CENTRALISED DOCUMENT MANAGEMENT SYSTEM (CDMS)

Transcription

1 CENTRALISED DOCUMENT MANAGEMENT SYSTEM (CDMS) (Version 1.0) 10/2014

2 POLICIES FOR NSTP (M) BHD Page 2 Of 11 FOREWORD This policy, developed by Group Risk Management Department (GRMD) together with the respective stakeholders within NSTP (Malaysia) Berhad, is intended as the reference point to achieve the following objectives:- 1. To ensure efficient and effective practices in document management to safeguard vital information; 2. To ensure the practices in digital and physical filing processes are uniformed, authorized and conducted with transparency; 3. Manage storage of documents in a way that facilitates convenient retrieval of a particular document when needed; 4. Ensure security and safety of documents with the dual objectives of preventing unauthorized access to documents and allowing recovery from physical damage or loss of documents; 5. Creates the policy for archiving old documents and disposing them at the end of their shelf life. Changes or amendments to this document may only be affected by GRMD. Staffs are welcome to channel any queries or recommendations for improvement of this policy to the Group General Manager, GRMD. ISSUED BY Group General Manager Group Risk Management Department

3 POLICIES FOR NSTP (M) BHD Page 3 Of 11 Table of Contents 1. INTRODUCTION POLICY STATEMENT DEFINITION PURPOSE AND OBJECTIVE CAPTURING/ CREATING DOCUMENT STORAGE AND RETRIEVAL SUSTAINABILITY AND FOLLOWING THROUGH... 9 APPENDIX A... 10

4 POLICIES FOR NSTP (M) BHD Page 4 Of INTRODUCTION NSTP recognizes the importance of good document management that can provide for the conversion, digital storage and sharing of documents within our network. The Company plans to convert paper documents to digital formats using the Centralised Document Management System (CDMS). 2. POLICY STATEMENT This policy shall ensure that the following objectives are met: a) Proper creation of managed documents using Archiving System for the use of NSTP. b) Proper access management for all the managed documents. c) Proper storage of documents and its disposal. This policy applies to all companies of NSTP. 3. DEFINITION a) CDMS: Centralised Document Management System. b) Document: A piece of written or printed correspondence, agreement or record that is considered material critical to the operations of the department or Company. c) Users: Primary group of people that will be utilizing the CDMS. d) GMS: Group Management Services Department functions as the provider of physical document storage solution.

5 POLICIES FOR NSTP (M) BHD Page 5 Of 11 e) GIT: Group Information Technology functions as the custodian of the CDMS and infrastructure for the solution. f) GCD: Group Corporate Governance functions as enforcer of all rules and policy set. g) Archiving System: The web based Digital Asset Management system serving as the central document repository. 4. PURPOSE AND OBJECTIVE The purpose of this policy is to establish a Document Management policy for NSTP. The intent is to ensure that there is a structured method to establish, reference and store documentation. The Centralised Document Management System (CDMS) will help to meet the following objectives: a) Establish a standard document storage and retrieval system; b) Establish a secure document archiving system; c) Enable digital and physical filing process with quick and efficient retrieval of official correspondence and documents; d) Controlling the growth of materials taking up valuable office space; and e) Safeguarding vital information. This policy requires that Document Management is performed in accordance with the established Document Management process, set of procedures and standard formats. The process and procedures cover:

6 POLICIES FOR NSTP (M) BHD Page 6 Of 11 i. Creating and classifying documents - Control in the creation and design phase results in increased quality, improved productivity, reduced costs, and more effective storage and retrieval. Documents are either active or inactive and classified according to use. Active records are accessed and utilized in the current administration of business functions. Inactive records are no longer referred to on a regular basis but still of limited importance. (Detail in item 5) ii. iii. Storage and retrieval implementing the document management plan, defining rules, systems and support. (Detail in item 6) Sustainability and following through adhering to related policy and procedures. (Detail in item 7) 5. CREATING A DOCUMENT The basis for establishing a filing system is the ability to later retrieve the records when we require them. Therefore, it is essential to assign the referencing during the document creation period. The reference code format identified for use for CDMS has 5 identifiers as follow: 1 st identifier: Originating department* 2 nd identifier: The preparer 3 rd identifier: Month of issue 4 th identifier: Year of issue 5 th identifier: Document sequence number

7 POLICIES FOR NSTP (M) BHD Page 7 Of 11 *The list of department and their initials are provided in Appendix A. Visual 1: Using the Reference Code 1 ST IDENTIFIER Initial of originating department/ (refer Appendix-A)/ Corporate Communications Dept. 2 ND IDENTIFIER Initial of preparer / (Min 2 and Max 3 capital letters)/ 3 RD IDENTIFIER Month document issued / (2 digits)/ 4 TH IDENTIFIER Year document issued / (2 digits)/ Wan Abdillah August TH IDENTIFIER Sequence Number (2 digits running no. for the month) CCD/ WA/ 08/ 14/ 01 Actual on paper : Next sequence in the same month : Document number for the following month : CCD/WA/08/14/01 CCD/WA/08/14/02 CCD/WA/09/14/01 Visual 2: Placement of reference number on documents

8 POLICIES FOR NSTP (M) BHD Page 8 Of STORAGE AND RETRIEVAL 6.1 Administrator Departmental secretaries are the appointed administrators. Their tasks are to: a) Register initials and manage users together with ITD for the creation of individual sub folders at the server. b) Maintain registration records for audit purposes. c) Coordinate storage and retrieval of documents process. d) Maintain related records of storage, retrieval and disposal. 6.2 Access Level The governing rule that permits retrieval and assigning the access level. Level 1: Level 2: Level 3: Details View all document & download View only own department & selected documents View only own section & selected documents Access CEO HOD, Department Admin Section Head Level 4: View only own documents Normal users 6.3 Security Feature Access and security to ensure only the right personnel may access the required documents. Access to the Archiving System application is controlled via a system administration utility for creating and maintaining individual and group user accounts. User accounts determine specific access privileges for

9 POLICIES FOR NSTP (M) BHD Page 9 Of 11 the many different types of application functions and database information. 7. SUSTAINABILITY AND FOLLOWING THROUGH 7.1 The appointed administrators will need to file current year s documents in secured filing cabinet. 7.2 For day-to-day proper filing practice, the department is to ensure proper treatment for confidential materials: a) Important and highly secure document are to be stored in fire-proof cabinet. b) Normal correspondence and documents will have to be stored in locked cabinet. c) Properly label each storage box and/or container. 7.3 Physical documents with more than 12 months will have to be stored away with storage Service Provider**. Anything that is more than 7 years will have to be systematically disposed of. **GMS is the party responsible to appoint the storage Service Provider to assist in the safekeeping of physical documents, after it has been digitalized. The storage Service Provider is a company that provides secure storage, retrieval and destruction of physical documents.

10 POLICIES FOR NSTP (M) BHD Page 10 Of Continuous Checking The respective departments, e.g. GMS, GIT and GCG will periodically conduct checks to ensure compliance and accuracy of the documents kept.

11 POLICIES FOR NSTP (M) BHD Page 11 Of 11 APPENDIX A: List of Department initials No Department Fixed Department Initial 1. Chairman Office CHR 2. CEO Office CEO 3. GME Office GME 4. Harian Metro Editorial HM 5. BH Editorial BH 6. NST Editorial NST 7. Group Management Services GMS 8. Group Human Resource GHR 9. Advertisement Sales ADS 10. Newspaper Sales & Distribution NSD 11. Group Information Technology GIT 12. Production PRO 13. Finance FIN 14. Marketing MKT 15. Corporate Planning CP 16. Corporate Communications CCD 17. Photo Department PHO 18. Resource Centre RC 19. Group Legal Secretarial GLS 20. Group Risk Management GRM End of document.