21/3/2025

IMD 161/123
FOUNDATION OF RECORDS MANAGEMENT LEARNING OUTCOME
CHAPTER 1
At the end of the course, students should be able to:
TOPIC 1:  Explain the terminologies and definition of records.
TERM & BASIC CONCEPT  Understand the element, forms and characteristics of
records.
OF RECORDS  Understand the used and importance of records in an
organization.

1 2

RECORDS RECORDS
“A document regardless of form or medium created, received, maintained and used by an
• RECORDS includes all the documents that institutions or individuals create or organisation (public or private) or an individual in pursuance of legal obligations or in
receive in the course of administrative and executive transactions. the transaction of business, of which it forms a part or provides evidence”.
(IRMT, 1999)
• Records are important for their content and as evidence of communication,
decisions, actions, and history.
“Materials in written or other form setting out facts or events or otherwise recording
• Records support openness and transparency by documenting and providing information and includes papers, documents, registers, printed materials, books, maps, plan,
evidence of work activities and by making them available to the respective drawings, photographs, microfilms, cinematograph films, sounds recordings, electronically
users. produced records regardless of physical form or characteristics and any copy thereof”.

• Records support and help meet individual or organizational goals. (National Archives Act 2003)

3 4

RECORDS ELEMENT RECORDS ELEMENT - CONTENT

 Includes text, data, symbols, images, sounds, graphics and other information
which forms the record.

 CONTENT  To ensure the content of the record is consistent creation of RECORD and does
not change all the time, it should be captured into a format or stable media.

 CONTEXT  The contents of records such as letters, memos and official emails should
clearly describe what to do delivered or decided or what action has been
 STRUCTURE taken.

 That fact must be grounded. Time, date and place should be clearly stated.

5 6

1
 21/3/2025

RECORDS ELEMENT - CONTEXT RECORDS ELEMENT - STRUCTURE

 Three main aspects for the context of a record, namely:
a) contextual information can be found in the record (e.g. signature executive officer)  Relates to how records are recorded, including usage symbols,
b) there is a relationship between one record and another related record layouts, formats, media and more.
c) there are activities that create a record.

 Contextual information relates records to the administrative and functional environment  The structure in the record forms the link between content and
(activities and processes) that create the record and also with other records. context.
 Information contextual also allows the validity, reliability and integrity of the record to be proven
and this is especially important for electronic records.  The structure will organize the content can describe the context
for example, in the preparation of letters, memos and official
 Context can be preserved through internal elements records (e.g. attached documents,
attachment information, networks, numbers and reference code) or through external elements (e.g. email at the agency, there is a connection between the address,
metadata). date, paragraphs and signature.

7 8

FORMS OF RECORDS
FORMS OF RECORDS
2. CREATED ON MEDIA OTHER THAN
PAPER
1. CREATED ON PAPER  In roll microfilm, microfiche or computer output
 In the form of report, minutes and correspondence microfiche (COM) formats(microforms); as
recorded on paper in ledgers, registers, notebooks, photographs, including prints, negatives,
appointment diaries and other volumes. transparencies and x-ray films;
 In the form of maps and plans (cartographic  As sound recordings on disk or tape; as moving
records), architectural and engineering drawings, images on film or video (audiovisual records) as
pictures (iconographic records) or computer electronic text or images copied on magnetic tape or
printouts. magnetic or optical disk or held in online
databases (electronic records; formerly known as
 Such records may be handwritten (manuscript), machine-readable records)
hand-drawn, typed (typescript) or printed.
 As three-dimensional models, scientific specimens or
other objects; or as combinations of any of the above
formats in an electronic form (multimedia).

Sources: Arkib Negara Malaysia

9 10

THE CHARACTERISTICS OF
RECORDS Records Are Unique
• Records are unique in the sense that, maintained in their appropriate context, they are a
Records are Static component in a unique compilation or sequence of transactions. Records are not isolated bits
of information. They have meaning because they were generated during a particular
• In order to provide evidence, the record must not be fixed and must not be susceptible transaction or business process. The records make sense within the context of the overall
to change. If a record is changed or manipulated in some way, it no longer provides evidence functions and activities of the individual or organisation that created or used them. They
of the transaction it originally documented. have a relationship with other records that makes them unique.

Records Have Authority

Records Are Authentic
• Records must be reliable and trustworthy. The reliability of a record is linked to its creation.
Who generated or issued the record? Under what authority? Can this authority be proved? • The authenticity of a record is derived from the record-keeping system in which it was
Signatures, letterheads, seals and office stamps are obvious indicators of the official nature of created or received, maintained and used. A record is authentic if it can be verified that it is
now exactly as it was when first transmitted or set aside for retention.
records.

11 12

2
 21/3/2025

CATEGORY OF RECORDS TYPES OF RECORDS

HOUSEKEEPING RECORDS
Records are created by all sorts of people and institutions. Individuals,
families, businesses, associations and groups, political parties and
Documents relating to budgets, finance, personnel, supplies, and other
governments all create, and use records every day.
administrative operations common to all departments or units.

PUBLIC RECORDS Example:

Records created or received and maintained in any public sector agency.  Administrative records
 Administration of Land, Building & Infrastructure Records
PRIVATE RECORDS  Administration of Asset and Store Records
 Human Resource Management Records
Records created, received and maintained by non-governmental organizations,
 Financial records
families or individuals relating to their private and public affairs.

13 14

AGENCY FUNCTIONAL RECORDS VALUE OF RECORDS

TYPES OF RECORDS Jabatan Agama Islam
Selangor
 Hal Ehwal Islam
 Pengurusan Sekolah Agama
ADMINISTRATIVE VALUE
 Penguatkuasaan
The usefulness or significance of records to support ancillary operations and the routine
FUNCTIONAL Majlis Peperiksaan  Pengurusan Peperiksaan management of an organization. Records having administrative value are generally considered
useful or relevant to the execution of the activities that cause the record to be created and during
Malaysia
RECORDS Lembaga Kemajuan
Terengganu Tengah
 Pembangunan Wilayah
 Penguatkuasan
the audit of those activities.

A functional record, also FISCAL VALUE

Universiti Malaysia  Pengurusan Universiti The usefulness or significance of records containing financial information that is necessary to
called an operational record Sabah  Hal Ehwal Pelajar dan Alumni conduct current or future business or that serves as evidence of financial transactions.
 Penyelidikan dan Inovasi
which used to operate the core HISTORICAL VALUE
business of the agency. Sekolah-sekolah Negeri  Tadbir Urus Sekolah
Pahang  Tadbir Urus Murid The usefulness of records for historical research concerning an organization’s functions and
 Tadbir Urus Asrama Sekolah development, or for information about persons, places, or events.

15 16

RECORDS USED IN ORGANIZATIONS

VALUE OF RECORDS
Support and document
policy-making and
Protect the interests of the
LEGAL VALUE Conduct business in an
decision-making processes
management level, ensuring Deliver services consistently
organization and the rights of
orderly, efficient and consistency, continuity and employees, customers and
The usefulness or significance of records to document and protect the rights responsible manner
productivity within
and fairly
parties interested in the
present and the future
management and
and interests of an individual or organization, to provide for defense in administration
litigation, to demonstrate compliance with laws and regulations, or to meet
other legal needs. Provide protection and
support in litigation including Meet legal and regulatory
Facilitate activities to be risk management related to requirements including Ensure continuity in the
carried out effectively the existence or lack of archival, audit activities and event of a disaster
throughout the organization
RESEARCH OR INFORMATIONAL VALUE evidence of organizational
activities
supervision

Within the University environment, records often have research value. This is
the value or significance to the materials based upon their content, independent Supporting and
of any intrinsic or evidential value. Provide evidence of work,
documenting research and
development, development Create organizational,
Maintain corporate, personal activities and achievements,
personal and cultural personal and cultural
or collective memory current and future, in
activities identity
addition to historical
research

17 18

3
 21/3/2025

THE IMPORTANCE TO MANAGE RECORDS

SUMMARY
1. Reduce the volume of records. • Chapter 1 has introduced the terms and basic concept of records which covered the
following terms:
2. Improve storage and retrieval systems • Terminology of records
3. Increase efficiency of records processing. • Forms of records
4. Identify and protect vital records • Characteristics of records
• Types of records
5. Meet legal requirements • Category of records
6. Protect the organizations, customers, personnel, and stockholders, • Records Element
7. Improve productivity. • Value of records
• Records used in organization
8. Cut cost. • The importance to manage records
9. Improve profits

19 20