Storage and Retrieval of Information   Standard Grade Administration
What is filing? <ul><li>SIMPLE to use and understand </li></ul><ul><li>QUICK to use </li></ul><ul><li>ECONOMICAL to instal...
Methods of Filing Information can be stored: Electronically  or   Manually Floppy Disks ~ compact and easy to carry but no...
Manual Filing
<ul><li>Alphabetical Filing </li></ul><ul><li>Most widely used </li></ul><ul><li>Easy for people to operate </li></ul><ul>...
Disk & File Management <ul><li>What is file management? </li></ul><ul><li>File management is the way in which computer dat...
The  Advantages & Disadvantages  of  Electronic Storage
<ul><li>You can access the information quickly </li></ul><ul><li>You can easily edit information and change the layout </l...
What factors will be considered when deciding upon a filing system? COSTS INVOLVED  ~ As well as the financial costs (cost...
What factors will be considered when deciding upon a filing system? CONTINUED SPACE REQUIRED  ~ The organisation will need...
Security of Information BACKING- UP INFORMATION Backing-up information is when a computer file is copied from the computer...
MICROFILMING Microfilming is a way of storing documents on film.  Documents are filmed to reduce them in size.  An A4 page...
Data Protection Act The Data Protection Act gives you the right to know what information is being stored about you on comp...
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Standard Grade Administration - Storage and Retrieval of Information

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  • If you are interested in this presentation you probably also would like to see the presentation about the Pile-File concept. As this gives solutions to a couple of issues mentioned here

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Standard Grade Administration - Storage and Retrieval of Information

  1. 1. Storage and Retrieval of Information Standard Grade Administration
  2. 2. What is filing? <ul><li>SIMPLE to use and understand </li></ul><ul><li>QUICK to use </li></ul><ul><li>ECONOMICAL to install and maintain </li></ul><ul><li>COMPACT so it does not take up too much space </li></ul><ul><li>ACCESSIBLE – conveniently located for staff to use </li></ul><ul><li>SAFE – documents should be protected from loss or damage, confidential ones should be locked away </li></ul><ul><li>EXPANDABLE – to meet future needs </li></ul><ul><li>ADAPTABLE to meet changing needs </li></ul>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:
  3. 3. 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
  4. 4. Manual Filing
  5. 5. <ul><li>Alphabetical Filing </li></ul><ul><li>Most widely used </li></ul><ul><li>Easy for people to operate </li></ul><ul><li>Numerical Filing </li></ul><ul><li>Uses numbers instead of letters </li></ul><ul><li>Easy to expand – the next file is given the next number. Commonly used by Insurance firms. </li></ul><ul><li>Need a card index of names in alphabetical order </li></ul><ul><li>Chronological Filing </li></ul><ul><li>Filing by date order </li></ul><ul><li>Most recent files placed at front or on top </li></ul><ul><li>Libraries will use this method to file newspapers </li></ul><ul><li>and magazines </li></ul>
  6. 6. Disk & File Management <ul><li>What is file management? </li></ul><ul><li>File management is the way in which computer data is stored and organised. Whenever we save a document, we save it in a FILE. </li></ul><ul><li>It may be that a document created today will need to be retrieved at a later date. </li></ul><ul><li>In order to retrieve documents quickly, it is important that you: </li></ul><ul><li>Save your work with an appropriate file name, eg “Filing” </li></ul><ul><li>Save your files in named folders </li></ul><ul><li>Label disks clearly if saving your work to floppy disk </li></ul><ul><li>and store the disk in a lockable box </li></ul><ul><li>Make regular back-up copies of your work </li></ul>
  7. 7. The Advantages & Disadvantages of Electronic Storage
  8. 8. <ul><li>You can access the information quickly </li></ul><ul><li>You can easily edit information and change the layout </li></ul><ul><li>More than one employee can access information at the same time </li></ul><ul><li>Less storage space will be required (for filing cabinets etc) </li></ul><ul><li>You may be able to access the information from anywhere in the world </li></ul><ul><li>Equipment failure – computers crashing </li></ul><ul><li>A power failure can result in lost or damaged data </li></ul><ul><li>Human error – over-writing or deleting files by mistake </li></ul><ul><li>Viruses – these are written to intentionally cause damage and data loss (an up-to-date virus checker can search for viruses on your computer) </li></ul><ul><li>Lost data through not training staff how to use the system properly </li></ul>Advantages Disadvantages
  9. 9. 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
  10. 10. 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?
  11. 11. 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. <ul><li>USING AND HANDLING DISKS </li></ul><ul><li>Floppy disks can be easily damaged. Take care of them by: </li></ul><ul><li>writing the label before attaching it to the disk </li></ul><ul><li>not handling the magnetic areas on the disk </li></ul><ul><li>storing the disks upright in a suitable disk box </li></ul><ul><li>not storing the disks near to a magnet, heat or direct sunlight </li></ul><ul><li>SECURITY & CONFIDENTIALITY </li></ul><ul><li>PASSWORDS help prevent unauthorised access to files – change your password regularly, don’t make it something obvious and keep it secret </li></ul><ul><li>Do not leave confidential files on screen for others to see </li></ul><ul><li>Store floppy disks in lockable boxes </li></ul><ul><li>Regularly back-up your work in case the computer should ‘crash’ </li></ul>
  12. 12. 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. <ul><li>What equipment is needed? </li></ul><ul><li>CAMERA ~ to film the original document </li></ul><ul><li>VIEWER/READER ~ used to view the document </li></ul><ul><li>PRINTER ~ to make copies </li></ul><ul><li>PROCESSOR ~ to develop the film </li></ul><ul><li>Cost of buying equipment </li></ul><ul><li>May take time to find the required document </li></ul><ul><li>Film on spool needs special storage – extra costs </li></ul><ul><li>Saves storage space (& costs) </li></ul><ul><li>Documents last longer </li></ul><ul><li>Less expensive to post bulky documents </li></ul><ul><li>Easily copied </li></ul><ul><li>Less chance of losing documents </li></ul>Disadvantages of Microfilm Advantages of Microfilm
  13. 13. 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:- <ul><li>the information must be collected and used fairly and lawfully </li></ul><ul><li>the information must be held only for the specified and lawful purposes describe in t he register </li></ul><ul><li>the information must only be used for the purposes described in the register and disclosed only to those described in the register </li></ul><ul><li>The information must be adequate, relevant and not excessive </li></ul><ul><li>the information must accurate and kept up-to-date </li></ul><ul><li>the information must be held for no longer than is necessary </li></ul><ul><li>the information must be protected by proper security </li></ul><ul><li>individuals must be able to access the data held about themselves and, where necessary, have it corrected or erased </li></ul>

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