Topic 3 - Maintain
Information SystemsTopic 3 - Maintain
Information Systems
Activity and Task Shortcut Bar
(please read the material below before attempting the task / activity)
Activity G
Activity H
Task 5
Activity I
Activity J
Activity K
Task 6
Task 7
Activity L
Task 8
Activity M
Task 9
Task 10
Task 11
Activity N
Task 12
Activity O
Information systems are the way in which an organisation stores the information of that organisation. How an organisation does this will vary.
Information systems can be:-
Paper - Based Storage
Filing storage & equipment depends on the space available, the security required, the frequency of access needed, the nature of the files to be stored, the number of people accessing the files and protection from climatic variations.
In a school files are stored in a variety of ways. Take a closer look at this photo.
This is a teacher’s desk! It stores a large amount of information, which needs to be readily accessible throughout the day. Some methods of filing are evident (despite the look of chaos!!)
It’s time to familiarise yourself with the various types of file storage equipment for paper-based documents. The cabinet or storage unit needs to suit the purpose of the document.
Let’s take a look at a few:
Vertical Storage Equipment
Here is an example of poor usage of a filing cabinet.
Lateral storage equipment
Some documents are large and cannot be folded eg- maps and plans. There are various kinds of storage equipment to suit this need.
Open shelving
This is similar to lateral storage but requires special shelving to keep it organised. It is easy to access but items on the top shelves may be hard to reach. They have more storage capacity to some other alternatives.
An alternative to open shelving is mobile or rolling systems. They are space-saving and can store a whole range of different items.
In this picture, furniture is being stored In this picture, rolls of film are being stored In this picture, books and journals are being stored Each filing cabinet can be moved easily on a set of runners attached to the floor. It is very secure and can be locked. In Australia we often refer to this type of storage a “Compactus”.
Portable file storage
This is more lightweight and for small items that may be accessed more frequently. This includes storage for floppy disks (covered later).
Some examples are:
Other file equipment
a metal spike is an old form of temporary filing eg. telephone messages, receipts
this file is often used for telephone messages
in / out trays for mail & other documents
Electronic Storage
Nowadays many files are kept electronically. They are convenient and don’t use up too much space.
Electronic records include:
Computer databases eg client records
Electronic correspondence eg- email
Computer files of letters, memos and other documents.
The files are usually stored in the hard drive of the computer and copied onto floppy disks for back-up and transportation.
There are a number of new electronic devices that are handheld and store diary-type information for the user. They are small and portable.
Image-based Records
Image-based records allow a large amount of data to be stored in a small space. Microfiche and microfilm are the best examples.
Microfiche is a sheet of microfilm that can be filed like an index card.
Microfilm is a length of film bearing a photograph of written or printed information in a greatly reduced size.
Centralised or Non-Centralised (De-centralised) Storage
A centralised filing system:
This is where all files are kept in one central location. Specific staff looks after the files. In Queanbeyan City Council there is a files department with its own staff.
They supervise and monitor the use of the files. A file request form may need to be filled out before a file is released. This method works best in large organisations.
A Non-centralised filing system:
This is where files are kept in the appropriate department who manage the records themselves. This provides quick access and may suit some departments who want to file their documents in a certain way.
Classification of Files
They can be filed:
alphabetically: using the letters of the file name (names of people or organisations),
numerical: giving the files a number which is then filed in order- usually from lower to higher number.
alphanumerical: uses a combination of the alphabet and numbers.
geographical: filing by locations using the alphabet (eg. NSW comes before Western Australia).
subject filing: using the alphabet, files are kept under the subject matter headings (eg accounts). This can be referred to as keyword filing.
chronological: files kept in date order usually with the most recent at the front.
The following work will cover the different ways information can be classified and filed. It is important you understand each classification in some detail.
1. Alphabetical
There are certain rules you need to follow when using alphabetical indexing (filing)
Go to the
Support Material for these rules
2. Numerical
This is a simple and straight forward method of filing. Many business documents have a file number which can be accessed quickly either manually or electronically. Sometimes it will appear as a reference number or account number.
Find the file code number in the letter
click the image
to open the letter
Click here for the answer
This letter also contains another code. Can you find it? Take another look.
Click here for the answer
3. Alpha-Numerical
With larger more complex filing systems, the alphabetical and numerical systems are often combined. Number plates on cars and library books are good examples.
Which car from the following number plates was registered most recently?
YBT 302 YAZ 680 YBT 290 YJT 239 YBA 990
Click here for the answer
Which car plate has the oldest registration?
Click here for the answer
To successfully use the alpha-numerical system you may need to go to a small index file to find the number of the file you want. For example - you may need to find Jason Duvall's file number (eg. account number) before you can access his file. This is called indirect filing ie. where you go to one place to get information that enables you to get the file from another place.
4. Geographical
Geographical filing uses locations to file information. At the same time, it uses an alphabetical system (eg. Japan comes before Tunisia). This system often breaks down the geographical areas into smaller parts eg:
Country State City Australia NSW Sydney
5. Subject
This is the second most common system of filing after alphabetical. Once again, alphabetical filing is also used. Your family may file documents under subject headings like:
Insurance - Car, Health, House, Life
Taxation
Finance - credit cards, bank account, loans
and so on ...
6. Keyword
Sometimes it is not clear where a document should be filed ie. it could be filed under a number of subjects.
Where will you file it?
Larger organisations will often break down a subject into keywords
For example:
The keyword is: Click here for answer
7. Chronological
This is filing by dates. It is useful when filing letters and statements (eg. bank statements). The most recent document is to be found on top. It can be used in conjunction with another filing system.
8. Electronic
This filing method is increasing in importance in the office. The processes of creating, using, storing and retrieving files is covered extensively in the unit BSBCMN205A: Use Business Technology and in the computer based units on word processing, spreadsheets and databases.
Cross-Referencing paper-based documents.
There will be times when a document can be located in more than one place. The keyword filing system does not always resolve this dilemma.
Where would you find this document? A letter from:
It could be filed under:-
- the name of the business – Barnes Cars Pty Ltd
- the location of the business – Sydney
- the type of business – car dealer
Cross-referencing helps overcome this dilemma. A card is placed in 2 out of the 3 possible locations directing the person to the correct location of the file.
One of the cross-reference cards would look like this:
File Housekeeping
The last task highlighted the need for regular maintenance of files. This includes:
identification, recording and storing of dead or inactive files
removing and archiving dead / inactive files
Back at your job at Swaggies you are having a few problems! What are they?
one staff member is not completing the file log sheet accurately
not everyone is seeing the latest catalogues and supplier information before it is filed
paper files are removed and you can't find them
some files are never used and waste space
You need to sort these problems out immediately before they make an impact on the smooth running of Swaggies
The File Log Sheet
The Circulation Slip
Protection of Files
There are a number of options available to you. It is clear that a simple yet strict procedure needs to be put into place. Here are your options:
1. Release marker:
A release maker or file movement marker is inserted into the filing system by the person withdrawing the file. It is placed where the file is usually located. On the marker, you will find the following information:
• File title
• File number
• Person borrowing file
• Date
A release marker would be placed here in place of a file on Rodgers. It is often a different colour.
2. File Movement Register:
This is a book or folder that records similar information to a release marker. This is kept close by.
3. Barcoded Filing System:
Many organisations barcode information electronically. This speeds up stocktaking and ease of access to information. It is less cumbersome than a register. DE Centres like Karabar use barcoding for textbooks and resources as a quick method of recording books sent to DE students.
Active / Inactive Files
You have already read about Swaggies policy on active / inactive files.
Check the
Glossary and / or
Swaggies p 45 if you need help.
There are various types of records depending on their currency.
Active Records
Semi - Active Records
Inactive
Records
Archival Records
Records to be Destroyed
Confidentiality and Security
It is important to take satisfactory measures to ensure information in files is kept confidential. Office workers may have access to client's personal details eg. financial details. It is therfore important that files are:
not to be left unattended
locked securely when not in use
accessed by authorised staff only
accessed either via the authorised person (paper based) or a username / password (electronic based)
Access might be coded in various levels. For example:
Green may be for Open Access where files are freely available to staff.
Purple may be for Restricted Access where files can be borrowed only with authorization.
Red files are High Security and only accessible to authorized senior staff.
This is the end of the unit: Process and Maintain Workplace Information
Did you think "Ref: 2141" was the code?
Did you find the ABN for Swaggies - this is necessary for any business when paying tax (especially GST). The number helps the Australian Taxation Office find the Swaggies file (on computer) quickly.
Did you choose YJT 239?
Did you choose YAZ 680?
Now try
