Presentation on theme: "ADMINISTRATION REVISION - BLOCK 5 STORAGE OF INFORMATION."— Presentation transcript:
1 ADMINISTRATIONREVISION - BLOCK 5STORAGE OF INFORMATION
2 STORAGE OF INFORMATION This means filing dataFiling means storing information in a particular wayFiling can be either:Manualwhen paper documents need to be kept in cabinetsorElectronicwhen records are kept in a database on computer.A database is the name of the software application whichstores recordsAn example of database software is Microsoft AccessData needs to be kept so that it can be accessed again at any time.
3 WHAT MAKES A GOOD FILING SYSTEM? The Essential FeaturesNo matter the method of filing, it must be:simple and easy to usecapable of expansionie ‘future-proof’accessible by all who need to use iteconomical in terms of cost and spacesecure from unauthorised accesscapable of keeping files safe from damage
4 FILING EQUIPMENT For Manual Filing Lateral filing cabinets Horizontal filing cabinetsRotary fileClips and staplesBox filesFilofaxTraysFolderseg pocket and lever archCard IndexVertical filing cabinets
5 FILING EQUIPMENT For Electronic Filing CDRom and DVD Floppy Disc Database Softwareeg MS AccessHard Disc
6 METHODS OF FILING The order into which records are sorted Alphabetical - records sorted alphabetically by surname or firm’s namethe name is the filing pointsimple and easy to usebut not easy to expand long termbecause some letters of the alphabet are more common than othersNumerical- records sorted by account number or reference numberthe account/reference number is the filing pointcapable of endless expansion since a new customer is given next numberbut a manual system needs an alphabetical index to find customer’s fileChronological- records are organised in date orderthe date is the filing pointall manual methods use this since the newest documents are placed atthe front of the foldermore methods on the next slide ….
7 MORE METHODS OF FILING Geographical - records are sorted according to place eg the town inthe customer’s addressthe town or city is the filing pointthe towns are arranged alphabeticallycould be used by sales representatives who cover different areasSubject- records are sorted according to a category or topic eg likebooks in a library with a crime section, travel section etcthe item is the filing pointarranged alphabetically by itemcould be used by department stores or supermarkets where the namesof the products stocked is the filing pointThese 5 methods of filing are also known as methods of indexing
8 MANUAL FILING PROCEDURE File regularly or …..…… it becomes a chore1Collect documents from ‘out’ trays or ‘filing’ trays2Only file documents which have a release marksuch as3Decide the filing pointie the surname if alphabeticalaccount number if numericaldate if chronological4Pre-sort documents on desk5Working in one drawer at a time, remove the first file6Place the document at the front of the file7Replace file in the proper place in the drawer8Repeat the process till all documents are filed
9 TEST 10 Now answer the following questions in sentences on paper. 1 Why is it necessary to file?2 List 3 features of a good filing system, manual or electronic.3 What do you understand by the term ‘filing point’.4 Which indexing method uses surnames as the filing pointTEST 105 Give a major drawback of using this method of indexing?6 What is the major advantage of using numerical filing?7 What is meant by chronological order?8 How do all methods of filing use chronological order?9 When would geographical filing be appropriate.10 How would you know a document was ready for filing?Now check your answers with the solution and note your score.
10 PROBLEM SOLVING TEST 11 Solve the following problem on paper. You have been asked to pre-sort documents from clients.Arrange them into alphabetical order prior to filing them away.John Smith and Sons Mr James PattersonPaterson Fabricators Mr J SmithThe Albany Hotel Mrs T AndrewsMr Peter Albarn Saint Andrews HospiceThomas Andrews Plc Santos Mining CorporationThe Fabric Shack Alba AntiquesTEST 11Now check your answer with the solution and note your score.
11 MICROFILMINGWhen firms begin to run out of storage space, microfilming is an optionDocuments are photographed and reduced to the size of postage stampsThe filmed documents are stored on rolls, cards or sheetsStrips of film are stored in transparent wallets called jacketsA sheet of film with hundreds of reduced A4 documents is called ficheEquipment required for microfilming:camerareader/viewerfor enlarging a document back to reading sizeprocessorto develop the filmprinterto get a hard copy when requiredLibraries microfilm back copies of newspapersMicrofilmed documents last longer than their paper originalsAnother option when storage space becomes critical ….Electronic filing
12 WHAT IS ELECTRONIC FILING? Answer -Storing information in a computer databaseQuestion -What exactly is a database?Answer -Any collection of dataQuestion -What does a database look like?Answer -A manual database could be a telephone book or card indexA computer database is an application that stores records on computer fileQuestion -How is a computer database structured?Answer -In a grid with columns, called fields and rows called recordsQuestion -What does a computer database have over the manual version?continued over …….
13 ADVANTAGES OF A COMPUTER DATABASE Records are more easily added, deleted and edited whendetails change than they would be in a manual databaseTippexStorage space is greatly reduced compared to manual filing cabinetsThis makes storage much cheaper once the computer has been purchasedRecords are searched much quicker than manual, so its easier to finda particular itemRecords can be reorganised into a different order in secondsRecords do not get damaged like paper files canRecords can be made secure by use of password accessFiles can be shared and worked on by several people simultaneously
14 ELECTRONIC FILING PROCEDURE 1Open up the appropriate database2Key in the data under the appropriate field names in the next row3Sort the database into the order normally kept eg alphabetical4Save the database
15 TEST 12 Now answer the following questions in sentences on paper. 1 How can large numbers of documents be stored in a small space?2 What is microfiche?3 What is a microfilm reader used for?4 Name a software application which stores records ?5 What is the name of the database software you use?TEST 126 Name 3 advantages electronic filing has over manual filing.7 How can a record be found quickly from a large database?8 How can databases be made secure?9 Name the legislation covering data held on computer?10 How would you change someone’s address in a database?Now check your answers with the solution and note your score.
16 PROBLEM SOLVING TEST 13 This task may be done on computer or on paper. At the moment the sports centre where you work as anAdministrator keeps its members’ records on index cards.TEST 13You have been asked for your views on the whether theserecords should be transferred on to the centre’s computer.Prepare a memo to the centre’s manager on the advantagesand disadvantages of this proposal and come to a conclusionbased on the points you have made.Now compare your results with the solution and note your score.
17 PROBLEM SOLVING TEST 14 This task may be done on computer or on paper. You work as an administrative assistant for a large organisationwhich currently stores all its records manually in filing cabinets.TEST 14It is shortly moving to smaller premises and has no spacefor all its records.Prepare a report to the General Manager outlining 2 possibleoptions.Your report should detail all the implications of both methods.Now check your answer with the solution and note your score.