1. Handout 5: Storing information
PowerPoint presentation
Principles of business document production and information management
Handout 5: Storing information

2. The management of information
The method an organisation adopts for this will depend on
the information held
the size of the organisation.
Information can be held
manually
electronically.

3. Manually held (paper) information
paper files
card indexes – eg client addresses
petty cash records – petty cash account, vouchers
stock control records – stock control cards, requisitions, etc
business transaction records – invoices, orders, etc.

4. Manual filing cabinets
lateral
vertical
Horizontal.
Manual records will be held in either cabinets or equipment.

5. The suspended files have a tab stating the name of the file.
Lateral systems
Files are held in hanging wallets in rows in large often open wall cabinets.
The suspended files have a tab stating the name of the file.
Make the most of the space available as they can be extended as far as the ceiling.
Several people can use the system at once.
Not so secure as other systems.
Files can become dusty.
(It is important when using this system to ensure the wallets do not become too full as then they can split or become too heavy and fall.)
(obviously a safe method of retrieving files needs to be available in this case),

6. Only one person at a time can use the system. The most popular system.
Vertical systems
Files are placed in drawers in suspension pockets that hang from side to side.
The top of the suspension pocket will have a tab that will indicate the name of the file.
Only one person at a time can use the system.
The most popular system.
Easy to use.
Files can be kept clean and secure in locked drawers.
Care needs to be taken with this system that the correct file is used as it is very easy to place a document in the file either in front or behind the correct one.
The usual size cabinet in an office is four drawers.

7. Horizontal systems
Used for storing small quantities of documents lying flat in shallow drawers.
Suitable for plans and drawings.
Surface can be used for other equipment.

8. Information can be held in ring binders box files wallets
Document holders
Information can be held in
ring binders
box files
wallets
hanging files.
It is important to ensure that the method of storing information is appropriate for the documents concerned.
Documents can easily be lost or damaged if they are for instance placed in the wrong size of wallet or in a ring binder that is so full documents are falling out.

9. Electronically held information
Must be controlled like manual information.
Recognised system is needed that is understood and used by all in the organisation.
Electronic records are likely to be held in databases.
Advantages of storing information electronically are
space saving
speed of access/retrieval
may be used by many people at the same time
ease of updating.

10. Security and confidentiality
The security and confidentiality of the information is critical.
The Data Protection Act controls the use of personal information.
Confidential – it must be secured
if manual, then held in a locked area or cabinet
if electronically held, password controlled.