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    Zus Coffee - Nurul Husna Binti Kamaruddin - Ba2323a

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    NURUL HUSNA KAMARUDDIN
    The document discusses the records management program of ZUS Coffee. It provides 3 key points: 1) ZUS Coffee uses a combination of subject and geographic storage methods to organize records from their website and mobile applications. This allows them to categorize information and locate store locations. 2) The records management workflow at ZUS Coffee involves creating, distributing, using, maintaining, and transferring records appropriately. They collect customer information securely during purchases and may later contact customers regarding business updates. 3) While electronic records management provides benefits like cost savings and improved productivity, it also poses risks such as technology dependence and security issues. ZUS Coffee takes steps like regular system updates and limited employee access

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    Zus Coffee - Nurul Husna Binti Kamaruddin - Ba2323a

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    NURUL HUSNA KAMARUDDIN
    477 views15 pages
    The document discusses the records management program of ZUS Coffee. It provides 3 key points: 1) ZUS Coffee uses a combination of subject and geographic storage methods to organize records from their website and mobile applications. This allows them to categorize information and locate store locations. 2) The records management workflow at ZUS Coffee involves creating, distributing, using, maintaining, and transferring records appropriately. They collect customer information securely during purchases and may later contact customers regarding business updates. 3) While electronic records management provides benefits like cost savings and improved productivity, it also poses risks such as technology dependence and security issues. ZUS Coffee takes steps like regular system updates and limited employee access

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    ZUS COFFEE_NURUL HUSNA BINTI KAMARUDDIN_BA2323A

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    The document discusses the records management program of ZUS Coffee. It provides 3 key points: 1) ZUS Coffee uses a combination of subject and geographic storage methods to organize records from their website and mobile applications. This allows them to categorize information and locate store locations. 2) The records management workflow at ZUS Coffee involves creating, distributing, using, maintaining, and transferring records appropriately. They collect customer information securely during purchases and may later contact customers regarding business updates. 3) While electronic records management provides benefits like cost savings and improved productivity, it also poses risks such as technology dependence and security issues. ZUS Coffee takes steps like regular system updates and limited employee access

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    477 views15 pages

    Zus Coffee - Nurul Husna Binti Kamaruddin - Ba2323a

    Uploaded by

    NURUL HUSNA KAMARUDDIN
    The document discusses the records management program of ZUS Coffee. It provides 3 key points: 1) ZUS Coffee uses a combination of subject and geographic storage methods to organize records from their website and mobile applications. This allows them to categorize information and locate store locations. 2) The records management workflow at ZUS Coffee involves creating, distributing, using, maintaining, and transferring records appropriately. They collect customer information securely during purchases and may later contact customers regarding business updates. 3) While electronic records management provides benefits like cost savings and improved productivity, it also poses risks such as technology dependence and security issues. ZUS Coffee takes steps like regular system updates and limited employee access

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    of 15

    FACULTY OF BUSINESS MANAGEMENT

    BACHELOR'S IN OFFICE SYSTEMS MANAGEMENT


    ADVANCED RECORDS MANAGEMENT (ASM501)


    INDIVIDUAL PROJECT REPORT


    PREPARED FOR:
    PUAN SURYANI BINTI CHE DIN

    PREPARED BY:
    NURUL HUSNA BINTI KAMARUDDIN (2021886194)

    GROUP:
    BA2323A
    TABLE OF CONTENT
    INTRODUCTION TO THE RECORDS
    ACKNOWLEDGEMENT INTRODUCTION MANAGEMENT PROGRAMS

    ADVANTAGES AND
    PROCEDURES/PROCESS/WORK
    DISADVANTAGES OF THE
    FLOW OF RECORD CONCLUSION
    ELECTRONIC DOCUMENT
    MANAGEMENT PROGRAMS
    MANAGEMENTS SYSTEM

    RECOMMENDATION REFERENCES APPENDICES


    ACKNOWLEDGEMENT

    We are grateful to Allah SWT first because, by His favour, we were able to
    successfully finish the Advanced Records Management project report (ASM501). I'm
    grateful that I was able to finish my Individual Report in the allotted period by
    Madam Suryani Che Din. Without her direction and support, I would not have been
    able to complete this report. I want to thank Madam Suryani for providing her
    students with a clear guideline and detailed explanation to ensure that we grasp
    their task. Additionally, I want to thank my buddies for always trying to explain
    things to me so that I can fully comprehend the assignment.
    INTRODUCTION
    COMPANY PRODUCTS
    BACKGROUND MISSION VISION AND SERVICES
    Coffee
    ZUS Coffee is the first coffee Making drinking
    brand in Malaysia to focus on
    To bring greater Bottled Drinks
    coffee a Hot Meals
    coffee delivery. The best convenience to
    platform for coffee has been necessity Desserts
    the community Snacks
    developed after more than a instead of luxury
    Merchandise
    year of research and
    development, which involved
    testing more than 150
    different delivery goods and
    service options. The very first
    Organizational
    ZUS Coffee location in Binjai Chart
    opened at the end of 2019.
    Locally roasted coffee beans
    are sourced by ZUS Coffee
    from FAF in Brazil. taking full
    control over the level of
    quality and cost to make
    speciality coffee accessible to
    everybody.
    INRODUCTION TO THE RECORDS MANAGEMENT PROGRAM

    Records management program (RMP) is the systematic and


    consistent control of all records, regardless of the media on
    which they are held, throughout their lifecycle (Ghazali, 2018). It
    includes setting up the infrastructure or system into which the
    records are created, received or added as well as the process of
    record creation itself.

    Zus Coffee connects with their customers through their


    website and mobile applications so that they can virtually
    purchase their coffee. As a result, the combination of subject and
    geographic storage approach is used to save data from both
    website pages and mobile applications.
    PROCEDURES/PROCESS/WORKFLOW

    SUBJECT STORAGE METHOD

    Subject Storage Method is an


    alphabetical method for storing and
    retrieving records by their subject or
    topic. It is a system for subject-based
    classification, coding, and record filing
    (Guinto, 2015).
    ZUS Coffee organised their products on
    their website and mobile applications
    using this subject storage technique.

    GEOGRAPHIC STORAGE METHOD


    The geographic storage approach groups
    related records by location. If you know the
    exact location of the file, geographic filing is
    called a direct technique (NPC).
    This technique is used by ZUS Coffee to locate
    the position of their store on maps.
    PROCEDURES/ PROCESS/ WORKFLOW

    CREATION & STORAGE


    The first phase is the
    creation, which includes
    records that are internally DISTRIBUTION & USE
    produced/received from
    The second phase is distribution,
    external parties (Ghazali, where records are then distributed
    2018). (sent) to the persons responsible
    When a consumer purchases for their use (Ghazali, 2018).
    something from ZUS Coffee, The third phase is use, where
    they collect personal records are commonly used for
    information such as your decision making, answering
    name, address, email inquiries or reference (Ghazali,
    address, and phone number 2018).
    as part of the purchasing and ZUS Coffee may contact you via
    email with information about their
    selling process (Coffee,
    business, new products, and other
    Privacy Policy - ZUS Coffee).
    updates. By signing up, you also
    agree to receive commercial calls
    at the phone number you provide
    (Coffee, Privacy Policy - ZUS
    Coffee).
    PROCEDURES/ PROCESS/ WORKFLOW

    MAINTENANCE
    Records must be stored (filed),
    retrieved and protected (Ghazali,
    2018). TRANSFER TO RECORD CENTER,
    ZUS Coffee takes reasonable ARCHIVES OR COMPUTER DRIVE
    precautions and adheres to industry
    best practices to ensure that personal Any business records will be moved
    information is not inappropriately to hard drive.
    lost, misused, accessed, disclosed,
    altered, or deleted. Secure socket layer The inactive record of customer's
    technology is used to encrypt any order will be transfer to the suitable
    information on their website (SSL) storage.
    (Coffee, Privacy Policy - ZUS Coffee).
    All information in ZUS Coffee stored
    with a AES-128 encryption (Coffee,
    Privacy Policy - ZUS Coffee).
    PROCEDURES/ PROCESS/ WORKFLOW

    RETENTION AND DISPOSITION PROCESS OF


    THE ELECTRONIC RECORDS

    At the end of the number of years


    indicated in the retention schedule, the
    records are disposed of, either by
    destruction or by transfer to permanent
    storage place.
    To ensure that it is not improperly lost,
    misused, accessed, disclosed, altered, or
    destroyed, ZUS Coffee takes reasonable
    precautions and complies with industry
    best practises by transfer the records to
    permanent storage place (Ghazali, 2018).
    ADVANTAGES AND DISADVANTAGES OF
    ELECTRONIC DOCUMENT MANAGEMENT SYSTEM

    ADVANTAGES DISADVANTAGES

    Cost-Effective Dependency
    Solution On Technology

    Low Security
    Seamless File
    Sharing
    Improves
    Employee Equipment
    Productivity Cost
    CONCLUSION

    In conclusion, setting up a document records management


    system will boost your company's productivity and bring you
    up to date with modern technology and sophisticated
    communications. Electronic records management platforms
    assist you in developing the strategies necessary to organise
    records for simple reference by both internal staff and
    external people, in addition to assuring more rapid
    compliance with record keeping regulations.
    RECOMMENDATION

    To prevent hackers from obtaining client data and


    privacy, ZUS Coffee should periodically update their
    automated system.

    ZUS Coffee can enhance their mobile app's functionality


    regarding store location by enabling customers to select a
    store located far away if a nearby store is closed.

    Employee access should be limited to only the information


    needed for their job. In the event of a breach, this can
    assist separate files and devices and minimise damage.
    REFERENCES
    Coffee, Z. (n.d.). Our Story - ZUS Coffee. Retrieved December 15, 2022, from https://zuscoffee.com/our-story/

    Coffee, Z. (n.d.). Privacy Policy - ZUS Coffee. Retrieved December 15, 2022, from https://zuscoffee.com/privacy-policy/

    Coffee, Z. (n.d.). Terms & Condition - ZUS Coffee. Retrieved December 15, 2022, from https://zuscoffee.com/terms-and-
    condition/

    Enadoc. (2020, April 14). Advantages and Disadvantages of a Document Management System. Retrieved December 15,
    2022, from https://www.enadoc.com/advantages-and-disadvantages-of-a-document-management-system/

    Ghazali, M. Y. (2018). Records Management: The Compilation of References. Jenjarom, Selangor, Malaysia : Weaber
    Resources. Retrieved December 15, 2022

    Guinto, C. (2015, January 25). Retrieved December 15, 2022, from https://prezi.com/-v3s9uhx2wmm/subject-records-
    management/

    NPC, T. A. (n.d.). Records Storage Systems. Retrieved December 15, 2022, from https://www.opsa.org.za/records-
    storage-systems/#:~:text=(d)%20Geographic%20storage%20method,location%20of%20the%20file%20needed.

    Team, G. (2021, October 20). What is Records Management. Retrieved December 18, 2022, from
    https://govos.com/blog/what-is-records-management/
    APPENDICES
    THANK YOU

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