keeping. This procedure entails several crucial actions to guarantee the

arrangement, preservation, and accessibility of historical records and confidential

business information:

1. Security and Protection

 Protecting records from loss, unauthorised access, and changes by

implementing the necessary security measures.

 Using secure storage facilities, access controls, and encryption to

protect sensitive data.

2. Accessibility and Retrieval

 Guaranteeing that documents can be conveniently retrieved by

authorised staff when required.

 Putting in place effective systems for classification and indexing to

enable rapid access.

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3. Regular Review and Update

 Records are examined on a regular basis to make sure they are still

relevant, accurate, and full.

The information is kept up to date by making any necessary additions,

edits, or corrections.

4. Archival

 Making sure that records that have been archived are kept in a

controlled environment to avoid deterioration.

 Preserved for future generations and are accessible for research and

legal purposes.

5. Storage and Maintenance

 Records are organized and stored securely in a way that protects

them from damage or loss.

 Involve physical storage facilities or electronic systems.

6. Appraisal and Classification

 Records are evaluated to determine their value and retention period.

 Legal requirements, historical significance, and administrative use are

all considered during classification.

7. Compliance and Audit

 Ensure compliance with relevant laws, regulations, and standards.

 Conduct regular audits to verify that records are being managed

according to established policies and procedures.

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 Through the combination of security, accessibility, review update, archival,

maintenance, classification and compliance, the company works hard to preserve

historical documents' confidentiality and integrity while still making them accessible

for study and analysis. These strategies used by the MECC World Sdn. Bhd. to

ensure that its records management system is effective, compliant and secure. This

procedure guarantees not only the long-term preservation and accessibility of

important historical documents and company records, but also the effective

management of current records.

The maintenance and disposition process in records keeping is crucial for ensuring

that records remain current, accurate, and properly managed throughout their

lifecycle. Maintenance begins with the regular review of records through periodic

audits to ensure they are up-to-date and accurately reflect current information. This

involves amending records as necessary and maintaining consistent labeling and

organization. Security is also a key aspect, with access controls regularly reviewed to

ensure that only authorized personnel can access sensitive records, and secure

storage is maintained for both physical and digital records. Regular backups of digital

records are scheduled to prevent data loss, and these backups are stored securely,

with periodic tests to ensure data can be recovered if needed.

Disposition involves developing and implementing a retention schedule that

outlines how long different types of records should be kept, based on legal,

regulatory, and business requirements. Records are periodically reviewed against

this schedule to identify those eligible for disposal. Secure disposal methods are

employed for both physical and digital records to prevent unauthorized access to

sensitive information. A detailed log of all disposed records is maintained to provide a

clear audit trail. Additionally, a process is in place to suspend the disposal of records

subject to legal holds, ensuring compliance with legal and regulatory requirements.

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 Continuous improvement is an ongoing part of the process, with feedback

regularly solicited from users of the records management system to identify areas for

improvement. Procedures are updated based on feedback and changes in

technology, regulations, or organizational needs. Training is provided to employees

on the importance of records management, including proper maintenance and

disposal procedures, and ensuring they are aware of and understand the records

management policies and retention schedules. By following these comprehensive

procedures, organizations can ensure their records are accurately maintained,

securely stored, and appropriately disposed of, maintaining compliance and

organizational efficiency.

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7.0 THE PROCESSING OF MAIL (INWARD AND

OUTWARD CORRESPONDECE) IN THE COMPANY

The handling of incoming mail communications at MECC World Sdn. Bhd. is a crucial

function that guarantees effective contact both with internal and external

stakeholders. The mailroom of the company is where the process starts, where all

incoming correspondence is logged and sorted according to its urgency and

character. Prioritizing the processing of significant papers is made easier by this

categorization. After that, the mail is routed to the appropriate divisions or persons,

guaranteeing that every letter reaches its destination on time. Furthermore, crucial

documents are digitally duplicated and saved within the organization’s document

management system for convenient access and future use.

After receiving the incoming mail, it is the recipients’ responsibility to confirm

receipt and take the appropriate action. This could include responding to inquiries,

submitting paperwork for record-keeping, or sending data to other pertinent parties.

In order to preserve seamless and effective communication channels, MECC World

Sdn. Bhd. places a strong emphasis on prompt turnaround times. To make sure that

every mail is handled in compliance with corporate policy and legal requirements,

audits are carried out on a regular basis. This procedure assists in upholding a high

quality of organizational accountability and record-keeping in addition to

guaranteeing the timely flow of information.

Maintaining professional connections with clients, suppliers, and other

stakeholders requires MECC World Sdn. Bhd. to conduct outgoing correspondence

in a methodical and essential manner. A review and approval process are required

for outgoing letters produced by different departments to guarantee content

appropriateness and accuracy. The mail is then ready for delivery, which includes

printing, stuffing envelopes, and adding the required postage when it has been

approved. Using both conventional postal services and contemporary courier options

26
to meet delivery needs, the company’s mailroom personnel make sure that all

outgoing mail is sent out on time.

MECC World Sdn. Bhd. utilizes a complete mail management system to

promote efficiency and monitor the status of both outgoing and incoming

correspondence. In order to maintain accountability and openness throughout the

mail processing cycle, this system offers real-time mail status updates. Encouraging

eco-friendly practices and lessening dependency on physical mail, it also makes it

possible to integrate electronic mail solutions. The mail correspondence activities of

MECC World Sdn. Bhd. are designed to support the company’s overall business

objectives and promote efficient communication both internally and internationally.

This is achieved via the implementation of strong processes and the utilization of

technology.

27
 7.1 THE MANAGEMENT OF RECORDS ACTIVITY

OF THE COMPANY

Active Records Management

It is frequently utilised for the company's or individual's ongoing business

operations. It is accessible locations, like filing cabinets or electronic document

management systems and easy to access permissions to manage who can view,

edit, or delete records. An organization can have clear filing system for quick

retrieval.

 Inactive Records Management

It is transaction from active records to inactive records. It is used less than 15

times a year in the conduct of current business, also known as semi-current

records. Records not in regular use but still hold value for legal, historical, or

administrative purposes and limit authorised individuals’ access to inactive

records. It is relocatable off-site to make room in storage areas that are currently

in use. Cloud storage and secure offsite facilities are popular choices.

 Long-term Records Management

Must be preserved indefinitely due to their historical, legal, or archival value. A

long-term record is inactive but continues to have value to the company. This is

to identify records that have significant long-term value and transfer them to an

archival system. Special storage conditions such as temperature and humidity

control may be required to prevent damage.

 Secure Storage and Access Controls

Put in place the necessary security measures to guard against unauthorised

access, deletion, or alteration of records. This covers access controls for

electronic systems and physical security for paper records. Maintain a disaster

recovery plan and regularly backup electronic documents.

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 Develop a Comprehensive Records Management Policy

The complete records lifecycle, from creation to disposal, should be covered by

this policy. All record formats paper, electronic, and audio-visual should be

covered. Clearly outline who is responsible for what in the organisation when it

comes to recordkeeping.

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8.0 COMMENTS / SUGGESTIONS /
RECOMMENDATIONS
COMMENTS
MECC World Sdn Bhd has a robust and comprehensive system for managing

its projects, financial records, and documentation. The integration of physical and

digital records management systems showcases the company’s commitment to

maintaining organized and easily accessible information. The emphasis on regular

updates and compliance indicates a proactive approach to adapting to changes and

ensuring regulatory adherence. Additionally, the use of specialized software for

document management reflects a modern approach to handling vast amounts of data

efficiently.

SUGGESTIONS

1. Enhanced Data Security: Given the critical nature of the data handled,

MECC World Sdn Bhd should implement advanced cybersecurity measures

to protect against data breaches and cyber threats. Utilizing encryption, multi-

factor authentication, and regular security audits can bolster data protection.

2. Adoption of Cloud-Based Solutions: Transitioning to cloud-based project

management and document management systems can offer greater flexibility

and scalability. Cloud solutions facilitate real-time collaboration, remote

access, and efficient disaster recovery mechanisms.

3. Regular Training and Development Programs: Investing in regular training

for employees on the latest tools and technologies used within the company

can ensure that the staff remains adept and efficient in their roles. Continuous

professional development is key to maintaining a skilled workforce.

30
RECOMMENDATIONS

To further improve its operational efficiency and competitive edge, MECC

World Sdn Bhd should integrate Business Intelligence (BI) tools to analyze data more

effectively, providing valuable insights for strategic decision-making. Embracing

sustainability practices and obtaining ISO 14001 certification can enhance the

company's reputation and compliance with environmental regulations. Utilizing

multiple communication channels to keep clients informed and engaged will foster

trust and loyalty. Lastly, adopting a Quality Management System (QMS) such as ISO

9001 will ensure consistent service quality, improving client satisfaction and

operational efficiency. These strategies will support MECC World Sdn Bhd’s goal of

delivering exceptional service and maintaining high standards of professionalism.

ACADEMIC REFERENCES

1. Data Security:

o Anderson, R. J. (2008). Security Engineering: A Guide to Building

Dependable Distributed Systems. John Wiley & Sons.

o Stallings, W. (2018). Cryptography and Network Security: Principles

and Practice. Pearson.

2. Cloud-Based Solutions:

o Armbrust, M., et al. (2010). "A view of cloud computing."

Communications of the ACM, 53(4), 50-58.

o Marston, S., et al. (2011). "Cloud computing - The business

perspective." Decision Support Systems, 51(1), 176-189.

3. Customer Relationship Management:

o Buttle, F., & Maklan, S. (2019). Customer Relationship Management:

Concepts and Technologies. Routledge.

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 o Payne, A., & Frow, P. (2005). "A strategic framework for customer

relationship management." Journal of Marketing, 69(4), 167-176.

4. Business Intelligence:

o Chen, H., Chiang, R. H., & Storey, V. C. (2012). "Business intelligence

and analytics: From big data to big impact." MIS Quarterly, 36(4),

1165-1188.

o Sharda, R., Delen, D., & Turban, E. (2020). Business Intelligence,

Analytics, and Data Science: A Managerial Perspective. Pearson.

5. Quality Management Systems:

o Hoyle, D. (2017). ISO 9000 Quality Systems Handbook-updated for

the ISO 9001:2015 standard: Increasing the Quality of an

Organization’s Outputs. Routledge.

o Goetsch, D. L., & Davis, S. B. (2016). Quality Management for

Organizational Excellence. Pearson.

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9.0 CONCLUSION

SOUND AND RECAPITULATE THE ESSENCE OF THE REPORT

The company's filing and records systems are meticulously structured to

ensure efficient document management. The filing system is organized using a

combination of alphabetical, numerical, chronological, and subject-based methods,

allowing for easy categorization and retrieval of records. Each document is clearly

label and indexed, and both physical and digital files are securely stored and

regularly updated to maintain accuracy.

The processing of mails, encompassing both inward and outward

correspondence, is handled with precision. Inward mail is promptly logged, sorted,

and distributed to the relevant departments, while outward correspondence is

documented, processed, and dispatched efficiently. This ensures smooth

communication within and outside the company, supporting operational continuity.

The management of the registry, records center, and archive is conducted

with stringent control measures. The registry maintains an accurate record of active

documents, while the records center handles the storage of semi-active records, and

the archive preserves inactive records of historical value. Regular audits, secure

access controls, and proper disposal methods are implemented to ensure the

integrity and confidentiality of all records.

Overall, the company's systematic approach to filing and records

management, mail processing, and registry operations demonstrates a high level of

organization and efficiency. This structured methodology ensures that information is

accessible, secure, and well-maintained, contributing to the company's operational

effectiveness and compliance with regulatory requirements.

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APPENDICES

 Picture with owner company Mecc World Sdn.Bhd.




 Picture of Invoice Company Mecc World Sdn. Bhd.

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 Picture of File Company Mecc World Sdn.Bhd.

35