Include those for staff follow when performing manual tasks and those incorporated into computer programs. Some of the main categories under which these procedures fall are: Information path flows Records management systems Prioritising jobs Ensuring privacy in multi-user environments Assigning passwords in multi-user environments.
Managing information requires a broad view of the information required by an organization and an understanding of when and where detailed information is needed. To show big picture, data flow paths can be used, set across appropriate background context. The background might be of departments or managerial decision levels or a data structure diagram.
BOSS Staff Financial Stock Manager Manager Manager StaffRosters Accounts Payroll Orders Advertising Records
Director Reader’s ServiceTechnical Services EMRC Library Assistants Special Services
Whatever the representation chosen, once the flow path is documented and displayed for all staff to see, it acts as a reminder to follow the established information handling procedures.
Procedures for managing records include, for example, making sure that records are printed in a particular order. An small sports club with a simple spreadsheet, database and word processing package might insists that the surname field in the member’s file is always sorted alphabetically when lists are printed.
•In a large organizations, the clients’ personal informationtables, stock lists and transaction records are all saved indifferent files. These files are constantly interactingelectronically.•Procedures for managing these files need to be electronicto keep with the speed at which the actions arehappening.
Soft ware companies write records management systems to suit different businesses. Hotels, motels and caravan parks, for example, all take bookings for accommodation and issue detailed receipts when an account is paid. There are software packages available to suit the accommodation system.
Libraries , video hire shops and equipment hire businesses lend goods to customers for a fee. Lending businesses need two databases one for their stock and another for their borrower’s personal details. Records management systems match the item loaned to the borrower’s record. This creates a relationship between the two databases while the item is on loan.
In many organizations situations arise in which a non-routine project has to be completed by a certain date. The organization might be having its fiftieth anniversary, for instance, and the directors might decide to compile a certain history of the company. This means that managers have to think about who should do the various tasks involved and decide in what order they should be done.
Programs such as Microsoft Project are tools for organising the tasks and resources in non-routine situations. In the example of the organization compiling a company history, tasks and resources first have to be identified and milestone set.
Resources are then allocated to tasks, and tasks are prioritised and predecessors identified. Identifying predecessors means working out what tasks have to be than before others.
In a single-user environment, the privacy of Information largelydepends on the user. While the attitude of the group is very importantin maintaining privacy in a multi-user environment, there issometimes a sense of diminished responsibility in groups. •a more common security procedure might be automatic save and logout after four minutes of inactivity.
Passwords can be set on a file, on a program, on a workstation or on access to a network. Some files also have their attribute ( a status defined in the file menu of a file management program) set to –P which they cannot be printed. The Internet is the ultimate multi-user environment and provides an example of the use of passwords in an otherwise totally open environment.
Networks within organisations are usually closed networks; that is, they are not open to the general public unless at one very well protected access point. Many companies who do not normally have a public point of access now have to deal with the security issues associated with a company home page and e-mail.