ADVANCE RECORDS MANAGEMENT
(ASM501)
INDIVIDUAL PROJECT REPORT
ELECTRONIC DOCUMENT MANAGEMENT
SYSTEMS (EDMS)
TENAGA NASIONAL BERHAD
GROUP:
D1BA2323A
PREPARED BY:
AMIRUL AIMAN BIN ABU BAKAR
PREPARED FOR:
SIR MUHAMMAD AMMAR HAIDAR BIN
ISHAK
Content Page
Introduction
- Company Logo
- Company Background 1-4
- Tenaga Nasional Berhad Vision & Mission
- Business Product & Services
- Organizational Chart
Body
- Introduction To the Record Management 5
Program
Procedures And Workflow of The System 6 - 17
Recommendation & Conclusion 18
Reference 19
INTRODUCTION
COMPANY LOGO
COMPANY BACKGROUND
Tenaga Nasional Berhad (TNB) is the largest electricity utility in Malaysia and one of
the largest in the region, with an asset base totalling RM110.7 billion. With a history
spanning 65 years, TNB is also the most experienced energy player in the country,
responsible in keeping the lights on for all residents of Peninsular Malaysia, Sabah, and
Labuan.
Our core businesses span the entire value chain of electricity production and supply
encompassing Generation, Transmission and Distribution. Our Generation Division operates
six thermal power stations and three major hydroelectric power generating schemes in
addition to supporting the operations and maintenance of three Independent Power
Producers (IPPs). Our Transmission Division connects power generated by TNB and IPPs
throughout Peninsular Malaysia with Distribution’s network as well as directly to large
industrial customers via the National Grid. Our Distribution Division supplies end users, with
a keen focus on delivering a world-class customer experience.
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Through our subsidiaries, we are also involved in energy-related operations such as
the manufacture of transformers, high-voltage switchgears, and cables, the provision of
professional consultancy services, architectural, civil, electrical engineering works and
services, and repair and maintenance. Supporting both our core and non-core businesses,
we have a research and development function that investigates technologies that add value
to all our operations.
In recent years, TNB has become a champion of Renewable Energy (RE) as part of
our commitment to promote a greener and more sustainable energy sector. We are
responsible for signing Renewable Energy Purchase Agreements (REPAs)with RE
producers and for the administration of the Feed-in Tariff which funds the supply of RE onto
the National.
TENAGA NASIONAL BERHAD VISION & MISSION
Vision
“To Be Among the Leading Corporations in Energy and Related Businesses Globally”
Mission
“We Are Committed to Excellence in Our Products and Services”
BUSINESS PRODUCT & SERVICES
Generation
One of the core business divisions of TNB, the Generation Division is entrusted to develop,
operate, and maintain TNB’s portfolio of power generating units. The Generation Division
has thermal generation assets and major hydro-generation schemes in Peninsula Malaysia
and one IPP operating in Pakistan.
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Supply of Electricity
TNB customers relate to power from hydroelectric and thermal plants through a network
system made up of transmission lines, substations, and distribution lines. It is via this reliable
system that TNB supplies electricity to customers consistently and continuously, as well as
always ensuring a balance between demand and supply.
Thermal Power Plant
TNB’s Thermal Power Plant produces power by using conventional steam turbine and steam
generator principally fired by coal, oil or natural gas (steam power plant), gas-fired or diesel-
fired open cycle gas turbine generators, and gas-fired or diesel-fired combined cycle turbine.
Hydroelectric Power Plants
Hydroelectric Power generation is the utilization of energy from flowing water as it descends
from a height, and potential energy is converted to electrical energy. A hydroelectric Power
Station requires the means of conveying water to produce the necessary force to spin a
turbine linked to an electric generator, usually through a conduit such as a pipeline or tunnel
to a turbine-generator which is spun by the passing water. TNB’s Hydroelectric Power
Stations are classified as Storage, Run-of-river, or Pondage stations.
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ORGANIZATIONAL CHART
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INTRODUCTION TO THE RECORD MANAGEMENT PROGRAM
The records management programme ensures that records are created in an
organized manner, in a manageable quantity and in a suitable format. It allows records only
to remain in offices only as long as they are current and describes procedures for the
storage and disposition of noncurrent records.
Document/record life cycle management is an essential component when planning
the implementation of an enterprise document management system (EDMS). This section
discusses records management planning considerations and gives an overview of how
records management works in an EDMS.
Shared drives, SharePoint sites and email are all components of electronic content
management. This section focuses primarily on planning for the use of the FileNet EDMS as
the repository for official records.
Users, focused on their business and processes, are typically unfamiliar with records
management requirements that begin once their work is completed. Records management in
an EDMS involves collaboration between the records administrator, the system
administrator, and the records custodians on a routine basis to ensure that records in the
system are declared, retained, and destroyed in accordance with department policy and
procedure.
Most of the planning for use of the EDMS involves document organization and
employee roles and responsibilities, which have a bearing on how the document life cycle is
managed. The remainder of this section discusses records management planning
considerations in an EDMS.
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PROCEDURES AND WORKFLOW OF THE SYSTEM
People matters system is an online system which enable staffs to use it for some
purposes. Thus, there are some guidance manuals consisting of two categories: user
manual user and administrator. There is also a guidelines and regulations guide for leaders
and subordinates who want to use this system. This system consists of several categories
which is:
Internal Job Vacancy
Involving vacancies for promotion purposes across branches in Malaysia.
KPI rating
Involves employee performance appraisal for each financial year.
Transfer
To facilitate the employee to exchange the workplace for the same grade and position.
Training
To improve skills among staff.
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Rules and procedures to apply internal job vacancy in TNB
GENERAL
1. This guidance is provided to clarify the rules and procedures set by the Human Resources
Department in connection with the application internal job vacancy.
2. This guide is also as important information for the administrator / section involved in
matters related to application internal job vacancy.
DEFINITIONS
1. Employee - means a person appointed to serve a company under a service contract
APPLICATION PROCEDURE
1.Each applicant must complete an application form online through the portal
https://trueflexs.tnb.com.my
2. The documents to be submitted are:
- CV – Curiculum Vitae
- Related certificate needed for the post
- Letter of recomendation from Immediate Manager
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The completed form must be submitted online to the online organizer for ratification
organizers.
3. Incomplete application form will result in the application decision is not supported.
4. Each applicant is required to attend an interview for eligibility screening conducted by the
Human Resources Department.
TERMS AND CONDITIONS
1. Requirements for Employee :
- Employee who has been confirmed the position
- Have a good attitude
- Have not reached the retirement age
- No health problems
- Supported by the Immediate Manager
- Reach KPI at least 75 and above
- Free from disciplinary offenses
- Pass the written test (if necessary)
- Pass the interview
REQUIREMENTS FOR EDUCATIONAL INSTITUTIONS
1. Each panel of interviews is comprised of members with higher positions than posts that
have been advertised.
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2. One of the panel of interviews must be from a member of the human resources.
3. Decisions and judgments must be transparent and not biased
ADMINISTRATOR RESPONSIBILITY
1. The administrator shall verify the applicant submitted the application .
2. Organising solely responsible for written or oral recommendations made by the applicant.
3. The administrator is responsible for ensuring all requirements have been complied with
and responsible for any breach by the applicant.
4. Administrator are responsible for any costs of organizing, managing, and any liability for
damages arising from any of the parties or the collision conditions.
5. Administrator should conduct interviews to candidates and make a detailed report to be
submitted to Head of Human Resources Department.
6. Administrator shall attach a detailed review to support or reject any application submitted
to Head of Human Resources Department.
7. Head of Human Resources Department have right to make proposals termination if the
candidate misconduct or non-compliance to prescribed conditions.
Workflow of the system People - Matters
The Step to Apply Internal Job Vacancy in TNB
1. Open the portal https://trueflexs.tnb.com.my, and then insert staff number and password.
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2. Click <Home> and choose <Careers>
3. Type keyword needed eg Admin in column <Keyword> and then click <Search Job)
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4. It will appear this, click the <level> and then double click at the tittle advertisement
5. It will show us the qualification needs for the job vacancy and we have to scroll down and
the click ‘apply’ button.
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Applicant Information
1. Click <Choose file> and <upload> your CV
2.
Click at add another to add your higher educational info, secondary school info, and etc in
every field given and then sroll <save> scroll down then click <Next>.
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3. Answer all question given and click <submit>
4. Your application has been sent to the administrator.
Types of records to be filed and Storage System Used in Storing Records
The Types Of Records To Be Filed
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The Human Resources Department, Tenaga Nasional Berhad (TNB) have 10 types
of records to be filed. The types is Letter, Document, Printed Material, Book, Map, Painting,
Picture, Microfilm, Cinematograph Film and Voice Recording. But in this system online, this
deparment just use 2 types of record. The types is a letter and document only.
We need to opening files covering the opening of new files, temporary files, insert
content, enter details in the minutes, and control the movement of files. While closing the file
also includes identifying the files that can be closed, the closure and isolation files for the
purpose of disposal.
Type of Storage System Used in Storing Records
The process involves the collection of intellectual labour edicts into category/
collection of the same or as if the same, where every one category/ collection of records was
identified with its own identity.
There are two types of main basis use in TNB. However, we use these two types of
storage system used in storing records and meta data:
1. Alphabetical - P = Administration, Guide, Exhibition, Library
B = Disaster, Help, Payment, Bulletin
2. Numbers - 100 - Administration
200 - Mobile Assets (buildings, land, machinery)
300 - Mobile Asset Management
400 - Finance
MAINTENANCE OF THE SYSTEM
Use of Structured Environments
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Maintenance of the system is the process of preserving a condition or situation or the
state of being preserved. Which is involves fixing any sort of mechanical, or electrical device
should it become out of order or broken and also known as repair, unscheduled, or casualty
maintenance. It also includes performing routine actions, which keep the device in working
order, which is known as scheduled maintenance, or prevent trouble from arising.
Maintenance of the system also can define as all actions that have the objective of
retaining or restoring an item in or to a state in which it can perform its required function. The
actions include the combination of all technical and corresponding administrative,
managerial, and supervision actions.
For this company, they use the Structured Environments to maintain the system.
Structured environment is an environment where processes administration was structured
well. In this environment, equipment and techniques, the system employed to develop
applications that support the process, while accountability for the design, development and
maintenance has been assigned. In a world of ‘system information 'is, a process, structured,
and accountability for the design, development and maintenance support this process has
been assigned. 'Data' is produced and managed in the system. This must be accurate and
reliable information to support the integrity of the system. Business information systems are
designed to support processes particular administration - for example, the e-professional
online. These systems are usually based administration. By therefore, it is highly dependent
on system logs to track changes the data and attempt to access the contents.
Records management should be able to do well in this type of environment because
accountability policies and processes rules are very clear, while system design and coded
data drawn approach. Although not always successful, but at least it exists framework
policies, standards, and practices, as well as the systems and technology that will manage
the process and various forms of information generated through the process. Without fully
understanding the issue of storage record in this environment, the solutions will come from
development and data management system.
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DISPOSITION PROCESS
Disposition is a final phase of the electronic record life cycle. TNB will not dispose
their record. The unused records will be kept at the Arkib Negara or otherwise they will keep
the records, and this is depending on their server capacity.
TNB also use the hardcopy of record. The duration of hardcopy record is 5 years – 7
years depend on the types of record. When hardcopy record reaches their retention period,
the information will be sent to Arkib Negara. They used a special disk wipe utility program to
deleting confidential information that makes that data unrecoverable. The hardcopy such as
CDs and DVDs that stored the confidential data record will be destroyed when they reach
the retention period.
Advantages of the electronic records management program
The Human Resources Department, Tenaga Nasional Berhad (TNB) benefits when proper
records management is practiced by the staff. The benefits are:
- Improve customer relations
- To Improve Efficiency and Productivity
- To Assimilate New Records Management Technologies
- To Support Better Management Decision Making
- To Safeguard Vital Information
- To Control the Creation and Growth of Records
- Minimizing storage requirements (space, equipment, and supplies) for a given quantity
of records.
Disadvantages of the electronic records management program
Problems faced by this section during use electronic records online system is:
- The uploaded data can be read
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- Applicants do not know how to use this online system.
- Applicants to the approval of quick results.
- Technicians resolve customer issues with slow.
- Record Storage running out of space for all of the file cabinets worth of forms.
- Lost Records Applicants and overlapping application
- Internet online harassment and no internet coverage
RECOMMENDATION
I would like to recommend that electronic record keeping issues should be
considered at the earliest stages of transaction system design. They should not be an
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afterthought. It is imperative that system planning and design teams be cross disciplinary in
nature including policy and program staff, information technology staff, legal staff, records
management staff, and archives professionals. Also, training worker and staff are most
important because non-knowledge worker cannot do the job correctly. The organization must
send the staff to course about managing record so that the worker can apply it to the
organization.
CONCLUSION
In this current year, every government work is being performed electronically thereby
creating new electronic records. Government agencies will ensure compliance with records
management requirements in a more cost-effective manner by designing transaction
systems that fully consider electronic record creation and record keeping needs.
Also, a competent record keeping is important for many reasons especially from
continuity of excellent care to the data. All professionals are particularly good at keeping
records of the work they do to ensure that nothing is overlooked and there is something for
others to refer. All workers must take the responsibilities to ensure all the document can be
keep in the safe place to make sure the record management are smooth.
REFERENCE
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1. Employee Personal File. (n.d.). Retrieved November 19, 2016, from
http://www.bohse.com/images/file/personnel_files_hr_options.pdf
2. Employee Records and Files I Personnel Files. (2014, August 18). Retrieved
November 19, 2016, from http://www.pineapplehr.com/blog/the-importance-of-
employee-records-and-files/
3. Importance of record management - Reference Notes. Retrieved November 18,
2016, from http://notes.tyrocity.com/importance-of-record-management/
4. Read-Smith, J., & Ginn, M. L. (2016). Records management. Boston, MA, USA:
Cengage Learning.
5. Records Management 101 For Human Resources. (2014). Retrieved November 19,
2016, from http://www.archivesystems.com/assets/files/special-report/special report -
records management 101 for hr.pdf
6. Records Management Record Types. (n.d.). Retrieved November 18, 2016, from
https://oma.od.nih.gov/DMS/Pages/Records-Management-Record-Types.aspx
7. TNB Better. Brighter. (n.d.). Retrieved November 18, 2016, from
https://www.tnb.com.my/about-tnb
8. What is "Records Management?" (n.d.). Retrieved November 18, 2016, from
https://www.southernct.edu/offices/records-and-info/WhatIsRIM.pdf
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