UITM MALACCA CITY CAMPUS

BACHELOR OFFICE SYSTEM MANAGEMENT (HONS)

ADVANCED RECORDS MANAGEMENT

(ASM501)

PROJECT REPORT PRACTICING ELECTRONIC DOCUMENT MANAGEMENT SYSTEM

(EDMS) IN UEM EDGENTA BERHAD

LECTURER’S NAME: MADAM ZATUL HIMMAH BINTI ABDUL KARIM

STUDENT’S
STUDENT’S NAME NUMBER
SITI’ AISYAH BINTI RADEN AMIRUDIN 2019253152
SITI MAISARAH BINTI AZLI 2019476014
NUR AQILAH BINTI ABDUL WAHAB 2019423624
WAN NURAIN BINTI WAN MOHAMAD SABRON @ 2020748701
NAZIRUDIN

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 TABLE OF CONTENT

NO CONTENT PAGE

1. Introduction
 Background of company 1-2

2. Body of the report

 Introduction to the company’s EDMS 3
 Method of used in organizing the electronic files 4

Procedures of the Records Management Program

 Creation and storage 5–7
 Distribution and use of the electronic files 7
 Maintenance of the electronic file 7
3.  Transfer/moving/copying files/folders/backup/restore data 8
to records centre, archives or on to the computer drives
 Retention and disposition process of the electronic 8

records (record transfer/records destruction/method of

destruction/data migration/deleting files)

4. Advantages and disadvantages of the EDMS 9 - 12

5. Conclusion and recommendation 12 - 13

6. References 13

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 ACKNOWLEDGEMENT

Assalamualaikum w.b.t

First and for most we would like to say that the success and final outcome of this
assignment required a lot of guidance and assistance form many people and we extremely
fortunate to have got this all along the completion of our assignment work. Whatever we have
done is only due to such guidance and assistance and we would not forget to thank them. We
are respect and thank to Madam Zatul Hamimah for giving us an opportunity to do this
assignment work and providing us all support and guidance which made me complete the
assignment on next time. We extremely grateful to her for providing such a nice support and
guidance.

We are really grateful because we managed to complete this assignment within the
time given by our lovely lecturer. This assignment cannot be completed without the effort and
co-operation from our group members. Our group member’s including Nur Aqilah, Siti
Maisarah, Siti ‘Aisyah, and Wan Nurain. Last but not least, we would like to express our
gratitude to our friends and family for support and willingness to spend some time with us.

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1.0 INTRODUCTION

COMPANY BACKGROUND

NAME UEM Edgenta Berhad

LOGO

PARENT UEM Group

WEBSITE www.uemedgenta.com
TYPE Publicity traded company
INDUSTRY  Facilities Management
 Infrastructure Maintenance
 Highway Maintenance
 Hospital Support Service
 Real Estate
 Specialist
FOUNDED 1995
HEADQUARTERS Menara UEM, Bangsar South City, Kuala Lumpur,
Malaysia
VISION Optimising assets to Improve Lives
MISSON  Our services, commitment to smarter thinking
and improved solutions place us at the forefront
of the industry
 We create opportunities for clients and assets
that positively influence society
PRODUCTS/SERVICES UEM Edgenta offers the healthcare, infrastructure and
real estate sectors a full suite of services throughout their
life cycle include consultancy, procurement, and
construction planning, operations and maintenance, as
well as optimisation, rehabilitation and upgrades.
 Healthcare sector (services include biomedical
engineering maintenance, waste management,
portering, and linen and laundry.

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  Infrastructure sector (maintaining road
pavement, civil works and electrical works of the
highway, provides a special response team unit
to monitor and regulate traffic flow along North-
south Expressway network.
 Real estate sector (integrated service platform
encompassing the complete asset and building
life cycle – property and community
consultancy, project and asset management,
development management)

ORGANIZATION CHART

CEO CFO Risk Management &

Syahrunizam Samsudin Pei Sum Chua Compliance

Chairman of the Board HR Operational

Tan Sri Dr. Azmil Excellence and Health,
Safety, Security and
Director Corporate
Environment
Noorazman Aziz Communications
Chairman of the Board
Property and COO, Property &
@ UEM Sunrise
Facility Solutions Facility Solutions
Director
Mohd Izani Ghani Secretarial
Director @ UEM Sunrise
Technology and
Director Innovation
Elakumari Kantilal
Procurement &
Contract Management
Director
Emily Kok

Director
George Labrooy

Director
Rowina Seth

Director
Bun Poo Tan

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2.0 BODY OF THE REPORT

The Electronic Document Management

System (EDMS) has been designed to
support day‐to‐day use of incoming and
outgoing correspondences and also internal
tracking for department and project. It is used
to capture information and standardize the
monitoring of all correspondences in an
electronic format. It can be easily retrieved by
the authorized user. The system consists of 3
modules, incoming, outgoing and tracking.

•Incoming module is used to •Outgoing module is used to •Tracking module is used to

register incoming create letter, memo , fax and create letter, memo, fax and
correspondence such as etc, that are issued by etc, that are issued by
letters, memos, emails, project team and to be sent project team to be sent to
,faxes and etc that are to the addresses ( For the addresses(for internal
generated by third parties external use for client , use only )
and received by project contractor)
teams.

1 2 3

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  Method use in organizing electronic files

Numeric records management is a systematic arrangement of records according to numbers.

Numeric records management is often used in organization that store and retrieve large numbers of
records and that have a need to preserve confidentially of their records and information. The number
can be pre-printed on the record (e.g., a purchase order, or invoice number), or it may be assigned
to the record based on the type of numeric filling arrangement. In this method, UEM Edgenta Berhad
are using alphanumeric coding as their medium to their records management method.
Alphanumeric coding uses letters, numbers and punctuation mark to identify records.

In UEM Edgenta Berhad, alphanumeric coding normally was used to in the number tracking, their
coding number a method for classifying materials for storage and access through use of letters and
digits that represents a concept. In this type method, Alphanumeric filing systems typically use
indirect access, with users locating file headings through a hierarchical or alphabetical list that
indicates the code used for filing or retrieval. As we can see in Figure 1 that they implementing the
alphanumeric coding essentially. Hence, it provides a basis for direct references; hence the chances
of misfiling are minimized. In addition, there is convenience of grouping of same name of the
employee in the organizations.

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3.0 PROCEDURES / PROCESS / WORKFLOW OF THE RECORDS MANAGEMENT
PROGRAM
1. Creation and storage of the files.

 To create document

Tracking No. will be

generated by the system:
enter details of
[Project Code] - [xxxxx] -
click on (Incoming document and
[Year].
- Add document) click on <save>
button xxxxx is the sequential
number for the current year
(as shown below)

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  To store document (upload document)

Click on Rename the PDF file

The document according to Tracking
|Incoming-Upload must be scanned
Document| to upload No (INFRA-C3-00015-
in PDF format. 16) as (00015-16.pdf)
the document

The PDF file will be Click on <upload>

Click on <choose file>
automatically linked to button to upload the
button to upload the
the system by Tracking document after
document.
No. document has been
selected.

 To store document (attach document)

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 Click on <add Click on <save> button
Click on <choose
attachment> button and to upload documents
file> button and
system will pop-up screen when the document has
select the document
to upload the attachment been selected.

The attachment Click on <cancel>

listing will appear in button to return to
incoming details. the previous
screen.

2. Distribution and use of the electronic files.

The officer who was taking

All uploaded / Files addressed in follow-up action shall record
attached document the name of the the information on the action
by registry should be HOD by registry taken in the EDMS
distributed to other should be
users in department distributed directly
via EDMS to the HOD /
After recording the
assistant HOD / in-
information, the officer
charge officer
concerned must distribute it
via EDMS to the relevant
officer (HOD)

3. Maintenance of the electronic files.

Content and
Files kept by DC
Files can be file structures
must always
If files are audited. that support
show content,
transferred to new Indexing, the purpose
structure and
software, the data classifying, of the
context in
are linked to the scheduling, content can
EDMS at all
functionality of the filing, viewing, be deleted by
times.
software that can copying, vendor
maintain the distributed, or witnessed
Files cannot be connection. move files KMDC
changed. It’s protected Relationships with without changed according to
from intentional the original will be the
damage or destruction software can be documented by department’s
and modification rebuilt. the KMDC approval

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4. Transfer/ moving/ copying files/ folders/ backup/ restore data to records center,
archives or on to the computer drives.

DC request KMDC staff check DC check database

listed stock, balance and DC arrange the
system and collect
electronic inform requestor to document in the
Record Info Card
files from check database EDMS
from KMDC
KMDC system and collect RIC

- DC fill in the RIC against

DC make HOD verify KMDC check the document in the EDMS
copies of RIC the completeness of including retention period and
for kept completed the EDMS against destruction date
RIC RIC
- Key-in data into vendor
database system
- DC submit the KMDC shall liaise with
Original RIC / blue Record Management
form to KMDC Vendor to check EDMS
and RIC

5. Retention and disposition process of the electronic records.

KMDC review the RIC and KMDC send Disposal

identify document listed in the Recommendation / Department list
EDMS which have meet the Permanent Out Form the records to
retention period, required for to respective destroy
dispose department / project.

KMDC shall DC to update KMDC liaise with

KMDC witness
update the RIC the EDMS vendor for the
the destruction
and the overall and submit to destruction.
records listing KMDC

HINT:
DC – Document Controller
KMDC – Knowledge Management & Document
Control Unit
RIC – Records Info Card (Blue Card)
RRT – Records Retention Table
HOD – Head of Department, Unit or Project

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4.0 ADVANTAGES AND DISADVANTAGES OF THE ELECTRONIC DOCUMENT
MANAGEMENT SYSTEM

ADVANTAGES EXPLAINATION
 UEM Edgenta Berhad no longer wastes time trawling through
meaningless papers trying to locate what they are searching for
as all records are processed electronically. It also has an
automatic filing system that no longer needs to waste time
carefully filing papers where they need to be. It does this
Provide automatically.
a safe storage location  Digitalization can offer a more thorough document history and
immediate retrieval for regulatory compliance. While in many
cases, physical copies of records must be kept for compliance
purposes, the company should keep a digital copy as it can be
useful for quick reference.
 Without the correct system in place for record preservation,
location and retrieval. It is possible to waste countless
unproductive hours duplicating efforts on work and safety forms
that have already been done but are not easily found by moving
papers to other agencies and making adjustments to the incorrect
version of a document.
 An electronic record management system makes it easy to easily
to UEM Edgenta Berhad route site security audits, incident
reports, HR documentation, and secure digital documents to the
right people, creating strong workflows and helping to automate
manual tasks. Increasing workflow efficiency can improve
productivity and streamline operations for business safety.
 Important safety paperwork can move through the system faster
Security and access control and with less time spent on administration. A team with stronger
collaborative capabilities will be more efficient and make better-
informed business decisions.
 Within a company's safety programme, the uses of an electronic
document management system are almost endless. The use of
digital evaluations, forms, or document storage streamlines
administrative responsibilities and simplifies the process.
Documents containing sensitive or private information can be

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 securely stored online to increase security and control over who
can access the data.
 EDM’S simplify UEM Edgenta Berhad how to save, store
and access information in anytime and anywhere in any
advice era by allowing to create, save and edit a document
within one system and to access it from a variety of devices.
Other than that, it can be sure wherever document is being
accessed, they are only being done so by those with
Controlling in house authorized access.
documentation processes  By storing and managing different versions of a document
make it easy for the company to see the latest version. That
means the team will always be working on the most recent
version and eliminates confusion and duplication of work.
 Capturing files that are submitted to an external source
automatically. So, a copy of the document is immediately
saved and filed if the business is rushing to reach an online
submission or to get a printed hard copy of a document into
the post.
 In comparison to saving paper files, it doesn't matter how big
UEM Edgenta Berhad filing system is, it's still fast and
Saving time when searching convenient to file and retrieve documents. All the papers are
and retrieving documents automatically filed in their correct location, the company can
locate them quickly. And can find it through a Google-esqe
search feature on those times when they can vaguely
remember a text, but can't remember its exact name or
location.
 Usually, business processes include transferring records
from the company to third parties, from department to
department within the company, and from individual to
individual in a department. Before completing its intended
function, many individuals with different roles such as
Improving workflow development, analysis, approval, and dispatch will have to
reference the text. Well-planned and effective document
movement will speed up business processes and increase
their efficiency significantly.

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DISADVANTAGES EXPLAINATIONS
 Reducing paper will reflect real savings inside your office and
free up storage space that was used for paper. Going paperless
may also save on ink, toner, and paper, but digitally storing
files is associated with costs. Digital filing includes a range of
tools and hardware for effective and safe management.
 In order to set up an efficient filing system, software
Software and management tools are often needed in UEM Edgenta Berhad
Data Storage Costs with one-time and recurring payment options available. In
addition, a further cost factor is data storage and security. In
order to keep records readily accessible and safe from hacks,
encryption platforms and data storage are required and often
these solutions are priced with regular, recurring payments.
Finally, if UEM Edgenta Berhad office utilized dated
hardware and networking solutions, the cost of upgrading the
network to enable high bewitch data transfer are other
disadvantages.
 It needs in-depth IT expertise to incorporate data systems into
an existing process. The majority of enterprise data
management systems are not DIY implementation ventures,
although there are plug-and-play options. Plus, it is important
to secure the data system and sometimes the introduction of
IT Expertise required encryption and data protection technologies is not a project for
non-tech-savvy employees.
 An IT specialist provides in UEM Edgenta office, this may be
less of a problem. Hiring a system integrator or IT contractor
to develop, install, and integrate a data management
framework can be expensive for smaller operations without a
dedicated IT staff.
Training cost  It takes an investment of time and money to rollout new
technology not just to build, but to adequately train
employees. Training is crucial for paperless filing
performance, as the system would undoubtedly need to be
used by each employee. This can be costly to undertake to the
UEM Edgenta Berhad.

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  Whether UEM Edgenta Berhad office uses an IT consulting
firm to train employees, IT department must find time to train
staff, resources must be invested upfront to get everyone on
the same page. Additionally, as technology evolves, additional
training is required to help employees understand new
processes and features. Other than that, workers may need to
be educated by the office on data protection policies and the
current filing system.
Health Concerns  It will help streamline workflows and maximise UEM
Edgenta Berhad’s productivity by going paperless and
incorporating cutting-edge technology into the law office.
While going paperless looks good on paper, it can be
expensive and time consuming to carry out a stable,
scalable, and reliable data platform. It's important to
weigh the costs before going paperless and build a
strategy for incorporating a digital platform into your
operation.

5.0 CONCLUSION

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 (Records
management,2017)

UEM choose EDMS because it is counterproductive to take a reactive approach to electronic

records management. When records management processes or procedures are conducted
electronically, or through computer activity, they are considered automated and can be applied to
paper or electronic records. So, UEM believe the effective records system will not only ensure that
UEM meet any legal and regulatory obligations, but will also improve how UEM operates by making
it easier to locate and retrieve information and conduct business.

In addition, quality decision making in the UEM depends on access to the information retained in
its documents and records. With proper controls for organizing, managing, and providing access to
records, UEM will realize the benefits of efficient business processes, knowledge sharing,
collaborative working, and seamless access to information.

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5.1 RECOMMENDATION

An EDMS is a software program that manages the creation, storage and control of
documents electronically. The primary function of an EDMS is to manage
electronic information within an organization workflow. A basic EDMS should
include document management, workflow, text retrieval and imaging. An EDMS
must be capable of providing secure access, maintaining the context, and
executing disposition instructions for all records in the system. The term originally
referred to electronic documents that were created on a computer or paper
documents that were scanned into a digital format.

In the context of regulatory compliance and to give better service in providing EDMS, UEM
Edgenta Berhad’s must address the following:

• How long documents can be retained.

• How documents can be recovered if a disaster occurs during next time.

Implementing Access Restrictions

In allowing security to be placed on document types, either by repository location

(folder/subfolder) or via the document indexing template, an EDMS may allow security access
restrictions to be applied on a variety of document-related tools. Relevant tools or objects
include functions such as document queries, document automation tools (workflow, automated
processing), index data displays such as folder columns and index fields.

Implementing privacy controls in an EDMS poses special but manageable and very challenges.
Unlike traditional data systems, an EDMS contains such a diversity of information, personal
information can be exposed in a variety of places through a variety of methods.

6.0 REFERENCES

Berhad, I. D. (2017). Electronic Document Management System Users Manual. Retrieved

from Electronic Document Management System Users Manual:
http://edms.uemedgenta.com/User%20Manual%20v1.1.pdf
Berhad, I. D. (2017, April 15). Standard Operating Procedure. Retrieved from UEM Edgenta
Berhad: https://www.sciencedirect.com/topics/social-sciences/records-management
Svard, P. (2017). Records Management. Retrieved from ScienceDirect:
https://www.sciencedirect.com/topics/social-sciences/records-management

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