records management article review

1. FACULTY OF BUSINESS AND MANAGEMENT
BACHELOR OF BUSINESS ADMINISTRATION (HONS) ISLAMIC BANKING
IMR652
MANAGEMENT OF BUSINESS RECORDS
ASSIGNMENT 1: CRITICAL ARTICLE REVIEW
KBA2494A
NAME NO MATRICS
NUR HANAN ZULAIKHA BINTI ANUAR 2021889064
SITI NUR AISYA BINTI GHAZALI 2021488404
PREPARED FOR : NORYANA BINTI AHMAD KHUSAINI
3 MAY 2023

2. TABLE OF CONTENT
NO CONTENT PAGES
1 Comparing Table 1-6
2 Introduction 7
3 Similarities and Differences 8-9
4 Comments and Recommendation 10-11
5 Conclusion 12
6 References 13
7 Article 14-15
8 Appendices 16

3. 1
NO CRITERIAS Article 1 Article 2 Article 3 Article 4
1.0 Title Landscaping health-care
system using functional
records management activities
Functional classification of
records and organizational
structure
The management of corporate
records in Italy: traditional
practice and methods and
digital environment
Crossing the IT hurdle: a
practical approach to
implementing records
management technology
2.0 Author Ngoako Solomon Marutha Pekka Henttonen and Kimmo
Kettunen
Antonella Bilotto and Maria
Guercio
Ganesh Vednere
3.0 Citation Marutha, Ngoako Solomon.
“Landscaping Health-care
System Using Functional
Records Management
Activities.” Collection and
Curation, vol. 40, no. 1,
Emerald, June 2020, pp. 9–14.
Crossref,
https://doi.org/10.1108/cc-03-
2020-0006.
Henttonen, Pekka, and Kimmo
Kettunen. “Functional
Classification of Records and
Organisational Structure.”
Records Management Journal,
vol. 21, no. 2, Emerald, July
2011, pp. 86–103. Crossref,
https://doi.org/10.1108/0956569
1111152035.
Bilotto, Antonella, and Maria
Guercio. “The Management of
Corporate Records in Italy:
Traditional Practice and
Methods and Digital
Environment.” Records
Management Journal, vol. 13,
no. 3, Emerald, Dec. 2003, pp.
136–46. Crossref,
https://doi.org/10.1108/095656
90310507347.
Vednere, Ganesh. “Crossing
the IT Hurdle: A Practical
Approach to Implementing
Records Management
Technology.” Records
Management Journal, vol.
19, no. 2, Emerald, June
2009, pp. 98–106. Crossref,
https://doi.org/10.1108/09565
690910972057.
4.0 Keywords Electronic system, Records
management, Functions activities,
Patients’ records, Health-care
system, Landscaping
Records management,
Electronic records management,
Metadata, Information media,
Classification schemes, Finland
Records management,
Corporate strategy, Archives,
Italy
Records management,
Technology led strategy,
Communication technologies,
Training, Information control

4. 2
5.0 Main findings The study revealed that without
consideration of records
management activities the
likelihood is that the system
may be not properly functional.
The best way to landscape
electronic system for records
management is using records
management activities. This
will assist in avoiding critical
omission for inclusion of all
records management system
operational activities.
In general, individual employees
employ only a small part of the
classification. However, this
does not apply at a higher level
in the organisational hierarchy:
the higher the person’s position
in the hierarchy, the more
classes he/she is likely to use in
the work. Regardless of the
position, the classes are
generally those identified as
belonging to the employee’s
unit.
1) The unique identification of
individual
records (received or sent in the
case of paper records, also
internal if the records are in
digital form) which enter into
the records system of the
creator, through a registration
procedure based on a
common definition of the
identifying
elements;
2) The identification and
maintenance of criteria for
organizing records and of the
records relationships which are
defined in strictly connection
with the creator’s business
activities (classification and
filing plans)
The key findings highlight
that records managers must
have a deep understanding
of the business/regulatory
environment, technology
landscape and the
organizational culture. The
challenge of managing
records in multiple
applications, different
platforms and varying
formats coupled with
constantly changing
business, regulatory and
technology environments is
not easy. By properly
planning the design and
development of the
technology system, one can
look forward to a well-
received used records
management programme.

5. 3
6.0 Title of Journals Record Management Activities Record Management Journal Record Management Journal Record Management Journal
7.0 Methodology The study used qualitative
approach to apply the literature
in supporting the views about
landscaping electronic system
using functional patient’s
records management activities
The study is based on two
sources. The first source is
metadata in records that were
captured in the electronic
records management system of
the agency. It reflects actual
behaviour of users when they
interact with the system and
classification of records. The
second source is distribution of
functions to organisational units
in the light of policy documents
and a survey made in the
organisation. The study
compares the two sources to
see how the users have
employed the electronic records
management system in their
work and how this relates to
The article will try to analyse
both the problems and the
advantages connected with the
organization of a RM system in
a corporate environment, but
will include also – as a basic
component
The approach is based on
the author’s experiences of
implementing large scale
enterprise-wide content and
records management
systems. Practical advice is
provided on key measures to
be undertaken to mitigate the
challenges of implementing
records management
systems.

6. 4
organisational structure and
supposed usage of the system
8.0 Objectives The paper sought to
investigate the landscaping of
electronic system through the
use of the functional patient’s
records management activities.
The rationale is to share views
and guide organisations that
are struggling with providing
specification for a functional
records management system.
This paper seeks to examine
how an electronic records
management system has been
used in a Finnish government
agency. In particular, it aims to
study the relationship between
functional classification scheme
and the way users in different
organisational units and at
different organisational levels
have employed the system. The
goal is to examine whether
electronic records management
systems were easier to use if
the system “knew” what
functional classes the user (or
other employees in the user’s
organisational unit) typically
need in their work.
The article tries to analyse
both the problems and
advantages connected with the
organization of a RM system in
a corporate environment,
including as a basic
component a summary of the
theory and practice developed
in Italy in this area and recently
updated for digital resources.
The purpose of this paper is
to describe the challenges of
implementing a records
management system in an
ever changing business,
regulatory and operational
landscape and to suggest
remediation measures

7. 5
9.0 Conclusion Developing an electronic
records management system
for a crucial services such as
health-care service delivery
requires a very careful
attention and consideration of
many factors, including the
activities involved in records
management and delivery of
such service that will need
records management support.
In developing the electronic
system, the current
organisational records
management activities and
models such as records life
cycle and records continuum,
for records management are
bound to consider. Otherwise
the system may not operate as
required in line with business
requirements. Figure 1
presents a self-explanatory
Access to electronic records
management systems could be
facilitated by building systems
that guide users interacting with
the system. This could be
accomplished by creating unit
profiles which link units to
organisational functions
described in the classification
scheme. In the case of
executive staff it would be
helpful to create user profiles
that are either based on
previous usage history of the
ERMS or a person’s tasks in the
unit.Although this does not allow
us to fully automate record
classification process,combined
with content-based classification
methods it might produce good
results. This is an area where
we need further studies. Also,
the findings of this study
A records management
system – specifically as
defined by the Italian archival
community – is finalised to
avoid or minimize the risks of
redundancy and unnecessary
activities, to overcome
fragmentation and, at the
same time, to answer to the
general needs of the
organization and of its
components. In any case, it is
important to be aware that any
RM system or model, fit for
one single organization, will
work only if free from the claim
of covering rigidly the whole
universe of records creation
and management, and if it is
able to point out and
recognise, with enough
flexibility, the unavoidable
limits in its application.
Implementing a successful
records management
technology system requires a
deep understanding of the
business/regulatory
environment, technology
landscape and the
organizational culture. But
the challenge of managing
records in multiple
applications, different
platforms and varying
formats coupled with
constantly changing
business,regulatory and
technology environments is
not easy. By properly
planning the design and
development of the
technology system, one can
look forward to a well
received and well used

8. 6
framework for landscaping
electronic system for functional
patient’s records management
activities. It is hoped that this
framework will give a minimal
direction or guideline to
organisations when it comes to
developing the systems for
management of records in
supporting their services,
especially the health-care
service.
shouldbe tested in other
organisational environments.
People at different
organisational levels used an
electronic management system
differently. This should be taken
into consideration when
systems are planned. The same
solution may not be optimal for
both managerial and executive
work in an organisation.
records management
programmes

9. 7
2.0 INTRODUCTION
The efficient and organized control of the production, receipt, maintenance, use, and disposal
of records is known as records management. The process of locating and safeguarding
evidence, which takes the form of records, is known as records management. The objective
is to offer trustworthy proof and details about "who, what, when, and why" an event occurred.
In some circumstances, a law, regulation, or professional standard clearly specifies the need
to maintain a particular set of records.
The first article was about Landscaping health-care system using functional records
management activities were written by Ngoako Solomon Marutha. The author conducted the
study to examine the landscaping of the electronic system using the effective patient record
management procedures. The purpose is to exchange ideas and mentor organizations that
are having trouble defining requirements for a useful records management system.
Furthermore, the second article were written by Pekka Henttonen and Kimmo Kettunen are
about functional classification of records and organisational structure to to investigate how a
Finnish government agency has made use of an electronic records management system. It
specifically seeks to investigate the interaction between the functional classification scheme
and the system's users across various organizational levels and organizational units. The
objective is to investigate if electronic records management systems were more user-friendly
if the system "knew" what functional classes the user (or other workers in the user's
organizational unit) normally requires in their work.
Last but not least, The management of corporate records in Italy: traditional practice and
methods and digital environment for the third article that written by Antonella Bilotto and Maria
Guercio to examine the drawbacks and benefits associated with the setup of an RM system
in a business setting. Lastly, the last article are Crossing the IT hurdle: a practical approach
to implementing records management technology written by Ganesh Vednere to outline the
difficulties in deploying a records management system in an operational, regulatory, and
business environment that is always changing and to propose solutions.

10. 8
3.0 SIMILARITIES AND DIFFERENCES
SIMILARITIES
Record Management
No matter their type, digital or paper records are supervised and managed
through records management. The creation, reception, upkeep, usage, and
disposal of records are all included in records management activities. A record
in this sense is information that contains a business transaction's documentation.
Contracts, notes, paper files, digital files, emails, movies, instant chat logs,
reports, and database entries are all examples of documentation. Paper records
might be kept in actual boxes either on-site or at a storage facility. Digital records
may be kept on local storage devices or on the cloud. Additionally, by using an
effective system to manage records, you can satisfy their need to answer for
your actions. This study aimed to look at the types of papers they have, who
controls them, and how they maintain records. In terms of size, industry,
structure, and organization, the study searches for patterns. A key organizational
resource that provides knowledge and information to increase a unit is efficiency,
good records are important regardless of format.
DIFFERENCES
Different Method used
Article 2 using functional classification that is a method of classifying data that
organizes them according to the institutional functions and the activities
necessary to carry out those tasks. Earlier methods centered record organization
on the originator or the subject, in contrast. Meanwhile comparing with article 4,
based on the difficulties the author of this article paper has mentioned, a viable
method for applying records management technology has been developed.
However, putting into practice a successful records management technology
system necessitates a lot of work and a thorough understanding of the business
environment, including laws, technology, and organizational culture. However,
it is difficult to manage records across numerous applications, platforms, and
formats when combined with a constantly shifting business, regulatory, and
technological environment. Programs for managing affairs and records can be
used and function effectively by carefully designing the design and creating more
complex technical systems.

11. 9
4.0 COMMENTS AND RECOMMNEDATION
Article 1
The writer, Ngoko Marutha has brilliantly established the issue of landscaping health care
systems using functional records management activities. The article focused on records
management among the health care- sector and how manual paper-based systems have
caused challenges to the organisation. The writer was not biassed on only digital systems as
he acknowledged the cons of keeping records online such as the possibility the document will
get lost and the requirement of specialty skills such as coding. The writer has well portrayed
the benefits of using electronic systems such as more convenience and easier to
organise.Based on our opinion, this article has gained its objective in giving guidelines
pertaining how to optimise the records management and how poor records management could
lead to a deficient service to the patients.However, based on our perspective, the analysis
could be improve by using the approach of survey. For example, a survey could be conducted
to analyse how many patients have been affected by the lack of effectiveness of records
keeping. The data could be used to strengthen the argument.It also would give readers
valuable information if the writers include the examples of software or applications that were
developed to optimise records management.
Article 2
We believe that the authors have depicted the relationship between the functional
classification scheme and how users in different organisational units and at different
organisational levels have used the system eloquently in this work.This research is useful for
organisations developing records management software and those seeking a more in-depth
understanding of records management in organisations. It's worth noting that the authors
underline that access to electronic records management systems could be improved by
building in-system user/unit profiles that define which functional classes the user is most likely
to require in their job.However, the findings may not apply to organisations with fluid job
descriptions. They should also be put through their paces in increasingly complicated
organisational environments.

12. 10
Article 3
In this article, the writers Antonello Bilotto and Maria Guercio have written a review of the
Italian tradition of building records management in a corporate environment, including a
summary of the theory and practice developed in this area. As this paper was written in 2003,
we thought that the language was quite challenging for millennials to interpret. However,upon
thorough readings, we agree with the argument presented which highlighted how records
management principles required strict effectiveness; however the theory and principal of
records management were not discussed enough to the point that it has been considered
neglected. The papers have delivered fruitful discussions and give deeper understanding
towards this subject.
Article 4
This paper is by far the most captivating for us to read. The language and writing style used
by Ganesh Vadnere was very much engaging and easily interpreted by laymans. The writer
brilliantly presented us with a scenario in a workplace and made us understand how the team
in the organisation ; from the record manager to IT teams play a crucial part in ensuring the
record management is effective and suitable for the company. The writer also give us a
thorough grasp of the business/regulatory environment, technology landscape, and
organisational culture required for the successful implementation of a records management
technology system. We understand that It is difficult to manage records across many
applications, platforms, and formats in a continually changing corporate, regulatory, and
technological environment.By carefully considering the design and development of a
technological system, one can anticipate well-received and widely utilised records
management programmes.

13. 11
5.0 CONCLUSION
In a nutshell, records keeping and management are important fields which require detailed
planning as well as extensive training in order to optimise the usage. Archival or even data
scientists have spent years conducting research and understand the theory of effective
records management.According to IBM, 90% of the world's data was created in just two years.
Management of enormous amounts of data becomes practically difficult without continuous
monitoring of information.In addition to data overload, the ever-changing regulatory
environment makes records management critical for businesses. Unenforced records
management practises and retention laws can lead to wasteful audits, lost productivity, and
expensive penalties for noncompliance.
Organisations must have an effective records management programme in place now more
than ever. As the development of limitless amounts of data grows and regulatory laws evolve,
the necessity for records management becomes even more critical.Whether you have a paper
or electronic records management system, it is critical to track records as evidence of their
presence throughout their life cycle. The tracking of records enables your employees to
understand when and how to apply retention policies, such as legal hold or destruction.
While many businesses understand the concept of records management for paper records,
many do not address the management of large volumes of electronic documents. To remain
compliant, business executives must grasp the necessity of handling all sorts of files, including
both physical and electronic data. Furthermore, they must comprehend how implementing a
comprehensive RIM programme can assist their organisation in meeting long-term objectives.

14. 12
6.0 REFERENCES
Bilotto, Antonella, and Maria Guercio. “The Management of Corporate Records in Italy:
Traditional Practice and Methods and Digital Environment.” Records Management Journal,
vol. 13, no. 3, Emerald, Dec. 2003, pp. 136–46. Crossref,
https://doi.org/10.1108/09565690310507347
Henttonen, Pekka, and Kimmo Kettunen. “Functional Classification of Records and
Organisational Structure.” Records Management Journal, vol. 21, no. 2, Emerald, July 2011,
pp. 86–103. Crossref, https://doi.org/10.1108/09565691111152035.
Marutha, Ngoako Solomon. “Landscaping Health-care System Using Functional Records
Management Activities.” Collection and Curation, vol. 40, no. 1, Emerald, June 2020, pp. 9–
14. Crossref, https://doi.org/10.1108/cc-03-2020-0006.
Vednere, Ganesh. “Crossing the IT Hurdle: A Practical Approach to Implementing Records
Management Technology.” Records Management Journal, vol. 19, no. 2, Emerald, June 2009,
pp. 98–106. Crossref, https://doi.org/10.1108/09565690910972057.

15. 13
7.0 ARTICLE
Article 1
Article 2

16. 14
Article 3
Article 4

17. STUDENT PLEDGE OF ACADEMIC INTEGRITY
As a student of Universiti Teknologi MARA (UiTM), it is my responsibility to act in accordance
with UiTM’s academic assessment and evaluation policy. I hereby pledge to act and uphold
academic integrity and pursue scholarly activities in UiTM with honesty and responsible
manner. I will not engage or tolerate acts of academic dishonesty, academic misconduct, or
academic fraud including but not limited to:
a. Cheating: Using or attempt to use any unauthorized device, assistance, sources,
practice or materials while completing academic assessments. This include but not
limited to copying from another, allowing others to copy, unauthorized collaboration on
an assignment or open book tests, or engaging in any act or conduct that can be
construed as cheating.
b. Plagiarism: Using or attempts to use the work of others (ideas, design, words, art,
music, etc.) without acknowledging the source; using or purchasing materials prepared
by another person or agency or engaging in other behavior that a reasonable person
would consider as plagiarism.
c. Fabrication: Falsifying data, information, or citations in any academic assessment and
evaluation.
d. Deception: Providing false information with intend to deceive an instructor concerning
any academic assessment and evaluation.
e. Furnishing false information: Providing false information or false representation to
any UiTM official, instructor, or office.
With this pledge, I am fully aware that I am obliged to conduct myself with utmost honesty and
integrity. I fully understand that a disciplinary action can be taken against me if I, in any
manner, violate this pledge.
Name : NUR HANAN ZULAIKHA BINTI ANUAR
Matric Number : 2021889064
Course Code : IMR652
Programme Code :-
Faculty / Campus : UiTM Kampus Sungai Petani
Powered by TCPDF (www.tcpdf.org)
Bahagian Pentaksiran & Penilaian Akademik 0404/2021

18. STUDENT PLEDGE OF ACADEMIC INTEGRITY
As a student of Universiti Teknologi MARA (UiTM), it is my responsibility to act in accordance
with UiTM’s academic assessment and evaluation policy. I hereby pledge to act and uphold
academic integrity and pursue scholarly activities in UiTM with honesty and responsible
manner. I will not engage or tolerate acts of academic dishonesty, academic misconduct, or
academic fraud including but not limited to:
a. Cheating: Using or attempt to use any unauthorized device, assistance, sources,
practice or materials while completing academic assessments. This include but not
limited to copying from another, allowing others to copy, unauthorized collaboration on
an assignment or open book tests, or engaging in any act or conduct that can be
construed as cheating.
b. Plagiarism: Using or attempts to use the work of others (ideas, design, words, art,
music, etc.) without acknowledging the source; using or purchasing materials prepared
by another person or agency or engaging in other behavior that a reasonable person
would consider as plagiarism.
c. Fabrication: Falsifying data, information, or citations in any academic assessment and
evaluation.
d. Deception: Providing false information with intend to deceive an instructor concerning
any academic assessment and evaluation.
e. Furnishing false information: Providing false information or false representation to
any UiTM official, instructor, or office.
With this pledge, I am fully aware that I am obliged to conduct myself with utmost honesty and
integrity. I fully understand that a disciplinary action can be taken against me if I, in any
manner, violate this pledge.
Name : SITI NUR AISYA BINTI GHAZALI
Matric Number : 2021488404
Course Code : IMR652
Programme Code :-
Faculty / Campus : UiTM Kampus Sungai Petani
Powered by TCPDF (www.tcpdf.org)
Bahagian Pentaksiran & Penilaian Akademik 0404/2021