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					NYANDA STATE HIGHSCHOOL

 Student Name: ________________________


Senior BCT - Senior BCT
Booklet 1 (Electronic Filing)

                            Managing Workplace Information (MWI)

Introductory Information:

        You will need (1) display folder (2) ruled exercise book (3) stationery for practical filing tasks (hands-on)
        You will use your textbook (Rasmussen et al – BCT in a Changing World) only at home,
                 for the first two weeks of the unit, so leave it at home!
        The context for the unit is „Events Management‟.



Activity One – Knowledge Types and Document Types
PART A Definitions – in your notebook, write:
 The definitions for these terms
 Two or three examples for each definition

                 Text Book Page References P174-175                         Text Book Page References P202-203
                Tacit Information                                   Transactional Documents
                Explicit Information                                Business Documents
                                                                     Knowledge Documents

PART B Identification -
1. Complete the Knowledge Type column first - identify each of statement as being either Tacit or Explicit Knowledge
2. THEN identify explicit information‟s documents as being transactional, business or knowledge documents. (You can‟t
       do this with implicit)
                                                                                            Knowledge        Document
                                                                                                Type           Type
           1. The employer notes in the margin of a letter draft that the income earned
                last year was $2,500.
           2. The secretary remembers an incident five years ago where a virus infected
                the network.
           3. The minutes of the meeting have recorded that the Chairman thought up
                the idea „we could hold a fundraising disco‟.
           4. At a job interview, the prospective employee states „we could generate
                income by selling t-shirts at weekend markets‟.
           5. The secretary gives verbal instructions to the new junior typist, without
                referring to notes, on how to create columns within a MS Word document.
           6. A letter is received documenting a complaint by a consumer.

            7.   The solicitor scribbles a note on the client‟s bill, which has just been paid
                 in person, that the client‟s divorce was settled four weeks ago.
            8.   A webpage states that all products sold in the on-line shop today will cost
                 the buyer only $2.00 per product (maximum of 5 products per customer).
Activity Two – Web Content Management
Part A - Refer to the textbook P186 and complete the blanks in the text given below:

The legal ramifications of ____________________________________________ is a serious issue. Businesses can be
___________________________________________ if ___________________ requirements, such as _________________
_______________ are not met.
Part B - in your notebook, write down the four (4) things that good web management ensures. (P186)
Part C - in your notebook, write down four (4) ramifications of failing to manage website content. (P187)


Activity Three – Simple Filing Method – First Letter of Word Only                               (Topic: Record Types)
       functional           electronic                  ephemeral                inactive                 active
       permanent            public                      vital                    accurate                 archived

Activity Four – Lexicographical Filing Method – Dictionary order                                      (Topic: Cyber Crime)
       virus                spyware                     pharming                 worm                     Trojan horse
       malware              vishing                     mule recruitment         piggybacker              anonymisers



Activity Five (i) – Directory Filing Method – Yellow Pages                                            (Topic: Clients/Suppliers)
       Hilton Ltd                        Paris Hilton               Paris Hilton Pty Ltd              Hilton Hotels Ltd
       Henry‟s Wedding Photos            Henry & Hester‟s Wedding   Sir Henry Hilton-Smith,           Sir Nicholas van den Hilton
                                         Planning Service           Photographer
     Business Name         Sort              Unit 1               Unit 2                 Unit 3                      Unit 4




Here are the list of rules that must be applied to DIRECTORY filing exercises.
1.    Nothing before something                                      7.  Always file surname then first name, when it is an
2.    All abbreviations are spelt out in full.                          individual‟s name.
3.    Letters after an apostrophe („s) are ignored eg               8. Business names, which contain personal names, are
      Tommy‟s.                                                          filed according to surnames followed by Christian
4.    Numbers are taken as spelt in filing.                             names.
5.    Hyphenated surnames are one filing unit.                      9. Surname prefixes (Mc, Mac, Van, etc) form part of the
6.    Christian name initials are treated as one filing unit.           surname.
                                                                    10. Words such as titles & prepositions/conjunctions are
                                                                        ignored eg Mr, Sir, the, and, &, for, in, of)




                                                                                                                               2
Activity Five (ii) – Directory Filing
     ATO                                  ANZ Bank                                   8 Mile Newsagency
     Office of Fair Trading               Wendy‟s Wedding Outfits                    The Far North Qld Wedding Expo
     MacDonald‟s Wedding Resort           McDonalds Wedding Planners                 J R MacDonald, Photographer

Activity Five (iii) – Directory Filing
     RSC P&C                              Year 9                                     Sir R van Horen
     Redlynch Newsagency                  Mr Burton-Burke, President                 Hart, Richard, Solicitor
     Redlynch                             Burton-Burke Pty Ltd                       Andrew Hartman Industries

Activity Five (iv) – Directory Filing
     Qantas Ltd                           John Charleton-Thomas Co                   T J Clark Pty Ltd
     Thomas the Shoemaker                 John Sparks Carpets                        T W MacFarlane
     S T McFarland, Accountant            Sir John Clarke                            St George Football Club

Activity Five (v) – Directory Filing
     St Basil‟s Church                    The John Simpson Company                   William Smith-Jones
     Tommy Smith, Dentist                 Dr Tommy Smithson                          Dept Family Services
     K du Val, Shoemakers                 Kaylinn du Val                             400 Club


Activity 6 - Label each piece of filing equipment




Activity Seven – Textbook Summary
(a) P182 (bottom of page) write down the seven items regarding Pressure to meet compliance req.
(b) P191 write down the six points regarding Benefits of an efficient records-management system.

Activity Eight – Categorising Records
By now, you are aware of (a) explicit and implicit knowledge, and (b) transactional, business and knowledge documents.
Now we must learn about „record groupings‟. These groupings help with management and accountability. The groupings
are: (1) vital (2) prime (3) active (4) inactive (5) archive.

                                                                                                                         3
Definitions of Each Grouping:
Vital        Records that are identified as necessary to the survival or continuity of an organisation
             eg


Prime       A collection of vital records and core business documents.
            Should be backed-up daily and stored off-site.
            eg


Active      Records that need constant access for the day-to-day running of the business.
Inactive    Records that are ready for disposal (by destruction OR transfer to archive)
Archive     Records that are kept for legal, historical or research purposes. Are no longer needed for daily operations.

                 Vital                  Prime                  Active                  Inactive           Archive
Transactional                                                    for financial year                          stored 2-7 years
                                                                 they were created
Business
Knowledge
Explain how version control is very important for documents, particularly knowledge documents.




                                                                                                                                  4
Activity Nine – Textbook Summary
(a) P203 (bottom of page) write down the eight items regarding Areas contributing to difficulties in maintaining the
    integrity of records
(b) P211 (top) summarise four (4) things to do when taking care of inactive computer-based storage media
(c) P217 Explain the terms „digital shredding‟, „degaussing‟ and „mechanical shredding‟.


Activity Ten – Textbook Summary
(a) P223-226. Threats to a business‟s data comes from (a) email attachments and (b) email links to malicious website. List
    four things employers can do to minimise email risks.
(b) There are five (5) categories of scam email. Read all. Summarise two.
(c) P232-234. Cyber crime. Define „spyware‟. Also, choose two other types of cyber crime and write a short summary of
    each.
(d) P234-236. List the 10 ways to minimise risk to electronic information.


Activity Eleven – Compose a Memo/Report
(a) Scenario:
           Fun Forties is an events management group that creates functions for single people over the age of 40. It has one
office, six employees and four networked computers (manager x1, receptionist x1, sales officers x2). Clients make contact
with the firm by email, from the website link. When events are organized (eg speed dating dinner), clients are sent an SMS
with the details of the function. Bookings are taken over the phone and entered into a computer database file.
           The four sales staff each take turns using the computer closest to the front window, as it has the main database file.
Just one person logs on in the morning. At the day‟s end, the machine is turned off. The second computer is used to send
bills to the clients. These are sent by email and no hard copies of the invoices are kept.
           A computer technician, you, has just come and fixed the network. It had a Trojan horse, which sent spam mail to
everyone listed on the main client database list. The last task you must do is to make a list of problems that this business has
with its electronic information/systems. Write a memo to the owner, John Smith. This memo/report must have two main
headings, and perhaps sub-headings. The main headings are: Analysis of Current Processes, Recommendations to Improve
Current Processes.

(b) Planning Your Response:
   Issues/Problems       Why?                              MWI Content*                             Recommendations to improve p/p


                                      Include information on Accountabilities, Standards, Legislation

(c) Writing Your Response: Use the Memo/Report template on the teacher drive.


Activity Twelve – Compose a Memo/Report
(a) Scenario:
          You are a computer-filing specialist and run a business called „Information Geniuses‟. Gerri Scott, owner of
Weddings‟R‟Us (a business, specializing in offering wedding planning services to brides-to-be, that has been running for
about eight years) has come to you for advice. A recent tax audit, by the Australian Taxation Office, revealed that most
records for the first six years of the business are not available. Gerri explains that once a wedding function has been run, and
the client has paid the fees due, that client‟s records are deleted from her laptop, which is the only computer the business
has.
          After asking a lot of questions, you learn the following: Files are deleted by pressing the delete button on the
keyboard; no back-ups are done; the laptop was once stolen, but luckily she managed to get it back (in tact); she has had
several clients make contact six months after the wedding to query something, but to their dismay, she had no records of
their wedding (as the files had been deleted); she has no copies of the employment contracts she made with her two
employees (why would she, they‟ve been great employees and no harm will come!); these employees have their own
laptops and their own sets of records.




                                                                                                                                     5
(b) Planning Your Response:
   Issues/Problems       Why?                          MWI Content *                              Recommendations to improve p/p


                                Include information on Accountabilities, Standards, Legislation
(c) Writing Your Response: Use the Memo/Report template on the teacher drive.




                                                                                                                               6
Senior BCT - Senior BCT
Booklet 2 (Manual Filing)
Managing Workplace Information (MWI)
Introductory Information:
        You will need (1) display folder (2) ruled exercise book (3) stationery for practical filing tasks (hands-on)
        You will use your textbook (Rasmussen et al – BCT in a Changing World) only at home,
        for the first two weeks of the unit, so leave it at home! The context for the unit is „Events Management‟.



You are employed as the Office Manager for Spectacular Events Management.
While the business has run several very successful events in recent months,
there have been several cases recently where staff have not followed good
practice in relation to the management of workplace information. These
problems included the following:


       The Australian Tax Office conducted an audit and applied penalties due to a lack of
        evidence to support some expenses;
       An employee recently left the employment of the company and several weeks later
        several long standing clients took their business elsewhere;
       An employee is taking legal action against the business after her confidential
        employment records were accessed by another employee. It is believed this may have
        occurred through unauthorised access to the payroll manager’s office;
       Important contracts for events to be held in the next six months have been shredded;
       There has been considerable delay recently in making payments to creditors due to
        slow access to invoices and supporting documents. This has damaged relationships
        with these suppliers;
       Several important files have recently been temporarily misplaced which has resulted in
        a breakdown in communication with important clients. These files were later found in a
        cupboard in an employee’s office.

In response to the above, the general manager has asked you to address the next staff
meeting. She would like you to specifically cover the problems noted above but also provide
general information to staff as to good practice in the area of managing workplace
information.

SUGGESTED STRATEGY
After reading the above overview about the organization use the following headings to
organize your information for the staff meeting.

                            Inappropriate
Report Heading
                              practice or                    Why?               Recommendations
or subheading
                              procedure




                                                                                                                        7
IDENTIFYING/ANALYSING/PLANNING SHEET


Activity 3 – Short Answer Questions

1. What is Information Management? Which of the following words would you incorporate into your
   definition? Creation, Distribution, Utilization, Storage, Retrieval, Maintenance, Protection,
   Preservation, Disposal.

2. In an Information System there are different classifications assigned to records. Identify and explain
   each of these classifications?

3. The three categories of organisational records are transactional, business and knowledge. Explain
   the difference between two (2) of these terms.

4. Workplace information must be managed carefully. Briefly explain:
     a. The three reasons why businesses need to keep records;
     b. What type of information can be regarded as explicit, and including two examples in your
         explanation; and
     c. What information can be regarded as implicit – and therefore why it is hard to manage.
         Include 2 examples.

5. Records underpin accountability.
      a. Define „accountability‟ and
      b. Identify four records management areas in which businesses may be required to be
         accountable.
      c. State reasons why some organisations fail to meet accountability requirements
      d. Name any Acts/Standards that apply to accountability.
      e. Explain why there are legislation/standards for accountability.

6. At a recent staff meeting at Highpoint Reality it was brought to the attention of the office manager
   that staff were not aware of accountability or the legislation and standards. At the next meeting, he
   has decided to address the group and he has asked you to prepare his speech for the meeting. In this
   speech you must outline accountability, what does being accountable mean to Highpoint Reality,
   identify the importance of legislation and standards in regards to records management and suggest
   four (4) reasons why accountability requirements are not met.




                                                                                                       8
Activity Four - Notes

Accessing Active Files
       Organisational Policy & Procedures Manual‟s (OPPM) steps need to be followed when
       accessing active files. One person should be responsible for allowing access to files. When a
       file is removed from the system an out-card should be recorded, this is then inserted where the
       file was located.
                       Out-card example

                  ACTION RECORD
                     File        Date of
                                              Taken by       Department    Date of Return   Bring-up Date
                  Number/Name   borrowing
                                                                                                            OUT

       With computerised systems, access levels are set in the security module, which allows certain
       people to see what folders and documents they do and do not have access to.

Tracking Active Files
   1. To maintain the integrity of the record system the record clerk‟s should keep regular checks on
       out-files.
   2. In a manual system the record clerk should check the files in all departments against the original
       out-cards.
   3. To maintain a quality system the following questions should be considered:
       Have the relevant documents in the file been dealt with correctly?
       Is all correspondence attached securely?
       Does the file require a new part?
       Does the file need to be tidied up?
       Is there any information to be added or attached to the file?

Retention and Disposal Schedules
       A record that identifies a business‟s temporary and permanent records and the minimum
       retention periods for temporary records.

Destruction of files and records
       When files are no longer needed or have passed their legal retention dates, they need to be
       destroyed. The most appropriate storage medium would need to be selected to store records
       that must be kept permanently

Write in your notebooks the definitions of these terms:
        Electronic Records
        Manual System
        Electronic System
        Records
        Legislation re retention (archiving) and disposal (destruction)




                                                                                                            9
Activity 5 – Matching P196 T6.3a
                     Fill in the appropriate term from the list below.
            active records          archives               archivist           computer assisted retrieval (car)
            confidential records    filing equipment       filing supplies     records retention schedule
            electronic records      information            permanent records   convenience record
            microfilm               public records         records manager     machine readable records
            semi-active records     temporary records      vital records       maintenance of records
                                                                               electronic digital image storage
                                                                               and retrieval systems
    1.   The records of a pubic authority (text documents, photographs, drawings etc) which way be stored either as hard
         copy or in electronic form.

    2.   Records that are made and stored electronically

    3.   Files or records which are required to do one‟s day-to-day work

    4.   Important documents that would be needed to recreate the organisation‟s financial and legal status and to establish
         the rights and obligations of employees, shareholders and clients should there be a disaster.

    5.   Irreplaceable records which document the history of an organisation, which, because of their uniqueness or value, are
         kept indefinitely.

    6.   Records which only approved people can access or use, and which need special protection.

    7.   Records that either have little value or have value only for a short time and will ultimately be destroyed.

    8.   Records that are not needed very often by the person who created them in the day-to-day operations of the business.

    9.   A copy of an original, official document or record which is made for ease of use. It is also called a reference or
         working copy.

    10. The process which involves the categorizing, filing, storing and protection of records.

    11. The person in a business who has the responsibility for managing records and information

    12. Documents created and received by a business or an individual as part of normal business operations which are kept
        for some time (though no longer used), either because this is required by law or because the documents have some
        intrinsic value.

    13. The person who is responsible for managing archives.

    14. A by-product of business activities

    15. Any equipment which is used to store information.

    16. Items such as folders, cross-reference sheets, charge-out cards and guides.

    17. The technology which is used to convert information and images to digital form so that it can be stored
        electronically.

    18. The use of an index (developed and maintained using computer technology) to access information stored on other
        media, such as microfilm.

    19. A high-resolution film of images that have been vastly reduced in size.

    20. Records that are stored in a way that can be read only by computer.
   21. A list which details an organisation‟s records and stipulates how long they should be kept and when they should be
         destroyed.
                                                                                                                          10
Activity 6 – Short Answer Questions

1.     When designing and implementing a system of information management, it is essential that personnel have a clear
       idea of how information is to be categorised, ie, as vital, active, semi-active and inactive records. Explain each of
       the four categories and give one example of each type for a real estate office.

2.     One of the major decisions that Adventure World Travel has to make regarding their records management systems
       is whether to centralise or decentralise their records. In a structured paragraph define the meaning of these
       different types of systems and indicate two advantages and disadvantages of each.

3.     Explain what manual information management systems are. For what reasons would organisations use this system?
       What do these systems utilise and who maintains them?

4.     Manual information management systems need to be maintained for certain records. Give an example of one type
       of record, relevant to the conference/events management industry and explain why it is maintained as part of a
       manual information management system.

5.     You work in a large Events Management Office, whose clients are organisations from all over Queensland. The
       main source of information in your office is client correspondence, event proposals and tenders and contracts.

       As part of your position you have been asked to review the present filing procedures and prepare a REPORT at the
       next staff meeting. You have been told that the firm does not wish to convert to an electronic filing system.

       You analyse the present system and find:

       The filing system is centralised and access to the system is open to any staff member to file matter or
       take files to review. The main office contains all files and is crowded with numerous vertical filing
       cabinets, which have been there for years. Staff who work in this area are complaining about lack of
       space and the continual flow of staff accessing the files.

       Inside the filing cabinets, letters and contracts have become separated. Folders are in disrepair. Files
       are missing and there is no evidence of where they are. Some files have correspondence in them that
       are over ten years old. Several filing cabinet drawers are impossible to use because of the number of
       folders contained in the drawers.

       There seems to be no uniformity with the filing method used and there is no consistency between
       departments. Even though there is no one person in charge of the filing system the junior office
       clerk sometimes collects work to be filed of a Friday afternoon if she has time.

       From your observations of the system, you are asked to recommend an appropriate filing method to be adopted by
       all staff. Discuss the advantages and disadvantages to show how your system will overcome the problems
       mentioned above. The manager would like your report in approximately 150 – 200 words.

6.     Choose and explain what is meant by the following. You should write at least one paragraph on each topic
       selected.
       a. Types of paper-based file storage
       b. Couriers
       c. Methods of archiving records
       d. Suitability of a system




                                                                                                                          11
7.      Grace Solicitors, a medium-sized legal firm, appear to have a problem with inactive files. When active files are
        deemed inactive, files are thrown into any available box labelled with the current year then stored wherever there is
        room on their two floors of office space. When there are too many boxes, they are transferred to a storage shed at
        Mrs Dalton‟s private residence at Margate. The shed is located in the back yard. It is in an area that is subject to
        flooding during heavy rain as the concrete slab is at ground level. It has no internal temperature control. There is
        no electrical connection to the shed and there are only two small windows located at the top of the walls adjacent to
        the doorway.

        When the boxes are put into the shed, there is no sequence to the method of storage, rather each new box is put into
        any available space.

        When a file is required, whoever is available at the time is asked to go to Mrs Dalton‟s home to go and get the file.
        When the storage shed at Mrs Dalton‟s residence is full, the boxes that are beginning to deteriorate are burnt.

        From this information, you are to prepare a report using subheadings of 300-350 words for the partners, Mrs
        Dalton and Mrs Robinson, on the correct procedures for the management of these files. In your report you will
        need to identify the correct and incorrect procedures from the observations above for dealing with inactive files.
        Make recommendations with justification for corrections/improvements that are in line with best practice for
        managing workplace information.

        Headings for the report:
                Transfer of Files to Inactive Status
                Storage of Inactive Files
                Access of Inactive Files
                Destruction of Files

8.      You have recently been employed by Adventureworld Travel as a consultant to advise them on their records
        management systems. The following is a written account of what you have observed about the systems currently
        in use within the organization.

                Jane, the administrative officer, creates files on all new clients. When the client arrives for their
                appointment, she completes a Personal Details Form and then creates a file on the computer network. She
                then places the handwritten form in a folder with all the other client forms. This folder is consigned to the
                filing drawer of her desk.

                Adventureworld Travel has a network system installed and all staff have access to their own Personal
                Computer. All staff have passwords to access all levels of the system without restriction. Records are
                saved on the network system and if a hard copy is necessary, records are filed in filing cabinets. Client
                itineraries, which sometimes arrive on A3 paper, are usually stored flat in the bottom of the stationery
                cupboard in the photocopy room.

                Due to the small number of staff, the filing cabinets are centralised and it is part of Jane‟s duties to manage
                the system. Jane believes that when files are accessed it is easy for her to monitor their location so no
                documentation is used. Files returned by staff are place in a tray on Jane‟s desk and she returns them to
                storage when she is able to. As there are only four filing cabinets they often become full very quickly.
                Jane regularly takes the inactive files are stores them in unmarked boxes in the photocopy room.

                Adventureworld Travel is very proud of their recycling program. Part of the program includes Jane placing
                all records to be destroyed in recycling bags. To ensure security of these records, she securely ties each
                recycling bag closed.


You are asked by management to:
   1. Analyse and evaluate the inefficiencies of the records management system above.
   2. Provide recommendations on how to improve their records management system.




                                                                                                                             12
Activity Seven - Notes

Write in your notebooks the definitions of these terms:
            Electronic filing
            Computer storage devices
            Computer backup devices

Security of Systems:

   a) General
            High level security is necessary to ensure any breaches of security are minimised
            because a business‟s information system is one of its most valuable assets.

       Internal threats




       Physical & environmental threats
              Fire, water damage, power fluctuations, vermin
              Protect by use of:
                      back-up procedures
                      strict controls over storage of information (whether on-site or off-site)

       Disaster Recovery




       a)      Prevention involves:
                Defining vital records
                Analyzing and classifying vital records
                Assigning program responsibility for identifying weaknesses and vulnerabilities in
                  the present system
                Identifying potential hazards
                Designating appropriate protection methods
                Select appropriate storage facilities
                Develop operating procedures and an auditing and testing program



                                                                                                      13
       b)     Preparation




       c)     Recovery




   b) Electronic – External threats – viruses & hackers
                     Protect by use of:


   c) Manual (revisited)


Write in your notebooks the definitions of these terms:
    Micrographics
    Digital imaging
    Destruction of records after digital imaging P232




                                                          14
Activity Eight – Short Answer Questions
1.   Write the term that matches the definitions listed below on the types of information.
     a) Records that are required for reference at a later date but do not require constant access
     b) The technology used to enable the electronic transfer of information from one business to another.
     c) A type of database that manages the metadata classification, sorting, tracking, querying (searching), retrieving,
          reporting and archiving of files
     d) The technology used to convert records to miniature images on microform for safe archiving of data.
     e) Records that are identified as necessary to the survival or continuity of an organisation

2.   Define the term micrographics, explain the two types available and two advantages in using this type of storage
     medium.

3.   Explain why any business must have a disaster recovery program in place. In your answer, identify the parts of an
     effective disaster recovery program.

4.   Consider the following scenarios
              The Ticket Frenzy branch office goes under by 3.5 cm metres in a freak flood
              The branch office experiences a power surge and all PC hard drives are wiped
              The branch office is a victim of arson and the branch is destroyed by fire over the weekend
        Explain what disaster recovery procedures would need to be in place to ensure the office continues operation. Also
        suggest, what preventative measures should have been in place either to prevent these disasters from occurring or
        to minimise the damage they caused.

5.   Explain two (2) security measures that a business can implement to protect its information in a computerised
     information management system (CIMS).

6.   In the given scenario - Identify the security procedure, which has not followed correctly. Explain why this is a concern
     to the company? “Thomas, it has come to our attention that a customer has accessed your computer terminal. They
     have obtained information that they were not allowed access. The investigation into this matter found that you were
     absent from your workstation and your computer remained logged on.”

7.   Below is a dialogue between a manager and staff member. Read the dialogue below and answer the question:
     Manager:          “How is the customer mail out going?”
     Staff:            “It is not happening at all Sir.”
     Manager:          “Why is that?”
     Staff:            “The reason is because the equipment is unable to perform the required function and staff are not
                       trained correctly.”
     Manager:          “Ok. We will outsource this task to a company specialising in mail outs.”
          Identify three points on how outsourcing allows a company to improve its efficiency in providing information?

8.   You are employed as a consultant for the company Unreal Electronics and you are required to address the following
     points in your analysis.
      Read and identify the inefficiencies of the records management system below
      Provide recommendations on how to improve their records management system

                Records Management System

                Jane, the administrative officer, creates files on all new clients. When the client arrives for their
                appointment, she completes a Personal details creates a file on the network.

                Unreal Electronics has a network system installed and all staff have access to their own PC. Records are
                saved on the network system or if a hard copy is necessary, records are filed in filing cabinets. Equipment
                specifications, which sometimes arrive on A3 paper is usually, stored flat in the bottom of the stationery
                cupboard. All staff have passwords to access all levels of the system without restriction.




                                                                                                                              15
                Due to the number of staff, the filing cabinets are centralised and it is part of Jane‟s duties to manage the
                system. Jane believes that when files are accessed it is easy for her to monitor their location so no
                documentation is used.

                As there are only four filing cabinets they often become full very quickly. Jane regularly takes the inactive
                files are stores them in unmarked boxes.

                Unreal Electronics is very proud of the recycling program. Part of the program includes Jane placing all
                records to be destroyed in recycling bags. To ensure security of these records, she securely ties each
                recycling bag closed.

9.   At the monthly management meeting of Highpoint Reality, a number of concerning incidents dealing with the
     Information Management System were discussed. It was also suggested that the reliability of the system would be
     greatly improved by purchasing a Computer Information Management System (CIMS).

     You have five incidents in Information Management in the past 12 months that were discussed in the meeting.
      Highpoint Reality has been summonsed to provide evidence in two major property fraud enquiries involving past
        clients and the time taken to provide this information has been long and costly.
      A number of clients have complained about personal information held in our business‟ files being released to
        outside parties.
      The auditors have expressed concern about being unable to verify a number of documents.
      Property Managers and support staff have complained about missing documents which they had previously filed.
      Paper records are taking up more and more office space and old, unwanted files are not being removed promptly.

     The Agency Principal tells you that he has discussed the CIMS proposal with the other Agency Principals who feel that
     the cost of the system is excessive. "They feel the Information Management System is not an important part of the
     business", he says.

     He has also questioned some of the long–serving staff and they are against any changes. They believe that the problems
     would have occurred regardless of the system used and that change for change sake is unproductive.

     The Agency Principal wants you to prepare a submission (400 words) to be read at the next staff meeting. It should:
      Make comparisons with CIMS concerning the listed incidents caused by the old system and state how CIMS would
         have handled these incidents
      A reasoned analysis of both sides of the argument for and against CIMS (Three Advantages Vs Disadvantages)
      The Agency Principal would like you to make a well-thought-out recommendation to conclude your submission
         and convince the other Agency Principals that information management is important
      After listening to the staff, the Agency Principal feels that so far only the advantages of CIMS have been
         considered. He feels that we should be prepared for any objections the staff may raise at the meeting. Suggest three
         (3) strategies that would assist in alleviating any concerns of staff members.




Activity Nine – Short Answer Questions - OUTSOURCING
1.   Mayer Bros law firm is finding that it is paying a considerable portion of their total wages for employees to complete
     tasks that do not involve giving legal advice. You have suggested that the business outsource some of the jobs that are
     keeping their employees away from their core business. State reasons for doing this (include examples), and also any
     problems that may be encountered as a result of outsourcing.

2.   Adventureworld Travel is member of GoMail (Australian Document exchange) as are several of the companies they
     correspond with. A close friend, Mandy has asked you to send her a memo explaining the system to her so that her
     company can adopt the system.




                                                                                                                                16
OUTSOURCING

Some tasks that which are usually performed „in house’ (or within the organisation) are contracted out
to other businesses ie „outsourced‟ eg
     Processing of large mail outs (learned this in Year 11 BCT)
     Information archiving – boxes are sent away and stored in independent warehouses
     Photocopying/printing
     Staff recruitment
     Payroll
     Cleaning
     Information Technology

The core business of these outsource organisations is to process mail or to archive or to photocopy, etc.
They specialise in the service they offer ie they focus on what they do best eg archiving.

Imagine your firm is called „Henry‟s‟, and it is a catering business. They outsource the printing of the
menus and outsource their inactive files. This means they can focus on what they do best – catering.
As well, Henry‟s should reduce their overheads – they don‟t need the expensive photocopier that will
handle large jobs, they don‟t need a large storage space or the personnel/computers.




                                                                                                       17
        TOPIC 4: MANAGING WORKPLACE INFO - RECORDS
                        MANAGEMENT
 Compare and contrast the efficiency of the records management system of the two companies
  below.
 Which company would you recommend as having the most efficient system?
 Provide recommendations to both companies on how they could improve their records management
  systems.

               Unreal Electronics                                      Rocky Technics
Jane, the administrative officer, creates files on    Rocky Technics advertises free advice for all
all new clients. When the client arrives for their    customers. Due to the advertising campaign a
appointment, she completes a Personal details         number of people arrange appointments for the
creates a file on the network.                        free advice only. For this reason, Mary, the
                                                      administrative officer, only creates a file for
Unreal Electronics has a network system installed     clients on their third visit. This helps alleviates
and all staff have access to their own PC.            having a huge pile of files, saved on the network,
Records are saved on the network system or if a       for clients who have only visited once.
hard copy is necessary, records are filed in filing
cabinets. Equipment specifications which              Rocky Technics has a network system installed
sometimes arrive on A3 paper is usually stored        and all staff have access to their own PC.
flat in the bottom of the stationery cupboard. All    Records are saved on the network system or if a
staff have passwords to access the system with        hard copy is necessary, records are filed in filing
restrictions on certain levels e.g. Manager has       cabinets. Equipment specifications which
open access, Sales staff only have access to sales    sometimes arrive on A3 paper are filed in a flat
related files.                                        file in the workshop area. All staff have
                                                      passwords which enable them to have open
Due to the number of staff, the filing cabinets are   access to all files on the network.
centralised and it is part of Jane‟s duties to
manage the system. Jane uses out-cards to keep        Each staff member deals with their own personal
track of any files removed from the filing            clients; therefore they have a decentralised filing
cabinets.                                             system. Occasionally someone may need to
                                                      access someone else‟s file and this is done by
As there are only four filing cabinets they often     asking permission of that staff member.
become full very quickly. Jane transfers the
inactive files on a perpetual basis to allow          As each staff member is in charge of their own
sufficient room in the filing cabinets for current    filing cabinets, transferring of inactive files are
information. The inactive files are stored in         done on a periodic basis. Staff members will
marked boxes in the storage room. Jane keeps a        receive a memo reminding them of when this is to
record of which box each inactive record is           be done. All inactive files are stored in a
stored.                                               cupboard in the storage room.

Unreal Electronics is very proud of the recycling     It is part of Mary‟s duties to destroy records
program. Part of the program includes Jane            which no longer need to be retained. As Mary
placing all records to be destroyed in recycling      has no means of destroying the records on the
bags. To ensure security of these records, she        premises, she retrieves all the necessary records
securely ties each recycling bag closed.              and then contacts an outside firm who destroys
                                                      the records through an industrial pulveriser.




                                                                                                            18
                                                     11 BCT 2011
                                                         MWI
                                                 Revision Sheet for Test

                                                         2 hour paper
                                                  1 600 word MEMO to write.
                                                  May handwrite/word process.

What to revise? It is suggested that you pay attention to these pages/topics, but this is by no means a complete list of what
could be on your test!

   Teacher Booklet
       o Activity 1 Organisation Chart – outline of the types of correspondence (eg external: letters, fax, email), types
           of manual filing equipment/methods/ types, outsourcing, personnel and types of electronic filing
       o Activity 2 – definitions & information - Record keeping, standards & legislation,
       o Activity 4
       o Relevant definitions from Activity 5 eg active, vital, permanent, archivist etc
       o Activity 7 – Electronic & manual records –ways to keep secure from internal/external threats

   Text
        o    Definitions/information:
                  P194 RMS and reasons for establishment P194
                  P199/200 accountability, legislation & standards
                  P249-251 personnel
                  P203-205 centralised/decentralized (ads/disads, permissions) – both manual and electronic systems
                  P246-248 day-to-day systems
                  P227-9 Retention/disposal
                  Digital imaging P217, destruction after digital imaging P232
                  Read handwritten manuscript P231

   Notes
        o    Definitions/information
                  Tacit, explicit,
                  Accountability – evidence for, reasons why it‟s not met
                  Electronic records – ads/disads, ways to keep secure from internal/external threats
                  Manual system – ads/disads – ways to keep secure from threats
                  Record types (P222-4) active, semiactive, archive etc.
                  Digital imaging (handout)
                  Disaster recovery plans
                  Outsourcing (handout)

EXERCISES TO DO FOR REVISION
 Teacher Booklet
       ** denotes response to stimulus/essay structure answer
   Activity 3 Q4 and 5 (or 6)
   Activity 6, Q1, 2, 3, 4,
   Activity 6 Q5**, Q7,**
   Activity 8 Q2, 3, 5, 7
   Activity 8 Q8** (solution given in class time), Q9**

   Text
    P201 T 6.5 a-d, I               P204 T6.8 a-d
    P211 T6.10 a,b, k               P217 T6.17 a, b, f, g
    P222 T6.27 a, c                 P226 T6.29 a, b
    P230 T6.33                      P239 T6.37 d




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