“the storage and retrieval of information” FILING “the storage and retrieval of information”

Features of a good filing system Documents must be stored so they can be easily found in the future. The system chosen must be able to be operated effectively. A filing system can be manual or electronic. Features of a good filing system safe economical secure flexible appropriate quick to use easy to use conveniently located

Secure – lockable so confidential information is stored safely Safe – protected from fire and flood Flexible – must be able to meet the changing needs of the organisation eg expandable Economical – cost effective to set up and provide training and saves space Appropriate – system chosen must suit the type of information eg confidential Quick to use – speedy to locate information Easy to use – simple to understand the method being used Conveniently located – decide whether centralised or departmental filing is better for access

MANUAL FILING “paper-based filing”

Filing cabinet (vertical) This is the traditional filing method for paper-based documents. Files can be kept in: Document wallets Ring binder folders Lever arch folders Pigeon holes Filing cabinet (vertical) Trays

Chronological (dates) When filing it is important to choose the most appropriate “system of classification” – this is the way the information is arranged. There are 3 common classifications: Alphabetical Numerical Chronological (dates) TOP TIP You must know the advantages and disadvantages of each of these systems

Good for small-medium sized organisations Alphabetical filing uses the letters of the alphabet – normally a surname or company name. Easy to use and understand Advantages Direct method – no index required Easy to set up Good for small-medium sized organisations Knowledge needed – know the alphabet!

Can be slow to find files under common names eg Smith Disadvantages Training required on filing rules Uses lots of valuable office space Difficult to expand – reorganisation of drawers if a letter needs more space To make it easier to locate files, guide cards or tabs should be used.

Suits large organisations where many customers may have similar names Numerical filing uses numbers – new files are given the next number in sequence eg 156, 157, 158. Suits large organisations where many customers may have similar names Advantages Easy to expand - next number Easy to understand Files are less likely to be filed incorrectly

Requires an alphabetical index to find file numbers Transposition of numbers may cause problems Disadvantages Can be more time consuming to find files More difficult to cater for miscellaneous files – have to create a number for everything Commonly used by banks, insurance companies, mail order companies etc where each person is given a unique customer number.

Most recent correspondence is easily found Chronological filing uses dates. It is normally used to arrange documents within files using another classification system. Most recent correspondence is easily found Advantages Can be used with another system Suitable for storing “old” information eg school leavers Easy to see progression over time eg financial history when deciding to give a loan The most recent document should be placed at the front of files/folders.

Impractical to use as the primary filing method – which date?? Can be slow to find files – requires alphabetical index matched to dates Disadvantages Impractical to use as the primary filing method – which date?? USEFUL ADVICE Know at least 2advantages and 2 disadvantages of each of these systems

“computerised storage” ELECTRONIC FILING “computerised storage”

File Management This is the method by which information is stored and organised. An effective file management system would include the following: work given appropriate filenames (ie related to the content) stored in appropriately named folders all out-of-date files/folders deleted regularly – these can be archived (eg using Microfilming) filing should be carried out regularly an out card should be placed at the point where a file is removed A cross-reference can should be used when a file could be put in more than one place (think Yellow Pages) Put a release mark on files that are ready for filing eg “F”

Scanned documents on PC Zip drive Removable flash memory stick This is the modern filing method for electronically produced documents. Files can be kept in: Floppy disks Software files CD-Rom/DVD Hard drive Scanned documents on PC Zip drive Removable flash memory stick

Hard drive – stores software applications and has Random Access Memory (RAM) so that saved files can be recalled, altered and resaved. Floppy disks – used to transfer files between PCs but are being used less due to more efficient storage methods. Zip drive – larger storage device than a floppy disc so can store larger files. CD-Rom/DVD – large storage medium commonly used for encyclopaedias and applications. Removable flash memory (USB) – a portable disk drive small enough to be carried on a keyring. Also known as a pen drive.

Application Packages Used to create documents eg letters using a saved template (house style). Processing numerical information through formulae. Most commonly used to calculate figures and display financial information for accounting purposes including cash flows, budgeting and forecasts. An organised collection of related information, such as a telephone directory, address book – key terms FIELD, RECORD, FILE.

Data is transferable between applications Integrated software packages combine several applications in one program. Microsoft Office combines WP, database, spreadsheet, graphics and communication software. Data is transferable between applications Advantages Cheaper than buying individual packages Mailmerge can be carried out – link DB and WP Dynamic linkage – change in one application updates another eg SS and graph in WP report There are also a number of similar functions in each package – undo, spellcheck, print preview, etc.

COMPARISON OF MANUAL AND ELECTRONIC Information viewed – manual allows several files to be viewed at once whereas electronic only allows one file to be viewed on screen at any one time. Staff training – most staff can use a manual system but an electronic system will require extensive training to prevent mistakes. Space – electronic filing takes up limited space, on the other hand manual filing requires a great deal of space. Speed of access – manual systems takes longer as files have to be removed from a cabinet, however electronic files can be accessed quickly. Type of files – manual system use originals which can be mislaid or lost yet back-ups can be made of electronic files.

WHICH FILING METHOD? A number of factors affect the choice of filing system: Cost Space Training required Location of files Type of information Security of information

SECURITY OF INFORMATION “Safe storage and usage”

Information is valuable to an organisation Information is valuable to an organisation. It is essential that it is protected from unauthorised access or damage such as: Computer crashing Viruses Stolen files/laptops etc Untrained staff deleting files Hackers deliberately tampering with files Fraudulent editing of files

Locks/swipe card entry on doors Information is valuable to an organisation. It is essential that it is protected from unauthorised access. Locks/swipe card entry on doors Voice recognition systems Alarm systems HOW? Fingerprint/iris/retina scanners Computer/disk drive locks Anti-virus software Security cameras Different Password levels Passwords on files Staff usernames and passwords to access computer

Good Practice An operator must restrict access to their computer if they leave their workstation by: saving and closing the file Following a shut-down procedure Activating a password-protected screen saver Removing data storage device and lock it away Monitors should be positioned out of direct view of visitors and computer printouts should not be left lying around.

Backing-up Files Data loss is very common. Backing-up is the process of making duplicate copies of information which allows an organisation to restore its files (to the back-up date) if something happens to its original data eg fire, malicious damage, virus. They should be made on a regular basis and stored in a safe area eg fire-proof cabinet or another building.

Passwords Codes which restrict access to computers, files and e-mail facilities. Passwords should: Contain letters and numbers Be changed regularly Be kept confidential TOP TIP Don’t just say “use a password” – be specific (eg password protect the computer or file) Passwords should NOT: Be shared with others Be obvious eg DOB

DATA PROTECTION ACT 1984 AND 1998 Organisations that keep manual and electronic data relating to individuals are legally required to register with the government-appointed Information Commissioner (the Data Protection Registrar). As data users, organisations are responsible for meeting certain conditions (the 8 principles). If they do not they are committing a criminal offence and could be fined.

The 8 provisions: Information is collected and processed lawfully Used for specified and lawful purposes Adequate, relevant and not excessive Accurate and up-to-date Not kept longer than necessary Processed in line with an individual’s legal rights Kept secure Not transferred to any other country (outside EU)