1. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–1 Chapter 2 Workplace information management

2. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–2 Methods of collection  Centralised  Decentralised  Computerised  Paper-based

3. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–3 Policies and procedures  Quality assurance  Security  Confidentiality  Management accountability  Code of conduct  Ethics  Update procedures  OH&S policies  Information protocols

4. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–4 Electronic information  Advantages of a computerised system  Relational database  Speech/voice recognition  Locating missing files  Disadvantages

5. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–5 Paper-based information Figure 2.1Common methods of creating, storing and retrieving workplace information

6. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–6 An effective system  Simple and easy to use  Readily accessible  High retrieval speed  Safe and secure

7. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–7 Safe, secure, confidential  Passwords  Procedures  Store disks securely  Confidential paper files  List of authorised staff  Lock filing cabinets

8. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–8 Life cycle of a record  Creation—external  Creation—internal  Utilisation  Other stages

9. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–9 Electronic file management  Desktop  My Computer window  My Documents folder  Creating new documents  File/document formats

10. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–10 Windows Explorer Figure 2.2Folders in Desktop and My Computer (as shown in Windows Explorer)

11. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–11 Saving files Figure 2.5Save As file dialog box Source: Based on Cowart, Robert, 2001, How to do everything with your PC, Osborne/McGraw-Hill: California, US.

12. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–12 Manage your files  Check files and folders  Delete files and folders  Rearrange and move files  Rename files  Backup files and folders

13. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–13 Paper files  Prepare documents  Inspect documents  Key word index  Coding documents  Colour coding documents

14. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–14 Filing classifications  Alphabetical  Numeric  Alpha-numeric  Geographic  Subject  Chronological

15. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–15 Alphabetical filing rules  Alphabetical order  Nothing comes before something  Single letters  Last name first  First word for business titles  Numbers

16. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–16 Alphabetical classification Figure 2.6Alphabetical classification

17. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–17 1. Alphabetical order NameUnit 1Unit 2Unit 3 Antell. JAntellJ Crawford, AlanCrawfordAlan Dayton DistributorsDaytonDistributors Harper FurnishingsHarperFurnishings Reynolds Dress Collection ReynoldsDressCollection Reynolds Dress Shop ReynoldsDressShop

18. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–18 2. Nothing before something NameUnit 1Unit 2Unit 3 JJ J.A. SecurityJ.A.Security Jim’s Greek TavernJim’sGreekTavern

19. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–19 3. Single letters NameUnit 1Unit 2Unit 3 KB InternationalKBInternational Q & L MusicQL Music

20. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–20 4. Last name first NameUnit 1Unit 2Unit 3 Davis JDavisJ James M. DavisDavisJamesM John DavisDavisJohn Martin DavisDavisMartin

21. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–21 5. First word for business titles NameUnit 1Unit 2Unit 3 Freeman DressesFreemanDresses Freeman Travel AgencyFreemanTravelAgency Joseph Freeman Wholesale JosephFreemanWholesale Sara Freeman FlowersSaraFreemanFlowers

22. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–22 6. Numbers NameUnit 1Unit 2Unit 3Unit 4 A1 IndustriesAOneIndustries 24 Hour PrintingTwentyFourHourPrinting 21 ClubTwentyOneClub

23. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–23 Prefixes NameUnit 1Unit 2Unit 3 James DeeDeeJames James DelaportDelaportJames James De La PorteDe La PorteJames James D’LandoD’LandoJames

24. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–24 Hyphenated names NameUnit 1Unit 2Unit 3 Gina KnappKnappGina Rosa Knapp-ForbesKnapp-ForbesRosa Robert J. KrupsKrupsRobertJ.

25. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–25 Numeric classification Figure 2.7Numeric classification

26. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–26 Alpha-numeric classification Figure 2.8Alpha-numeric classification

27. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–27 Chronological classification Figure 2.11Chronological classification—diary, tickler or bring-forward file

28. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–28 Filing supplies and equipment  Vertical files  Lateral files  Visible index files  Lever-arch files  Disk storage

29. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–29 Cross reference Figure 2.12Cross reference sheet

30. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 2–30 File/document movement  File movement register  File movement marker