Understanding Processes and Procedures for Storing and Retrieving Information
Understanding processes and procedures for storing and retrieving information 1.1 Explain the purpose of storing and retrieving required information
The purpose of storing and retrieving information is that if you needed to contact them again or ring them back - you would have their information there for you to retrieve. Therefore if any progress is made, you can update this or make notes on what is relevant if another colleague needs to access this information. It is also important because if a customer rings you, and the person who they have been dealing with is not in, you can look at the data already stored for this person and be able to help them with what is needed, so you are up to date too. 1.2 Describe different information systems and their main features
Databases
Different ways to store information are databases, which include any information you find relevant to the business and different types of databases, such as; * A Trades database for if you need any plumbers, decorators, carpenters which includes name of the company, contact number and names. * A Tenant’s databases which include telephone numbers, email addresses price requirements. * A landlord’s database including where they live, a list of the property’s with us and their names.
C.A.R.L
This is a programme in which you store all information on regarding the properties. This includes let properties, un-let properties, landlords and their details, tenants and ex tenants.
Files
Filing information is useful in an office because enables you to go straight to the file you want and the information should be in order ready for you to get out. Also files are an easy way to update information as you just edit the information which needs updating or changing for the next time the file is needed and everything is up to date.
1.3 Explain the purpose of legal and organisational requirements for the security and confidentiality of information
The legal requirements
The purpose of storing and retrieving information is that if you needed to contact them again or ring them back - you would have their information there for you to retrieve. Therefore if any progress is made, you can update this or make notes on what is relevant if another colleague needs to access this information. It is also important because if a customer rings you, and the person who they have been dealing with is not in, you can look at the data already stored for this person and be able to help them with what is needed, so you are up to date too. 1.2 Describe different information systems and their main features
Databases
Different ways to store information are databases, which include any information you find relevant to the business and different types of databases, such as; * A Trades database for if you need any plumbers, decorators, carpenters which includes name of the company, contact number and names. * A Tenant’s databases which include telephone numbers, email addresses price requirements. * A landlord’s database including where they live, a list of the property’s with us and their names.
C.A.R.L
This is a programme in which you store all information on regarding the properties. This includes let properties, un-let properties, landlords and their details, tenants and ex tenants.
Files
Filing information is useful in an office because enables you to go straight to the file you want and the information should be in order ready for you to get out. Also files are an easy way to update information as you just edit the information which needs updating or changing for the next time the file is needed and everything is up to date.
1.3 Explain the purpose of legal and organisational requirements for the security and confidentiality of information
The legal requirements