BUSINESS CONTINUITY PLAN

Business Continuity Plan

Muhammad Syazwan Baharudin

Universiti Teknologi Mara , Puncak Perdana , Malaysia

Abstract

            In this paper we want to see what is the business continuity plan is and what is the methodology used in business continuity plan on the organizational and also departmental level, moreover to see the theory of the impact that the business continuity plan in the logistic context and operational context furthermore, what are the consideration need to be taken in account to implementing the business continuity plan in the organization how these business plan work and what are the details that are stated in the business plan and to get a better and simple understanding of the business continuity plan.

Keyword : business, financial, business plan

INTRODUCTION

            Business continuity plan or called in short BCP is a strategy planning that seek and analyze the threads or risk that the organization may be facing, with an objectives to protect and maintain the assets of the organization and be able to stand and can work properly under the risky event according to (Gordon, Biddle, & ILL, 2016) BCP can be explain that it is policy and procedure reasonably design to address operational and other risks related to a significant disruption in the investment adviser operation, including policies and procedure concerning the business continuity after a significant business disruption and business transitions in the event, the investment adviser is unable to continue providing investment advisory to services to the client.

            Next they also stated that as plans addressing the obligation of an adviser to take steps to protect client interest from being placed at risk as a result of the adviser inability to provide advisory services after natural disaster or the death of the owner or key personnel. The Proposed Rules, however, arguably take a much broader approach by including a variety of other risks. (B. Davison, 2014) also stated that Business continuity (BC) and disaster recovery (DR) planning consists of identifying the activities that an organization must effectively execute in order to resume operations after an unexpected event. Not only these two authors but (Bajgoric, 2014) also stated “Business continuity” or “business continuance” in e-business era is a term that emphasizes the ability of a business to continue with its operations and services if some sort of failure or disaster on its computing platform occurs. The terms of “business resilience”, “business continuity”, “business continuance”, “always-on business” are used as well in today’s e-business environment.

BUSINESS CONTINUITY PLAN

From the research paper (Lindström, Samuelsson, & Hägerfors, 2010) state that the business continuity planning methodology has been developed in three cases conducted during the last four years. Senior management, IT managers and employees in the three case organizations (both corporations and state agencies) have participated in this action research effort during the development, implementation or training on business continuity plans and planning. They also provide said that The methodology described uses an example of an organization comprising senior management and departments reporting directly to senior management. An organization organized in functions or divisions can easily adapt the way the departments are described to prepare.

Figure 1: “Staircase” methodology applied on organizational and department level

            The description of the figure above is:

1.   Senior management sets objectives and limitations for a business continuity plan using the business plan, organizational vision, strategy and objectives, and gets involved in the continuous process to develop and later on to maintain a business continuity plan.
2.  Process analysis – analyzes the organization’s processes, improve them, and pin point the “critical ones”. Find the hard deadlines in the processes and describe the routines in the processes starting with the critical ones.
3. Analysis of critical resources in the critical processes, i.e. management personnel, personnel, IT-systems/tools used and supplier list, business partners, check that reserve routines exist and are described, mapping of ISO/IEC 17799 requirements on the critical IT-systems/tools etc.
4.      Risk analysis/assessment . . . to risk mitigation planning.
5.      Development of a business continuity plan and maintenance process/plan.
6.   Implementation, tests, trainings and practices.
7. Business continuity planning maintenance process start-up. Now there is a business continuity plan to use and maintain.

The business continuity plan are basically learned through experience this can be seen as (B. Davison, 2014) stated in his paper that only the past experience with a discontinuity event appears to have a significant impact so each organization have extra preparation and know what they’re doing if they have experience the event before. Furthermore BC implementation involves awareness and impact of potential threats to business operations, as well as the level of operational resilience needed to respond to these threats, so a quick response by the management can be made. Lastly it is important to continuity testing and reviewing the actual plans. Hence it is important for the organization to know what are important to them as stated by (Joshi, 2015) with businesses today generating vast amounts of data, insufficient thought is given in many cases to how this material is stored, accessed and protected. This is notably so with startup businesses because there appear to be other more important issues to concentrate on, as the organization develops and grows.

CONCLUSION

            In conclusion it is important for the organization to have a revised and up to date business continuity plan so that the organization can keep in balance of the organization when facing the upcoming risk, the managements and staff needs to adapt and prepare to the BCP so that they can blend in on how to work with the BCP and furthermore provides a good BCP to the organization as everyone need to give their contribution in ensuring the plan wprks effectively and efficiently.

REFERENCE

            Lindström, J., Samuelsson, S., & Hägerfors, A. (2010). Business continuity planning methodology. Disaster Prevention and Management, 19(2), 243–255. doi:10.1108/09653561011038039

            B. Davison, C. (2014). Selected leadership demographics as predictors of continuity planning. Disaster Prevention and Management: An International Journal, 23(3), 243–251. doi:10.1108/dpm-08-2013-0140

            Ojha, D., Gianiodis, P. T., & Manuj, I. (2013). Impact of logistical business continuity planning on operational capabilities and financial performance. The International Journal of Logistics Management, 24(2), 180–209. doi:10.1108/ijlm-06-2012-0049

            Bajgoric, N. (2014). Business continuity management: A systemic framework for implementation. Kybernetes, 43(2), 156–177. doi:10.1108/k-11-2013-0252

            Joshi, K. (2015). Continuity planning: The importance of including digital property. Strategic Direction, 31(3), 33–36. doi:10.1108/sd-01-2015-0017

            Gordon, K ., Biddle, D., & ILP, R. (n.d). SEC Proposes Rules on Adviser Business Continuity and Transition Plans. Doi:86348020.2  

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THE ADVANTAGES OF ELECTRONIC RECORDS IN HEALTH SECTOR

The Advantages of Electronic Records in Health Sector

Muhammad Syazwan Baharudin

Universiti Teknologi Mara , Puncak Perdana , Malaysia

Abstract

                The objectives of this paper is to shown the advantages of electronic records in health sector, and to explain what are the electronic records furthermore to see how they can help improving the services in the health department also from the view point of person who are working in the electronic records department how they maintain and assist them in their task also we want to see what are the best practices in managing the electronic records in the health sector.

Keyword : records, health records, electronic records, management

INTRODUCTION

According to (Scotland, 2013) An Electronic Records Management (ERM) System is a computer program or set of programs designed to track and store records. The software can be used to manage the creation and maintenance of records within classification schemes, apply retention and disposal schedules, and control access and use. An ERM system should be able to capture records created by an organization’s business systems and applications. Moreover to add to this (Baird & Boak, 2016) stated  that the term “electronic medical records” may be used to describe a wide variety of information technology applications, from files on single patients to national databases (Greenhalgh et al., 2009). An EMR may be cross-organizational, designed to be implemented across a whole health-care system or it may be more fragmented, bottom-up, introduced within a single organization (Coiera, 2009). Issues concerning leading implementation may, realistically, be expected to vary, depending on the scale and scope of the proposed system.

Next (Scotland, 2013) also stated that the system should capture a record, along with any associated metadata, and categorize it within a classification scheme. Electronic records do not have the same implicit metadata as physical records so the extent of metadata that needs to be attributed to them is greater. An electronic record can be made up of many distinct parts or digital objects and the system used to manage them must be able to preserve all of those objects and reconstruct them as an authentic and reliable replica of the original record. (Katuu, 2016) state in his journal that a health record can be defined as the systematic patient record, in paper or electronic form that contains the complete and accurate description of personal, financial, social and medical information and is kept by physicians or other healthcare practitioners. In this instance, an EHR should be considered a subset of a health record.

Advantages of Electronic Records

As we all know from the above records are an important tools to records and store information same goes to the electronic records (Stanberry, 2011) stated that these are a few benefit of electronic health records thus are Reduction of cost Assuming savings estimates from various public sources are correct, Medicare would realize over $20 billion of potential savings per year, and private payers would receive over $30 billion in savings per year. Secondly, improved quality of care EHR systems help reduce medical errors by providing healthcare workers with diagnostic and treatment background information and decision support through fast access to medical literature and current best practices in medicine and also, computerized physician order entry (CPOE) – one component of EHR – increases patient safety by listing instructions for physicians to follow when they prescribe drugs to patients. Thirdly Improved record keeping EHR systems have the advantages of being able to connect to many electronic medical record systems. In the current global medical environment, patients are often traveling for their medical procedures. Many patients travel to US cities with academic research centers for specialty treatment or to participate in clinical trials. Coordinating these appointments and tracking down patient record via paper records is a time-consuming procedure.

            Next the advantages of electronic health records are according to (Stanberry, 2011) is that it can Reduced malpractice exposure it should be noted that EHRs also may offer physicians some degree of protection from claims of malpractice. There are several reasons for this, including improved access to legible patient records; standardized documentation; automatic notification of laboratory results; and increased efficiency of information transfer between referring and consulting physicians. If a claim is filed, the defense is likely to be aided by an ability to show adherence to evidence-based clinical decision support reminders and pop-ups and the ability to produce a complete, legible record. Various surveys, including one from the Medical Records Institute, indicate that nearly 20 percent of health care provider respondents reported receiving discounts from their malpractice underwriter as a result of having an EHR, and many believed that having an EHR system in place reduced their vulnerability to malpractice claims.Lastly the advantages of the electronic health records are it will Enhancement the record portability benefits companies and employees get transferred both within a nation, and indeed, globally. Transferred employees, whether on a brief or extended assignment, would feel more comfortable not having to worry about taking records with them, or fearing that without papers records, medical care away from home might be done without sufficient background information.

            the physician in an hospital also pointed the advantages of EHR this is stated by (Riesenmy, 2010) that  one physician pointed out that the positive effects from EMR are that it “can provide quick documentation of patient visits and assist in coding parameters  the valuable to avert entanglements because of billing problems will help us keep out of trouble”. all the physicians said that if EMR is used to improve efficiency by making documentation faster, tracking patient outcomes thereby improving patient care, reducing medical errors by providing meaningful time sensitive data, and programmed with alarms for averting risks such as drug interactions it would be “delightful”, “fabulous”, “all good”, and “I would love it”. The ultimate sense of EMR in terms of the practice and profession of medicine was that it was necessary for EMR to conform to the needs of the physician instead of the physician conforming to the needs of the EMR. In ensuring the quality data of the electronic records the technology are also one of the key component that are need to be noted as stated by (Sukumar, Natarajan, & Ferrell, 2015) interfaces, the solution for better quality assurance in health care analytics relies on organizational support for technological innovations and quality management.

            Furthermore, a research by (Narattharaksa & Speece, n.d.) said that electronic medical records can improved access to patient records, quicker turnaround time on various diagnostics procedures, error reduction, improved diagnostics, all of which ultimately improve outcomes (Marcus et al., 2009). In recent reviews of published research, Buntin et al. (2011)and Jones et al. (2014) showed that these sorts of quality and safety improvements were unambiguously present in the majority (62 and 56 percent, respectively) of recent studies on EMR implementation.

Types of Digital Records

            In addition according to (Katuu, 2016) that the National Archives of Austria has divided digital records into four categories which are:

1.      Documents created using office applications, such as text documents, spreadsheets and presentations.

2.      Records in online or Web-based environments, such as intranet, extranets and records of online transactions.

3.      Records generated by business information systems, such as databases, geospatial data systems, human resource systems, financial systems, workflow systems and content management systems.

4.      Digital communication systems, such as e-mail, short messaging services, multimedia messaging services, electronic data interchange and electronic fax.

He also added the outline for the best practices of the electronic records management and the most extensively discussed one has been ISO 15489 which was initially published in 2001 and was the first standard to address records management issues. In contrast a good personal are also needed to ensure that these records can be view effectively and depends on the person who handles it (Seitio-Kgokgwe, Gauld, Hill, & Barnett, 2014) stated that Effective HRM requires its strategic placement within health structures (Adano et al., 2008), accompanied by strong leadership. The need of electronic platform was also mention by (Lewis, Baxter, & Pouder, 2013)  electronic platform that monitored and managed the program and this platform would track all health-related activities per employee, manage and monitor all control mechanisms (incentives and disincentives) that would be established to shape healthy behaviors, educate users based on personal health issues identified through a personal health assessment, and address all of the backend transaction processing that is part of the claims administration process is referring to the importance of electronic health records.

CONCLUSION

            In conclusion the electronic medical records gives a lot of positive effect to the management of the hospital and also the personnel that work in the health organization, moreover it can help in providing the data with efficiency and effectively accurate and precise to which the information needed by the professional that works in the health organization sot electronic records in health organization are very crucial and important.

REFERENCE

Scotland, N. R. of. (2013, March ). Electronic records management systems. Retrieved November 15, 2016, from http://www.nas.gov.uk/recordKeeping/ERGuidance/ERMSystems.asp

Stanberry, K. (2011). US and global efforts to expand the use of electronic health records. Records Management Journal, 21(3), 214–224. doi:10.1108/0956569111118688

Riesenmy, K. R. (2010). Physician sensemaking and readiness for electronic medical records. , 17(2), 163–177. doi:10.1108/09696471011019871

Katuu, S. (2016). Managing digital records in a global environment. The Electronic Library, 34(5), 869–894. doi:10.1108/el-04-2015-0064

Katuu, S. (2016). Transforming South Africa’s health sector. Journal of Science and Technology Policy Management, 7(3), 330–345. doi:10.1108/jstpm-02-2016-0001

Sukumar, S. R., Natarajan, R., & Ferrell, R. K. (2015). Quality of big data in health care. International Journal of Health Care Quality Assurance, 28(6), 621–634. doi:10.1108/ijhcqa-07-2014-0080

Seitio-Kgokgwe, O., Gauld, R. D., Hill, P. C., & Barnett, P. (2014). Assessing performance of Botswana’s public hospital system: The use of the world health organization health system performance assessment framework. International Journal of Health Policy and Management, 3(4), 179–189. doi:10.15171/ijhpm.2014.85

Lewis, M., Baxter, R., & Pouder, R. (2013). The development and deploymentof electronic personal health records. Journal of Health Organization and Management, 27(5), 577–600. doi:10.1108/jhom-07-2012-0144

Narattharaksa, K. C., & Speece, M. (n.d.). Key success factors behind electronic medical record adoption in Thailand. SSRN Electronic Journal. doi:10.2139/ssrn.2619689

Baird, S., & Boak, G. (2016). Leading change: Introducing an electronic medical record system to a paramedic service. Leadership in Health Services, 29(2), 136–150. doi:10.1108/lhs-04-2015-0012

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SUITABLE STORAGE CONSIDERATION FOR THE BUSINESS RECORDKEEPING

Suitable storage consideration for the business recordkeeping

Hilmi Iskandar
UiTM Puncak Perdana

Abstract

This article about on how to manage and storing the active records, especially business record with more efficient into the storage or repository. It also state about the suitable equipment to handling the business record. However, there are many challenges and problem need to face by the person who incharge managing the repository of business record. So, they need to find any solution to face this problem. This article approach by using the literature review by refer to other reference to strengthen and support the main purpose of this article. Critical thinking is important to insert in this task about the storage and equipment to state on how to solve the problem. Usually, this method based on observation from a few information agencies or office which handling the business record through the article given.

Keyword: Storage, equipment and business record.

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QUALITY CUSTOMER SERVICE IN THE BUSINESS RECORD MANAGEMENT

Quality customer service in the business record organization

Hilmi Iskandar

UiTM Puncak Perdana

Abstract

Purpose of this article is to aim the quality customer service is the business record especially in office. The quality of customer services can be applied to any business organization and show the result which give a good or bad impact to the customer. This paper is approach by read the article which called the literature review and using the critical thinking to write the report writing. Some of the other article will tell that they using the case study and interview to the organization to strengthen the support main point which challenge with the customer. This study provides the understanding about to produce the quality customer service into the business record organization that will hire the great staff who handle this department and services. Almost organization was using the customer services to increase their quality of company among the users.

Keyword: Customer services and quality customer

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RECORD MANAGEMENT PROCESS IN ORGANIZATION

RECORD MANAGEMENT PROCESS IN ORGANIZATION

Muhammad Izdihar Bin Ramli

Faculty of Information Management

Universiti Teknologi MARA, UiTM Puncak Perdana, Malaysia

Abstract

This article purpose is to examine the steps needed in providing effective record system for the business organization. Business organization needed to take care of their business records because the record serves an evident to their transaction. Failures of record management or record keeping in the business organization can cause a lot disadvantages to the business itself. ISO 15489 has already provided steps or process to maintain the record in the business organization. They have provided guidance and the steps that is needed in manage the business record are the process of capture, registration, classification, access and security classification, identification of disposition status, storage, use and tracking and implementation of disposition. However, the process of managing the business record is depending on the business nature.

Keyword: Business Records, ISO 15489, Record Management 

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BUSINESS CONTINUITY PLAN IN MANAGING BUSINESS RECORD

BUSINESS CONTINUITY PLAN IN MANAGING BUSINESS RECORD

Muhammad Izdihar bin Ramli

Faculty of Information Management

Universiti Teknologi MARA, UiTM Puncak Perdana, Malaysia

Abstract

The purpose of this paper is to identify the business continuity planning and how it can assist the business organization to preserve or maintain their record holding during disaster. It discuss on steps that need to be taken into consideration when planning for the disaster planning. Disaster planning must be devised carefully to counter the unexpected disaster that may struck the business organization. Besides, it is also discuss about the recovery operation that need to be done after disaster occur in the business organization. The recovery operation must be done correctly to ensure the record is safe and secure after a disaster. The steps provide in this articles can helps organization to manage the damaged records after experiencing disaster.

Keywords: Disaster planning, Business Management, Record Management, Risk Management

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USE AND TRACKING IN BUSINESS RECORD

USE AND TRACKING IN BUSINESS RECORD

Muhamad Yusuf Bin Ahmadi

muhdyusufahmadi@gmail.com

Faculty of Information Management, Universiti Teknologi MARA, Malaysia

Abstract

The purpose of this paper is to identify the use and tracking in business record whether the business is big or small. Tracking record is not easy when the record itself are not in a proper arrangement. It is quite difficult actually. Just imagine, when you’re late come to work and you try to find your car keys but you’re forgotten where the place you put it. Just that, you will explore every inch of your house, your pocket or even in your car. Difficult and take time isn’t it? So in this paper, I will discussed the use and tracking for business.

Keyword

Use, tracking, business, record

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ACCESS AND SECURITY IN BUSINESS RECORD

ACCESS AND SECURITY IN BUSINESS RECORD

Muhamad Yusuf Bin Ahmadi

muhdyusufahmadi@gmail.com

Faculty of Information Management, Universiti Teknologi MARA, Malaysia

Abstract

The purpose of this paper is to identify and understanding the important of providing access and security in business record. Without any regulation, everyone can access the record as they like. If that happen, the record can be manipulate and the record cannot be trusted. This paper will provide the regulation on who can and can’t access the business record and what can or can’t do in record repository. For the security, this paper will provide the best practice security in the building. As we know the security equipment may cause a lot of money and it tend business person to cut the cost in term of security.

Keyword

Access, security, equipment, business, record

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GUIDE TO RECORDS MANAGEMENT

       See how organisations need to structure their document processes and their records lifecycle and how records management is an important aspect to modern business practise.

source:https://www.zaizi.com/

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IN-HOUSE OR OUTSOURCING? WHICH STORAGE THAT SUIT YOUR ORGANIZATION?

IN-HOUSE OR OUTSOURCING? WHICH STORAGE THAT SUIT YOUR ORGANIZATION?

Mohamad Fathi Bin Borhan

fathiborhan@yahoo.com

Faculty of Information Management, Universiti Teknologi Mara, Malaysia

Abstract

The purpose of this paper was to highlight which record storage that effective and efficient to the organization. Records as a strategic resource are defined as a medium to improve the effectiveness and efficiency of the organization. Advanced development in technological sector has contributed to the evolution and growth of offsite storage facility that offer their services to the organization. Records storage is a vital component of good records management. Storage is important to ensure the collection of information needed for the business transaction can be retained. There are many records storage service providers, ranging from large national or international companies, local consortia of public offices or local businesses. It is important that the service provider you choose meets the requirements of the organization as well as business needs. There are many factors to be considered such as location, security and environmental control. We want to decide which storage is suitable for the need of the organization in this paper.

Keyword: Records, Storage, Environmental Control, Offsite Facility

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