Describe systems and procedures for storing and retrieving information
Certain policies and procedures are put in place to control access to confidential information, for example, any personal information on individuals, such as their age, address, medical history and details of personal relationships or problems. Or financial information about individuals, including how much they earn or how much money they owe. These are things that a person would want kept private and therefore would have to be stored somewhere secure, whether that be a paper filing system or saved electronically, in places that not just anyone would have access to.
When it comes to financial information about your organisation or department future business plans of your …show more content…
We store our information in a number of different ways… our electronic storage is fairly straightforward; the documents are saved within document folders that are given a relevant name to their use (e.g. “Admin …show more content…
From hardback folders with their relevant names (e.g. “Invoices A-G 2015” or “Invoices H-Z 2015”) to plastic document wallets that hold things like library booking forms which are transparent so you can see all of the information without removing it from the wallet. We also have card wallets and folders which hold information like application forms.
Explain how to use different search techniques to locate and retrieve information
To facilitate the location and retrieval of paper files and documents the company I work for uses an index system as a general filling procedure, so at the front of any folder there will be and index of where in the folder to find something (e.g. Blue Section – Library Information OR Green Section – Parks Information). If the file has been put into alphabetical order there will be cards at the begging of each letter with that letter on it to indicate where each one is without having to hunt through to find the beginning of one letter (e.g. the letter B) or end of another (e.g. the letter A).
When searching for an electronic file you would go into your documents on your computer and in the top right hand corner of that window you would see a search bar, then you’d type in the name of the file or folder you’re searching for and it will find it and come up on
Certain policies and procedures are put in place to control access to confidential information, for example, any personal information on individuals, such as their age, address, medical history and details of personal relationships or problems. Or financial information about individuals, including how much they earn or how much money they owe. These are things that a person would want kept private and therefore would have to be stored somewhere secure, whether that be a paper filing system or saved electronically, in places that not just anyone would have access to.
When it comes to financial information about your organisation or department future business plans of your …show more content…
We store our information in a number of different ways… our electronic storage is fairly straightforward; the documents are saved within document folders that are given a relevant name to their use (e.g. “Admin …show more content…
From hardback folders with their relevant names (e.g. “Invoices A-G 2015” or “Invoices H-Z 2015”) to plastic document wallets that hold things like library booking forms which are transparent so you can see all of the information without removing it from the wallet. We also have card wallets and folders which hold information like application forms.
Explain how to use different search techniques to locate and retrieve information
To facilitate the location and retrieval of paper files and documents the company I work for uses an index system as a general filling procedure, so at the front of any folder there will be and index of where in the folder to find something (e.g. Blue Section – Library Information OR Green Section – Parks Information). If the file has been put into alphabetical order there will be cards at the begging of each letter with that letter on it to indicate where each one is without having to hunt through to find the beginning of one letter (e.g. the letter B) or end of another (e.g. the letter A).
When searching for an electronic file you would go into your documents on your computer and in the top right hand corner of that window you would see a search bar, then you’d type in the name of the file or folder you’re searching for and it will find it and come up on