Presentation on theme: "Organise Workplace Information"— Presentation transcript:
1Organise Workplace Information BSBCMN305APrepared by Melanie Lynch Training Consultant
2Unit DescriptorThis unit covers the skills and knowledge required to gather, organise and apply workplace information in the context of an organisation’s work processes and information management systems.
3Elements of Competency Collect and assess informationOrganise informationReview information needs
5Records management systems An organisation’s record management system is a key aspect to good administrative managementFiles should be able to be located quicklyThe records system helps to keep track of clientsWill help to provide good customer serviceFiles should be easily accessible
6Types of Records Paper based held in a filing system Electronic files on the computerImage based, for example, microfiche
7Location 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 systemEach department in the organisation looks after its own filesEach department may have its own rules for creating and filing recordsElectronic files may be kept on each person’s own computer
8Combined systemsCentralised and decentralised filing systems may both be used within an organisation
9Storage equipment Should protect records from damage Should be efficientShould promote security of recordsShould minimise the amount of space needed for storageShould meet occupational health and safety requirements
10File Classification Systems Alphabetical by subjectAlphabetical by geographical areaAlphabetical by client nameNumerical
11Safety FirstNever leave filing cabinet drawers open and unattended – someone could trip over themDo not open more than one drawer of a filing cabinet at a time – the cabinet may fall onto you
12Safety FirstIn 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 themUse small stable filing stools in order to reach files on high shelves – to avoid shoulder injuries
13Assessment 1Write a brief overview of the filing system used in your workplace. Include:A description of the paper-based systemA description of the electronic filing systemWhether the system is centralised or decentralised or a combinationThe type of storage equipment usedHow records are classified
15New FilesSometimes a new file needs to be created because the documents does not fit anywhere within the current filing systemSetting up a file for a new clientSetting up a file at the start of a new projectSetting up a file at the beginning of a new time periodReorganising files in the system
16How to create a new fileCheck with your organisation’s policy and procedures on how to create a new fileRespond to the demand to create a new file if there are a number of documents relating to the same subject or clientCreate or assign a name or number to the new fileCreate an index card for the new fileDocument the file in a file register or database
17Naming ConventionsThink about how you would refer to the file if searching for the documents within itNames are dependent on:Your organisation’s classification systemYour organisation’s policy on file namesHow people in the organisation think about the businessNumerical filing systems are assigned a number according to numbering system
18Incorporating New Files Must be logicalShould be recorded in a file register, file database or file index system which should be kept to keep track of the organisation’s filesFile registers, databases or index should:Show file name/numberKeywords used for searchingDescription of the documents in the fileDate on which the file was created
19Indexing Files Indexing is essential for numerical systems Indexing is organised alphabetically with the numerical file no. next to the client’s name or subject heading nameIndexing systems can be:A card systemA paper indexAn electronic systemAn Image-based index (such as microfiche)
20Coding 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 filesAll files relating to a certain subject are coded with the same colourAll client files from A-D might be coded in one colour, and E-G in another, etc.
21Electronic Files on the Server Electronic files should be backed up dailyIf 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
22Electronic Files – Local C: Electronic files should be backed up dailyIf 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
23Archiving of RecordsThe main filing system that is accessible on a daily basis in any organisation is known as primary storageMany files held by an organisation are not accessed after a certain timeThese files are removed from the system and held in secondary storageThere are a legal requirements to hold certain types of files for a specific length of time
24Monitoring File Movements When files are removed from the system, a recording tracking system should be used so they can be easily located, if neededThis can be done through:An electronic database systemOutcards placed in the usual file locationRecording of movement in an notebook located near the central filing system
25Monitoring File Movements Details of recording of file movements include:Name of fileDate file was removedName of person who has fileDate file was returnedA record tracking system will ensure that files can be located at any time
26Security and Confidentiality of Records Files should only be accessible by those who are authorised to access the systemElectronic filing systems should be password protectedFiling cabinets must be locked at the end of each day for security purposesConfidential files, such as personnel records, should only be accessed after authorisation from a manager or supervisor
27Inactive FilesInactive 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 futureInactive files may be removed from the primary filing system and kept in a secondary storage system, to make room for new files
28Dead FilesDead 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 areasCertificates and certain historical files must be kept indefinitelyFinancial records must be kept for a minimum of seven yearsMost organisations have a procedure on retention and disposal of files
29Archiving 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 purposesThe archiving of electronic files should be outlined in your organisation’s procedures for the removal and disposal of files
30Storing Inactive and Dead Files Time and cost is a consideration of where files are archivesCost relates to floor space, filing equipment, and computer disk spaceTime considerations include time spent searching for files and maintenance of the filing system
31Storing Inactive and Dead Files For paper-based files, special archive boxes are used to store the filesThese boxes should be clearly labelled and indexed as to its contentsSome organisations store archived files in-houseOther organisations store archived files off-siteArchived files must be stored in a dry, dust-free, fire-proof place
32Retrieving Archived Files The indexing system, file registry or file database system must record all files that have been sent to secondary storageMake sure that you understand the indexing system, file registry or file database system for files in secondary storageIf you need to access archived electronic files, make sure you know how to access and unzip files
33Assessment 2How long are financial records retained in your organisation?How long are personnel records retained in your organisation?How does your enterprise make sure that confidential files are only available to authorised people?…/2.
34Assessment 2 cont.Is there a special area where inactive files are held – if so where is it?Where are dead files archived in your organisation?Which files need to be removed in your organisation and why?…/3.
35Assessment 2 cont.When are files removed from your primary paper-based storage system?How often and when are files removed from your primary electronic-based storage system?How are electronic files archived in your organisation? Outline the steps involved.
37Filing System ReviewFrom 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 itIn 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
38Filing System ReviewTake into consideration whether files are often mislaidTake into consideration whether the file registry, indexing system, or database system that records new files or the movement of files, is working efficiently and effectivelyConsider the changes that might be made to improve the system
39Final Assessment 1Prepare 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 followedHow to locate a fileHow to create a new fileHow to either code or index a file (or both)The file movement monitoring systemThe security aspects of the filing systemHow to archive inactive and dead files
40Final Assessment 2Design a questionnaire to give to staff about the paper-based filing system at your workDistribute the questionnaire to staff and ask them to complete and return it to you within a weekAnalyse 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