Store and Retrieve Information, NVQ Level 2
Unit: Store and Retrieve Information
Learning Outcome 1: Understand processes and procedures for storing and retrieving information
1.1 - Explain the purpose of storing and retrieving required information
The main purpose of storing information is for easy retrieval in the future when it is required. Storing certain information may be part of company policy. There will be procedures in place in order to make sure files are stored correctly and in line with data protection. Depending on the type of information, information can be stored in either filing cabinets or electronically. Depending on the nature of the business, different types of information will have to be stored, for example a legal practice needs information such as court papers and legal documents where as a car company may only need to keep a record of personal details. Information about the company can be kept as well, highly confidential files related to the company or employees or customers / clients. So files have to be stored following all the confidentiality procedures and protected according to data protection act. The purpose of information retrieval is to provide quality service for the right person at the right time, with all the required information in hand. Only if data is stored in a procedural manner it can be easily retrieved. Information might be retrieved for marketing purposes, for communications with clients, for monitoring purposes, and other research that the business might conduct.
1.2 - Describe different information systems and their main features
The different information systems include filing cabinets where hard copies are stores or electronically where saved changes can be made and they can be made safe with a password. The information in the filing cabinets is generally a paper based file, containing any original documents and copies of documents that have been used in a case. The paper based file can hold private and confidential information including personal
Learning Outcome 1: Understand processes and procedures for storing and retrieving information
1.1 - Explain the purpose of storing and retrieving required information
The main purpose of storing information is for easy retrieval in the future when it is required. Storing certain information may be part of company policy. There will be procedures in place in order to make sure files are stored correctly and in line with data protection. Depending on the type of information, information can be stored in either filing cabinets or electronically. Depending on the nature of the business, different types of information will have to be stored, for example a legal practice needs information such as court papers and legal documents where as a car company may only need to keep a record of personal details. Information about the company can be kept as well, highly confidential files related to the company or employees or customers / clients. So files have to be stored following all the confidentiality procedures and protected according to data protection act. The purpose of information retrieval is to provide quality service for the right person at the right time, with all the required information in hand. Only if data is stored in a procedural manner it can be easily retrieved. Information might be retrieved for marketing purposes, for communications with clients, for monitoring purposes, and other research that the business might conduct.
1.2 - Describe different information systems and their main features
The different information systems include filing cabinets where hard copies are stores or electronically where saved changes can be made and they can be made safe with a password. The information in the filing cabinets is generally a paper based file, containing any original documents and copies of documents that have been used in a case. The paper based file can hold private and confidential information including personal