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Handout 5: Storing information

PowerPoint presentation. Handout 5: Storing information. Principles of business document production and information management. The management of information. The method an organisation adopts for this will depend on the information held the size of the organisation.

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Handout 5: Storing information

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  1. PowerPoint presentation Handout 5: Storing information • Principles of business document production and information management

  2. The management of information • The method an organisation adopts for this will depend on • the information held • the size of the organisation. • Information can be held • manually • electronically.

  3. Manually held (paper) information • paper files • card indexes – eg client addresses • petty cash records – petty cash account, vouchers • stock control records – stock control cards, requisitions, etc • business transaction records – invoices, orders, etc.

  4. Manual filing cabinets • lateral • vertical • Horizontal.

  5. Lateral systems • Files are held in hanging wallets in rows in large often open wall cabinets. • The suspended files have a tab stating the name of the file. • Make the most of the space available as they can be extended as far as the ceiling. • Several people can use the system at once. • Not so secure as other systems. • Files can become dusty.

  6. Vertical systems • Files are placed in drawers in suspension pockets that hang from side to side. • The top of the suspension pocket will have a tab that will indicate the name of the file. • Only one person at a time can use the system. • The most popular system. • Easy to use. • Files can be kept clean and secure in locked drawers.

  7. Horizontal systems • Used for storing small quantities of documents lying flat in shallow drawers. • Suitable for plans and drawings. • Surface can be used for other equipment.

  8. Document holders • Information can be held in • ring binders • box files • wallets • hanging files.

  9. Electronically held information • Must be controlled like manual information. • Recognised system is needed that is understood and used by all in the organisation. • Electronic records are likely to be held in databases. • Advantages of storing information electronically are • space saving • speed of access/retrieval • may be used by many people at the same time • ease of updating.

  10. Security and confidentiality • The security and confidentiality of the information is critical. • The Data Protection Act controls the use of personal information. • Confidential – it must be secured • if manual, then held in a locked area or cabinet • if electronically held, password controlled.

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