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TABLE OF CONTENT



NO TITLE PAGE
1 ACKNOWLEDGEMENT 2
2 EXECUTIVE SUMMARY 3
3 INTRODUCTION 4-9
4 THE FILLING SYSTEMS/RECORDS SYSTEMS OF THE COMPANY 10-17
5 THE PROCESSING OF MAILS 17
6 THE MANAGEMENT OF COMPANY 19
7 CONCLUSION 20
8 APPENDICES 21-22


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ACKNOWLEDGEMENT


This assignment could not be written to its fullest without Mdm Nurulhafizzah Binti Mohd
Nor who served as my lecture, as well as one who challenged and encouraged me throughout
my time spend studying under her. She would have never accepted anything less than my best
efforts, and for that, I thank her. I wish to thank everyone who helped me complete this
dissertation. Without their continued efforts and support, I would have not been able to bring my
work to a successful completion.

Sincerely Lailatulsyahira Binti Pauzi, Fartin Natasha Binti Mohd Isham and Khairunnisa
Izzati Binti Muhamad.

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EXECUTIVE SUMMARY



As a summary, in my opinion this is company have a good in filling and I think their files
are arranged and neat. Besides, the ways their keeps the files into a shelves are arranged by
their codes.

With this method, put their work at east. In this company , their show the conditions in a
good services. This company also do their filling step by step.


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INTRODUCTION









BACKGROUND OF COMPANY

TAS Group of companies established in early 2000 in Malaysia with its offices in Penang, Kuala
Lumpur and Langkawi. It has three divisions Air, Sea and Land services of which the group can
cater to provide total logistics solutions consisting of several companies.

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ORGANIZATION CHART



TAS MARITIME SDN.BHD.



















ABDUL HAMID BIN AHMAD IBRAHIM
DIRECTOR
RAVINDRAN A/L GOPALAN
MANAGING DIRECTOR
JIVA A/P NAGARASAN
HR MANAGER
AZREEZA BINTI MOHD NOOR
ACCOUNT EXECUTIVE
ASBANEE BIN BAKAR
SHIPPING EXECUTIVE
SERI WANGI BINTI ATHAN
CLEARICAL EXECUTIVE
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OBJECTIVE OF THE COMPANY

At TAS, we follow our mission have confidence in our vision, live our values and make
good on our promise to customer. Developed over many years, these tenets on which we base
our company motivate and inspired us; they enable us to help our customers achieve their
business goals. We are guided by these ideals and our commitment to them including a
steadfast through change and ready.



VISION

To be a leading global logistics solutions provider for every customer we serve.



MISSION

To deliver solutions to customers by providing world class logistics services to customers which
will allow them to focus their time and assets on their core business competencies.



SLOGAN OF THE COMPANY

Success is our true company.

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BOARD OF THE DIRECTORS OF THE COMPANY




TAS MARITIME SDN.BHD.



















ABDUL HAMID BIN AHMAD IBRAHIM
DIRECTOR
RAVINDRAN A/L GOPALAN
MANAGING DIRECTOR
JIVA A/P NAGARASAN
HR MANAGER
AZREEZA BINTI MOHD NOOR
ACCOUNT EXECUTIVE
ASBANEE BIN BAKAR
SHIPPING EXECUTIVE
SERI WANGI BINTI ATHAN
CLEARICAL EXECUTIVE
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ADDRESS OF THE COMPANY



No. 21, JalanMewah 2,
Taman Mewah
12100 Butterworth,
Penang, Malaysia.

Hunting Line: +604 331 2922

Facsimile: +604 332 9992

+604 332 6922

email: info@tasgroup.com.my



PRODUCTS OF THE COMPANY



Stevedoring services like loading and discharge cargo from vessel.

Provide skill workers like supervisors, foreman and which man to operate ship crane,
supply tele clerk

Supply lashing gang and gears

Bunkering services

Ship Survey

Cargo chandelling

Off port limit services

Cargo Survey

Ship Brokerage

Ship & tug boat chartering

Shipping agencies

Supply ship spares
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Provide equipment for loading/discharge

Forklift

Shore crane

Grabber

Hopper

Low- loader truck

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THE FILING SYSTEMS / RECORDS SYSTEMS OF THE COMPANY


THE WAY OF RECORDS KEEPING / FILLING SYSTEMS OF THE COMPANY



OPEN JOB FILE



FILES AFTER THE SHIP SAILING FROM JOHOR PORT



CLOSE THE FILE AT ACCOUNT DEPARTMENT



SENT THE INVOICE, ARRANGE THE COMPLETE FILES AT SHELVE WHILE THE
FILES TO MARK/RECORD WITH THE NUMBER



LASTLY, ARRANGE THE FILES AT RECORD CENTER

OPEN THE JOB. Normal form of employment contract between a company with
outsider and has no fix term. A company must use this type of contract unless they can prove
that they are in a situation allowing another type of contract.

CLOSE FILES AFTER THE SHIP SAILING FROM JOHOR PORT. Close files is
closing the files after get an agreement with an outsider to proceed with their service or another
meanings is new document are likely to be added because matter concerning it has been
completed

CLOSE THE FILE AT ACCOUNT DEPARTMENT. Close files at account
department is closing the files when the tax are complete or something like depositing a
document, financial statements or anything else. The members of accounting department will
check the tax that should charged to who want use their service.

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SENT THE INVOICE, ARRANGE THE COMPLETE FILES AT SHELVE WHILE
THE FILES TO MARK/RECORD WITH THE NUMBER. After all the procedure done, the
file that was checked 100% and there is no fault to be placed before the number placed in the
racks provided for easy to find later. If there is any fraud or problems, employees can refer to
files that have been provided. By placing a number, this will facilitate the work and saves time
wasted because of its finding files that do not meet.

ARRANGE THE FILES AT RECORD CENTER. Arrange the files is putting the files at
the main center. The files cant simply put everywhere because the files contain an important
details about the service and who use their services. The new records and still use will put at
the record center but the records rarely use will put at the decentralized files or shelves.



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THE TYPES OF SYSTEMS THEY ARE USING
The types of systems they are using is numeric. Numeric filling is a method of arranging
records by number. Numbers are such a part of lives that we often memorize a list of numbers,
student or employee ID and so on. Besides that, this number can be keyed into computers to
access various databases and to obtain a variety of personal information about you.

WHEN TO USE NUMERIC FILLING
Record has a unique number already assigned to them. For example, number
preprinted on checks, purchase orders or invoices. Records have been assigned a number that
has same meaning or importance such as the first three digit of the credit may be the telephone
area code number to identify your geographic location.Lastly, records are confidential and
unauthorized access must be prevented. For example, banking account balances and payroll
information.


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CONSECUTIVE NUMERIC FILLING

Consecutive numeric filling consecutively numbered records are arranged in ascending
number order from the lowest number to the highest number. Numeric also called serial,
sequential and straight numeric. Besides that, often use pre-numbered records such as checks,
invoices, insurance policies, legal case files, medical records and engineering drawing.

CONSECUTIVE NUMBERING COMPONENTS
ACCESION LOG
An accession log is a serial list of numbers assigned to records in a numeric storage
system. Sometimes it called a numeric file list or accession book. It used to keep track of
numbers (called number code ) that have been assigned to records.

Example of An Accession Log
FILE NO NAME DATE
525 Norwood Christian Church 5/18/20..
526 Astrotuf Applications 5/10/20..
527 Liang Yang 7/12/20..
528 Ahmad Kasim 11/22/20..
529 Ez Service Center 4/21/20..
530 A1 Moving & Storage 2/2/20..
531 Unique Web Designs 10/15/20..
532 Colyer James 9/18/20..









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NUMBERED FILE
Contain numbered folders filed in consecutive number order with the lowest first. It also
usually starts at even number such as 10,100 or 1000 with no regard for the alphabetic order of
the names or subjects.



CONSECUTIVE NUMBER FILLING PROCEDURES
Inspecting is the check each record for a release mark to indicate the record can be
filed. Next, Coding is select and code any cross-reference names or subjects as well. Apart
from that, Sorting is sort the records alphabetically and lastly Number coding is consult the
alphabetically index.


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THE PROCEDURES OF FILLING THE RECORDS


MAKE AN APPOINMENT



AGENT WILL RECEIVE A DOCUMENT



COMMUNICATION BY EMAIL OR PHONE (CALLING)



THE COMPANY WILL SHOW THEIR RULES



AFTER THE SHIP SAILING, CARGO RECEIVER WILL ACCEPT THE EMAIL



MAKE AN CALLING/EMAIL



PROVE THE EVIDENCE



MAKE A REPORT



ARRANGE THE FILES THEN PUT THE NUMBER



MAKE AN APPOINMENT. Make an appointment is meet a person that want to use the
company services and explain to them clearly about the services and prove to them that the
services are good and honest company.

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AGENT WILL RECEIVE A DOCUMENT. After make an appointment, the agent will
receive a document as an agreement form and its also mean that the outsider want the
company proceed their services.




COMMUNICATING BY EMAIL OR PHONE (CALLING). Usually after the company
and outsider make an agreement, they will always communicate. Theres many type of
communicating. This company use two types of communicating and there is communicate
through email or calling. They will talk about an important things only.

THE COMPANY WILL SHOW THEIR RULES. The company will show their rules only
when the outsider seriously want to use their services. It is because they dont want to waste
their time by treating a person that want to play around with them. Beside, the company also
must save their rules secretly.

AFTER THE SHIP SAILING, CARGO RECEIVER WILL ACCEPT THE EMAIL. After
the ship sailing, the cargo receiver will accept the email from the company. The email usually
contain a document that including the services such as tax charged, the placed and all. The
email are important to them.

MAKE AN CALLING/EMAIL. After all the procedure settled, they must make an calling
or emailing before the services end. No fraud will occur if this procedure is done. So, it is so
important.

PROVE THE EVIDENCE. Prove the evidence means show the document that sent by
email to the company or outsider so that the both of them will not lied by each other. In modern
age, anything can happen.

MAKE A REPORT. After all the procedure settle, make a report as evidence that the
company have done their work successfully.

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ARRANGED THE FILES THEN PUT THE NUMBER. Lastly, after the report settle the
files must put a number as a code of a successful proceed of an outsider company. Its also as
a marker so that it can easily search if theres a problem.


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Who is in charged with the management of the records of the company and the
duties

Her name is Seri Wangi bint iAthan. Her officer as a coordinator and her duties is done
the ETA, finish the job and if outsiders make an appointment. So she needs to be wise to
communicate. Besides that, she also must do a filling step by step so that her duties becomes
more easily. Plus, she an intermediaries between her company and customer.

The life cycles of the records of the company begins from the creation of the
records until the disposition of the records?

Creation is creation or receipt of records from outside the business. Distribution is
who gets the records? Its use by internal users and external users. Use is Decisions,
Reference, Inquiries or Legal Requirements. Next, Maintenance is store or file, retrieve or
protect. Disposition is Transfer, Retain or Destroy.

The Maintenance process in records keeping
Maintenance of this company is prioritized services. It also produced the best service,
attend owners matter. Then, the owner of the ship will check the services first. Next, they
increase the services. When the job comes, the company will give a good service so that the
outsiders will satisfied.


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The Processing of Mails of the company
Do an appointment with ships owner through mailings. After the company received an
order to get ready the ship, the company will give and acknowledge. After get a feedback, the
company will print the mailings and make it as evidence. After the document of the ship done,
the document will be brings to make a reports. Inward is a questions but outwards is reply the
questions.

The Management of the Company
The management of the company is used centralized such as records that are not used
will be disposed of with burn it and do not use the machine. Besides that, after 10 years records
used will be placed in a archive and it is called disposition.


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CONCLUSION

In conclusion, in my opinion these company have a good in filling and I think their files
are arranged and neat. Besides that, the ways they keep the files into a shelf are arranged by
their codes.
With this method, put their work at east. In this company, they shoe the conditions in a
good serviced. This company also do their filling step by step.


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APPENDICES






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