The document discusses procedures for managing information and records in organizations. It covers categories like information path flows, records management systems, prioritizing jobs, and ensuring privacy and assigning passwords in multi-user environments. Specific examples discussed include using data flow paths to show information flows, procedures for printing records in a particular order, using relational databases and records management systems for different business types, and using project management software to organize tasks. The document also covers setting passwords on files, programs, workstations and networks to manage privacy and security in multi-user environments.

1. Presented by: Jane Alyzza Catalla
BLIS-III

2.  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.

4.  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.

5. BOSS
Staff Financial Stock
Manager Manager Manager
Staff
Rosters Accounts Payroll Orders Advertising
Records

6. Director
Reader’s Service
Technical Services EMRC
Library Assistants Special Services

7.  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.

10.  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.

12. •In a large organizations, the clients’ personal information
tables, stock lists and transaction records are all saved in
different files. These files are constantly interacting
electronically.
•Procedures for managing these files need to be electronic
to keep with the speed at which the actions are
happening.

14.  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.

16.  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.

17. Relational Database

19.  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.

21.  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.

23.  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.

27.  In a single-user environment, the privacy of Information largely
depends on the user. While the attitude of the group is very important
in maintaining privacy in a multi-user environment, there is
sometimes a sense of diminished responsibility in groups.
•a more common security
procedure might be automatic
save and logout after four
minutes of inactivity.

29.  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.

32.  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.