Welcome to my Weblog. This site is dedicated to my thoughts, views and understanding on anything that touches upon records management, archives management as well as information management in Malaysia. I believe in becoming a 'functional and meaningful' information professional, the term I refer to as person who can function in many ways possible for the betterment of this discipline. Interested parties, may reproduce or quote materials published with the condition that they are credited to Comments must be accompanied by names or pseudonyms. Anonymous postings and those containing profanities and obscenities will be rejected.

Friday, June 24, 2011

Pengurus....Pegawai Rekod....atau apa sahaja!

Assalam semua.....

Ada beberapa salah faham konsep sebenar pengurusan rekod dan bidang kerjaya...bagi yang telah dengan jayanya menjadi graduan...tahniah jika anda telah mempunyai pekerjaan....jika belum punyai bidang pekerjaan, berusahalah untuk terus mencari....jangan putus asa sama sekali.

Kalian mengambil kursus pengurusan rekod dan dengan berkobar kobar menjalani 3-4 tahun yg perit tetapi menyeronokkan, menempuhi perjalanan mencabar buat memperolehi segulung ijazah. Harapan yang terbina dalam hati ialah suatu hari nanti akan ada kerjaya yang sesuai dengan bidang yang kalian ambil. Itulah harapan dan corak fikiran kebanyakan dari kita.....terkadang saya fikir dengan mendalam, "ini suatu bentuk pemikiran yg agak membingungkan dan tersasar"...sebenarnya, kita langsung tidak boleh mengharap apa yg kita pelajari itulah yang kita akan jadi.....kita hanya boleh bercita cita dan mengatur langkah ke arahnya, boleh jadi ia menjadi boleh jadi tidak.

Saya tunjukkan kes dan contoh untuk kalian fikirkan.....KES 1:

Ada graduan pengurusan rekod yang menjadi usahawan....dan usahanya itu berjaya buat masa(diharap terus berjaya, jika gagal..didoakan terus bangkit) ....punyai ilmu pengurusan rekod yang pada mulanya diingatkan akan terkubur begitu sahaja apa yang dipelajari selama beberapa tahun.......namun akhirnya ilmu pengurusan rekod itu tidak terkubur begitu sahaja, sebaliknya.....kerana menjadi usahawan memerlukan dia mengurus syarikatnya sendiri, dan pengurusan di syarikatnya memerlukan skil pengurusan rekod...untuk memastikan segala aspek pengurusan syarikatnya berkembang dan maju....jika usahanya terus berkembang dan dia boleh mengatur untuk mempelbagaikan usahanya dan membuka jenis jenis perniagaan yang berbeza...boleh sahaja dia membuka satu syarikat perundingan pengurusan rekod dan menggunakan pengalamannya sendiri menguruskan rekod untuk diguna pakai dan dikongsikan kepada orang lain melalui sesi sesi latihan dan perundingan.....

bersambung...perlukan komen anda terlebih dahulu....harap beri komen....  

Monday, June 6, 2011

Institutional repository: a corporate memory

Institutional Repository: a memory lane

An organization which is in diverse operations has created milestone success and achievement, and at the same time created tremendous amount of records and documents in many formats. There are photos, images, maps, drawings, audio and video recordings of substantial amount and not neglecting the massive amount of transactional records of agreement, letters, memos, annual reports, etc.
How can all of these diverse items be captured, archived, organized and readily accessible on the web in one location for public access? An institutional repository can provide the perfect solution.
In our current technological age, most communications and scholarship are born digital and are often scattered across various servers and hard drives. Most of these virtual items are not as carefully archived or preserved as are traditional print publications. In today's computer dependent environment, our extensive archival expertise is timely and germane. One particularly effective means for filling the void and seizing the opportunity is to establish an institutional repository to collect the intellectual output of your institution.

Institutional repository

Simply stated, an institutional repository is a formally organized virtual locus for collecting and disseminating the digital intellectual output of an organization. The scope of the institutional repository is flexible and can be defined by each individual organization. Content can include solely corporate or academic materials or can be broadly defined to serve as an archival repository for all mission-related items of an institution ranging from official documents such as annual reports or litigation memorandums to public relations materials such as press releases or client brochures.

Benefit of an Institutional Repository

The benefits of an institutional repository are:
1.    Enhancing reputation of An agency
a.    A primary benefit of an institutional repository is that it will enhance the reputation and visibility of An agency. A digital repository will showcase Perbadana Putrajaya’s intellectual quality as well as preserve and disseminate the collective capital of An agency’s constituents. Generally, an institution's intellectual output is spread across various websites, servers and numerous publications. Centrally storing the intellectual product of your organization in a repository better demonstrates the value of your institution's research as a whole and its impact on the larger community.

2.    Furthermore, a repository can make An agency’s institutional history, development, research and publications available to an international community on a scale impossible to achieve in paper. The information and publications can be quickly disseminated to a worldwide audience. Long delays often attributed to the cumbersome traditional publication process can be eliminated.

3.    Open access to publication
a.    An institutional repository also permits An agency to provide open access to its publications. Traditional publication models and subscription barriers often limit the readership and availability of its institutional origin. Open access publications provide the obvious benefits of instant access to digital materials, round-the-clock, without physical boundaries.

4.    Well-organized materials readily available on the web
a.     An organization that lacks a central system with standardized document storage is at risk for suffering time inefficiencies. Searching for documents in multiple locations can be time-consuming. A repository with consistent metadata describing its contents empowers An agency’s information consumers by providing them with a self-service option for retrieving frequently requested materials. An added benefit is that multiple patrons will be able to simultaneously use popular items.

5.    Self-service depositing documents to institutional repository
a.    It is possible to set up a repository that requires minimal intervention by staff. When establishing an institutional repository, administrators have a choice of allowing authors to self-submit items to the repository. As a repository administrator, once approval is given, it will automatically populate the repository. It is also very simple to incorporate depositing documents in the repository as part of the normal administrative workflow. Once the subject framework of the repository has been solidified, document submission is a quick and simple process.

6.    Outlet for digital content
a.       It should also be noted that institutional repositories provide an outlet for storing materials created in a variety of formats. Repository items are not limited to traditional text only publications. Multimedia items can be easily accommodated. Research and publications that have been created in a variety of digital formats including audio, video, and images can be archived. Repository content can include lectures, slide presentations, music, photographs, artwork, data sets from empirical research or any other hidden treasures in your collection that are digitally formatted.

observe and evaluate 2....!!!

Assalam all...

When the form is designed in such a way, by which customer have to fill up a lot of information, it will surely result in the longer time taken for officer to make a data entry into the system....this will slow down the process.

I do agree for the first timer customer, that should be okay! Otherwise necessary information would not be able to be detected in the system. However, for returning customer or existing customer to repeat the same process, whenever they come and seek for services in an agency, it is in fact ridiculous in the context of fast moving business transactions in today's environment.

Why should they fill up the same information as they did previously? Can their details be traced using the same reference no or customer ID?

What happen to the information system employed by the agency? Can't the system provide necessary tracing back of customer details to expedite the processes and make customer happy? If the system cannot do so...why in the first place that the agency engaged with the system?

A business re engineering is desperately needed in such cases!!

Sunday, June 5, 2011

observe and evaluate...!!

Dear all...

I used to give this example during records management classes...

If the counter service is slow.........

it is always indications for whatever reasons as follow:

.....they are creating a lot of info and thus a lot of records!
.....they are making a lot of inputs into the system....repeatedly over time!
.....their forms are not systematically created to expedite process!
.....their information system be it database or not fully integrated!one number or one reference solve it all concept is not used!

hence:....waiting time is higher....customer satisfaction is low....and the counter service is not people's friendly or customer friendly....!!!

You have all the system, all the ICT experts on earth.....why aren't you improve things!!!....if you cannot find out one in the organization, employ a new one, or outsource one....why are these people are not doing this immediately?? I do not understand!!!