Presentation on theme: "Organise Workplace Information BSBCMN305A Prepared by Melanie Lynch Training Consultant."— Presentation transcript:
Organise Workplace Information BSBCMN305A Prepared by Melanie Lynch Training Consultant
Unit Descriptor This unit covers the skills and knowledge required to gather, organise and apply workplace information in the context of an organisations work processes and information management systems.
Elements of Competency Collect and assess information Organise information Review information needs
Collect and assess information
Records management systems An organisations record management system is a key aspect to good administrative management Files should be able to be located quickly The records system helps to keep track of clients Will help to provide good customer service Files should be easily accessible
Types of Records Paper based held in a filing system Electronic files on the computer Image based, for example, microfiche
Location of files Centralised filing system –All organisational records kept in one central location (like a registry for hard copy files or a server for electronic files) Decentralised filing system –Each department in the organisation looks after its own files –Each department may have its own rules for creating and filing records –Electronic files may be kept on each persons own computer
Combined systems Centralised and decentralised filing systems may both be used within an organisation
Storage equipment Should protect records from damage Should be efficient Should promote security of records Should minimise the amount of space needed for storage Should meet occupational health and safety requirements
File Classification Systems Alphabetical by subject Alphabetical by geographical area Alphabetical by client name Numerical
Safety First Never leave filing cabinet drawers open and unattended – someone could trip over them Do not open more than one drawer of a filing cabinet at a time – the cabinet may fall onto you
Safety First In large lateral filing systems that are moved on floor tracking make sure that others are not working with files, before you move shelves along the tracks – you might crush them Use small stable filing stools in order to reach files on high shelves – to avoid shoulder injuries
Assessment 1 Write a brief overview of the filing system used in your workplace. Include: – A description of the paper-based system – A description of the electronic filing system – Whether the system is centralised or decentralised or a combination – The type of storage equipment used – How records are classified
New Files Sometimes a new file needs to be created because the documents does not fit anywhere within the current filing system – Setting up a file for a new client – Setting up a file at the start of a new project – Setting up a file at the beginning of a new time period – Reorganising files in the system
How to create a new file Check with your organisations policy and procedures on how to create a new file Respond to the demand to create a new file if there are a number of documents relating to the same subject or client Create or assign a name or number to the new file Create an index card for the new file Document the file in a file register or database
Naming Conventions Think about how you would refer to the file if searching for the documents within it Names are dependent on: –Your organisations classification system –Your organisations policy on file names –How people in the organisation think about the business –Numerical filing systems are assigned a number according to numbering system
Incorporating New Files Must be logical Should be recorded in a file register, file database or file index system which should be kept to keep track of the organisations files File registers, databases or index should: –Show file name/number –Keywords used for searching –Description of the documents in the file –Date on which the file was created
Indexing Files Indexing is essential for numerical systems Indexing is organised alphabetically with the numerical file no. next to the clients name or subject heading name Indexing systems can be: –A card system –A paper index –An electronic system –An Image-based index (such as microfiche)
Coding Files Files can be coded for ease of identification Numbers is one type of coding of files (see Indexing Files – previous slide) Colours is another type of coding of files –All files relating to a certain subject are coded with the same colour –All client files from A-D might be coded in one colour, and E-G in another, etc.
Electronic Files on the Server Electronic files should be backed up daily If your organisation uses a server system and all files are saved on the server, one person may be responsible for backing up the whole server onto a CD-ROM or magnetic tape – find out who is responsible for this procedure
Electronic Files – Local C: Electronic files should be backed up daily If your computer files are saved on your own C: you will have to back up your work to floppy disk, CD-ROM or zip drive regularly
Archiving of Records The main filing system that is accessible on a daily basis in any organisation is known as primary storage Many files held by an organisation are not accessed after a certain time These files are removed from the system and held in secondary storage There are a legal requirements to hold certain types of files for a specific length of time
Monitoring File Movements When files are removed from the system, a recording tracking system should be used so they can be easily located, if needed This can be done through: –An electronic database system –Outcards placed in the usual file location –Recording of movement in an notebook located near the central filing system
Monitoring File Movements Details of recording of file movements include: –Name of file –Date file was removed –Name of person who has file –Date file was returned A record tracking system will ensure that files can be located at any time
Security and Confidentiality of Records Files should only be accessible by those who are authorised to access the system Electronic filing systems should be password protected Filing cabinets must be locked at the end of each day for security purposes Confidential files, such as personnel records, should only be accessed after authorisation from a manager or supervisor
Inactive Files Inactive files contain documents that are no longer in use, but which cannot be completely removed from the primary storage system, because they may need to be referred to in the near future Inactive files may be removed from the primary filing system and kept in a secondary storage system, to make room for new files
Dead Files Dead files are files which contain documents which are no longer in use, but must be retained for legal and reporting reasons. Dead files are removed to secondary storage areas Certificates and certain historical files must be kept indefinitely Financial records must be kept for a minimum of seven years Most organisations have a procedure on retention and disposal of files
Archiving of Electronic Files Commonly electronic files that need to be removed from the system are transferred to zip drives, CD-ROMs, floppy disks, or magnetic tapes for archiving purposes The archiving of electronic files should be outlined in your organisations procedures for the removal and disposal of files
Storing Inactive and Dead Files Time and cost is a consideration of where files are archives Cost relates to floor space, filing equipment, and computer disk space Time considerations include time spent searching for files and maintenance of the filing system
Storing Inactive and Dead Files For paper-based files, special archive boxes are used to store the files These boxes should be clearly labelled and indexed as to its contents Some organisations store archived files in-house Other organisations store archived files off-site Archived files must be stored in a dry, dust-free, fire-proof place
Retrieving Archived Files The indexing system, file registry or file database system must record all files that have been sent to secondary storage Make sure that you understand the indexing system, file registry or file database system for files in secondary storage If you need to access archived electronic files, make sure you know how to access and unzip files
Assessment 2 1. How long are financial records retained in your organisation? 2. How long are personnel records retained in your organisation? 3. How does your enterprise make sure that confidential files are only available to authorised people? …/2.
Assessment 2 cont. 4. Is there a special area where inactive files are held – if so where is it? 5. Where are dead files archived in your organisation? 6. Which files need to be removed in your organisation and why? …/3.
Assessment 2 cont. 7. When are files removed from your primary paper-based storage system? 8. How often and when are files removed from your primary electronic-based storage system? 9. How are electronic files archived in your organisation? Outline the steps involved.
Review Information Needs
Filing System Review From time to time, a filing system will need to be reviewed so that it can be improved to suit the requirements of the people that access it In order to do this, you should seek the input from people who use both the paper- based and electronic filing system to see if they find it easy to use
Filing System Review Take into consideration whether files are often mislaid Take into consideration whether the file registry, indexing system, or database system that records new files or the movement of files, is working efficiently and effectively Consider the changes that might be made to improve the system
Final Assessment 1 1. Prepare an information sheet that you might use to teach a new trainee all of the aspects of your filing system (both paper-based and electronic) Your information sheet should include: Procedures to be followed How to locate a file How to create a new file How to either code or index a file (or both) The file movement monitoring system The security aspects of the filing system How to archive inactive and dead files
Final Assessment 2 Design a questionnaire to give to staff about the paper-based filing system at your work Distribute the questionnaire to staff and ask them to complete and return it to you within a week Analyse the responses to your questionnaire and write a brief report to your supervisor suggesting improvements to the filing system that you would like to implement