Case Study 1: Electronic And Image Records For Organizations

Kanaks Corporation
1.0 Main Folder 

The main folder rename is Kanaks Corporation. We rename as a Kanaks Corporation because is the name of the company. We put the company name because; all the record is related with the company must be keeping into this folder. Into this main folder we can create the sub-folder as a category of our records. The purpose we use is company name because we do not the records are not related mix with company records. Other than that it is easier to us find the record through this main folder.

2.0 Sub Folder 

Sub folder into the main folder we created three category which is Architectural Plan, Database and Record of the year 2012-2013. The entire category has a record based on the category. The category can make us easy to find the records. Other than that it can look orderly and make our task efficiently.

2.1 Sub-folder Architectural Plan 
Architectural plan is as the sub-folder for the record regarding with the plan of project. All related with architectural plan will keep into this folder and cannot mix with other record because it’s different with other records. The entire plan must be important to the company and to avoid misuse or misplaced, we create the specific folder for the plan.


2.2 Sub-folder Database 

For the database category, only database record can keeping into this folder. GIS Database is the special record as an organized collection of data. GIS Database is the computerized data management system used to capture, store, manage, retrieve, analyse and display spatial information. The data from the computerized must keep in separately with other record because the records are different with other records. Database is the sensitive records and the record cannot tease by unauthorized person.


2.3 Sub-folder Record for the year 2012-2013 

In this sub folder, we create more folders based on the category which is Annual Report, Finance, Letter, Maintenance Policy and Training. All the record based on the category is the record for the year 2012 until 2013.


2.3.1 Annual Report 
Annual Report is the category in the sub folder of the record for the year 2012 until 2013. Into the annual report we are create two folder which is Annual Report 2012 and Annual Report 2013. It is easier for us to find the report based on the year. We can also avoid the report are mix with other year report.

2.3.2 Finance

For the Finance category, this is more the accounting record such as payroll. The finance is more to the calculation and regarding the number records. Example, the payroll, attendance, EPF and SOCSO can put into the finance because all of this is under finance. It is ore private and confidential and cannot put together with others record.

2.3.3 Letter 

For the latter category is only for the letter record purpose. All the record is letter can put into this folder. It can make us easier to refer. Other than that, the letter is something the urgent document and impossible to mix them together with other records.

2.3.4 Maintenance Policy 
The maintenance category is regarding with all the maintenance records. In the maintenance policy category with create some of category are suitable with the records its which is Inspection Record, Insurance Policy, Maintenance Record, and Purchase order. All this record must be separated by their category. Inspection record is only for the inspection documentation. Then, Insurance policy also is only for the documentation regarding with the insurance. Next, for the maintenance record are for the documentation for the maintenance such as repairing. Lastly is purchase order are documentation for the supplier to us order any material. Through this, we can easily to refer what kind of material we already order.

2.3.5 Training 

In this category is only for the training documentation purpose. All related with training only can keep the record through this folder. Other than that, we also create one folder in training folder. We create and rename as a Certificate. To easier we find the records, we create the certificate folder. The training certificate only can keep into this folder.