Controlling and dealing with confidential information and documents. Controlling, evaluating and ordering, and distribution of office stationery.

1. RECORD MANAGEMENT
MUDITA .K

2.  Controlling and dealing with confidential information
and documents.
 Controlling, evaluating and ordering and distribution
of office stationery.
 Implementing control measures with individuals.
Learning Outcomes:
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3.  Defining Record Management
 Records management, or RM, is the practice of maintaining the records of an
organization from the time they are created up to their eventual disposal.
 A record can be either a tangible object or digital information:
 Eg. birth certificates, medical x-rays, office documents, databases, application
data, and e-mail.
Record Management
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4.  planning the information needs of an organization
 identifying information requiring capture
 creating, approving, and enforcing policies and practices
 developing a records storage plan,
 identifying, classifying, and storing records
 Coordinating access to records
 Executing a retention policy on the disposal of records
What record Management involves
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5.  Key concept of record management.
 Confidential Information" means any non-public information
pertaining to company's business or an individual.
 Workplace confidentiality can be defined as keeping the employee,
customer and client information private.
 Eg. client records,
 business planning and forecasting,
 employee records,
 research and development information.
CONFIDENTIAL INFORMATION
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6.  information could be misused to commit fraud
 The client or the customer can file legal suits against
the organization
 it can lead to discrimination in the workplace
 Professionalism
 Safety and Security
IMPORTANCE OF CONFIDENTIALITY AT WORK
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7.  Employees should exercise discretion while interacting with their fellow colleagues.
 Employee must refrain from sharing information that the organisation considers
sensitive.
 The HR department must devise such policies and procedures that ensure complete
workplace confidentiality.
 Employee confidentiality training through hand-outs, seminars, and workshops,
 educate employees about the consequences of breach of confidentiality.
 secure data using advanced or sophisticated electronic methods such as firewalls,
password protection, encryption, etc.
 strict laws regarding disposal of sensitive information.
MAINTAINING CONFIDENTIALITY AT
WORKPLACE
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8. Securing documents involves:
 Store them properly.
 Records must be stored in such a way that they are accessible and safeguarded
against environmental damage
 Maintain confidentiality.
 Dispose them the proper way
 Destruction of records ought to be authorized by law, statute, regulation, or operating
procedure, and the records should be disposed of with care to avoid inadvertent
disclosure of information.
SECURING DOCUMENTS
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9.  destroying a large amount of documentation for security
reasons.
 Most companies may have a small machine in the office for
casual use but when it comes to dealing with tonnes of paper
then the services of a professional firm may well come in useful
CONFIDENTIAL SHREDDING
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10.  Protect your business, employees and your customers from
identity theft.
 Breaches of confidentiality are avoided.
 Help the environment by selecting secure shredding over
landfill.
 With mounting costs for the disposal of waste, you can ensure
cost savings
Importance of shredding documents
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11.  Office stationeries are those expendable items which are
necessary for and consumed in the daily operations.
Examples:
 office forms,
 letter-heads pads,
 envelopes,
 pencils,
 pens, erasers,
 pins, tags, files and folders.
Defining stationery

12.  Excessive Investment
 Wastage
 Inferior Quality and High Price
 Disorderly Arrangement
 Deterioration
Why do we need to control office stationary.

13.  Encourage employees to reduce the paper work.
 Lay strict rules of not taking home the office stuff.
 Recycle stuff
 Check on the inward and outward movements of stationery
inventory .
 Order stationery in bulk..
Policies on controlling office stationary

14. Shrinkage
 the loss of inventory that can be attributed to factors including
employee theft, shoplifting, administrative error, damage in
transit etc.
 Shrinkage is the difference between recorded and actual
inventory.
 Also defined as Inventory recorded on a company's books but
not on hand, due to theft, loss or accounting error.
DEVELOPING EFFECTIVE SHRINKAGE CONTROLS FOR AN ORGANISATION.

15.  Employee Theft
 Shoplifting
 Administrative Error
 Vendor Fraud
MAJOR SOURCES OF INVENTORY SHRINKAGE

16.  Heightened Security
 Management Focus
 Merchandise control:
 Standardizing the existing policies and procedures:
 Clearly defined roles for the security personnel:
 Quality control:
 Ground staff training:
EFFECTIVE SHRINKAGE CONTROLS IN A COMPANY

17.  Stock Requisition
 Pick and Issue
 Stock Issue Confirmation
 Over the Counter
 Stock Return
 Inventory Adjustment
 Physical Inventory Purchase Input
DOCUMENTATION USED FOR THE CONTROL OF STATIONERY

18.  Take inventory of what stationery the office already has.
 Ask people what types of stationery they currently use and how
much they estimate they'll use’
 compare the master list of what people will need to the list of
what stationery is already available
 Consider reusing stationery that is only partially used.
 Choose where to purchase the stationery supplies by comparing
prices.
 Set aside a space to store the office stationery.
Managing office stationery.

19.  Min-Max System.
 Two-Bin System.
 ABC Analysis.
 Order-Cycling System.
inventory control methods

20.  any informational language made with the intention of relaying
information or recounting certain events.
 are documents which present focused, salient content to a
specific audience.
 Reports are used in government, business, education, science,
and other fields.
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Defining a report

21.  Business reports are required in disciplines such as
 accounting, finance,
 management,
 marketing and
 commerce.
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Where are business reports used

22.  INCIDENT REPORT
 EXPENSE REPORT
 AUDIT REPORT
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REPORTS COMPILED USING CURRENT
INFORMATION

23.  sickness absence data
 productivity data
 Staff turnover
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INFORMATION SOURCES IN AN
ORGASINATION

24.  PRIMARY INFORMATION - data from an original source document.
 SECONDARY INFORMATION- information from a source other than
the original.
 INTERNAL INFORMATION -information sources from within the
organisation,
 EXTERNAL INFORMATION -information from beyond the
boundaries of the organisation.
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SOURCES OF INFORMATION

25. Progress Reports
 informs readers of the status of a project-in-progress. Its primary
informational mission is to Informing the reader of the status of the project
and Presenting preliminary findings
Periodic Reports
 reports generated periodically, either on a regular schedule, such as annual
performance reviews, or when necessary, such as trip reports.
Presentation Reports
 Refers to the hand-outs surrounding an oral presentation (or the
PowerPoint files themselves) used in place of interim reports and sales
proposals.
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TYPES OF REPORTS IN PROFESSIONAL
COMMUNICATION

26.  THE TITLE PAGE
 ACKNOWLEDGMENTS
 THE SUMMARY ABSTRACT/ THE EXECUTIVE SUMMARY
 THE TABLE OF CONTENTS
 THE LIST OF FIGURES, TABLES, ILLUSTRATIONS
 THE INTRODUCTION
 THE BODY
 THE CONCLUSION
 RECOMMENDATIONS
 REFERENCES
 APPENDICES
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REPORT TEMPLATE/FORMAT

27.  help you work more efficiently
 enable you to meet legal obligations applicable to your work
 protect your rights as an employee
 enable review of processes and decisions
 help research and development activities
 Enable consistency and continuity in your organisation.
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What are the benefits of good record
keeping?

28.  The purpose of the report
 Regular recipients
 Frequency of distribution.
 Date when the report written
 Department in which the report is from
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Reports recording table or template:

29.  from whom it is obtainable
 when it is available
 its level of confidentiality
 And to whom it should be returned.
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Information source form