UNIT 3 Filing and Security of Information
An effective file management system allows:
Ø all documents/files etc to be stored in an organised and consistent way
Ø information to be retrieved from documents/files quickly and efficiently by members of staff
Ø confidential files password protected.
Examples:
Ø all files should be named appropriately
Ø files, dealing with the same subject area, are grouped in appropriately named folders and sub-folders
Ø directories can be created.
If people are accessing building who shouldn't be:
Ø Employ security guards
Ø Install CCTV
Ø Issue ID passes
If work is being accessed by people who shouldn't be:
Ø Create levels of access for users
Ø Issue usernames and passwords protection
Alphabetical Filing
Advantages:
Ø Very simple to use
Ø Requires no training
Numerical Filing
Advantages:
Ø Very easy to expand
Ø Particularly useful for large organisations
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