Nvq Business and Administration
Unit 219
1.1
The purpose of filing information is to be able to find it at a later date when it is needed. A good filing and retrieval system makes this easier. Business will often need access to information, which needs to be complete, accurate and up to date, in order to make proper decisions. Businesses that don’t take filing seriously will be unable to paper or electronic documents.
1.2
There are two types of information systems used in organisations: paper-based systems and electronic systems.
The main systems for storage of paper-based information used in many offices include: filing cabinets and filing shelves.
Electronic storage of an organisation’s information can take various forms depending upon the size and specific industry. The benefit of electronic information storage systems is the lack of physical space that they require. Information stored electronically is also very easily backed up by a central server.
1.3
The information stored by an organisation must be kept safe and secure at all times. This is to make sure that the organisation satisfies all of the legal requirements relating to the information which it keeps. The organisation has a duty of care to safeguard the information in its possession. This is to protect the security of its customers as well as its staff.
Organisations have a duty to ensure the security and confidentiality of information under their control. Most organisations have policies on information security and confidentiality which go beyond the requirements of the Data Protection Act. They also have quality control procedures which staff must follow in order to keep information systems secure, accurate and updated.
1.4
To store or retrieve certain files, I need to be certain which files are being referred to. This is especially important where there are a large number of files with similar names or where I have not been given enough information to be sure that I will store or retrieve the correct
1.1
The purpose of filing information is to be able to find it at a later date when it is needed. A good filing and retrieval system makes this easier. Business will often need access to information, which needs to be complete, accurate and up to date, in order to make proper decisions. Businesses that don’t take filing seriously will be unable to paper or electronic documents.
1.2
There are two types of information systems used in organisations: paper-based systems and electronic systems.
The main systems for storage of paper-based information used in many offices include: filing cabinets and filing shelves.
Electronic storage of an organisation’s information can take various forms depending upon the size and specific industry. The benefit of electronic information storage systems is the lack of physical space that they require. Information stored electronically is also very easily backed up by a central server.
1.3
The information stored by an organisation must be kept safe and secure at all times. This is to make sure that the organisation satisfies all of the legal requirements relating to the information which it keeps. The organisation has a duty of care to safeguard the information in its possession. This is to protect the security of its customers as well as its staff.
Organisations have a duty to ensure the security and confidentiality of information under their control. Most organisations have policies on information security and confidentiality which go beyond the requirements of the Data Protection Act. They also have quality control procedures which staff must follow in order to keep information systems secure, accurate and updated.
1.4
To store or retrieve certain files, I need to be certain which files are being referred to. This is especially important where there are a large number of files with similar names or where I have not been given enough information to be sure that I will store or retrieve the correct