Improving the Records Management
Implementation of Electronic Records Management
Records management can be improved in many ways. In my opinion, one of the ways is to implement the electronic records management. The government should consider formulating policies, standards and practices, technical specifications and training plans to enable its agencies including Mahkamah Negeri Sembilan to manage records in electronic form. According to Arkib Negara Malaysia, The management of electronic records is not a problem that needs to be solved. Its effective implementation in support of program/ service delivery, decision-making, etc., should be viewed from the perspective of the extent to which it can lead to cost savings, cost avoidance, risk reduction and opportunity gain.
This means that electronic records could give a lot of benefits to the government agencies. As stated by Arkib Negara Malaysia, electronic records management could help the government agencies to reduce its costs. The traditional records management practiced by Mahkamah Negeri Sembilan for example requires the government to actually spend more money. This is because, if we’re looking this issue from a strategic view then it is undeniable that the implementation of electronic records management could save costs. The existing system practiced by the government requires them to maintain all the equipments and also hire personnel to supervise the files room. Furthermore, it contributes to the increased usage of paper. This doesn’t not coincide with the government efforts in becoming a paperless government.
The electronic records management would usually involve the usage of electronic databases. Electronic databases can provide greater level of security for the records (Ruzicka et all, 1997). This is because database only enables those who are authorized to access the database. Furthermore, it can hinder the files from being damaged if there are any accidents like fire or natural disasters such as flood.
In addition, according to Microsoft the use of database gives the users true command of their data, enabling them to...