Manual record management in Administration Department,
KPJ Rawang not well maintained because there is an issue about the data. Most employees complained about the data
because it was difficult to retrieve since data was only can be accessed by one
employee at once time. The office space had to be increased as more space
because manual record management consumes more paper in daily operation. KPJ Rawang facing running out space to keep
their record data and it leads to messed files and rough paper in empty
drawers. Besides, it was difficult to
arrange the files of miscellaneous of papers in empty drawers.
By practicing manual record management, automatically
need to ensure the files is easy to trace but not in KPJ Rawang Specialist
Hospital. This organization has not
enough resources to maintain their manual record management and it causes the
record status is not clear whether it was an active record or inactive
record. Based on my observation, the
stationaries in Administration Department need to request from Purchasing
Department and because of this procedures, this department will be facing not
enough item such files, folders or boxes to maintain their record management.
The few other matters arising in KPJ Rawang Specialist
Hospital such as indicators sticker not follow referring with the list given.
As example, the list certificate file no.4 not match when refer to file and one
more thing, the new file not updates in latest record list and make confusing
to KPJ Rawang Specialist Hospital staff. This will effect require and spend
much time in referring to the index list to trace back the specific file and
make it not effective to performing task given.
In addition, the misplaced data and files also will cause danger to the
long-term business of KPJ Rawang Specialist Hospital. For example, if an employee misplaces the
hospital license into another file, the license couldn’t find and will not be
renewed and endanger the KPJ Rawang business in future. The KPJ Rawang
Specialist Hospital can be force by penalty and the license automatically
withdraw by “Unit Kawalan Amalan Perubatan Swasta (UKAPS)”.