Organise Workplace Information

BSBCMN305A

Prepared byPrepared byMelanie LynchMelanie LynchTraining Training ConsultantConsultant

Unit Descriptor

This unit covers the skills and knowledge required to gather, organise and apply workplace information in the context of an organisation’s work processes and information management systems.

Elements of Competency

Collect and assess information

Organise information

Review information needs

Collect and assess information

Records management systems

An organisation’s record management system is a key aspect to good administrative management

Files should be able to be located quickly The records system helps to keep track of

clients Will help to provide good customer service Files should be easily accessible

Types of Records

Paper based held in a filing system Electronic files on the computer Image based, for example,

microfiche

Location of files Centralised filing system

– All organisational records kept in one central location (like a registry for hard copy files or a server for electronic files)

Decentralised filing system– Each department in the organisation looks after its own

files– Each department may have its own rules for creating

and filing records– Electronic files may be kept on each person’s own

computer

Combined systems

Centralised and decentralised filing systems may both be used within an organisation

Storage equipment

Should protect records from damage

Should be efficient Should promote security of records Should minimise the amount of

space needed for storage Should meet occupational health

and safety requirements

File Classification Systems

Alphabetical by subject Alphabetical by geographical area Alphabetical by client name Numerical

Safety First

Never leave filing cabinet drawers open and unattended – someone could trip over them

Do not open more than one drawer of a filing cabinet at a time – the cabinet may fall onto you

Safety First

In large lateral filing systems that are moved on floor tracking make sure that others are not working with files, before you move shelves along the tracks – you might crush them

Use small stable filing stools in order to reach files on high shelves – to avoid shoulder injuries

Assessment 1

Write a brief overview of the filing system used in your workplace. Include:– A description of the paper-based system– A description of the electronic filing

system– Whether the system is centralised or

decentralised or a combination– The type of storage equipment used– How records are classified

Organise Information

New Files

Sometimes a new file needs to be created because the documents does not fit anywhere within the current filing system– Setting up a file for a new client– Setting up a file at the start of a new

project– Setting up a file at the beginning of a

new time period– Reorganising files in the system

How to create a new file

Check with your organisation’s policy and procedures on how to create a new file

Respond to the demand to create a new file if there are a number of documents relating to the same subject or client

Create or assign a name or number to the new file

Create an index card for the new file Document the file in a file register or

database

Naming Conventions Think about how you would refer to the file

if searching for the documents within it Names are dependent on:

– Your organisation’s classification system– Your organisation’s policy on file names– How people in the organisation think about the

business– Numerical filing systems are assigned a number

according to numbering system

Incorporating New Files

Must be logical Should be recorded in a file register, file database

or file index system which should be kept to keep track of the organisation’s files

File registers, databases or index should:– Show file name/number

– Keywords used for searching

– Description of the documents in the file

– Date on which the file was created

Indexing Files

Indexing is essential for numerical systems Indexing is organised alphabetically with

the numerical file no. next to the client’s name or subject heading name

Indexing systems can be:– A card system– A paper index– An electronic system– An Image-based index (such as microfiche)

Coding Files

Files can be coded for ease of identification Numbers is one type of coding of files (see

Indexing Files – previous slide) Colours is another type of coding of files

– All files relating to a certain subject are coded with the same colour

– All client files from A-D might be coded in one colour, and E-G in another, etc.

Electronic Files on the Server

Electronic files should be backed up daily If your organisation uses a server system

and all files are saved on the server, one person may be responsible for backing up the whole server onto a CD-ROM or magnetic tape – find out who is responsible for this procedure

Electronic Files – Local C:

Electronic files should be backed up daily If your computer files are saved on your

own C: you will have to back up your work to floppy disk, CD-ROM or zip drive regularly

Archiving of Records

The main filing system that is accessible on a daily basis in any organisation is known as primary storage

Many files held by an organisation are not accessed after a certain time

These files are removed from the system and held in secondary storage

There are a legal requirements to hold certain types of files for a specific length of time

Monitoring File Movements

When files are removed from the system, a recording tracking system should be used so they can be easily located, if needed

This can be done through:– An electronic database system– Outcards placed in the usual file location– Recording of movement in an notebook located

near the central filing system

Monitoring File Movements

Details of recording of file movements include:– Name of file– Date file was removed– Name of person who has file– Date file was returned

A record tracking system will ensure that files can be located at any time

Security and Confidentiality of Records

Files should only be accessible by those who are authorised to access the system

Electronic filing systems should be password protected

Filing cabinets must be locked at the end of each day for security purposes

Confidential files, such as personnel records, should only be accessed after authorisation from a manager or supervisor

Inactive Files

Inactive files contain documents that are no longer in use, but which cannot be completely removed from the primary storage system, because they may need to be referred to in the near future

Inactive files may be removed from the primary filing system and kept in a secondary storage system, to make room for new files

Dead Files Dead files are files which contain documents

which are no longer in use, but must be retained for legal and reporting reasons. Dead files are removed to secondary storage areas

Certificates and certain historical files must be kept indefinitely

Financial records must be kept for a minimum of seven years

Most organisations have a procedure on retention and disposal of files

Archiving of Electronic Files

Commonly electronic files that need to be removed from the system are transferred to zip drives, CD-ROMs, floppy disks, or magnetic tapes for archiving purposes

The archiving of electronic files should be outlined in your organisation’s procedures for the removal and disposal of files

Storing Inactive and Dead Files

Time and cost is a consideration of where files are archives

Cost relates to floor space, filing equipment, and computer disk space

Time considerations include time spent searching for files and maintenance of the filing system

Storing Inactive and Dead Files

For paper-based files, special archive boxes are used to store the files

These boxes should be clearly labelled and indexed as to its contents

Some organisations store archived files in-house Other organisations store archived files off-site Archived files must be stored in a dry, dust-free,

fire-proof place

Retrieving Archived Files

The indexing system, file registry or file database system must record all files that have been sent to secondary storage

Make sure that you understand the indexing system, file registry or file database system for files in secondary storage

If you need to access archived electronic files, make sure you know how to access and unzip files

Assessment 2

1. How long are financial records retained in your organisation?

2. How long are personnel records retained in your organisation?

3. How does your enterprise make sure that confidential files are only available to authorised people?

…/2.

Assessment 2 cont.

4. Is there a special area where inactive files are held – if so where is it?

5. Where are dead files archived in your organisation?

6. Which files need to be removed in your organisation and why?

…/3.

Assessment 2 cont.

7. When are files removed from your primary paper-based storage system?

8. How often and when are files removed from your primary electronic-based storage system?

9. How are electronic files archived in your organisation? Outline the steps involved.

Review Information Needs

Filing System Review

From time to time, a filing system will need to be reviewed so that it can be improved to suit the requirements of the people that access it

In order to do this, you should seek the input from people who use both the paper-based and electronic filing system to see if they find it easy to use

Filing System Review

Take into consideration whether files are often mislaid

Take into consideration whether the file registry, indexing system, or database system that records new files or the movement of files, is working efficiently and effectively

Consider the changes that might be made to improve the system

Final Assessment 1

1. Prepare an information sheet that you might use to teach a new trainee all of the aspects of your filing system (both paper-based and electronic) Your information sheet should include:

Procedures to be followed How to locate a file How to create a new file How to either code or index a file (or both) The file movement monitoring system The security aspects of the filing system How to archive inactive and dead files

Final Assessment 2

Design a questionnaire to give to staff about the paper-based filing system at your work

Distribute the questionnaire to staff and ask them to complete and return it to you within a week

Analyse the responses to your questionnaire and write a brief report to your supervisor suggesting improvements to the filing system that you would like to implement

End of BSBCMN305A Unit