Standard Grade Administration - Storage and Retrieval of Information

Storage and Retrieval of Information Standard Grade Administration

What is filing? ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Filing is described as the processing, arranging and storing of records and correspondence so that documents can be found easily and quickly if required for future reference. A good filing system should be:

Methods of Filing Information can be stored: Electronically or Manually Floppy Disks ~ compact and easy to carry but not useful for storing large amounts of information. Computer Hard Drives ~ files are stored on the actual computer CD-ROM ~ Using a CD writer it is possible to store information on your own CD-Rom(s). DVD ~ Digital Versatile Disk. Similar to CD-Rom but stores huge amount of information including films Zip Drive ~ similar to floppy disks, but can save up to 175 times more data than a normal floppy disk. Vertical Filing Cabinet ~ usually have 2, 3 or 4 drawers with suspensions files Lateral Filing Cabinet ~ files are arranged side-by-side and are suspended on rails. Filing Trays ~ Can be used to organise work, eg In tray and Out Tray etc Lever Arch Files ~ documents can be hole punched and placed into the folder

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Disk & File Management ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]

The Advantages & Disadvantages of Electronic Storage

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What factors will be considered when deciding upon a filing system? COSTS INVOLVED ~ As well as the financial costs (cost of storage equipment, training etc) the organisation will need to look into other costs – time taken to retrieve a file (this should be quicker using an electronic filing system. TRAINING ~ Management will have to consider the training requirements of the employees, how much it will cost and how much time will be lost in order to train staff effectively

What factors will be considered when deciding upon a filing system? CONTINUED SPACE REQUIRED ~ The organisation will need to consider how much space it has, how much space it will need. Will space be saved storing files electronically? Will electronic storage save them money in terms of floor space? OVERALL BENEFIT ~ Management will have to consider which storage system has the most benefits. What are the benefits to the organisation? What are the benefits to the employees? What will be the effect on efficiency and effectiveness?

Security of Information BACKING- UP INFORMATION Backing-up information is when a computer file is copied from the computer onto a floppy disk (Zip disk, CD-Rom etc). This should be done regularly. Back-up copies of files should be stored in a secure, fire-proof box held on a separate site. ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]

MICROFILMING Microfilming is a way of storing documents on film. Documents are filmed to reduce them in size. An A4 page is reduced to the size of a postage stamp. Therefore the need for bulky storage is reduced. Documents can be stored on either ROLL FILM (holds 8,000 A4 documents on one roll) or MICROFICHE (a sheet of film can hold hundreds of documents). Who uses Microfilm? Microfilm is used in LIBRARIES for storing back issues of magazines/newspapers and in MUSEUMS for storing old valuable documents so that the originals need not be handled. LARGE ORGANISATIONS may also store documents on microfilm to save storage space. ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Disadvantages of Microfilm Advantages of Microfilm

Data Protection Act The Data Protection Act gives you the right to know what information is being stored about you on computers Why is the Data Protection Act necessary? More and more organisations are using computers to keep records about you and millions of other people. However, there are dangers in computerising records. Wrong information may be entered or information may be left in after it is out of date. The effect can be serious – people can be refused jobs, housing, benefits or credit. There are 8 principles which any organisation storing personal information about people on their computers must follow: They are:- ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]

Standard Grade Administration - Storage and Retrieval of Information

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Standard Grade Administration - Storage and Retrieval of Information