store and retrive information unit 219

Topics: Information, Information systems discipline, Computer Pages: 2 (777 words) Published: October 27, 2014

Understand processes and procedures for storing and retrieving information Explain the purpose of storing and retrieving required information: The reason you store information is so you when you need it in the future you can easily find it. Most companies have to either store documents in fire proof cabinet’s or on hard disks or any other electronic storage devices. Most companies have confidential files about the company, employees or customers that have to follow the data protection act. Describe different information systems and their main features: Server - on the server at our company we use the server to store all are files for example financial data, HR files, sage and accounts, maintenance, training, HSBC, customers, employees, etc. these are all in relevant files so you can locate them easily. GX – our bespoke system saves all of the work that we have processed so you can locate them by going on to contracts and finding the relevant customer’s and looking what they have had from when they joined with our company and we can also look back in the past to see how much we have made and how many pieces we have sent out. Explain the purpose of legal and organizational requirements for the security and confidentiality of information: Information that is stored in an organisation has to follow the security and confidentiality procedures. For example finances, customer’s and employee’s details should be secured and only certain members of staff should be able to access physical and electronic data unless you have been given authorisation. If information gets into the wrong hands it could have serious consequences and might lead to legal action. Explain the purpose of confirming information to be stored and retrieved: All companies store a lot of information, but if you store the wrong information that isn’t up to date or is not correct there is no use of it. So when storing information you should be cautious that it is proof read. You keep information...
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