1. Organise Workplace Information
BSBCMN305A
Prepared by Melanie Lynch Training Consultant

2. Unit Descriptor
This 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.

3. Elements of Competency
Collect and assess information
Organise information
Review information needs

4. Collect and assess information

5. Records management systems
An organisation’s 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

6. Types of Records Paper based held in a filing system
Electronic files on the computer
Image based, for example, microfiche

7. 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 person’s own computer

8. Combined systems
Centralised and decentralised filing systems may both be used within an organisation

9. 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

10. File Classification Systems
Alphabetical by subject
Alphabetical by geographical area
Alphabetical by client name
Numerical

11. 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

12. 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

13. 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

14. Organise Information

15. 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

16. How to create a new file
Check with your organisation’s 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

17. Naming Conventions
Think about how you would refer to the file if searching for the documents within it
Names are dependent on:
Your organisation’s classification system
Your organisation’s policy on file names
How people in the organisation think about the business
Numerical filing systems are assigned a number according to numbering system

18. 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 organisation’s 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

19. Indexing 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 name
Indexing systems can be:
A card system
A paper index
An electronic system
An Image-based index (such as microfiche)

20. 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.

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

28. 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

29. 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 organisation’s procedures for the removal and disposal of files

30. 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

31. 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

32. 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

33. Assessment 2
How 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.

34. Assessment 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.

35. Assessment 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.

36. Review Information Needs

37. 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

38. 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

39. Final Assessment 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

40. 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

41. End of BSBCMN305A Unit