Management Practice 2
Module 5: Record Keeping Management Practice – Level 2 Future Managers
<ul><li>After completing this Module, you will be able to: </li></ul><ul><ul><li>Explain why companies record and keep inf...
<ul><li>After completing this outcome, you will be able to: </li></ul><ul><ul><li>Explain why it is necessary to record in...
<ul><li>What is a record? </li></ul><ul><ul><li>A record refers to the written or spoken proof of information gathered and...
<ul><li>Make a list of all the current methods of record keeping that you are aware of </li></ul>Activity 5.1: Record keep...
The record life cycle Management Practice – Level 2 Future Managers  Records creation Records storage Records maintenance ...
<ul><li>Record management </li></ul><ul><ul><li>Refers to an administrative service in an enterprise that is responsible f...
<ul><li>Phase 1: Creating a record </li></ul><ul><ul><li>Employees should understand the importance of controlling records...
<ul><li>Think of ways in your environment where record creation can be limited and list them </li></ul>Activity 5.2: Recor...
<ul><li>Phase 2: Record storage </li></ul><ul><ul><li>Physical storage </li></ul></ul><ul><ul><ul><li>Alphabetical </li></...
<ul><li>Visit a nearby organisation and do research on how it classifies its records, with reference to the above methods....
<ul><li>Find out how well you know the rules of alphabetical filing by writing the following names in the correct alphabet...
<ul><li>Before filing records, you must  inspect, index, code, cross-reference and sort them.  Why? </li></ul><ul><li>Insp...
<ul><li>From the below list of attorneys, use the indexing method (surname) and put them alphabetically in your filing sys...
<ul><li>Coding records </li></ul><ul><ul><li>Coding is the marking of the record by the name, subject, location or number ...
<ul><li>Sorting records </li></ul><ul><ul><li>Sorting is the arrangement of records in the order in which they are to be f...
<ul><li>Find out and explain what a letter sorter looks like and how it works </li></ul><ul><li>Information on the sorter ...
<ul><li>Obtain pictures of the above-mentioned types of filing equipment.  You could obtain pictures or any other informat...
<ul><li>Phase 3: Records retrieval </li></ul><ul><ul><li>Record retrieval refers to the process of locating stored informa...
<ul><li>Critically analyse the check-out card system and identify a possible shortcoming of the system and how this shortc...
<ul><li>Procedures for operating the record system </li></ul><ul><ul><li>Set guidelines of how the records management prog...
<ul><li>Procedures to retain records </li></ul><ul><ul><li>Active records  – remain in the current system </li></ul></ul><...
<ul><li>What can cause the loss of records? </li></ul><ul><li>Vital records include: </li></ul><ul><ul><li>tax records </l...
<ul><li>Individual record keeping is also very important.  Divide into groups, analyse and answer the following referring ...
<ul><li>In your groups, make a list of reasons why we have to dispose of records </li></ul>Activity 5.10: Record disposal ...
<ul><li>Records disposal </li></ul><ul><ul><li>The reasons for the disposal of records are: </li></ul></ul><ul><ul><ul><li...
<ul><li>Visit a nearby organisation or businesses (different types and sizes) and find out for how long these businesses k...
<ul><li>Records provide proof of transaction </li></ul><ul><li>Used as references </li></ul><ul><li>Used to improve custom...
<ul><li>1.2.1 Detailed and secure records are kept in the following documents: </li></ul><ul><li>Contracts </li></ul><ul><...
<ul><li>You are requested to: </li></ul><ul><li>bring a copy of a contract to the classroom for an explanation on what a c...
<ul><li>1.2.1 Detailed and secure records are kept in the following documents: </li></ul><ul><li>Client records </li></ul>...
<ul><li>1.2.1 Detailed and secure records are kept in the following documents: </li></ul><ul><li>Agreements </li></ul><ul>...
<ul><li>You are requested to bring a copy of a warranty to the classroom. It could be a warranty of: </li></ul><ul><li>You...
<ul><li>1.2.2 Record keeping in the human resources department </li></ul><ul><li>Salary level sheets </li></ul><ul><li>Att...
<ul><li>Visit the human resources department of your College </li></ul><ul><li>Ask one of the staff to help  you make a li...
<ul><li>Filing or indexing </li></ul><ul><li>Electronic files </li></ul><ul><li>Computer Output Microfilm </li></ul>1.3 Me...
<ul><li>ensures records of job or agreement </li></ul><ul><li>keep record of clients </li></ul><ul><li>clarify the conditi...
<ul><li>After completing this outcome, you will be able to: </li></ul><ul><li>List various contracts or agreements that mi...
<ul><li>Contract of employment </li></ul><ul><li>Contract of mandate </li></ul><ul><li>Contract of agency </li></ul><ul><l...
<ul><li>Contract of employment </li></ul><ul><li>A contract of employment can be verbal or written </li></ul><ul><li>Emplo...
<ul><li>Contract of employment </li></ul><ul><li>Requirements for a valid contract of employment are: </li></ul><ul><ul><l...
<ul><li>After completing this outcome, you will be able to: </li></ul><ul><li>List the possible locations of records withi...
<ul><li>Procedure for locating information or records </li></ul><ul><ul><li>Filing clerks in the respective departments ar...
<ul><li>Information is located in: </li></ul><ul><ul><li>four or five-drawer vertical filing cabinets </li></ul></ul><ul><...
<ul><li>The following are requirements for a good filing system: </li></ul><ul><ul><li>accessibility </li></ul></ul><ul><u...
<ul><li>Procedures for withdrawing information </li></ul><ul><ul><li>A staff member requests a file </li></ul></ul><ul><ul...
<ul><li>Procedures for withdrawing information </li></ul><ul><ul><li>correspondence received in the meantime is placed in ...
<ul><li>After completing this outcome, you will be able to: </li></ul><ul><li>Define confidentiality of data in data syste...
<ul><li>What is confidentiality? </li></ul><ul><li>Some rules of confidentiality </li></ul><ul><ul><li>Employees are not p...
<ul><li>Any system is vulnerable to natural dangers, such as fire and floods </li></ul><ul><li>Any system is vulnerable to...
<ul><li>Access control </li></ul><ul><li>Authorisation  </li></ul><ul><li>Passwords </li></ul><ul><li>Access rights </li><...
<ul><li>Can you explain why companies record and keep information? </li></ul><ul><ul><li>Explain why it is necessary to re...
<ul><li>Can you name and describe the types of records that are specific to a contract or an agreement in a selected busin...
<ul><li>Can you locate and provide records to users on request? </li></ul><ul><ul><li>List the possible locations of recor...
<ul><li>Can you maintain confidentiality of customer and company information? </li></ul><ul><ul><li>Define confidentiality...
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NCV 2 Management Practice Hands-On Support Slide Show - Module 5

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This slide show complements the learner guide NCV 2 Management Practice Hands-On Training by Bert Eksteen, published by Future Managers Pty Ltd. For more information visit our website www.futuremanagers.net

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NCV 2 Management Practice Hands-On Support Slide Show - Module 5

  1. 1. Management Practice 2
  2. 2. Module 5: Record Keeping Management Practice – Level 2 Future Managers
  3. 3. <ul><li>After completing this Module, you will be able to: </li></ul><ul><ul><li>Explain why companies record and keep information </li></ul></ul><ul><ul><li>Name and describe the type of records that are specific to a contract or to an agreement in a selected business sector </li></ul></ul><ul><ul><li>Locate and provide records to users on request </li></ul></ul><ul><ul><li>Maintain confidentiality of customer and company information </li></ul></ul>Recordkeeping Management Practice – Level 2 Future Managers
  4. 4. <ul><li>After completing this outcome, you will be able to: </li></ul><ul><ul><li>Explain why it is necessary to record information </li></ul></ul><ul><ul><li>List examples of types of records kept within given departments and explain the information recorded in such documents </li></ul></ul><ul><ul><li>Name three methods of creating records </li></ul></ul><ul><ul><li>Describe the purpose for using specific records </li></ul></ul>1. Explain why companies record and keep information Management Practice – Level 2 Future Managers
  5. 5. <ul><li>What is a record? </li></ul><ul><ul><li>A record refers to the written or spoken proof of information gathered and kept for use in making decisions </li></ul></ul><ul><li>Types of Records </li></ul><ul><ul><li>Paper records </li></ul></ul><ul><ul><li>Electronic records (Name as many types of electronic storage as you can) </li></ul></ul><ul><ul><li>Spoken records </li></ul></ul>The record life cycle Management Practice – Level 2 Future Managers
  6. 6. <ul><li>Make a list of all the current methods of record keeping that you are aware of </li></ul>Activity 5.1: Record keeping Management Practice – Level 2 Future Managers
  7. 7. The record life cycle Management Practice – Level 2 Future Managers Records creation Records storage Records maintenance Records retrieval Records disposal
  8. 8. <ul><li>Record management </li></ul><ul><ul><li>Refers to an administrative service in an enterprise that is responsible for creating and maintaining systematic procedures and controlling all phases of the record’s life cycle </li></ul></ul>Record management programme Management Practice – Level 2 Future Managers
  9. 9. <ul><li>Phase 1: Creating a record </li></ul><ul><ul><li>Employees should understand the importance of controlling records creation </li></ul></ul>Record management programme Management Practice – Level 2 Future Managers
  10. 10. <ul><li>Think of ways in your environment where record creation can be limited and list them </li></ul>Activity 5.2: Record keeping Management Practice – Level 2 Future Managers
  11. 11. <ul><li>Phase 2: Record storage </li></ul><ul><ul><li>Physical storage </li></ul></ul><ul><ul><ul><li>Alphabetical </li></ul></ul></ul><ul><ul><ul><li>Numerical </li></ul></ul></ul><ul><ul><ul><li>Alpha-numerical </li></ul></ul></ul><ul><ul><ul><li>Chronological </li></ul></ul></ul><ul><ul><ul><li>Geographical </li></ul></ul></ul><ul><ul><ul><li>Subject </li></ul></ul></ul>Record management programme Management Practice – Level 2 Future Managers
  12. 12. <ul><li>Visit a nearby organisation and do research on how it classifies its records, with reference to the above methods. If possible, bring a picture of the record classification systems in that specific organisation </li></ul>Activity 5.3: Research task Management Practice – Level 2 Future Managers
  13. 13. <ul><li>Find out how well you know the rules of alphabetical filing by writing the following names in the correct alphabetical order – according to the surnames. </li></ul><ul><ul><li>Samantha O’ Reilly </li></ul></ul><ul><ul><li>Willem de la Porte </li></ul></ul><ul><ul><li>Frank van Meyeren </li></ul></ul><ul><ul><li>Roberto di Favia </li></ul></ul><ul><ul><li>John Mkize </li></ul></ul><ul><ul><li>Koos van der Merwe </li></ul></ul>Activity 5.4: Filing Management Practice – Level 2 Future Managers
  14. 14. <ul><li>Before filing records, you must inspect, index, code, cross-reference and sort them. Why? </li></ul><ul><li>Inspecting records </li></ul><ul><ul><li>Place records that relate to one file together </li></ul></ul><ul><ul><li>Remove all staples and paperclips from them and repair any damaged sheets </li></ul></ul><ul><li>Indexing records </li></ul><ul><ul><li>The process of deciding where a record needs to be filed </li></ul></ul>Record management programme Management Practice – Level 2 Future Managers
  15. 15. <ul><li>From the below list of attorneys, use the indexing method (surname) and put them alphabetically in your filing system: </li></ul><ul><ul><li>A Batchelor & Associates </li></ul></ul><ul><ul><li>Abe Swersky & Ass. </li></ul></ul><ul><ul><li>Allan G. Jones Attorneys </li></ul></ul><ul><ul><li>Basson, Immelman & Ass. </li></ul></ul><ul><ul><li>De Waal & Mohohlo Attorneys </li></ul></ul><ul><ul><li>Malherbe & Hanekom Attorneys </li></ul></ul><ul><ul><li>Steyl & Vosloo Incorporated </li></ul></ul><ul><ul><li>Jan S. de Villiers Attorney </li></ul></ul><ul><ul><li>Raymond Joffe Attorney </li></ul></ul><ul><ul><li>Smit & Kruger Inc. </li></ul></ul><ul><ul><li>Campbell, Scheiflinger Inc. </li></ul></ul><ul><ul><li>Ince, Wood & Raubenheimer Att. </li></ul></ul><ul><ul><li>Wendy Smith Att. </li></ul></ul><ul><ul><li>Faure & Faure Attorneys </li></ul></ul><ul><ul><li>Malherbe & Malan Inc </li></ul></ul>Activity 5.5: Indexing Management Practice – Level 2 Future Managers
  16. 16. <ul><li>Coding records </li></ul><ul><ul><li>Coding is the marking of the record by the name, subject, location or number that was determined in the process of indexing </li></ul></ul><ul><li>Cross-reference records </li></ul><ul><ul><li>Sometimes a record may need to be stored in more than one place, and this could cause problems </li></ul></ul><ul><ul><li>you can either make a copy for each folder or </li></ul></ul><ul><ul><li>file the memorandum in one folder, namely the vacation pay folder, and place a cross-reference sheet in the other two folders (sick leave and retirement) </li></ul></ul><ul><ul><li>Which do you prefer? Why? </li></ul></ul>Record management programme Management Practice – Level 2 Future Managers
  17. 17. <ul><li>Sorting records </li></ul><ul><ul><li>Sorting is the arrangement of records in the order in which they are to be filed </li></ul></ul><ul><li>Filing equipment </li></ul><ul><ul><li>No more space should be allocated for records than is necessary. </li></ul></ul><ul><ul><li>Types of filing include: </li></ul></ul><ul><ul><ul><li>desk-sized filing units and two-drawer filing cabinets </li></ul></ul></ul><ul><ul><ul><li>four or five-drawer file cabinets </li></ul></ul></ul><ul><ul><ul><li>lateral cabinets </li></ul></ul></ul><ul><ul><ul><li>open-shelf filing units </li></ul></ul></ul><ul><ul><ul><li>high-density mobile filing units </li></ul></ul></ul><ul><ul><ul><li>rotary files </li></ul></ul></ul><ul><ul><ul><li>heavy cardboard boxes </li></ul></ul></ul>Record Management Programme Management Practice – Level 2 Future Managers
  18. 18. <ul><li>Find out and explain what a letter sorter looks like and how it works </li></ul><ul><li>Information on the sorter could be found by: </li></ul><ul><ul><li>visiting the local post office and asking them for either information on a sorter or an explanation on how it works/operates </li></ul></ul><ul><ul><li>going to the nearest library and gathering information on a sorter </li></ul></ul><ul><ul><li>going onto the internet </li></ul></ul>Activity 5.6: Sorting Management Practice – Level 2 Future Managers
  19. 19. <ul><li>Obtain pictures of the above-mentioned types of filing equipment. You could obtain pictures or any other information from: </li></ul><ul><ul><li>a business in your environment that sells office furniture </li></ul></ul><ul><ul><li>brochures, promotional material, newspapers </li></ul></ul>Activity 5.7: Sorting Management Practice – Level 2 Future Managers
  20. 20. <ul><li>Phase 3: Records retrieval </li></ul><ul><ul><li>Record retrieval refers to the process of locating stored information </li></ul></ul><ul><li>Phase 4: Records maintenance </li></ul><ul><ul><li>Refers to all activities needed to operate the storage and retrieval system </li></ul></ul><ul><ul><li>Activities include: </li></ul></ul><ul><ul><ul><li>developing efficient procedures for operating the records system </li></ul></ul></ul><ul><ul><ul><li>developing efficient procedures to retain records </li></ul></ul></ul><ul><ul><ul><li>protecting the records. </li></ul></ul></ul>Record management programme Management Practice – Level 2 Future Managers
  21. 21. <ul><li>Critically analyse the check-out card system and identify a possible shortcoming of the system and how this shortcoming can be solved </li></ul>Activity 5.8: Retrieval of storage information Management Practice – Level 2 Future Managers
  22. 22. <ul><li>Procedures for operating the record system </li></ul><ul><ul><li>Set guidelines of how the records management programme works </li></ul></ul><ul><ul><li>Train new people. When a new person is going to use the filing system, give him or her copy of the written guidelines </li></ul></ul><ul><ul><li>Clear up any areas of controversy </li></ul></ul><ul><ul><li>Work out regular times to do filing </li></ul></ul><ul><ul><li>At the end of each filing classification, set up a “miscellaneous” folder for records that do not relate to a particular client or number. File the records in the miscellaneous file in alphabetical order for easy retrieval </li></ul></ul><ul><ul><li>Do not overcrowd files or cabinets </li></ul></ul><ul><ul><li>Always leave working space </li></ul></ul>Record management programme Management Practice – Level 2 Future Managers
  23. 23. <ul><li>Procedures to retain records </li></ul><ul><ul><li>Active records – remain in the current system </li></ul></ul><ul><ul><li>Semi-active records – can be placed in a less convenient location </li></ul></ul><ul><ul><li>Inactive records – can be placed in archive boxes </li></ul></ul><ul><ul><li>Long-term records – can be placed in archive boxes </li></ul></ul><ul><ul><li>Archive records – placed in offsite location or storeroom </li></ul></ul>Record management programme Management Practice – Level 2 Future Managers
  24. 24. <ul><li>What can cause the loss of records? </li></ul><ul><li>Vital records include: </li></ul><ul><ul><li>tax records </li></ul></ul><ul><ul><li>legal records </li></ul></ul><ul><ul><li>insurance policies </li></ul></ul><ul><ul><li>warranties </li></ul></ul><ul><ul><li>financial records </li></ul></ul><ul><ul><li>personnel records </li></ul></ul><ul><ul><li>electronic records </li></ul></ul>Protecting records Management Practice – Level 2 Future Managers
  25. 25. <ul><li>Individual record keeping is also very important. Divide into groups, analyse and answer the following referring to individual record keeping: </li></ul><ul><ul><li>list the causes for an individual to lose his or her records </li></ul></ul><ul><ul><li>list the information which is important for the individual not to lose </li></ul></ul><ul><ul><li>what can individuals do to protect their records? </li></ul></ul>Activity 5.9: Record keeping Management Practice – Level 2 Future Managers
  26. 26. <ul><li>In your groups, make a list of reasons why we have to dispose of records </li></ul>Activity 5.10: Record disposal Management Practice – Level 2 Future Managers
  27. 27. <ul><li>Records disposal </li></ul><ul><ul><li>The reasons for the disposal of records are: </li></ul></ul><ul><ul><ul><li>More space becomes available </li></ul></ul></ul><ul><ul><ul><li>Retrieval time is reduced </li></ul></ul></ul><ul><ul><ul><li>Control of records is more efficient and effective when active and inactive files are separated </li></ul></ul></ul><ul><ul><ul><li>Cost savings can be made to the organisation  </li></ul></ul></ul><ul><ul><li>If there is no longer a need for records, or the records are not longer active, these records are destroyed. How are records destroyed? </li></ul></ul>Record management programme Management Practice – Level 2 Future Managers
  28. 28. <ul><li>Visit a nearby organisation or businesses (different types and sizes) and find out for how long these businesses keep their records before destroying it </li></ul><ul><li>When they destroy their records, find out how they “destroyed” them? </li></ul><ul><li>How long did they keep their records before destroying them: </li></ul><ul><li>Business A: </li></ul><ul><li>Retention time of records: </li></ul><ul><li>Business B: </li></ul><ul><li>Retention time of records: </li></ul><ul><li>Business C: </li></ul><ul><li>Retention time of records: </li></ul><ul><li>Method of destroying records: </li></ul>Activity 5.11: Retention time of records Management Practice – Level 2 Future Managers
  29. 29. <ul><li>Records provide proof of transaction </li></ul><ul><li>Used as references </li></ul><ul><li>Used to improve customer service </li></ul><ul><li>Information can be available when required </li></ul>1.1 Explain why it is necessary to record information Management Practice – Level 2 Future Managers
  30. 30. <ul><li>1.2.1 Detailed and secure records are kept in the following documents: </li></ul><ul><li>Contracts </li></ul><ul><ul><li>Legally binding documents that confirm a relationship between two parties </li></ul></ul><ul><ul><li>Details, as part of a contract are: </li></ul></ul><ul><ul><ul><li>dates </li></ul></ul></ul><ul><ul><ul><li>payment </li></ul></ul></ul><ul><ul><ul><li>penalty clauses </li></ul></ul></ul>1.2 Examples of types of records and information contained in these records Management Practice – Level 2 Future Managers
  31. 31. <ul><li>You are requested to: </li></ul><ul><li>bring a copy of a contract to the classroom for an explanation on what a contract will look like </li></ul><ul><li>bring a copy of an already completed contract to display the information included in a contract </li></ul>Activity 5.11: Retention time of records Management Practice – Level 2 Future Managers
  32. 32. <ul><li>1.2.1 Detailed and secure records are kept in the following documents: </li></ul><ul><li>Client records </li></ul><ul><li>Personnel records </li></ul><ul><ul><li>the contract of employment between the company and staff members </li></ul></ul><ul><ul><li>records of annual leave, sick days and overtime </li></ul></ul><ul><ul><li>information about members’ service records </li></ul></ul>1.2 Examples of types of records and information contained in these records Management Practice – Level 2 Future Managers
  33. 33. <ul><li>1.2.1 Detailed and secure records are kept in the following documents: </li></ul><ul><li>Agreements </li></ul><ul><li>Annual reports </li></ul><ul><li>Analytical reports </li></ul><ul><li>Management exception reports </li></ul><ul><li>Status reports </li></ul><ul><li>Activity reports </li></ul><ul><li>Company policies </li></ul><ul><li>Labour legislation </li></ul><ul><li>Insurance policies </li></ul><ul><li>Warranties </li></ul>1.2 Examples of types of records and information contained in these records Management Practice – Level 2 Future Managers
  34. 34. <ul><li>You are requested to bring a copy of a warranty to the classroom. It could be a warranty of: </li></ul><ul><li>Your playstation </li></ul><ul><li>Ipod </li></ul><ul><li>CD Player </li></ul><ul><li>Kettle </li></ul><ul><li>Any other household item </li></ul>Activity 5.13: Warranty Management Practice – Level 2 Future Managers
  35. 35. <ul><li>1.2.2 Record keeping in the human resources department </li></ul><ul><li>Salary level sheets </li></ul><ul><li>Attendance record sheets </li></ul><ul><li>Training records </li></ul><ul><li>Each employees training attendance </li></ul><ul><li>Certificate numbers issued </li></ul><ul><li>Long service awards </li></ul>1.2 Examples of types of records and information contained in these records Management Practice – Level 2 Future Managers
  36. 36. <ul><li>Visit the human resources department of your College </li></ul><ul><li>Ask one of the staff to help you make a list of all records stored in the human resources department </li></ul><ul><li>Ask the same staff member for how long they will store the records before they are destroyed </li></ul>Activity 5.14: Records Management Practice – Level 2 Future Managers
  37. 37. <ul><li>Filing or indexing </li></ul><ul><li>Electronic files </li></ul><ul><li>Computer Output Microfilm </li></ul>1.3 Methods of creating records Management Practice – Level 2 Future Managers
  38. 38. <ul><li>ensures records of job or agreement </li></ul><ul><li>keep record of clients </li></ul><ul><li>clarify the conditions of an agreement or contract </li></ul><ul><li>declare the possibility and conditions of legal recourse </li></ul><ul><li>enable creation of extra copies of documents for clients or other parties </li></ul><ul><li>securing and storing company information </li></ul><ul><li>to keep a record of the company’s or staff member’s activity </li></ul><ul><li>to ensure that organisation maintains accountability and transparency, and to take responsibility for its actions </li></ul><ul><li>availability of information about the company and its activities requested by authorised individuals </li></ul>1.4 Describe the purpose for using specific records Management Practice – Level 2 Future Managers
  39. 39. <ul><li>After completing this outcome, you will be able to: </li></ul><ul><li>List various contracts or agreements that might be implemented by a business in a selected business sector </li></ul><ul><li>Describe the types of records that might be kept specific to a selected contract from a particular business sector </li></ul>2. Name and describe the types of records that are specific to a contract or an agreement in a selected business sector Management Practice – Level 2 Future Managers
  40. 40. <ul><li>Contract of employment </li></ul><ul><li>Contract of mandate </li></ul><ul><li>Contract of agency </li></ul><ul><li>Contract with an independent contractor </li></ul><ul><li>Credit agreement </li></ul><ul><li>Contract of sale. </li></ul>2.1 List the various contracts or agreements that might be implemented by a business in a selected business sector Management Practice – Level 2 Future Managers
  41. 41. <ul><li>Contract of employment </li></ul><ul><li>A contract of employment can be verbal or written </li></ul><ul><li>Employee obtains the right to remuneration as well as the obligation to render a service, for a certain period of time </li></ul><ul><li>Employer can assist that an employee must render certain services in return for remuneration and he exercises authority over the employee in terms of the contract of employment </li></ul>2.1 List the various contracts or agreements that might be implemented by a business in a selected business sector Management Practice – Level 2 Future Managers
  42. 42. <ul><li>Contract of employment </li></ul><ul><li>Requirements for a valid contract of employment are: </li></ul><ul><ul><li>Consensus </li></ul></ul><ul><ul><li>Contractual capacity </li></ul></ul><ul><ul><li>Legality </li></ul></ul><ul><ul><li>Possibility of performance </li></ul></ul><ul><ul><li>Formalities </li></ul></ul>2.1 List the various contracts or agreements that might be implemented by a business in a selected business sector Management Practice – Level 2 Future Managers
  43. 43. <ul><li>After completing this outcome, you will be able to: </li></ul><ul><li>List the possible locations of records within a business environment </li></ul><ul><li>Name the users of records in a business environment </li></ul>3. Locate and provide records to users on request Management Practice – Level 2 Future Managers
  44. 44. <ul><li>Procedure for locating information or records </li></ul><ul><ul><li>Filing clerks in the respective departments are responsible to put the information on record </li></ul></ul><ul><ul><li>The date that the information was put on record must be written on the file </li></ul></ul><ul><ul><li>The file must be put back from wherever the clerk gets the file from </li></ul></ul>3.1 Location of records Management Practice – Level 2 Future Managers
  45. 45. <ul><li>Information is located in: </li></ul><ul><ul><li>four or five-drawer vertical filing cabinets </li></ul></ul><ul><ul><li>horizontal filing cabinets </li></ul></ul><ul><ul><li>open-shelf filing units, where files are arranged in a horizontal or vertical manner </li></ul></ul><ul><ul><li>high-density mobile filing units </li></ul></ul><ul><ul><li>rotary files bring records close to the user with little user movement </li></ul></ul><ul><ul><li>heavy cardboard boxes – these are used for inactive files </li></ul></ul><ul><ul><li>folders </li></ul></ul><ul><ul><li>magnetic media, where information is stored on a magnetic disk or on the word processor’s hard disk </li></ul></ul><ul><ul><li>microfilms </li></ul></ul><ul><ul><li>electronic storage – computer disks and tapes </li></ul></ul>3.1 Location of records Management Practice – Level 2 Future Managers
  46. 46. <ul><li>The following are requirements for a good filing system: </li></ul><ul><ul><li>accessibility </li></ul></ul><ul><ul><li>suitability </li></ul></ul><ul><ul><li>flexibility </li></ul></ul><ul><ul><li>safety and durability </li></ul></ul><ul><ul><li>neatness </li></ul></ul><ul><ul><li>economic </li></ul></ul><ul><ul><li>simple </li></ul></ul>3.1 Location of records Management Practice – Level 2 Future Managers
  47. 47. <ul><li>Procedures for withdrawing information </li></ul><ul><ul><li>A staff member requests a file </li></ul></ul><ul><ul><li>The filing clerk removes the file and places an out card or out file in its place </li></ul></ul><ul><ul><li>Out cards or files are normally of different colour and are therefore different from the files in the drawer and can easily be identified </li></ul></ul><ul><ul><li>The following information must be written in pencil on the out card/file: </li></ul></ul><ul><ul><ul><li>the name of the file </li></ul></ul></ul><ul><ul><ul><li>who requested the file </li></ul></ul></ul><ul><ul><ul><li>date of removal </li></ul></ul></ul><ul><ul><ul><li>who issued the file </li></ul></ul></ul>3.1 Location of records Management Practice – Level 2 Future Managers
  48. 48. <ul><li>Procedures for withdrawing information </li></ul><ul><ul><li>correspondence received in the meantime is placed in the out file or a concertina file </li></ul></ul><ul><ul><li>if the file is not returned in time, the filing clerk must remind the person who took the file to return it </li></ul></ul><ul><ul><li>when the file is returned, it is updated with the correspondence from the out file </li></ul></ul><ul><ul><li>the out card/file is removed and the original file is replaced in its proper location </li></ul></ul><ul><ul><li>information is written so that it may be used again </li></ul></ul>3.1 Location of records Management Practice – Level 2 Future Managers
  49. 49. <ul><li>After completing this outcome, you will be able to: </li></ul><ul><li>Define confidentiality of data in data systems </li></ul><ul><li>Discuss why data confidentiality is essential for ensuring ethical business practices </li></ul><ul><li>Explain by means of current examples how a business can maintain confidentiality of customer and company information </li></ul><ul><li>Discuss your own role in maintaining data confidentiality within a structured business environment </li></ul>4. Maintain confidentiality of customer and company information Management Practice – Level 2 Future Managers
  50. 50. <ul><li>What is confidentiality? </li></ul><ul><li>Some rules of confidentiality </li></ul><ul><ul><li>Employees are not permitted to divulge client information or personal information about clients or colleagues </li></ul></ul><ul><ul><li>All records, documents and information must be kept confidential and securely stored </li></ul></ul><ul><ul><li>All original documents must be returned to their places of safekeeping. If a copy of the document has been made, a note should be attached to the original, stating the reason for the copy and the name of the person who has the copy in his or her possession </li></ul></ul><ul><ul><li>Employees are not allowed to “leak” information on company projects or jobs </li></ul></ul>4.1 Define confidentiality in data systems Management Practice – Level 2 Future Managers
  51. 51. <ul><li>Any system is vulnerable to natural dangers, such as fire and floods </li></ul><ul><li>Any system is vulnerable to physical dangers created by humans, such as terrorism and vandalism </li></ul><ul><li>Any system connected to the outside world is vulnerable to software attacks, such as hacking </li></ul><ul><li>Any system used by a number of users is vulnerable to computer fraud and crime. </li></ul>4.2 Securing Information Management Practice – Level 2 Future Managers
  52. 52. <ul><li>Access control </li></ul><ul><li>Authorisation </li></ul><ul><li>Passwords </li></ul><ul><li>Access rights </li></ul>4.3 Ensuring the security of customer and company information Management Practice – Level 2 Future Managers
  53. 53. <ul><li>Can you explain why companies record and keep information? </li></ul><ul><ul><li>Explain why it is necessary to record information? </li></ul></ul><ul><ul><li>List examples of types of records kept within given departments and explain the information recorded in such documents? </li></ul></ul><ul><ul><li>Name three methods of creating records? </li></ul></ul><ul><ul><li>Describe the purpose for using specific records? </li></ul></ul>Recap Management Practice – Level 2 Future Managers
  54. 54. <ul><li>Can you name and describe the types of records that are specific to a contract or an agreement in a selected business sector? </li></ul><ul><ul><li>List various contracts or agreements that might be implemented by a business in a selected business sector? </li></ul></ul><ul><ul><li>Describe the types of records that might be kept specific to a selected contract from a particular business sector? </li></ul></ul>Recap Management Practice – Level 2 Future Managers
  55. 55. <ul><li>Can you locate and provide records to users on request? </li></ul><ul><ul><li>List the possible locations of records within a business environment? </li></ul></ul><ul><ul><li>Name the users of records in a business environment? </li></ul></ul>Recap Management Practice – Level 2 Future Managers
  56. 56. <ul><li>Can you maintain confidentiality of customer and company information? </li></ul><ul><ul><li>Define confidentiality of data in data systems </li></ul></ul><ul><ul><li>Discuss why data confidentiality is essential for ensuring ethical business practices </li></ul></ul><ul><ul><li>Explain by means of current examples how a business can maintain confidentiality of customer and company information </li></ul></ul><ul><ul><li>Discuss your own role in maintaining data confidentiality within a structured business environment. </li></ul></ul><ul><li>If you can, congratulations, you are ready to move onto the next module </li></ul>Recap Management Practice – Level 2 Future Managers

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