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PREPARE FOR: MADAM ANIZA  BINTI JAMALUDDIN GROUP MEMBERS:  NUR SHAFIQAH BINTI JUSOH (2019229012) NURIZZATI BINTI AZIZI (2019612146) NOR SOLEHAH BINTI AHMAD SUKHRI (2019208396 )

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The process of the organizing documents and records into the organized systems.  To make sure the finding documents is easier especially when the organization has multiple departments. The simple basic of classification is separate file opened for each subject matter either belonging to capital or revenue.

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Filing refers to systematic and scientific preservation of official document in a such way that they can be delivered whenever required. Filing system is the central record keeping system for an organization. Activities in filing systems are classification, arrangement, movement, storage and indexing.

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The documents need to be collect from different sources to preserve the records and documents. To preserve the documents. The collected of documents should be properly so that it will not get lost or damage.  To provide readiness in work. The daily routine of the office are carried out with the help of past records.

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To allow the insertion of additional documents without disturbing the existing order of files. To provide guidance to the existing staff and new staff to perform their duties and responsible well.

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Filing collects and preserve the required paper, records and documents for future reference Protects the important files from damage and lost that causes by dust, insects, water, fire and rat Helps to increase the efficiency of the organization or office. Make all the works run smoothly without interruption and difficulty Filing system can maintain the records properly. Filing system help you to purge the old records that no longer needed.

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Impact Of Improper Classification and Filing System of University of Malaysia Pahang (UMP)

Lower Productivity Improper classification and filing system in record handling can reduce the efficiency of the workers.  Lost Files When it comes to improper classification and filing system, the greatest concern is the destruction of losing important files and document .

Clutter and Disorganization An improper classification and filing system can lead to overcrowding and disorganization.  Lack of Compliance with Industry Regulation Financial companies, insurance agencies and representatives of many other industries have strict document management requirements.

Consequences for all citizens Relevant and accurate public records must exist if governments are to preserve the rule of law and to demonstrate fair, equal, and consistent treatment of citizens.

NOR SOLEHAH BINTI AHMAD SUKHRI (2019208396)

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Current Issues in Classification and Filing System

Alphabetic  - Alphabetical systems are the most natural and common method of arranging files. But alphabetical classification of filing is not always the fastest system and it takes a long time to find papers in large organizations. The drawback of alphabetical reporting is that misfiled documents are impossible to achieve and detect it.  Numeric  - Numeric filing requires time for coding if there are no numbers already. If an automatic machine assigns numbers, a number may be changed or an unused number may be dropped. This can cause problems in the retrieval of non-current records.  Geographical classification  - Under this method, the files are grouped according to the location or address of the individuals or parties to which they refer. But the problem with this system is this system can only work if it is paired with an alphabetical grouping.

Subject wise classification  - In this method, all records dealing with a specific topic are taken together in a single file. There some issues in this system which is this method is not ideal for the submission of different records. If the classification of the subject is not well known, it may become difficult to find a text. If the number of subjects is greater, a comprehensive index is required.

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University Malaysia Pahang (UMP) was established on 16 February 2002 by the Government of Malaysia. Formerly known as  Kolej   Universiti   Kejuruteraan  dan  Teknologi  Malaysia. UMP has been founded as a competent technical university  specialising  in engineering and technology and also  recognised  as a technical university.  Universiti  Malaysia Pahang (UMP) focuses on two major areas: 	1. Chemical Engineering and Industrial Biotechnology. 	2. Automotive Engineering and Manufacturing Engineering. UMP provides a wide variety of skills-based higher education  programmes  in engineering and technology for the development of qualified engineers.

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UMP also ranked as one of the best in Research and Innovation University.  The main UMP campus in  Pekan  started running on 27 July 2009. The  Pekan  campus will handle up to a total of 10,000 students and 2,000 workers until construction is completely completed.  UMP is situated in  Gambang , next to the East Coast Expressway, just 30 km from Kuantan by car, with an area of 126 acres and can host up to 5,000 students.

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Vision A distinguished Technological University. Mission We provide world class education, research and services in a ecosystem of creative and innovative engineering and technology to maximize human potential for societal good.

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To generate excellent graduates by offering competitive engineering and technical programming. To spearhead leading edge research projects important to the sector. To be a leading service provider to industry and society focused on our niche and fields of expertise. To be  recognised  as an  organisation  with exemplary leadership and work culture.

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Tan Sri Sri my Abdul
CHAIRMAN
Aziz Abdul
Professor Ir. Dr. Wan
bin Wan ygye_ff
VICE
CHANCELLOR/
CEO
ACADEMIC AND
INTERNATIONAL
Professor Ts. Dr.
RESEARCH AND
INNOVATION
Professor
Dr. Kamal
bin
STUDENT
AFFAIRS &
ALUMNI
Professor
bin
Zainuddin
KNOWLEDGEABLE
ND EXPERIENCED
REPRESENTIVE
bin
COMUNITY
REPRESENTIVE
Sri Md.
Sharif bin
MINISTRY OF
FINANCE
REPRESENTIVE
Zafir bin
Ibrahim

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1.  Centre for Industry & Community Network ( ICoN ) UMP 	 The responsibilities of  ICoN ,  Universiti  Malaysia Pahang: Sustainable Strategic University-Industry-Community Collaboration. Optimum production of value dependent on capital. Global awareness - Workplace Survey Index & the Job Credibility of  Quacquarelli  Symonds. Employability, Entrepreneurial & Internship funding for graduates.

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2. Occupational Safety & Health Management Office (OSHMO) 		 Functions and activities: To advise UMP with the assistance of JKKP-UMP and other general committees in all matters pertaining to OSH. To help with the recognition of national rules, including acts, rules, codes of practice/guidelines and safety requirements, and to implement certain UMP adoptions to ensure that JKKP-UMP complies with them from time to time. Track the related aspects of occupational safety and health at the UMP by investigations, annual reviews and workplace supervision through means of the JKKP-UMP to ensure conformity with the relevant regulations.

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Procedure of Classification and Filing Sy stem Developed by University of Malaysia Pahang (UMP)

a) Establishment of File Classification Team The Registrar's Department has established a Task Force Committee (Task Force) consisting of administrative officers J / S / P / I / U responsible for developing the functional classification of UMP together with the National Archives of Malaysia (ANM). b) Analyzing Functions In preparing the file classification, the Task Force Committee is responsible for collecting, reviewing and analyzing the organization chart, functions, objectives and activities as well as the file list of all J / S / P / I / U UMP and also lists the main functions, sub activities and files identified from the general to the most specific.

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c) Build a Thesaurus Thesaurus is a list of terms developed to controls and standardizes the use of terms for each function, activities, sub-activities and identified files which is it including to avoid duplication of meaning, avoid words that are not commonly used, review the need to create optional terms, provide cross-reference requirements and avoid repeated use of a words. d) File Classification Development Guideline Identified functions, activities, sub-activities and files are sorted by hierarchy. Hierarchy developed should not exceed four rating. The developed hierarchy should start from the function followed with activities, sub-activities and files. e) File Classification Code Preparation Guideline Every function, activity, sub-activity and file organized by hierarchy should be coded based on the Number Block System recommended by ANM. The Code Number for all general functions from 100 to 500 has been set by the ANM for use by all organizations. Code 600 and above is used for a specific function (core business) of an organization.

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Sample of Filing System in University of Malaysia Pahang (UMP)

FAST for Housekeeping/ Administration Files 100 PENTADBIRAN        100-1  Perundangan                    100-1/1  Khidmat   Nasihat                                   100-1/1/1  Khidmat   Nasihat  / Rujukan                                                          Perundangan       100-5 Lembaga  Penasihat                  100-5/1 Lembaga  Penasihat   Universiti                                    (TERPERINGKAT)                                  100-5/1/1  Mesyuarat  Lembaga  Pengarah                                                         Universiti

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300 PENGURUSAN ASET          300-1  Tadbir  Urus  Aset   Alih                       300-1/1  Perlantikan   Pegawai   Aset                                     300-1/1/1  Perlantikan   Pegawai   Aset  (SN:  meliputi   Pegawai                                                           Aset ,    Pengurus / Pegawai   Stor  Pusat/ Stor  Utama,                                                                      Pegawai    Penerima ,   Pegawai   Pemeriksa   Stor , Lembaga                                                          Pemeriksa     Pelupusan   Aset   Alih  Kerajaan KEW.PA-15,                                                            Pemverifikasi   Stor ,  dll )          300-3  Pengurusan   Stor  dan Stok                     300-3/1  Penerimaan  dan  Perekodan  Stok                                     300-3/1/1  Penerimaan   Bekalan   Pejabat / Stor / Barang-Barang  ( sn ;                                                           Borang   Terimaan   Barang

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Classification and filing system have it own advantage and also disadvantage in way to keeping records of organization especially UMP.  In order to obtain successful information, a strong understanding of the classification and filing system and the data standardization are necessary to learn in the disciplinary career, as well as in timely transaction procedures.  If there is a specific subject of documents to be checked, but barely any details other than a few keywords is given, users will start research by finding classifications that might refer to that particular subject. At the end of the day, the key aim of every organization should be to define all the information management priorities with classification and filing system, set up a document management system to fulfill these requirements, and then further develop and improve the operation.

SLIDE PRESENTATION IMR504.pptx

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