ACKNOWLEDGEMENt

Assalamualaikum, I am Siti Naziatul Najiha Binti Mohd Nazif would like to give my big
gratitude to Allah as I managed to complete this assignment in a given period of time.
Without permission from Allah I wont to make it done. And also not forget to my helpful
lecture and friends also all the others that was involve to help me finish this assignment.
First and foremost, I would like to express profound gratitude and special thanks to my
advisor or lecture for this subject, Miss Nurul Huda Binti Md Yatim, which is given a full of
guidance, advice, comment and constantly give full of support through the period of study in
order to ensure this assignment. Thanks a lot to madam because help and give guidance to
me for finish and make this assignment done in a given period of time.
Also thanks to my friends who were helps me to finish this assignment, I am very thankful
to all of you. Lastly, I would like to say thanks to most important people in my life. They are
my parents that give support and also gave me encouragement as long time to finish my
assignment. They always give support and always there for me if I was in trouble or not.
Thank you.

ABSTRACT
The purpose of this article is to examine the records professions approach to managing
electronic records and question how much progression there has been , given most
processes and system are only slight variations on those originally designed for the paperbased world. It aims to offer a different approach, which focuses on automation and to
employ some of the technique used by well-known and highly successful organisations such
as Amazon and Google. This article represents the authors own views based on his
experiences as practitioner, his role as an advisor responsible for preparing and
disseminating guidance material and tools to help support the development of records
management within the education sector and interest in looking to the future and records
management in the Web 2.0 world
The logic underpinning the functionality found in systems such as Google, eBay and
Amazon offers a potential mechanism for establishing precisely how an organisation
functions, how people work and how information flows. Going beyond classification and freetext search, functionality such as customer reviews, customer interests and statistics could
be applied within the records management world. For example, instead of customers who
bought this item also bought there might be user who viewed/edited this information also
viewed/edited these sources of information, to show exactly where a particular document
fits into a particular process (or processes) exactly who uses it and to what information it
relates.
An automated approach is where the future of records management needs to head. It is a
scalable approach which enables our professional to get to grips with the real challenges
that the sheer volume of information that must be managed presents. This article provides a
novel approach to managing records in the digital world by adopting methods used
successfully by large well-known organizations in the web world.

INTRODUCTION OF THE ARTICLE

This article is about author opinion which is to examine the records professions approach
to managing electronic records. It aims to offer a different approach, which focuses in
automation and to employ some of the technique used by well-known and highly successful
organisations such as Amazon and Google. Based on author, the PC boom of the early
1990s, proliferation of the client-server architecture and spread of office productivity tools
represents a new era in the workplace and a radical new set of challenges for records
management. Such profound changes quickly raised a number of equally profound
questions and challenges from the records management perspective. Then there were the
more practical professional conundrums encountered: the increasing problems associated
with managing version control, the increased number of drafts and duplicates now in
existence and the thorny and seemingly unfathomable issues surrounding the need to
preserve digital content and ensure its accessibility within a rapidly changing technological
environment.
With these new digital formats raising new questions it is little wonder that a new variation
on records management was deemed necessary. Electronic records management was
born and indeed, remains with us today. Its status within the profession, however continues
to be a somewhat ill-defined and rather arbitrary one. Virtually every article in it, from
Implementing an EDRMS to The challenges of information governance in the digital age,
is concerned with the specific issues presented by the management of digital data; even a
piece entitled Paper in the office: the art of the possible is actually concerned with the
problems of managing hybrid paper and electronic records. And yet the publication
concerned is produced by the Records Management Society (not Electronic Records
Management Society) and has the strap line at the centre of the records management
network. But there no acknowledgement of the dominance of electronic records there either.
The author also suspect that the vast majority of records professionals now spend most
of their time managing documents and records held in electronics format, Electronic
Records Managers have always been an extremely rare professional beast indeed.
Perhaps, the real truth of the matter is that this inconsistency of terminology and confusion in
labelling actually rather accurately reflects the reality of our professions default approach to
the issues in hand. The reason we use terms such as records management and electronic
records management in such vague, arbitrary and interchangeable ways is because this the
reality of our approach to the management of records held in digital format.

Virtually all the processes and indeed systems that we continue to employ to manage
records held in electronic format are only slight variations on those originally designed for a
purely paper-based world and as such would be immediately recognisable to our
professional ancestors of at least one and possibly even two generations previously. It is
also clear that information technology and the ability to create, manipulate, duplicate and
transmit information electronically lies almost solely at their core. Some of the biggest
consequences of information proliferation and growth and the storage companies such as
Oracle, Sun and Sandisk which who clearly stand to benefit from a society obsessed with
quantity. The author also think more in this context about Google, Yahoo!, Amazon and
eBay. These are business which have built fortunes around their ability to classify, arrange,
navigate and process terabytes, if not petabytes of data.
The author also already drawn attention to many of the problems records management
faces due to its centralised nature and manual processes and do not propose to revisit these
arguments in detail. Comparing where records management currently is with where the
demands of the IT industry require it to be can be a sobering, if not depressing affair but it
need not be so. Particularly if, rather than taking the route of measuring how far short we are
falling, we instead look to trends and developments in the IT industry for the inspiration and
ideas that we can then amend and utilise for our own records management-related
purposes; both to help us deal with the issues of volume alluded to earlier and to help find
ways of doing things that we have already strived to do only better. But in most records
management systems the concept of Google-style free-text searching is now
commonplace so there is little to be learnt from this point alone.

Objectives of article
The purpose of this article is to examine the records professions approach to managing
electronic records and it aims to offer a different approach, which focuses on automation and
to employ some of the technique used by well-known and highly successful organisations
such as Amazon and Google.
The objectives of article is :
To enable multiple search routes in the same way as subject-based index cards
did so for our paper-holdings in the days before databases.
To manage electronic records as we have always managed paper records.
To have quickly and clearly grasped the fact that finding effective and scalable
ways of dealing with the volumes of information.
Ability to utilise its content in any useful or meaningful way would be dramatically
diminished to the point of uselessness. The volume of content on the web clearly
outstrips the ability of our traditional manual processes to manage.
Consider how useful this kind of information could be to the records manager such
as knowing how many users have viewed/opened/edited/distributed a particular
document.
Clearly able to log the behaviour of each of the millions of users of their site and to
aggregate this information and make use of it to benefit both the user experiences
and their own sales.
Able to collate, interpret and make use of user behaviour this is the one which
should hold out most potential interest to the records manager.

Discussion of the article

Based on another article which is the title The benefits of electronic records management
systems: a general review of published and some unpublished cases, by Gary P. Johnston
and David V. Bowen, an organisation which is planning to implements an EDRMS, or which
is planning to upgrade or modify an existing EDRMS, can be confident that real benefits and
5

an acceptable return on investment are possible. This article purpose is to review published
case studied and some unpublished result, to identify the benefits actually achieved by
implementing an electronic records management system or an electronic documents
management system (ERMS or EDMS). The methodology of this article is draw on the
literature and unpublished result of work undertaken by the authors organisation.
Few cases studies were found in which clear, quantitative benefits are described. Those
studies that did show clear benefits with good evidence for them demonstrated five
principles which is the system must include the people policy makers and user, the EDRMS
must be integrated with the processes organisation, frequently the role of records manager
is to educate, advise and support the users, a continuum model covering documents and
records gives clearer benefits than separate documents and records lifecycle and lastly
there is no single magic bullet to solve information management problems. This article
identifies benefits that have been realised in practice from EDRMS implementations.

Conclusion of the article

Literature or music review is no longer the preserve of a privileged and learned elite, but a
means of calculating the value of a resource through the aggregated thoughts of the myriad
of ordinary people who have come into contact with it. Though not without it in inherent
risks and weakness, this does offer and interesting alternative way of accessing the
information value of records as part of the appraisal process which by recording the opinions
of those who create and use the record over time to help inform decisions regarding its
retention or disposal. Its own this sort of data would not be robust enough to base
management decisions on but information value is an important element of the appraisal
equation and to have access to this kind of statistical breakdown of usage. Exactly where a
particular document fits into a particular process, who use it and to what information relates.
And best of all, it is scalable as Amazon have already shown us.

This is where the future of records management needs to head. To stop seeing the
electronic status of records as anything novel and to start getting to grips with the real
challenges that the sheer volume of information we must manage present. For all the while
we keep paying lip service to electronic management the temptation is for us to keep on
ploughing the same furrow whilst steadily falling further behind. Instead, let us try and learn
from the IT industry that we constantly struggle to manage the implications of. It is an
industry that long ago realised that finding ways to automatically process information based
on its characteristics and use is the only way forward. It is a lesson that we must also learn
too as we strive to achieve what is reality required in the twenty-first century that is
automated management.

References/bibliography
Steve Bailey. (2009). Forget electronic records management, its automated records
management that we desperately need. Records Management Journal, 9(2), 91-97.
10.1108/09565690010972048 : 1
Gary P. Johnston, David V. Bowen. (2005). The benefits of electronic records management
systems: a general review of published and some unpublished cases. Records
Management Journal, 15(3), 131-140. 10.1108/09565690510632319 : 2