ANALYSIS AND DESIGN OF ELECTRONIC RECORDS MANAGEMENT SYSTEM
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ii ANALYSIS AND DESIGN OF ELECTRONIC RECORDS MANAGEMENT SYSTEM (ERMS) RESEARCH MANAGEMENT INSTITUTE (RMI) UNIVERSITI TEKNOLOGI MARA 40450 SHAH ALAM, SELANGOR MALAYSIA BY : PROF. DR ADNAN JAMALUDIN (HEAD OF PROJECT) DR. AZMAN MAT ISA AP-AZLI BUNAWAN AUGUST 2011 COPYRIGHT © UiTM
Transcript of ANALYSIS AND DESIGN OF ELECTRONIC RECORDS MANAGEMENT SYSTEM
ii
ANALYSIS AND DESIGN OF
ELECTRONIC RECORDS MANAGEMENT SYSTEM (ERMS)
RESEARCH MANAGEMENT INSTITUTE (RMI) UNIVERSITI TEKNOLOGI MARA 40450 SHAH ALAM, SELANGOR
MALAYSIA
BY :
PROF. DR ADNAN JAMALUDIN (HEAD OF PROJECT) DR. AZMAN MAT ISA AP-AZLI BUNAWAN
AUGUST 2011
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ANALYSIS AND DESIGN OF ELECTRONIC RECORDS MANAGEMENT SYSTEM
(ERMS)
BY :
PROF. DR ADNAN JAMALUDIN (HEAD OF PROJECT) DR. AZMAN MAT ISA AP-AZLI BUNAWAN
AUGUST 2011
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1. Letter of Report Submission
Tarik : 19 Ogos 2011
No. Fail Projek : 600-RMI/SSP/DANA 5/3/Dsp (168/2009)
Penolong Naib Canselor (Penyelidikan) Institut Pengurusan Penyelidikan Universiti Teknologi MARA 40450 Shah Alam
Ybhg. Prof.,
LAPORAN AKHIR PENYELIDIKAN “ANALYSIS AND DESIGN OF ELECTRONIC RECORDS MANAGEMENT SYSTEM”
Merujuk kepada perkara di atas, bersama-sama ini disertakan 3 (tiga) naskah Laporan Akhir Penyelidikan bertajuk “ANALYSIS AND DESIGN OF ELECTRONIC RECORDS MANAGEMENT SYSTEM”
.
Sekian, terima kasih.
Yang benar,
PROF. DR ADNAN JAMALUDIN Ketua Projek Penyelidikan
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2. Letter of Offer (Research Grant)
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PROJECT TEAM MEMBERS
PROFESSOR DR ADNAN JAMALUDIN Project Leader
……………………………………………………………… Signature
DR AZMAN MAT ISA
Project Member
……………………………………………………….. Signature
AP-AZLI BUNAWAN
Project Member
……………………………………………………….. Signature
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3. Acknowledgements
First and foremost, we would like to thank ALLAH Almighty for giving us the knowledge,
time, strength and health to complete this research project. We would also like to
acknowledge the following people and organizations:
a) The Research Management Institute for funding the research project
b) The Biotechnology Organizations which permitted us to gather the important data
c) The Research Assistants who assisted us in our research tasks
d) The editor who edited our research output
Last but not least, we would like to thank Universiti Teknologi MARA for giving us the
opportunity to develop academically.
4. Enhanced Research Title and Objectives
(if any) Original Title as Proposed: Analysis and Design of Electronic Record Management System (ERMS)
Improved/Enhanced Title:
None
Original Objectives as Proposed:
a. To perform an analysis task with the aim to understand the functional
requirements of Electronic Record Management Systems (ERMS)
b. To produce the basic functional design for Electronic Record Management
Systems (ERMS)
Improved/Enhanced Objectives:
None
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Contents 1. Letter of Report Submission ........................................................................................... iii
2. Letter of Offer (Research Grant)..................................................................................... iv
PROJECT TEAM MEMBERS................................................................................................. v
3. Acknowledgements ........................................................................................................ vi
4. Enhanced Research Title and Objectives ....................................................................... vi
5. Report ............................................................................................................................. 1
5.1 Proposed Executive Summary ................................................................................. 1
5.2 Enhanced Executive Summary ................................................................................ 2
5.3 Introduction .............................................................................................................. 3
5.4 Brief Literature Review ............................................................................................. 5
5.5 Methodology ............................................................................................................ 8
5.6 Results and Discussions ........................................................................................ 10
5.7 Conclusion and Recommendation ......................................................................... 15
5.8 References/Bibliography .......................................................................................... 17
6. Research Outcomes ..................................................................................................... 18
7. Appendix ....................................................................................................................... 18
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5. Report
5.1 Proposed Executive Summary
(Original proposal – 300 words) – 1 page only
The main purpose of the research project is to gather and understand the functional
requirements of electronic record management system. From thereon, a design of a
basic functional electronic record management system would be attempted. Owing to
the fact that, a bona-fide electronic record management system is almost non
available, this research project would be an initial effort towards producing a full-
fledge electronic record management system that could be marketed to organizations
of different types, sizes and orientation. Entrepreneurially, the development of this
software product has a potential especially in today’s organizations all over the world
that are endlessly confronted with problems and issues to manage their ever
increasing organizational records.
The functional requirements of electronic record are very diverse and sophisticated.
Therefore, an initial understanding of the system is very crucial. In this research
project, it is done through the analysis and the basic design task before a full
functional system that incorporates all the functional and technical requirements of the
electronic record management system can be designed. It is hoped that, with the
basic design already in place and a development fund is allocated in the future, a
more sophisticated design can follow suit and later be elevated to the next level of
system development life cycle phases i.e. development and testing it in the
organizational environment.
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5.2 Enhanced Executive Summary
(Abstract of the research) – 1 page only
Electronic Records Management System (ERMS) is a computerized system designed
and developed to manage both the paper-based records and digital-born record. This
system would be able to assist organizations in managing the most important
information resources available in the organization i.e. records. But developing a full
functional electronic record management system is not an easy task. This is because
of its complexity and diverse functional and technical requirements that have to be
taken into consideration when developing it. To date, a bona-fide electronic record
management system is almost non existence. And most organizations at large are still
grappling to manage records in a systematic way. This is made worst with the
proliferation of information and communication technology in organizations that has
caused record creations to increase exponentially.
Within the above premise, this research project is an initial attempt to understand the
sophisticated functional requirements of electronic record management systems and
from thereon would intend to continue with the development of the systems aims at
managing electronic records in organizations regardless of their sizes, types and
orientation. Owing to the fact that organizations at large need a system to manage
their records, an electronic record management system product would have a good
potential to be marketed not only to organizations in the country but also in other
parts of the world.
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5.3 Introduction
1 to 2 pages only
One of the most important aspects in the daily function of an organization is the
record that it generates and receives daily. These records are the evidence to all the
transactions that occur within and outside the organization. Each record generally has
its characteristics and they are context, form, structure, organization and
version/copy. These characteristics can help to identify, tell apart and make records
recognizable. In other words, these characteristics enable a record to have the
“recordness value” which is deemed important in the record management domain. In
this context, if an organization loses a record, there would be no evident to pronounce
that a particular event or transaction has taken place and this would place the
organization at risk of lost accountability.
The landscape of record management has changed with the proliferation of
information and communication technology (ICT) into the daily operations of the
organizations. Organizations in their present state perform their transactions with the
assistance of the ICT. These have resulted in a new version of records which is digital
born records along with the paper origin records. This development is a concern to
the record managers at large because records, regardless of their form, need to be
managed accordingly. Therefore, ERMS is the new domain of research in the field of
record management.
Organizational records have shifted from its paper-based record to an electronic form
as a result of the widespread utilization of ICT in all types and sizes of organizations,.
Almost daily, electronic records are created by organizations and the rate of their
creation is almost four to five times compared to the creation of paper-based records.
This phenomenon is of a concern to the record professionals either in the industry or
in the academia. From the record professionals’ point of view, ERMS is critical in
addressing this phenomenon. However, ERMS is very complicated to design and
develop knowing the fact that its requirements and technical functions are very
intricate to comprehend. It warrants an analysis and design pertaining to its functional
requirements as a preliminary effort before ERMS can be fully developed and
implemented in organizations.
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The main purpose of the research project is to analyze and design a basic Electronic
Record Management System (ERMS) for organizational use. This demands the task
of gathering the generic requirements from various sources pertaining to the
management of record. The requirements are later used to design the ERMS that
generically fulfilled the organizational needs. Therefore, this research project
excludes the development and implementation of the ERMS in organization.
The following objectives are important in order to achieve the purpose of the research
project:
a. perform analysis task to gather basic functional requirements for ERMS
b. produce basic functional design for ERMS
This research project has its significance within the following context:
To date, research on the development of ERMS is non existence. This is because
ERMS is a new domain that demands a combination of explicit and tacit knowledge
and a combination of other domains apart from records management such as
information systems development, content management, document management,
and other technical aspects pertaining to computer technology. Most of the practising
record professionals and educators rarely possess all these knowledge and skills to
embark on this type of research project. Therefore, this research project is an initial
attempt to explore this new domain where the result could be used as a foundation
for further research that leads to the development of the information system.
In Malaysia, the academic program in the field of record management is solely offered
in the Faculty of Information Management, Universiti Teknologi MARA Malaysia.
Owing to this circumstance, it is only logical that the faculty needs to be leading and
be in the forefront in terms of the field of record management. One of the most
important advancement that the faculty should be concerned is to develop a
technological based product that relates to record management. In relation, the
faculty needs to be the one that develops ERMS for it will not only benefit the faculty
but also the nation in general.
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5.4 Brief Literature Review
1 to 3 pages only
Background
The importance of electronic record management in organizations continues to
increase daily. What makes it more important is because of the proliferation of
information and communication technology in all types of organizations. Private and
public organizations not only create electronic records almost daily from their daily
business operation but the transactions between and among them also have added
to the creation of electronic records at an unprecedented rate.
What is an Electronic Records Management System (ERMS)?
Before we could understand what ERMS is, it is appropriate to define primarily what
record management is. This is because electronic record management system is built
on the foundation of the generic record management.
ISO Standard 15489:2001 defines Records Management (RM) as the field of
management responsible for the efficient and systematic control of the creation,
receipt, maintenance, use and disposition of records, including the processes for
capturing and maintaining evidence of and information about business activities and
transactions in the form of records [http://www.aiim.org]. Within this premise, ERMS
can be understood as a computerized system designed and developed to manage
paper-based records and digital-born record. In this context, the paper-based records
could be transformed into digital format before they can be managed by ERMS. In
other words, ERMS covers the electronic management of paper records and
management of electronic records. Therefore, ERMS functions almost similar to the
manual record management but has the capability of streamlining many of the most
time-consuming record management tasks.
ERMS with its features embedded could be utilized to perform the following tasks
among others:
a. Opening, closing and registering files, folders, dockets, and individual documents.
b. Tracking the location of files.
c. Charging files out to users.
d. Classifying records.
e. Indexing records.
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f. Searching for records using keywords and other search criteria.
g. Managing the active and semi-active retention of the records.
h. Managing the disposal of records.
i. Managing access to and security of records.
j. Newer versions of ERM systems can capture and manage finished electronic records.
Electronic Records Management System, Information Systems and Document
Management Systems
According to Bearman (1993) electronic records management system keep and
support retrieval of record while information systems store and provide access to
information. The purpose of electronic record management systems is to provide
organizations with evidence of business transactions while information systems is a
non-record information systems that serve the purpose of storing information in
discrete chunks that can be recombined and reused without reference to the
documentary context. In the case of document management systems, not all
electronic documents qualify as records because a record should have three
important elements i.e. content, context, and structure which most of the document
management systems do not take this into account. The “recordness” of the record is
built on these characteristics.
Requirements of Electronic Records Management System
Electronic Record Management Systems is a very complex information system.
Requirements pertaining to it are quite diverse and unique. Basically, in almost all
types of information systems, requirements are categorized into two and they are
functional requirements and non-functional requirements. Functional requirements
are requirements that an information system must have in order for it to operate
seamlessly. The non-functional requirements are requirements that technically
support the operation of the information system. Information systems are designed
and developed based on these two requirements [Satzinger, Jackson & Burd,
2009];[Shelly & Rosenblatt, 2010].
There are a number of research and development projects carried out by researchers
pertaining to requirements of electronic record management system. These projects
mainly focus on identifying the functional requirements of electronic records
management. Among the projects are:
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· The University of Pittsburg Project [Cox, 1995].
· The Edith Cowan University Project [Edith Cowan University].
· The University of British Columbia Project [Duranti, L & Eastwood, T, 1995].
· IDA Program of the European Commission [Cornwell].
Therefore, from the previous research and development projects, it can be concluded that the ERMS functional and non functional requirements are:
· Entity Relationship Model · Classification Scheme · Control and Security · Retention and Disposal · Capturing Record · Referencing · Searching, Retrieval, and Rendering · Administrative Function · Other functionality such as management of non-electronic records, document
management, electronic signature, encryption, interoperability and openness · Non Functional Requirements · Metadata Requirements
The analysis and design of the ERMS for this project is based on these requirements
owing to the fact that the specification is written to be equally applicable to public and
private sectors. Since this present research project is an exploratory attempt to the
development of the ERMS, not all of the requirements can be incorporated in this
project. Only the basic functional requirements are incorporated as a base for further
research project.
Conclusion There is a dearth of research in the analysis and design of ERMS not only in
Malaysia but also in other countries. This has led to a situation where the
development of ERMS either by commercial or academic institutions is almost nil.
There are many reasons associated to this phenomenon and the one that is very
glaring is the inability to find professionals who understand both of the domains of
record management and information systems. One way to overcome this situation is
to create an ERMS development team that comprises of professionals from both of
the domains although this is quite difficult to achieve. The commercial institutions
have made some efforts to develop ERMS but in actual fact their products are
basically electronic document management systems that do not incorporate the
elements of record management. Therefore the “recordness value” is not addressed.
This may be due to the reason that the development team is not made up of
individuals from both domains as discussed above.
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5.5 Methodology
2 to 4 pages only
INTRODUCTION
This section discusses the methodology adopted in the study. The elements of the
methodology are discussed in turn to show how they are related in this study. Owing
to the fact that this study is about an information system, the elements of the
methodology are adopted mainly from the Systems Development Life Cycle (SDLC).
SYSTEMS DEVELOPMENT LIFE CYCLE (SLDC)
Systems Development Life Cycle or popularly known as SDLC is a methodology used
to develop an information system. The development of an information system goes
through a cycle and stages. The stages in SDLC and their brief descriptions are as
follows:
Planning Stage
Basically, the aim of the planning stage is to identify the scope of the new system,
making sure that the information system development project is feasible, charting the
schedule, planning for resources to be used in the development, and determining the
budget needed for the project. The activities involved in this stage are:
§ Define the problem
§ Produce the project schedule
§ Confirm project feasibility
§ Staff the project
§ Launch the project
Analysis Stage
The analysis stage is essentially a process of discovery that aims to understand and
document the business needs and the functional and non functional requirements of
the new information system. This stage involves actively interacting with the
stakeholders of the new information system. The primary activities in this stage are:
§ Gather information pertaining to the new information system
§ Define the new information system functional and non functional requirements
§ Building prototypes as a discovery method of information system requirements
§ Prioritize the requirements
§ Generate and evaluate alternatives
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§ Review recommendation with the sponsor of the new information system
Design Stage
This stage is based on the requirements gathered during the analysis stage. With the
information system requirements fully gathered, the information system is ready to be
designed according to the needs of the stakeholders. Designing the information
system involves two levels, i.e. high level design and low level design. Developing the
architectural structure for the software components, databases, user interface, and
operational environment is the high level design. Developing the detailed algorithms
and data structures that are required for software development is considered as low
level design. The activities that are involved at this stage are:
§ Designing and integrate the network
§ Designing the application architecture
§ Designing the user interfaces
§ Designing the system interfaces
§ Designing and integrating the database
§ Prototyping for design details
§ Designing and integrating the system controls
Development Stage
Sometimes known as implementation stage, the new information system is built,
tested, and finally installed at this stage. The information system is built by
professionals such as programmers, database experts, system architectures, and
other information system professionals. All parts of the information system are tested
to ensure reliability and accuracy and meeting the needs of the information system
users as agreed in the analysis stage. At this stage, user involvement is very minimal
because most of the activities only involved technicalities of the information system.
Among the activities involved at this stage are:
§ Constructing the software components
§ Verifying and testing of modules
§ Converting data to digital form
§ Training of users and documenting the information system
§ Installing and benchmarking the information system
Support and Maintenance Stage
Following its initial installation, the new information system has to be supported and
maintained so that it will operate smoothly and productively. Any misalignment of the
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information system will be rectified. In addition to that, if there is any need to expand
the capabilities of the new information systems resulted from the introduction or
availability of new technology in the market, then it is carried out in this stage. Among
the activities that are normally carried out in this stage are:
§ Rectifying any misalignment of the new information system
§ Enhancing and expanding the capabilities of the new information system
§ Supporting the use of the new information system by the end users
METHODOLOGY ADOPTED FOR THE PROJECT
As indicated earlier, the purpose of the research project is to analyze the generic
functions of a very specialized information system i.e. Electronic Record Management
System. The result of the analysis would be utilized as a foundation for the design of
the Electronic Record Management System.
Therefore, for the purpose of this project, the System Development Life Cycle (SDLC)
methodology discussed above is adjusted in which only two of the above stages are
adopted because of their relevance to the purpose of this project. The stages adopted
are the Analysis Stage and the Design Stage. Within the context of this project, the
results of the Analysis Stage and the Design Stage are discussed in the following
sections.
5.6 Results and Discussions
2-4pages The analysis and design tasks resulted in the following findings: Stakeholders of the Electronic Record Management Systems
The stakeholders of the ERMS are of the following categories.
a. Record Managers Record managers are individuals who manage the records that enter the ERMS.
b. Clerical Staff The clerical staff is the individual who perform the filing tasks of the documents and
records of the organizations.
c. General Users General users are users who interact with ERMS for the purpose of retrieving the
records to assist them in their daily work. Their interaction with the information system
is limited within the context of the service requested
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Functional and Non Functional Requirements. for Electronic Record
Management System
The functional requirements of the ERMS are:
Record manager wants to register new record
This functional requirement provides the record manager with the ability to register any new record into the ERMS. No
Event
Trigger
Source
Use Case
Response
Destination
1
Record
manager wants to register new
record
New Record Registration
RECORD
MANAGER
Register
New Record
New Record Registration
Details
RECORD
MANAGER
Record manager or user wants to view existing record This functional requirement provides the record manager or user the ability to view any existing record in the ERMS. No
Event
Trigger
Source
Use Case
Response
Destination
2
Record
manager or user wants to view existing
record
Record Viewing
RECORD
MANAGER or USER
View
Record
Record Details
RECORD
MANAGER or USER
Record manager wants to modify existing record.
This functional requirement enables the record manager to modify any existing record in the ERMS. No
Event
Trigger
Source
Use Case
Response
Destination
3
Record
manager wants to modify
existing record
Record
Modification
RECORD
MANAGER
Modify Record
Record
Modification Details
RECORD
MANAGER
Record manager wants to delete existing record.
This functional requirement enables the record manager to delete any existing record in the ERMS.
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No
Event
Trigger
Source
Use Case
Response
Destination
4
Record
manager wants to delete
existing record
Record Deletion
RECORD
MANAGER
Delete Record
Record Deletion Details
RECORD
MANAGER
Record manager or user wants to print existing record This functional requirement enables the record manager as well as the general users to print existing record in the ERMS. No
Event
Trigger
Source
Use Case
Response
Destination
5
Record
manager or user wants to print existing
record
Record Printing
RECORD
MANAGER or USER
Record
Record Details
RECORD
MANAGER or USER
Time to change record status for appraisal
This functional requirement automatically, without the intervention of human, changes the value of the record status from ACTIVE status to WFA status (Waiting For Appraisal). No
Event
Trigger
Source
Use Case
Response
Destination
6
Time to change Record Status for appraisal
“Upon
Reaching Time of
Retention Schedule”
Nil
Change Record
Status for Appraisal
Record
Appraisal Message
RECORD
MANAGER
Record Manager wants to Appraise Record
This functional requirement of ERMS provides the record manager with the ability to appraise records that have been identified for appraisal process. No
Event
Trigger
Source
Use Case
Response
Destination
7
Record
Manager wants to Appraise
Record
Record
Appraisal
RECORD
MANAGER
Appraise Record
Record
Appraisal Details
RECORD
MANAGER
Time to Archive Record This functional requirement of ERMS enables existing records being archived automatically upon meeting the date for archival process.
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No
Event
Trigger
Source
Use Case
Response
Destination
8
Time to Archive
Record
‘Upon
Reaching Archival Date”
Nil
Archive Record
List of Archival
Records
RECORD
MANAGER
Record manager or user wants to view archival record This functional requirement of ERMS enables the record manager or the general users to view any of the records that are already archived. No
Event
Trigger
Source
Use Case
Response
Destination
9
Record
manager or user wants to view archival
record
Archival Record Viewing
RECORD
MANAGER or USER
View
Archival Record
Archival Record Details
RECORD
MANAGER or USER
The non-functional requirements of the ERMS are:
Non-Functional Requirements
Notes
Technical requirement
Audit trail, digital storage for archival of records
Performance requirements
At least two seconds response rate, simultaneous clients
Usability requirements
Usable forms and reports
Reliability requirements
Withstand outages and immediate backup and recovery
Security requirements
Multi level security level
Entities for the Electronic Record Management System
The entities that have been identified for this project are as follows:
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i. RECORD
ii. ARCHIVAL RECORD
RECORD RECORD refers to all types of information created regardless of format, sent and
received by an organization in the course of carrying out its daily business. Examples
of records are letters, bills, pictures, letters etc.
ARCHIVAL RECORD ARCHIVAL RECORD refers to all the records that have gone through the appraisal
processes and kept as archival records. There is a specific reason for records to be
archived. One obvious reason is that when the record is no longer active or in other
words the record is no longer actively referred to, it is then a good candidate to be
archived.
Attributes of RECORDS and ARCHIVAL RECORDS RECORDS and ARCHIVAL RECORD are the entities identified for this ERMS project.
Entities are collection of things that share the same attributes. In this context,
RECORD and ARCHIVAL RECORD have their attributes and they are described in
Table 4.1 below.
Attributes of RECORD and ARCHIVAL RECORD Name of Attributes
Type of Characters
Length of Characters
Values
Record Image
Pdf Image
Record
Record NO (PK)
Numeric
10
Unique number of the record
Record Subject
Alphabet
50
Subject of record
Record Name
Alphabet
50
Name of the record
Record Type
Alphabet
50
Type of record
Registration Date
Date
10
dd-mm-yyyy
Record Security Level
Alphabet
10
Low, Medium, High
Record Status
Alphabet
20
Act, WFA, RAD
Record Classification
Alphabet
20
Classification number
Retention Schedule
Date
10
dd-mm-yyyy
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Modification Date Date 10 dd-mm-yyyy Appraisal Date
Date
10
dd-mm-yyyy
Archival Date
Date
10
dd-mm-yy
Appraisal Remark
Alphabet
50
Remarks
5.7 Conclusion and Recommendation
1 to 2 pages only Conclusion In any information system development project, the analysis and design tasks are
very crucial to ensure a successful completion of the information system product. This
is because the analysis is the task that involves understanding the needs and
preferences of the information system users. The information pertaining to the needs
and preferences of the information system users are collected by the information
system team of professionals and later interpreted into the design of the information
system. The design would then be brought into the development stage where it would
be built to suit the user needs and preferences. In this context, it would be logical to
understand that if the analysis is erred, then the design would be inaccurate hence
making the development of the information system misaligned and finally would
possibly be rejected by the users and stakeholders of the information system.
Within the above premise, this chapter highlights some of the lesson learned from this
project.
a. The complexity of electronic record management system
Electronic record management system is a very complex system. The functional
requirements are very detail and to transform it into an operational system will take
many man hours and financial resources.
b. The scarcity of expert in the electronic record in the country
Owing to the fact that electronic record is a new specialization in the record
management domain, experts in this field, particularly in the country, are scarce. Even
if they are available, they are only exposed to the concepts and principles of
electronic record but not the system development.
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c. The dearth of research in the field of electronic record in the country
Research and development of electronic record management system is still at its
infant stage. To date, there is no attempt to develop an electronic record
management system in the country.
Recommendations This research project recommends the following for the purpose of developing the
domain of Electronic Record Management System:
a. Research on the development of Electronic Record Management Systems (ERMS)
should be initiated by the Faculty of Information Management, Universiti Teknologi
MARA since the faculty is the only institute of higher learning in the country that offers
academic program in record management. Therefore, it would be appropriate for the
faculty to be a pioneer in the development of the system.
b. Research grants with substantial amount should be allocated for the effort to develop
a comprehensive electronic record management system. This is because this
software is deemed crucial to public and private business organizations at large. It is
not too excessive to say that each and every business organizations need a
functional electronic record management system to handle and manage their
electronic and paper-based record – a very valuable organizational resource that no
organization would want to ignore. Therefore, the software would have an excellent
potential to be marketed not only to organizations in the country but also in the other
parts of the world.
c. Any effort to develop an electronic record management system should be done
through the establishment of a development team. The team should comprise of
experts from at least two specializations i.e. record management and information
systems. This is to address the shortcomings of individuals that possess both of the
expertise. Since the Faculty of Information Management, Universiti Teknologi MARA
offers both of the academic programs: record management and information system
management, it would just be appropriate for the faculty to gather all the academics
from both of the domains to embark on the development of the electronic record
management system software.
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5.8 References/Bibliography
Bearman, D. (1993) Record-keeping Systems in Archivaria, No. 36 (Autumn,1993)) Cain.P, (2002). Model Requirement for the management of electronic record
(MoReq): A critical Evalaution. Records Management Journal.12 (1).14-18.
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