Group Project Proposal on Departmental Records Center: HUSM (IMD224)

This group project proposal outlines the establishment of a departmental records center at Hospital Universiti Sains Malaysia (HUSM). The project, undertaken for the Management of Records Center (IMD224) course at Universiti Teknologi MARA, details the center's introduction, vision, mission, and objectives. It proposes an administrative structure, including job descriptions and organizational charts, and addresses key aspects like site selection, building adaptation, and operational plans. The proposal also covers records management in different formats, costing services, and provides references. The core business of the center is to manage and preserve all patient records, ensuring efficient information retrieval and compliance with legal requirements. The project aims to provide high-density storage and climate-controlled environments for sensitive records, promoting sustainable records management practices within the hospital.

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UNIVERSITI TEKNOLOGI MARA
FACULTY OF INFORMATION MANAGEMENT
MANAGEMENT OF RECORDS CENTER (IMD224)
TITLE:
GROUP PROJECT
PROPOSAL ON DEPARTMENTAL RECORDS CENTER:
HOSPITAL UNIVERSITI SAINS MALAYSIA (HUSM)
PREPARED FOR:
MADAM NOOR RAHMAWATI BINTI ALIAS
PREPARED BY:
AINA ASYURA BINTI AHMAD YUNUS (2019674468)
NUR ALYA AZRA BINTI ZUMADI (2019410736)
SITI AISYAH BINTI HANAPI (2019254244)
WAN NURMAISARAH BINTI WAN RUZAIMAN (2019427832)
GROUP:
D1IM1104F
SUBMISSION DATE:
1st AUGUST 2021

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ACKNOWLEDGEMENT
First and foremost, we would like to thank God as finally we are able to finish our group
project titled proposal on departmental records center that have been given by our lecturer.
This task had been done with all effort by ourselves. Besides that, we would like to show our
gratitude to Madam Noor Rahmawati binti Alias for giving us a good guidelines for this group
project throughout numerous consultations, without her guide our project cannot be done
properly like this. She also give a good guide with our classmates on how to do the proposal
in purpose to produce a good outcome from research that been studied.
Finally, thanks to our group members that always stick together and also help each other
whenever we at the lowest to finish this proposal. Hope all that the effort will give a lot of
benefits to our group project. Million thanks also we wish to all our classmates because they
also help us while doing our project. They also give our ideas and comments on our project
so that we can improve our project in many ways.
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TABLE OF CONTENT
NO CONTENTS PAGES
1.0 INTRODUCTION 1 – 3
2.0 ESTABLISHING AN ADMINISTRATIVE STRUCTURE 4 - 12
3.0 COLLECTING INFORMATION ABOUT RECORDS
SYSTEMS
13 – 22
4.0 DECIDING ON A PHYSICAL SITE FOR THE RECORDS
CENTER
23 - 26
5.0 CONSTRUCTING OR ADAPTING A BUILDING FOR USE
AS A RECORDS CENTER
27 - 29
6.0 CONDUCTING A PILOT PROJECT TO MANAGE THE
RECORDS OF SELECTED AGENCIES
30 - 31
7.0 ESTABLISHING A FULL RECORDS SERVICE 32 - 33
8.0 CARING FOR RECORDS IN DIFFERENT FORMATS 34 - 37
9.0 DETERMINING A PLAN FOR COSTING SERVICES 38 - 39
10.0 CONCLUSION 40
11.0 REFERENCES 41

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LIST OF FIGURES
Fig. 1 A Logo of USM Hospital 1
Fig. 2 Organizational Structure 2
Fig. 3 Regalia Records Center Entrance 13
Fig. 4 Regalia Records Center Building 13
Fig. 5 the Regalia Records Center Storage Warehouse Are 13
Fig. 6 the Regalia Records Center Storage Warehouse Area 13
Fig. 7 USM Hospital Entrance 14
Fig. 8 Shelving Area, Active Records Library 14
Fig. 9 Folder Cover with different colours 15
Fig. 10 Folder Structure 15
Fig. 11 Research Room, Medical Records Center 15
Fig. 12 Official Journal of Managing Semi Current Records: A case for
records centres for the public service of Namibia
17
Fig. 13 HKL Official Website 18
Fig. 14 HKLS’s Terminal Digit Filing System 19
Fig. 15 Sample of our Records Transfer List 20
Fig. 16 Records Disposition Log or Schedule 21
Fig. 17 Location of HUSM Records Center on map 24
Fig. 18 Examples of Transportations that being used in our Records Center 25
Fig. 19 HUSM Medical Records Center 26
Fig. 20 Records Library & Medical Records Department 26
Fig. 21 Floor Plan of our Records Center 27
Fig. 22 LED and Bulb that being used 34
Fig. 23 Security Guard, Staff Identification Card & Locked Security Cabinet 35
Fig. 24 Fire Preventions that being used 36
Fig. 25 Examples of Pest Control that not allowed in Records Center 37
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LIST OF TABLES
Tab. 1 Position and Name in our Records Center 4
Tab. 2 List of Purchasing for Building and Area 29
Tab. 3 List of Purchasing of Equipment and Materials 30
Tab. 4 the Launching Program 33
Tab. 5 List of Budgets and Salaries for the staffs 39
Tab. 6 List of the Budget of Building and Area Rental 39
Tab. 7 List of Purchasing of Equipment and Materials 40
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1.0 INTRODUCTION
1.1 Overview
A records center is a building or part of a building designed or adapted for the low-cost
storage, maintenance and communication of semi-current records pending their ultimate
disposal. There are three types of records center which is National Record Center,
Departmental Record Center and Commercial Record Center. The type of records center that
has been chosen is Departmental Records Center. Departmental Records Center owned by
government department which maintained and managed semi-current records and non-
current records that contained temporary and permanent value. Normally it was located at
headquarters office building or any suitable off-site building.
The Medical Records Department's major responsibility is to manage the medical records
of patients who are receiving treatment at the hospital. In addition, this department is
responsible for evaluating and disseminating statistical data about hospital patients and their
treatment. From a legal perspective, this department is in charge of processing the Medical
Report request.
All patient records for University of Hospital Science Malaysia (HUSM) Medical Center are
kept centrally at the Records Library, Medical Records Department. As a result, we can supply
high density storage for paper records, as well as climate-controlled storage for sensitive non-
paper and essential paper media, implying that crucial formats are required. Furthermore, as
the individual with expertise in how to manage the records with correct and competent
methods, we have decided to create our own departmental records center. Our services will
ideally help a number of people or organisations in Kelantan to manage their records
intelligently, in a variety of formats.
1.2 Logo
Figure 1 A Logo of USM Hospital

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1.3 Vision
Transforming a Medical Records Department for a sustainable tomorrow.
1.4 Missions
Medical Records Department is a pioneering and committed in achieving excellence in
records management where the records will be stored more securely and the information will
be supplied quickly and accurately with the latest technology that available.
1.5 Objectives
The objectives of the Medical Records Department includes:
1.5.1 To provide an accurate, timely efficient, and equitable medical records,
1.5.2 To reach the needed level of customer satisfaction
1.5.3 To retrieve and administrate any records that have been retired from the present records
system, regardless of format.
1.6 Core Business
We intend to build a departmental records center, the core business of the Medical
Records Department is to preserve and manage all patient records. Then there is document
management and information technology. This will assist our company in maintaining a
consistent management of all records and information under our control. We can also ensure
that all steps of receiving and disposing of records are completed appropriately and that the
records are transferred to the archive or destroyed by the required date.

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1.7 Organizational Structure
Figure 2 Organizational Structures
Table 1 Position and Name in our Records Center

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2.0 ESTABLISHING AN ADMINISTRATIVE STRUCTURE
POSITION DESCRIPTIONS
DIRECTOR OF RECORDS
CENTER
AINA ASYURA BINTI AHMAD YUNUS
 MASTER OF SCIENCE IN RECORDS AND
DOCUMENTS MANAGEMENT
UNIVERSITI TEKNOLOGI MARA (UITM)
SHAH ALAM, SELANGOR. 2015 - 2017
 BACHELOR OF INFORMATION SCIENCE
(HONS) RECORDS MANAGEMENT
UNIVERSITI TEKNOLOGI MARA (UITM)
SHAH ALAM, SELANGOR. 2012 - 2014
 DIPLOMA IN INFORMATION MANAGEMENT
UNIVERSITI TEKNOLOGI MARA (UITM)
MACHANG, KELANTAN. 2009 - 2011
 Work as Assistant Manager, Medical Records at
IMU, Kuala Lumpur about 3 years.
 Work as Senior Manager at Michael Page, Kuala
Lumpur for 2 years.
 RM 8,500 monthly
• Establishing new records management systems.
• Developing, maintaining, verifying and evaluating
existing systems.
• Writing reports and publications.
• Dealing with enquiries and requests for
information from both internal and external clients.
ACADEMIC QUALIFICATIONS
WORK EXPERIENCES
SALARY
JOB DESCRIPTIONS

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RECORDS MANAGER
NUR ALYA AZRA BINTI ZUMADI
 MASTER OF SCIENCE IN RESEARCH
UNIVERSITI TEKNOLOGI MARA (UITM)
SHAH ALAM, SELANGOR. 2016 - 2017
 BACHELOR OF INFORMATION SCIENCE
(HONS) RESOURCES CENTER
MANAGEMENT
UNIVERSITI TEKNOLOGI MARA (UITM)
PUNCAK PERDANA, SELANGOR.
2012 – 2014
 DIPLOMA IN INFORMATION MANAGEMENT
UNIVERSITI TEKNOLOGI MARA (UITM)
MACHANG, KELANTAN. 2010 - 2012
 Work at Hospital Fatimah, Ipoh as Medical
Records Executive about for 4 years.
 Work as Administration at Global Green Soil
Plantation, Temerloh for 2 years and half.
 RM 7,695 monthly
• Maintaining operational efficiency by controlling
the volume of records created and stored.
• Identifying those records to be preserved for
historical and research purposes.
• Providing efficient access to the right information.
• Meeting legal obligations for the creation and
retention of paper and electronic records.
• Organise, maintain and protect a company’s
information database, in both paper and electronic
forms.

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RECORDS LIASION OFFICER
WANNURMAISARAH BINTI WAN
RUZAIMAN
ACADEMIC QUALIFICATIONS
 BACHELOR OF INFORMATION SCIENCE
(HONS) RECORDS MANAGEMENT
UNIVERSITI TEKNOLOGI MARA (UITM)
SHAH ALAM, SELANGOR. 2013 – 2015
 DIPLOMA IN INFORMATION
MANAGEMENT
UNIVERSITI TEKNOLOGI MARA (UITM)
MACHANG, KELANTAN. 2010 - 2012
WORK EXPERIENCE
 Work as Medical Records Assistant at KPMC
Puchong Specialist Center for 3 years and half.
SALARY
 RM 6,845 monthly
JOB DESCRIPTIONS
• Coordinate the transfer of inactive records.
Direct people in your division to use the
Records Transfer Procedure.
• Respond to records disposal notices you
receive from ARO in a timely manner.
• Prevent the accidental, unwarranted, or
unscheduled destruction or removal of records
within your division/department.

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INTERNAL MANAGEMENT
SITI AISYAH BINTI HANAPI
 BACHELOR OF INFORMATION SCIENCE
(HONS) RECORDS MANAGEMENT
UNIVERSITI TEKNOLOGI MARA (UITM)
MACHANG, KELANTAN. 2014 – 2015
 DIPLOMA IN INFORMATION MANAGEMENT
UNIVERSITI TEKNOLOGI MARA (UITM)
MACHANG, KELANTAN. 2012 - 2014
 Work as Admin Executive at Samsung SDS
Malaysia Sdn. Bhd. Kuala Lumpur
 Work as Medical Records Officer at Damai
Service Hospital (HQ) Sdn. Bhd. Kuala Lumpur
 RM 6,135 monthly
• Ability to identify operational efficiencies to
contain costs while maintaining work quality and
productivity.
• Handles request for records in an efficient
manner.
• Validate submissions and assist internal
customers to achieve accuracy.
• Safeguard and maintain records impacted by
litigation, partner, and administrative holds.
• Establish and maintain relationship with internal
customers and with local offsite vendor
representative to facilitate records management
processes at off-site storage facility.