FACULTY OF INFORMATION MANAGEMENT

BACHELOR OF INFORMATION SCIENCE (HONS.) INFORMATION SYSTEM

MANAGEMENT 

(IM245)  

SEMESTER 3

PROPOSAL OF AIRASIA BERHAD

Prepared by:

GROUP MEMBERS STUDENT ID

1) NUR AZIRAH MAULAD ALWIE 2020608706

2) NURIN SYAMIMY BINTI ZULKEFLY 2020818902

3) MUHAMAD HADIF ZAKWAN BIN NORIZAL 2020872698

4) SITI SARAH BINTI SAHARUDIN 2020878294

Report sent to Madam Aniza binti Jamaluddin in fulfilling some requirements for
Management of Records in Organizations (IMR451)

Group: Elek A

Submission Date:

20th January 2022

 TITLE PAGE

MANAGEMENT OF RECORDS IN ORGANIZATIONS (IMR451)

PROPOSAL OF AIRASIA BERHAD

  

Prepared for:

Madam Aniza binti Jamaluddin

Prepared by:

1) Nur Azirah Maulad Alwie (2020608706)

2) Nurin Syamimy binti Zulkefly (2020818902)

3) Muhamad Hadif Zakwan Bin Norizal (2020872698)

4) Siti Sarah binti Saharudin (2020878294)

Submission Date:

20th January 2022

 
ACKNOWLEDGEMENT

First of all, we would like to express our gratitude to Allah SWT as we managed to
complete this group project successfully due to His blessings and guidance. When doing this
group project, we have received the guidelines from a respected person who deserves our
greatest gratitude. We want to express our deepest appreciation to Madam Aniza binti
Jamaluddin, the lecturer of Management of Records in Organizations (IMR451) who gave us
a very useful guideline consultation throughout the process of finishing this group project.

Next, we want to thank our family for giving us their full support through
encouragement and financial support throughout completing our group project.

Besides that, we would like to offer many thanks to our classmates, who also directly
and indirectly help us in finishing this group project by sharing their knowledge and thoughts.

Finally, we would like to thank all those who provided us with the possibility to
complete this group project with a contribution to stimulating suggestions and
encouragement.

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TABLE OF CONTENTS
ACKNOELEDGEMENT i
1.0 INTRODUCTION 1
2.0 DETAILS OF ORGANIZATION 2
2.1 NAME OF ORGANIZATION 2
2.2 HISTORY OF ORGANIZATION 3
2.3 ORGANIZATION CHART 5
2.4 MAP AND FULL ADDRESS OF ORGANIZATION 10
3.0 TYPES OF ORGANIZATION 18
3.1 GOVERNMENT OR PRIVATE SECTOR 18
3.2 TYPES OF BUSINESS ACTIVITY 19
3.3 BRANCHES AND SUBSIDIARIES 26
4.0 TYPES OF REPORTS 27
4.1 ANNUAL REPORT 27
4.2 QUARTERLY REPORT 29
4.3 CORPORATE GOVERNANCE REPORT 32
5.0 RECORDS MANAGEMENT ISSUES 34
5.1 CASH FLOW MANAGEMENT 35
5.2 LACK OF STATISTICS ON FILES 37
5.3 REORGANIZE THE DIGITAL RECORDS MANAGEMENT PROCESS 38
5.4 LACK OF DECISION MAKING 39
6.0 PROPOSE THE IMPLEMENTATION OF IRMP 40
6.1 SIX STEPS OF IMPLEMENTING IRMP 40
6.1.1 Restructuring Existing Systems 41
6.1.2 Organising and Controlling Records 43
6.1.3 Providing Physical Protection for Records 44
6.1.4 Managing Records in Records Centres 45
6.1.5 Managing Archives 46
6.1.6 Supporting and Sustaining the IRPM 47
7.0 CONCLUSION 48
REFERENCES ii
APPENDICES iv
1.0 INTRODUCTION

For this group assignment, we have been assigned to do a proposal that may include
the aspect of managing the records in a proper manner. We have been given the freedom to
choose one organization that produced a high volume of records per year as our topic in this
group project. Based on the agreement and discussion of all members in the group, we have
decided to choose AirAsia Berhad as our organization to carry out the given assignment. We
are needed to analyse the organization’s daily business activities and create a proposal for this
particular organization that we already choose for this project.  

Because organizations have numerous types of records that must be preserved, this

assignment will cover the principles and theories of record management in organizations. We
cannot deny that today's world is awash in information, necessitating top-notch information
management techniques. The study program that we have learned has made it easier for us to
recognize valuable elements, policies that have been implemented in organizations, and, most
importantly, the tools control, which is the most basic in supervision.

Record management, in this situation, is a set of actions taken to generate,

disseminate, use, maintain, and dispose of recorded information in an organization, which
serves as documentation of the organization's activities and transactions. The keys that have
been covered in the notion are the rules that any organization should follow when it comes to
managing their records. Because different types of records may contain different subjects, the
person in charge of them must be aware of this and organize them according to their
classifications. 

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2.0 DETAILS OF ORGANIZATION

2.1 NAME OF ORGANIZATION

Figure 1 AirAsia Logo

The name of the organization is AirAsia Berhad. AirAsia is an Asia-Pacific travel and
financial platform company that offers air transportation, travel and lifestyle products, as well
as financial services. It has been led by CEO Tony Fernandes, pioneered the cross-border
joint venture in Asia, and it has also formed joint ventures in the Philippines, India and Japan
with other airlines and investors.

Fernandes outlined a five-year strategy to expand AirAsia's footprint in Asia towards

the end of 2006. AirAsia suggested improving and expanding its route network in the area by
linking all of its present destinations and expanding further into:

 Vietnam

 Indonesia

 Southern China (Kunming, Xiamen, Shenzhen)

 India 

The strategy planned for a focus on strengthening its hubs in Bangkok and Jakarta
through its sister companies, Thai AirAsia and Indonesia AirAsia. AirAsia raised passenger
numbers to more than 13 million in its 2007 fiscal year, thanks to greater frequency and the
inclusion of additional routes.

On September 27, 2008, the organization announced the addition of 106 additional
routes to its existing roster of 60. The number of former routes that have been discontinued
has not been made public. AirAsia's profitability has risen dramatically by early 2013. Profits

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have increased by 168 percent year over year when compared to the same time in 2012.
Despite a 1% increase in the average fuel price, the airline made a profit of almost 1 billion
ringgit for the entire fiscal year 2012.

2.2 HISTORY OF ORGANIZATION

AirAsia was originally founded in 1993 and began operations in 1996 before it was
bought over. The owner of the Tune Air Sdn Bhd which is Tan Sri Anthony Francis
Fernandes or usually called Tony Fernandes has bought the airline from DRB-Hicom in
2001. AirAsia started off as a low-cost carrier serving Malaysia, Indonesia, Thailand, the
Philippines, and India. 

In December 2001, Tony Fernandes, along with Datuk Kamarudin Meranun, Dato'
Pahamin Ab Rajab, and Dato' Abdul Aziz bin Abu Bakar, acquired the struggling domestic
airline AirAsia and relaunched it as a pioneer of budget travel in Asia with the help of Conor
McCarthy, transforming AirAsia into the world's best low-cost carrier. In the wake of the
worldwide Covid-19 epidemic in 2020, AirAsia transformed into a tech company focused on
logistics, travel, fintech and lifestyle.

Their primary hub is the Kuala Lumpur International Airport's Low-Cost Carrier
Terminal (LCCT) and there are several that serve as their secondary hubs:

  Kota Kinabalu International Airport

 Senai International Airport

 Penang International Airport

 Kuching International Airport

The LCCT is KLIA's budget terminal, which opened in early 2006 and is home to
AirAsia. Since then, all Air Asia flights have been based at LCCT. The LCCT is claimed to
transport millions of people each year although LCCT is reportedly smaller in size than
KLIA. There are several subsidiaries of AirAsia such as Thai AirAsia, Indonesia AirAsia,
VietJet AirAsia and AirAsia. Meanwhile, AirAsia X, Tune Hotel, and Tune Money are
AirAsia associate companies.

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Affiliate airlines:
 Air Asia India

 Air Asia Japan

 Air Asia X

 Air Asia Zest

 Indonesia Air Asia

 Philippines Air Asia

 Thai Air Asia

 Thai Air Asia X

AirAsia is well known as a Malaysian low-cost airline that is also Asia's largest low-
cost, no-frills airline with the tagline ‘Now Everyone Can Fly’. The airline states that there is
a “No Admin Fee”, but there are certain fees for things that are free on other airlines. For its
world-class service, the airline was crowned Skytrax World's Best Low-Cost Airline for 11
years in a run from 2009 to 2019, and World Travel Awards World's Leading Low-Cost
Airline from 2013 to 2020, for eight years in a row.

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2.3 ORGANIZATION CHART

Figure 2 Organization Chart

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BOARD OF DIRECTORS

- DATUK KAMARUDIN BIN MERANUN

(Non-Independent Executive Chairman)  

             

- TAN SRI ANTHONY FRANCIS FERNANDES

(widely known as Tan Sri Tony Fernandes)

(Non-Independent Executive Director and Chief Executive Officer)

- DATO’ ABDEL AZIZ @ ABDUL AZIZ BIN ABU BAKAR

(Non-Independent Non-Executive Director)

- DATO’ FAM LEE EE

(Senior Independent Non-Executive Director)

- DATO’ MOHAMED KHADAR BIN MERICAN

(Independent Non-Executive Director)

- STUART L DEAN

(Independent Non-Executive Director)

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Asia Aviation Public Company Limited's Management Structure as of December 31,
2020:

Figure 3 Asia Aviation Public Company Limited Management Structure

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AUDIT COMMITTEE

Chairman:

- DATO’ MOHAMED KHADAR BIN MERICAN

Members:

- DATO’ ABDEL AZIZ @ ABDUL AZIZ BIN ABU BAKAR

- DATO’ FAM LEE EE

NOMINATION AND REMUNERATION COMMITTEE

Chairman:

- DATO’ FAM LEE EE

Members:

- DATO’ ABDEL AZIZ @ ABDUL AZIZ BIN ABU BAKAR

- STUART L DEAN

RISK MANAGEMENT COMMITTEE

Chairman:

- DATO’ ABDEL AZIZ @ ABDUL AZIZ BIN ABU BAKAR

Members:

- DATO’ FAM LEE EE

- DATO’ MOHAMED KHADAR BIN MERICAN

- STUART L DEAN

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SAFETY REVIEW BOARD

Chairman:

- STUART L DEAN

Member:

- DATO’ MOHAMED KHADAR BIN MERICAN

COMPANY SECRETARIES

- HARMINDER SINGH A/L JAILA SINGH

- REBECCA KONG SAY TSUI

AUDITORS

- ERNST & YOUNG PLT

[Registration No.: 202006000003 (LLP0022760-LCA) & AF 0039]

(Chartered Accountants)

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 2.4 MAP AND FULL ADDRESS OF ORGANIZATION

1. AIRASIA KUALA LUMPUR (HUB)

Address: LCC Terminal Jalan KLIA S3, Southern Support Zone Kuala Lumpur International
Airport, 64000 Sepang, Malaysia.

2. AIRASIA REDQ

Lapangan Terbang Kuala Lumpur, 64000 KLIA, Selangor.

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3. AIRASIA SALES OFFICE, KUALA LUMPUR 

Address: Podium Block Plaza Berjaya G027B, Ground Floor, No.12, Jalan Imbi, 55100
Kuala Lumpur.

4. AIR ASIA SALES CENTRE

Address: 12, Jalan Imbi, Bukit Bintang, 55100 Kuala Lumpur, Wilayah Persekutuan Kuala
Lumpur

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5. AIR ASIA SALES CENTRE (KL SENTRAL)

2, 4, Jalan Stesen Sentral 5, Kuala Lumpur Sentral, 50470 Kuala Lumpur, Wilayah Persekutuan Kuala
Lumpur

6. AIRASIA PULAU PINANG

 

Address: Lot 3, Departure Concourse, Lapangan Terbang Antarabangsa Pulau Pinang, 11900
Bayan Lepas, Pulau Pinang, 11900

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7. AIRASIA SALES OFFICE, PULAU PINANG

Address: 675, Jalan Sungai Dua, Taman Pekaka, 11700 Gelugor, Pulau Pinang.

8. LANGKAWI INTERNATIONAL AIRPORT, KEDAH.

Address: Padang Mat Sirat Pulau Langkawi, 07100 Langkawi, Kedah.

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9. SENAI INTERNATIONAL AIRPORT, JOHOR BAHRU

Address: Johor Darul Ta'zim, 81250 Johor Bahru, Johor.

10. AIRASIA SALES OFFICE, SENAI, JOHOR 

Address: Lot S5 Aeromall Airport Senai International Airport 81250, 81250 Senai, Johor.

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11. KOTA KINABALU INTERNATIONAL AIRPORT

Address: International Airport, 88200 Kota Kinabalu, Sabah.

12. AIRASIA SALES OFFICE, SABAH

Address : Lot G24, Ground Floor,, Wisma Sabah, Jalan Tun Razak, 88000 Kota Kinabalu,
Sabah.

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13.  KUCHING INTERNATIONAL AIRPORT

Address: Lot L1L C15, Arrival Level, Kuching International Airport, 93350 Kuching,
Sarawak.

14.  AIRASIA SALES OFFICE, SARAWAK

Address: Lot GL.14, Public Concourse, Lapangan Terbang Bintulu, 97000 Bintulu, Sarawak.

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15. AIR ASIA SALES OFFICE, KELANTAN

Address: Kampung Kweng Dollah, 15200, Kota Bharu.

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3.0 TYPES OF ORGANIZATION

         3.1 GOVERNMENT OR PRIVATE SECTOR

To begin with, AirAsia Berhad is a firm that specialises in air travel. AirAsia is
owned by Tune Air, a private company run by Group CEO Tony Fernandes. In-flight meals,
tour operations, aircraft leasing, and media holdings, including a publishing division, are
among the subsidiaries' core industries. AirAsia Berhad (AIRASIA) is a Malaysian private
limited liability company that is both incorporated and situated in Malaysia. AirAsia Berhad
(AirAsia) is a Malaysian private limited liability company based in Kuala Lumpur. Hicom
Holdings Bhd owns AirAsia, which began operations in 1996 as a full-service domestic
airline with two aircraft. The company's regional subsidiaries include Thai AirAsia
(Thailand), AirAsia X (long-haul service based in Malaysia), Indonesia AirAsia (Indonesia),
AirAsia Zest and AirAsia Philippines (Philippines), and AirAsia India (India). AirAsia is
listed on Bursa Malaysia's Main Market.

Air Asia is now one of Malaysia's largest private industries, contributing to the
country's economic development. This business includes AirAsia's digital apps, e-commerce,
big pay, and other sectors. They run a multinational business with a diverse selection of
brands. AirAsia's brand is divided into categories that are AirAsia food, AirAsia fresh,
AirAsia beauty, and AirAsia super applications.

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 3.2 TYPES OF BUSINESS ACTIVITY

Following that, AirAsia grew into a global conglomerate whose products are
recognised and owned by almost every country on the planet. As seen by this, AirAsia is a
globally recognised company. AirAsia engages in several business operations to indirectly
expand the company and sustain the firm's path to a place in society and globally in order to
be known and dominate. As a global strategy and advancement for key businesses, this
industry in Malaysia has witnessed significant physical and structural changes throughout the
years.

AirAsia Super Apps were the first business activity to be used by the airline. The
super app has been in development for the past three years, spurred by AirAsia's founders'
desire to turn the airline into a digital lifestyle brand. It  published in October 2020. The
platform now unites over 15 business lines, all of which can be accessed and paid for via a
single sign-on and payment process. The airasia platform's motto has changed from "Now
Everyone Can Fly" to "For Everyone," reflecting the fact that it is now much more than a
flight booking service, but a way of life.

Their regional clientele may use the app to book flights on 700 airlines to over 3,000
destinations, shop for anything from cosmetics to salads, order meals, participate in spa and
wellness treatments, and even support the less fortunate. It has evolved into a lifestyle app
that meets its users' everyday needs, and every transaction on the site earns points that can be
redeemed for a variety of things and services, including hotels, health tests, duty-free
shopping, and meals.

      

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 This picture is an example of the AirAsia Super app that has been introduced on AirAsia.

Source: https://www.airasia.com/aa/appdownload/

In the images, we may observe an example of Air Asia's business activity. This
company's product comes with its own app and is sold through such apps. Making it simple
for customers to purchase their own tickets on the spot is a great idea.

AirAsia has also ventured into e-commerce. AirAsia has developed e-commerce in
the areas of food, fresh produce, cosmetics, and delivery. They have produced a variety of
Asian, Western, fusion, healthy meals, and desserts, including Santan dishes, as part of their
culinary business activities. The image below depicts a product sold by AirAsia under the
name AirAsia foods.

As we all know, AirAsia offers a wide variety of cuisine for customers to pick from
when flying. Even though Santan is one of Malaysia's key business operations, it is aiding
AirAsia in achieving a massive daily product output, which might indirectly enhance the
company's market due to strong demand. As a result, AirAsia's food-related commercial
activities have aided them in increasing their sales volume.

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 Another aspect of AirAsia's commercial activity is the AirAsia Beauty programme,
which is a business-related health programme. This AirAsia beauty section has everything
from cosmetics to skincare and fragrances. It will also receive information on skincare, make-
up, perfume, toiletries, and nutrients that the body requires and should be included in
customer equipment. They also feature knowledge and items that can motivate male and
female customers. To achieve this AirAsia beauty, you'll need both.

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 The image above is an illustration of Air Asia beauty's business activities. The image
depicts some product collaborations, including Calvin Klein, Glossier, and others. The
information or advice is provided by a beauty professional for the benefit of the customer.

Then there's AirAsia Fresh, which offers delivery as one of their services. Fresh
produce such as fruit, vegetables, fish, and meat are delivered to guests' doorsteps. Many
local food merchants have benefited from airasia food's assistance in expanding their meal
delivery services. Airasia food is supported by airasia.com's ecosystem as one of the
businesses under the airasia.com Asean super app. Many of the affected airline crew
members can become Teleporters (Teleport delivery partners) through airasia food, allowing
them to supplement their income during the flight downtime. They intend to spread
throughout the country and the region.

  

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 The image above depicts the activity of Air Asia's fresh and delivery business. The
graphic depicts AirAsia doing deliveries under their own branding. This can also help them
extend their firm by assisting another company in exceeding their sales profit.

Furthermore, Airasia, in our opinion, demonstrates their commercial activities by

participating in the Redbeat Academy. It's because AirAsia began its digital transformation.
As a result of this change, it became evident that digital talent is in short supply. This
realization, the idea of developing a talent pipeline in their training centre to develop a
technical staff in the same way they had done previously, The AirAsia Aviation Academy is a
pilot training programme.

Another six programmes offered by AirAsia Academy include Data Analyst,

Software Engineering, Cyber Security, Digital Marketing, UX Design, and Cloud
Infrastructure. Each one concentrates on a different facet of digital knowledge. These
programmes are 38 weeks long on average. People who don't have the time can take short
courses in Go programming, digital marketing, software engineering, and user experience
design.

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 This is an AirAsia redbeat academy example. The academy will be open to third
parties in December 2020, thanks to the success of Allstars. Through the BINA Digital
Program, they assist small and medium-sized local businesses in getting started, establishing,
and growing their online presence, as well as improving their capacity to develop their
operations sustainably.

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 Aside from that, Airasia has fulfilled its social obligation as a major Malaysian
corporation through its social and interpersonal activities. Air Asia has put in place a
comprehensive airline to provide more sustainable and economical flights at a low cost, and
they have succeeded in allowing people all over the world to live out their dreams of
travelling. In terms of social links, Air Asia organised a donation drive to help various NGO
partners meet the fundamental requirements of marginalised people. For example, the
AirAsia Foundation gave RM50,000 to five of its social enterprise grantees who were badly
impacted by regional transportation restrictions. Using the remaining gift cash, The AirAsia
Foundation teamed up with Batik Boutique to provide 247 sets of personal protection
equipment (PPE) to Hospital Kuala Kangsar in Perak, Malaysia.

They have improved product distribution across areas and networks, and they are
fostering brand love by using new imaginative means for engaging customers and executing
marketing campaigns that are tightly aligned with all Malaysians in the marketing and sales
department through all these commercial activities, and AirAsia's market income is
expanding virtually every day. While being environmentally responsible, AirAsia is
committed to integrating sustainability throughout its value chain, making explicit promises,
and attempting to produce shared benefit and a good impact for farmers, customers, and

25
society.

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 3.3 BRANCHES AND SUBSIDIARIES

AirAsia is well known as a big company in Malaysia that has branches in every state
in Malaysia. AirAsia has been nourishing Malaysians with great brands since 1996, while
preserving flight for travel excellence and integrity. This is consistent with their mission of to
attain the lowest cost so that everyone can fly with AirAsia. For others generally know,
AirAsia Berhad (MYX: 5099) is a Malaysian low-cost carrier with headquarters near Kuala
Lumpur. It was established in 1993. In terms of fleet size and destinations, it is Malaysia's
largest airline. The AirAsia Group offers scheduled domestic and international flights to over
165 locations in 25 countries. klia2, the low-cost carrier terminal at Kuala Lumpur
International Airport (KLIA) in Sepang, Selangor, Malaysia, is the company's main hub.

Thai AirAsia, Indonesia AirAsia, Philippines AirAsia, and AirAsia India have hubs at
Don Mueang International Airport, Soekarno-Hatta International Airport, Ninoy Aquino
International Airport, and Kempegowda International Airport, respectively, whereas AirAsia
X concentrates on long-haul flights. The registered office of AirAsia is in Petaling Jaya,
Selangor, and the company's headquarters are at Kuala Lumpur International Airport.
Henceforward, as present in the nation and in the hearts of Malaysians for over country, they
firmly committed to offering the very best in quality, easily for customers.

The group's digital businesses are managed by 100 percent-owned subsidiary AirAsia
Digital Sdn Bhd, according to the AirAsia corporate structure. Another point to consider is
that AirAsia has its own set of essential partners who help them run their business. Big Pay
and Big Life, for example. As a result, we can clearly see that AirAsia has created many jobs
and is one of the greatest airlines in Malaysia. Aside from that, AirAsia is allowed to operate
branches and subsidiaries in practically every Malaysian state.

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4.0 TYPES OF RECORDS

4.1 ANNUAL REPORT

         An annual report provides an in-depth, comprehensive overview of a company's

accomplishments and financial statements for the previous fiscal year. It is published yearly
and distributed to shareholders, investors, stakeholders, and others to inform them of the
organization's overall performance, financial status, and future vision. Annual reports are
now frequently used by organizations as marketing tools to impress shareholders, investors,
or donors, attract new ones, and showcase their brand to employees, clients, and others.

         There are some sections that are required in an annual report such as a letter from the
CEO, corporate financial data, operations and impact, market segment information, plans for
new products, subsidiary activities and research and development activities. These are the
bare minimum requirements for an annual report. Of course, depending on the size and type
of organization, your annual report can range from 20 to 200 pages. Remember that your
annual report is read by actual people. It does not end up in a dusty government basement,
never to be seen again. It is critical to make your annual report easy to read and review for
people to understand the findings and how your business is performing.

         The primary audience for an annual report is your shareholders. These people have a
legal right to know how your company is doing, how it is changing, what it has planned, and
other aspects of its operations. But shareholders are not the only ones who care about your
company's performance, products, projects, and future. Annual reports are increasingly being
used by businesses to present the overall brand of the organization. Shareholders, investors,
employees, customers, donors (if you're a nonprofit), business journalists, and others will be
interested in your company's future vision, values and ideals, social initiatives, and ambitions.

         AirAsia created their annual report from 2005 until now. The annual report is all in
English. AirAsia also provides a website where the public can access their annual report
freely. The annual report is complete and easy for the public to do research.

28
 
 

Figure 4 AirAsia website about annual report

Figure 5 Annual Report 2020

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4.2 QUARTERLY REPORT

         A quarterly report, also known as a quarterly earnings report, is a collection of

financial statements that contain information about the company's performance. The report is
intended for shareholders who own the company's stock. Companies that are publicly traded
are required by law to file quarterly reports with the Securities and Exchange Commission
(SEC).  Quarterly reports are provided four times per calendar year, once every quarter, or
every three months. Some companies have set their own financial calendar, but typically
quarters run in four quarters.

         Quarterly reports differ by company but typically include income statements, balance
sheets, cash flow statements, analysis and recommendations from company management and
market risk disclosures. These reports may also include a discussion of any issues put to a
vote by shareholders during the quarter, as well as any other relevant company information.
Quarterly reports provide an overview of a company's performance rather than a detailed
analysis of every aspect of the business. They guide shareholders and provide transparency
and a level playing field for outside investors. You can use the summaries to learn about
performance during the quarter (or year-to-date) in comparison to the previous year. There
are also more detailed statements available if you are looking for specific information about
the company's performance during the previous quarter.

         Reading and analyzing a company's quarterly report is a good idea for investors. You
should take note of the earning per share, gross sales, net sales, operating expenses, and net
profit. Investors can accurately assess a company’s performance using the information that
has been listed, which may help them predict future performance.

         In AirAsia they also have their own quarterly report from 2005 until now. Public can
access their report by searching on Google. They have their own website that is arranged in
order by year and simple. Public can view each quarterly report by pressing the year and
quarter they want. 

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Figure 6 Page of quarterly reports AirAsia

Figure 7 First quarter report in 2021

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Figure 8 Second quarters report in 2021

Figure 9 Third quarters report in 2021

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4.3 CORPORATE GOVERNANCE REPORT

Corporate governance refers to the set of rules, practices, and processes that guide and
control a company. Corporate governance entails balancing the interests of a company's
numerous stakeholders, including shareholders, senior management executives, customers,
suppliers, financiers, the government, and the community. Corporate governance
encompasses virtually every aspect of management, from action plans and internal controls to
performance measurement and corporate disclosure, because it also serves as a framework for
achieving a company's goals.

Governance is the set of rules, controls, policies, and resolutions put in place to direct
corporate behaviour. Shareholders and proxy advisors are important stakeholders who have
an indirect impact on governance, but they are not examples of governance. The board of
directors plays a critical role in governance, and its decisions can have a significant impact on
equity valuation. Investor’s value a company's corporate governance because it demonstrates
the company's direction and business integrity. Good corporate governance assists businesses
in gaining the trust of their investors and the public. As a result, corporate governance
contributes to financial viability by providing market participants with a long-term
investment opportunity.

Communicating a company's corporate governance is an important aspect of

community and investor relations. On Apple Inc.'s investor relations website, for example,
the company describes its corporate leadership—its executive team and board of directors—
as well as its corporate governance, which includes committee charters and governance
documents like bylaws, stock ownership guidelines, and articles of incorporation. Most
businesses strive for excellent corporate governance. Many shareholders believe that a
company's profitability is insufficient; it must also demonstrate good corporate citizenship
through environmental awareness, ethical behaviour, and sound corporate governance
practices. Good corporate governance establishes a transparent set of rules and controls with
aligned incentives for shareholders, directors, and officers.

AirAsia also has their own corporate governance report. They will do the report on
the 31st of
December every year without fail. The report will be in two sections, the first
section about disclosure on Malaysian code on corporate governance and the second section
is about disclosures on corporate governance practices pursuant corporate governance
guidelines issued by bank negara Malaysia.

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Figure 10 Corporate governance report 2020

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5.0 RECORDS MANAGEMENT ISSUES

Every firm must maintain detailed records in order to operate normally and
efficiently. A well-managed records system enables any firm to keep up with a growing client
base and adapt to changes. Change is unavoidable in a developing firm, and organisations
must be prepared to adapt. Inadequate records management can harm business relationships
and cause delays in practically every department within the organisation, from day-to-day
operations to accounting and human resources. Inadequate records management methods can
also be extremely costly in the event of tax audits, payroll disputes, or other matters requiring
record research.

The implications of bad records management might result in ineffective records

management processes, which can have a negative impact on the company. Everything in a
company must be tracked due to tax and budget issues. Every company, large or small,
should have a well-defined budget. Failure to maintain accurate records can result in a
business exhausting its budget, causing it to spend more than it receives. This can cause
issues with suppliers, payroll, utilities, and other critical components of a successful
business's operation.

Even though information is increasingly regarded as a critical resource for

organisations, it is critical and completely ideal to position or place records management
within the information management department. It is necessary to handle information in order
to increase its worth. For this reason, it is vital for organisations to manage their recorded
information in order to ensure the effectiveness of their operations.

Records management will not acquire any traction if it is placed in the wrong
location; as a result, it will be left to whoever is willing to take on the task. In this case, the
placement of records management is a little misleading. As a result, there is a significant
influence. Organizations do not believe they have a responsibility to manage records in order
to increase accountability, transparency, competency, efficiency, and survival, and instead
consider records to be unimportant to be discussed at the board level.

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 5.1 CASH FLOW MANAGEMENT

It is critical to understand the benefits and costs of any records management system if
any records management plan is to succeed. Cost analysis is critical for designing records
management programmes and making informed judgments regarding the costs and
advantages associated with an organisation seeking a competitive edge through an effective
and efficient system. Cash management, alternatively referred to as treasury management, is
the process of collecting and managing cash flows generated by a business's operating,
investing, and financing activities. It is a critical component of an organization's financial
stability in business, and it's alternatively referred to as treasury management, is the process
of collecting and managing cash flows.

Chief financial officers, company managers, and corporate treasurers are typically the
primary personnel accountable for overall cash management plans, stability analyses, and
cash-related activities. Without the professionals, numerous organisations fail at cash
management for a variety of reasons. Typically, ineffective cast management can be caused
by lack of awareness of the understanding of cash flow cycle, profit versus cash, cash
management skills, and inefficient capital investments.

It is the cash flow statement that serves as the foundation of a company's cash flow
management system, where the cash flow statement is a thorough record of all of the cash
inflows and outflows that occur inside a business. The sources of cash are from operating
activities, cash paid for investing activities, and cash from financing activities are all included
in this category. Therefore, a business's cash flow statement's bottom line reveals how much
cash is easily available for use by the firm at any time. Nevertheless, it is possible to separate
the cash flow statement into three categories: investing, financing, and operating activities.
The operating portion of cash operations is significantly reliant on net working capital, which
is represented on the cash flow statement as the sum of a company's current assets minus the
sum of its current liabilities. Businesses try to achieve a current asset balance that is greater
than their current liability balance.

There are numerous internal controls in place to manage and optimise the cash flow of
a company's operations. The average length of account receivables, write-offs for uncollected
receivables, collection processes, rates of return on cash equivalent investments, liquidity,
and credit line management are some of the primary cash flow factors for a corporation.

36
 Companies often report the change in working capital from one reporting period to
the next in the operating area of the cash flow statement on their cash flow statement. If a
company's current net change in working capital is favourable, it means that it has grown the
amount of current assets available to service current liabilities throughout the course of the
year. On the other side, when company's current obligations have increased as a result of a
lower net change in working capital, which affects the company's current capacity to pay its
current liabilities efficiently. A negative net change in working capital has the additional
effect of decreasing total cash on the bottom line.

37
 5.2 LACK OF STATISTICS ON FILES

Records are vital for successful and efficient administration; yet, if they are not
properly handled, they can become a burden, causing activities to be hampered and resources
to be depleted. Records management gives value to the day-to-day activities of employees
inside a company and is required in order to reduce risk while also ensuring an efficient and
transparent business operation. 

If employees maintain accurate records, the records would always be available to

demonstrate the current state of affairs. This further highlights the need of maintaining
effective records because it is the only method for a company to make successful decisions in
order to achieve its objectives. When records are not properly maintained, it is impossible to
talk about good governance, democracy, and the rule of law. Evidence of activities in a case
or account raises the relevance of records management, which is underscored by the necessity
for evidential proof of those activities. 

As a result, businesses and people alike cannot afford to overlook the need of
appropriate records management. Using records to optimize the value of a company, it will
help in achieve vision accomplishment, improve performance, and promote the company's
effectiveness are all objectives of records management.

Additionally, an effective records management begins at the top, which means that
a company's leadership must realize the importance of records management and commit to
putting resources and support behind it. Maintaining and managing records should be
regarded as a strategic role in any company, with a continuous strategy that is effective
throughout the company.

38
 5.3 REORGANIZE THE DIGITAL RECORDS MANAGEMENT PROCESS

It is vital to alter the activity of all sectors involved in digital records management in
order to assure the authenticity of the records. For example, real-time filing must be
implemented instead of segmental filing in order to be effective. During real-time filing, the
archives department staff undertake a reappraisal on an interim basis, based on the
preliminary appraisal results obtained from the personnel involved in the transaction or
implementation, and then construct and organise the index.

Researchers must rigorously monitor the operation of the digital records system and
standardized the setup and altering of system parameters as well as the assignment of user
privileges. In addition, it is critical to develop relevant specifications and to regulate the work
of each sector. The Digital Record Filing Management Method (trial), the Digital Official
Record Integrated Management Specification, the General Requirements for Digital Program
Records, and the Digital Record Archival Metadata Management Specification are in addition
to the already-established Digital Record Filing Management Method (trial), are all in the
process of being developed.

The Digital Official Record Integrated Administration Specification (also known as

the Digital Official Record Integrated Management Specification) establishes requirements
for the capture, registration, usage, and management of metadata in the integrated
management of digital records. This document, General Requirements for Digital Program
Records, specifies the creation, filing, distribution, and transmission of digital programme
records in product digital design and production. It also specifies how digital records should
be used, copied, appraised, destroyed, and preserved, as well as how statistics about them
should be generated. The scope of digital records created during the digital design,
development, and manufacturing processes is also defined by this rule as well.

One of the most significant objectives is to improve the backstage administration

functions of the system, which are separated into three categories: the system confidential
management function, the system data management function, and the system log audit
function. The system confidentiality function regulates and restricts the ability of different
users to modify data in a controlled and secure manner. Any modification in data must be
performed by a system confidential person who has been approved by the system and must be
audited by a log auditor in order to maintain the system's continual functioning status. to

39
prevent access and activities by unauthorized parties while also ensuring the authenticity of
the metadata.

5.4 LACK OF DECISION MAKING

The recorded information is regarded as having greater value as compared to other

resources like as money, human capital, and fixed assets. In accordance with international
standards, recorded information should be valued, insured and included in the balance sheet,
and it should be maintained and administered in accordance with those standards.
Additionally, it must be communicated at a higher level within the business in addition to
being used for strategic planning and decision making in order to avoid repeating past
mistakes. Aside from that, the recorded information can also be used as a performance
indicator to track the progress and effectiveness of the company.

While making decisions, decision makers require the use of records and archives. The
availability of information that allows all relevant elements and issues to be evaluated before
a decision is made has a direct impact on the speed with which decisions are made and the
quality of the conclusions made. The accessibility of information, on the other hand, is
contingent on the method in which the records and archives have been structured and
maintained. The adoption of records and archives management strategies allows for the
organisation of records and archives to be achieved. The extent to which records, and
archives have been organised and managed, as well as the extent to which decision makers
have been able to acquire access to and use records and archives in making decisions,
determines the effectiveness with which records, and archives are used in decision making.

Other than that, the document should be valuable to both decision-makers, and it
should be concise. Although it will not go into detail about the decision-making process, it
will go into great detail on archival practise in order to make the decision-maker aware of the
mechanisms by which records become archives and to demonstrate the relevance of these
archives to decision-making. Archival methods will also be examined in order to determine
whether or not they are providing a relevant service to decision makers.

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6.0 PROPOSE THE IMPLEMENTATION OF IRMP

AirAsia Berhad is one of the organizations that produces a large amount of records
each year and it is necessary to apply IRMP in their business in order to achieve optimum
records management standards. The major goals of an IRMP are to make sure that
authoritative and trustworthy records are created and maintained in an accessible,
understandable, and useful format for as long as they are needed to serve an organization's
business and accountability objectives. It instructs employees on how to carry out their
duties. There are six steps of implementing IRMP:

1) Restructuring existing systems

2) Organizing and controlling records

3) Providing physical protection for records

4) Managing records in records centers

5) Managing archives

6) Supporting and sustaining the IRMP

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 6.1 SIX STEPS OF IMPLEMENTING IRMP

6.1.1 Restructuring Existing Systems

They may be able to build creative technology to improve the customer trip, making
flying more pleasant and smooth, but much of their work involves maintaining records of
functions and procedures that have been in place for a long time. In this scenario, the current
records must be considered, as well as the plan for dealing with future records. To redesign
an existing system, they must follow these steps:

Figure 11 Restructuring Existing Systems

The Board's governance rules, according to their Reports and Financial Statements,
include a method for the Board to examine the efficacy of the system of internal control on a
regular basis via the Audit Committee, as required by the Code. On pages 9 to 11 of this
Annual Report, we will find a report on the Audit Committee and its short terms of reference.
The Board of Directors reviews this procedure on a regular basis. Management is in charge of
assisting the Board, which is in charge of the Group's internal control system, which includes
a process for detecting, analysing, and managing the Group's risks, as well as a mechanism
for routinely monitoring its effectiveness in line with the Code.

42
 AirAsia follows all applicable rules and regulations to the letter as well as the spirit.
According to AirAsia's corporate governance report, the company's goal to recruit and retain
the necessary talent in the board and senior management to advance the company's long-term
objectives is reflected in the amount and composition of pay of directors and senior
management. A transparent and unbiased procedure is used to determine remuneration rules
and choices. The board has policies and procedures in place to establish director and senior
management compensation, which take into consideration the company's needs,
complexityand performance, as well as the skills and expertise necessary. The rules and
procedures are reviewed on a regular basis and posted on the company's website.

Following that, AirAsia Berhad determines resource requirements, such as facilities

and staff, by reorganising current processes. The quality of any records management
programme is directly proportional to the quality of those who administer it. The staff who
will carry out this record's duty must be well-trained, well-informed, and dedicated, not
incompetent and idle.

Furthermore, AirAsia Berhad is extremely concerned with staff recruiting at their

organisation. This is due to the fact that staffing is one of the most essential factors in a
company's success and recognition. If you want to work with a great employer who provides
excellent customer service, for example, you might be the ideal candidate for an AirAsia
position if you want to work for a carrier that serves millions of passengers and provides
excellent customer service. AirAsia does not engage third parties to do any duties that are
banned by AirAsia's policies and procedures, as well as its Terms and Conditions of
Employment. When restructuring records in an organisation, it is critical to figure out how
many people will be doing the duty, as well as their specialised credentials and opportunities
for advancement within the civil service.

When developing strategic and business plans, AirAsia will continue to be the
cheapest short-haul airline in every market it serves by delivering significant organic growth
by offering the cheapest tickets at a profit. Its low-cost air services are the primary product
strategy in its marketing mix. AirAsia prioritises passenger comfort by offering competent
facilities that match industry standards, as well as consistent flights and secure point-to-point
connection.

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 6.1.2 Organising and Controlling Records
In AirAsia Berhad, the organising and controlling of records is important because
AirAsia is one of the worldwide biggest companies that has many records within a year. The
goal of managing current records is to assure office efficiency and economy, govern
information generation and use, and protect valuable information from loss or destruction.
Analysing and restructuring records systems, maintaining records systems, establishing and
implementing classification systems, and maintaining appraisal records are all examples of
organising and controlling.

In organising and controlling records of AirAsia Berhad, classifying records is

important for this organisation and one of the procedures of corporate records management
since it allows for the retrieval of information. After receiving the information and
documents, all records must be classified according to the organisational standard. For
efficient retrieval, records are sorted and categorised for filing based on their subject matter
and topic category, and a file number is issued to them. To guarantee that all papers are
standardised, use the same format for paper-based record categorisation such as project code,
contract code, file creation, colour code and reference number.

A records management redundancy strategy should handle the following when it

comes to controlling the records in an organisation:

· Creating a records and information inventory

· Labelling and redundancy-designating key records

· Identifying who has access to records, even a third party who is not on-site.

Based on their Annual Report, any Director who wants to obtain independent
professional counsel in the course of his duties may do so at the Group's expense as a Group
practice. Directors have access to all Group information and records, as well as the advice
and services of the Company Secretary, who also serves on several Board Committees in that
role. In line with the black-out periods mentioned in Chapter 14 on Dealings in Securities of
the MMLR, the Company Secretary also sends notice to Directors on the closed time for
dealing in AirAsia Berhad's shares.

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 6.1.3 Providing Physical Protection for Records

This step is about safeguarding the record, whether it is a current record, a semi-
current record, or a non-current record. This IMRP comprises the implementation and
maintenance of preservation measures. In implementing and maintaining preservation
measures, the Records Centre should be kept to the greatest environmental and physical
standards feasible. It includes:

i. controlled temperature and humidity

ii. lighting that can be regulated.
iii. enough storage for all records
iv. an adequate number of storage boxes
v. restricting access to storage places in order to prevent loss or harm.

Then, to secure records, the organisation should prepare emergency plans. It's critical
to identify prospective situations and convey the disaster plan while preparing for an
emergency. In the event of a flood or fire, just backing up computer hard drives to a portable
device would be useless.

The next step is to identify and safeguard essential records. Records that are held
under governmental control are known as vital records. For instance, a trading licence or a
business licence. It is also important to create emergency measures to safeguard records. It is
important to AirAsia to protect their records as they produce many records per year. AirAsia
usually will update their records every year by uploading it on the internet such as their
Annual Report, Quarterly Report and Corporate Governance Report. Malaysia is where
AirAsia's headquarters are located. AirAsia may, however, transport and store your Personal
Information on servers located overseas. These transfers are required by their agreement with
customers or their agreements with the relevant third parties. AirAsia shall safeguard the
storage in accordance with the minimal security measures set out in Malaysia's Personal Data
Protection Act 2010, its regulations, and standards such as maintaining proper record of
access and transfer of Personal Information.

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 6.1.4 Managing Records in Records Centres

The next important step in the management of records throughout their lifespan is the
administration of semi-current records, which are usually housed in different records centres.
Developing and maintaining off-site facilities, transferring, storing, and retrieving records in
accordance with disposal schedules, and disposing of archival or outdated records are all
stages involved in records management in records centres. The records centre must be able to
store any records that are eligible for storage as well as provide a dependable retrieval
service.

Quality control is an important concept that applies to many industries and

professions. Quality Assurance and Control are extremely important to Air Asia. In terms of
quality management, Air Asia has acquired ISO 9000 certification. Recognition is granted by
The International Organization of Standardization (ISO). This demonstrates how important
quality is to Air Asia (Fernandes, 2010). Furthermore, quality assurance is beneficial in
determining whether the technique used to generate the product or services is appropriate for
the appropriate time and conditions.

After all, the records center's tasks include accepting and administering any records
that have been retired from current records systems, regardless of format, as well as offering
a reference service based on the records.

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47
 6.1.5 Managing Archives

At the end of a record's life cycle, archival management takes place. Archives
management is in charge of document care, custody, description, and retrieval when they are
given to an archival organisation. When records are selected and moved to an archived
repository, they become archives in the formal sense, and they are subject to certain
legislative laws, policies, or guidelines. Managing archives include:

 Acquiring and receiving archives

 Organising and describing archives according to archival principles and practises
 Enabling public access to archives

AirAsia, gather archives by creating a museum where visitors can learn about AirAsia's
history in a fascinating and engaging way. The airasia Museum is a museum committed to
highlighting and presenting their legacy and history as they transform Asia's landscape.
Currently under construction at their global headquarters, called RedQ, in Sepang, Malaysia,
with a planned completion date of late 2022. For their Allstars, visitors, the general public,
and everyone who has supported us on this journey, their goal is to create a space that
symbolises their unique identity. News clippings, products, photographs, correspondence,
emails, marketing materials, and awards are among the almost 3000 items in this collection.

They calculated the amount and kind of material to be transferred each year, ensuring that
archives are moved in accordance with disposal schedules. Cleaning and tidying records for
transfer to archival care, inserting dummies to replace missing or withheld material, labelling
things with dates and reference numbers, packaging and listing documents are all part of this
process. They then organised a collection of archives into groups, series, and objects, taking
into account their origins and original arrangement. They also captured, evaluated, arranged,
and documented information that may be used to locate archives and settings.

Finally, they allowed public access to archives, allowing members of the government or
corporations, as well as individuals and others interested in doing research, to view
collections of archives.

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 6.1.6 Supporting and Sustaining the IRPM

 Promoting competence, understanding and awareness

 Promoting records services to the government and the public
 Promoting records and archives personnel education
 Developing and expanding the professions of records and archives

To ensure that records management objectives are acknowledged, and best practices are
conveyed throughout the organisation, users and records staff should be trained on a regular
basis. New workers, in particular, will need to be trained on records management rules and
instructed on how to follow them. In many firms, new employees are given a briefing by the
records manager as part of their induction training. Newsletters, mouse mats, posters, records
centre open days and other marketing strategies can all be used to raise awareness of records
management concerns. The benefits of excellent records management must be proven and
highlighted to managers and workers at all levels of the organisation if the programme is to
be successful.

AirAsia defines sustainable development as "creating a sustainable future from the

ground up," beginning with cabin waste. AirAsia recognises its enormous responsibility to
its stakeholders as the largest airline in ASEAN and one of the largest in Asia. They must
operate safely, responsibly, and with integrity. This has been the basis of their sustainability
efforts for many years and will continue to be the driving force behind their future success.

They also recognise that, as the region's premier low-cost airline, there is much more that
can be done outside of their operations to ensure that AirAsia has a net positive impact on the
environment and the people they serve. To address this, AirAsia's sustainability activities are
built on three pillars which are economic, environmental, and social sustainability.
Sustainability Spirit was introduced as AirAsia's 7th Allstar value in 2019, with a long-term
aim to establish AirAsia as a sustainable brand with good and enduring impacts.

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50
7.0 CONCLUSION

Records management is the systematic and successful handling of an organization's

records, regardless of format throughout their life cycle–from reception or production through
final disposition. Records management guarantees that important records proving an
organization's operations and having legal, fiscal, administrative, or historical significance are
protected and accessible, while worthless records are destroyed in a methodical manner.
Improper records management, insufficient proper security for records, insufficient
professionally trained records managers, insufficient space for records management,
misplacement of vital records in the institution, and lack of awareness in the record life-cycle
among employees in any organisation are all challenges that must be addressed. As a result,
the importance of appropriate record flow management in records was emphasised. Every
organization's management should take all necessary actions to resolve the difficulties
indicated. When employees are hired to maintain the organization's records, measures should
be put in place to give training or on-the-job training in record management. Furthermore,
keeping good records can help with better design, planning, project supervision and
monitoring efficient financial resource management, effective resource allocation across all
organisational unit; and proper assessment and needs with data access, security, and
compliance with laws and regulations.

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9.0 APPENDICES

Figure 12 AirAsia Group Key Highlights In 2020

Figure 13 AIRA Cash Flow Statement

iv