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

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.

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.

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

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),

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.

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.

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.

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.

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.