Admin Store and Retrieve Information
Unit 219
Store & Retrieve Information
Outcome 1:
Understand processes and procedures for storing and retrieving information
1.1 – Explain the purpose of storing and retrieving required information
The purpose of storing and retrieving required information is so you can readily retrieve it when it becomes required.
Information is logged on a spreadsheet and filed with the log number this is so the information can easily be found if required.
The information is stored in locked filing cabinets as the information can hold company details and account numbers this is only accessible by the Administration staff and each file is signed out on a register.
1.2 – Describe the different information systems and their main features
The different information systems are filing cabinets where hard copies are stores or electronically which can be saved changes can be made and they can be made safe with a password.
Filing Cabinets – The information in the filing cabinets is logged on a spread sheet and issued a file number this is so the information is easily ready and available to find is require, the filing cabinets are also locked as they can contain private and confidential information, the Administration staff are the only department that can access these files and each one taken is signed out.
Electronic File – The information can be easily shared between personnel in the company if required and any changes amendments can be easily changed, these files can also be password protected or read only if required so other personnel can’t make any changes.
1.3 – Explain the purpose of legal and organisational requirements for the security and confidentiality of information.
The purpose of legal and organisational requirements is to ensure all personnel files of staff is kept safe and confidential if an organisation stores any information on staff, we need to meet the Data Protection Act. The information should be stored securely paper-based or electronically. The
Store & Retrieve Information
Outcome 1:
Understand processes and procedures for storing and retrieving information
1.1 – Explain the purpose of storing and retrieving required information
The purpose of storing and retrieving required information is so you can readily retrieve it when it becomes required.
Information is logged on a spreadsheet and filed with the log number this is so the information can easily be found if required.
The information is stored in locked filing cabinets as the information can hold company details and account numbers this is only accessible by the Administration staff and each file is signed out on a register.
1.2 – Describe the different information systems and their main features
The different information systems are filing cabinets where hard copies are stores or electronically which can be saved changes can be made and they can be made safe with a password.
Filing Cabinets – The information in the filing cabinets is logged on a spread sheet and issued a file number this is so the information is easily ready and available to find is require, the filing cabinets are also locked as they can contain private and confidential information, the Administration staff are the only department that can access these files and each one taken is signed out.
Electronic File – The information can be easily shared between personnel in the company if required and any changes amendments can be easily changed, these files can also be password protected or read only if required so other personnel can’t make any changes.
1.3 – Explain the purpose of legal and organisational requirements for the security and confidentiality of information.
The purpose of legal and organisational requirements is to ensure all personnel files of staff is kept safe and confidential if an organisation stores any information on staff, we need to meet the Data Protection Act. The information should be stored securely paper-based or electronically. The