Carigali-Ptepi Operating Company Case Study

INTRODUCTION

This paper is discussed about how information been arranged in Carigali-PTTEPI Operating Company (CPOC) with having the correct information at the correct time and at the correct place. The three method being uses to organize the information consist of arrangement, classification and accessibility. A well designed, effective filing system is the foundation of a good records management program.
ABOUT COMPANY

Carigali-PTTEPI Operating Company Sdn Bhd, namely as CPOC, serves as the Operator under the Joint Operating Agreement (JOA) between PETRONAS Carigali JDA Ltd (‘PCJDAL’) and PTTEP International Limited (‘PTTEPI’) in respect of the exploration and exploitation of petroleum in the Joint Development Area (‘JDA’), under the Production

BSD is the big division within other division in CPOC. BSD is responsible to provide different aspects of operational support to development; drilling and production activities in ensuring work processes are integrated efficiently and effectively in a holistic manner. There are five departments within BSD that provide a variety of business support functions. These are HR and Administration, Finance and Accounts, Information Technology, Procurement and Logistics. The first department under BSD is HR & Administration. HR & Administration function is to Plan, organize, control and implement an efficient Human Resource Management and Administration functions for CPOC to ensure the right level of manning with the right capability at the right time with efficient administration to support and achieve business objectives. Second department under BSD is Finance & Accounts. Finance & Accounts are responsible for the overall accounting and treasury functions, such as CPOC financial statements, partner’s statements of expenditures, cash call, collections, accounting, or other accounts payable or accounts receivable. Below the Finance and accounts department there are three main sections are Financial Accounting Section, Financial Services Section, Management Accounting and Budget Section. The third department is Information Technology (IT). Information Technology (IT) Department ensures availability of information technology systems and operations, including

Records created in the course of CPOC business activities are classified by subject. Each major theme (e.g. Corporate Administration, Public Services, and Record Creators) divides records into primary themes which relate to one of our core activities. These primary themes are further divided into secondary themes, and further divisions by tertiary themes or file identifiers are added if required. File reference coding system is a hierarchical alphanumeric scheme which is designed to offer the greatest flexibility. The purpose of the file reference is to provide a unique identifier for the file within the system. The alphanumeric system will allow the greatest flexibility in the addition of functions and themes within the system. The letters and numbers in the system have no literal connection to the particular function which they represent. This system affords greatest flexibility and avoids confusion: with the references and as time passes and the original reasons for choosing particular letters are forgotten. All records are created as the result of functions and responsibilities which reflect purpose, mission, projects, activities, and programs. The primary file classifications that are found in CPOC