1. Communication in Administration (Security)

2. Electronic File Management
Higher Administration

3. 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?

4. 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Out-of-Date information accessed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

5. Security and Confidentiality Procedures
Higher Administration

6. 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

7. 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

8. 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

9. 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

10. Communication in Administration (Security)