Communication in Administration (Security)

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Presentation transcript:

Communication in Administration (Security)

Electronic File Management Higher Administration 2015-2016

What is File Management? Choosing appropriate file locations Folder structures and File Names Version Control Housekeeping & Archive procedures Backup procedures You may wish to appoint one individual to have an overview of data management within the organisation. Can you explain why these are important?

File Management Benefits of Good… Consequences of Poor… Less time wasted finding files Improved customer service Improved security of data More efficient use of storage Compliance with Data Protection Act Out-of-Date information accessed Sharing files difficult – can’t find the right file Confidential information accessed Workflow disrupted

Security and Confidentiality Procedures Higher Administration 2015-2016

Some Security Terms Security: means protecting data against theft, damage and destruction Integrity: means ensuring that the data is accurate, up-to- date and error free Privacy: means that the data must be held securely so that only those who need access to the data can access it Confidentiality: means that those who do not have access to the data respect it, and do not discuss it with others that do not have a right to know what it says

Physical Threats Ensures offices are locked and windows closed Alarm the building Use CCTV to monitor the premises Restrict the access points Keep visitors away from restricted areas Security guards/lights on in the grounds Train staff on moving equipment (prevent damage) Fire doors closed/fire fighting equipment provided Lag pipes to save bursts in winter Take out adequate insurance

Protecting Electronic Files Password protect – restricts access, must be changed regularly Regular backups – ideally stored offsite, saves recreating files from scratch Anti-virus software – prevents unauthorised modification of files Access rights/levels – ensure that only authorised personnel can read/edit/delete Lock workstation – when away eg on a break or helping a customer Voice/Iris/Fingerprint/Dongle – restricts access Read-only Files – cannot be edited Firewalls – prevents hackers gaining access to company data. Mr Illingworth example

Protecting Paper-Based Files Return files to the filing cabinet after use Keep filing cabinets locked Don’t leave papers at the photocopier (very easy to do!) Don’t leave papers unattended Shred and dispose of unneeded items

Communication in Administration (Security)