Managing Workplace Information Flashcards
(17 cards)
Define Accountability
Accountability means being able to provide an explanation or justification of one’s actions in relation to events or transactions.
State 3 Queensland Legislation
- Electronic Transactions Act (Qld) 2001
- Evidence Act 1997 (Qld) Regulation 2007
- Finance Accountability Act 2009 (Qld) Regulation 2009
State 3 Commonwealth Acts
- Archives Act (Cth) 1983
- Safe Work Australia (Consequential & Transitional Provisions) Act 2008
- Copyright Act (Cth) 1968
State 5 reasons why accountability requirements are not met
- create records in the first place
- maintain complete records or accurate records
- capture records into the system so they are not destroyed and can be found when required (referred to as a controlled environment)
- keep records when they may be needed as evidence in a judicial proceeding, including any reasonably possible judicial proceeding
- keep the records for the required period of time
State 5 mandatory principles of accountability
Business Continuity Information accessibility Information exchange Information preservation Privacy and confidentially
Define metadata
Metadata is structured information that relates to how, when, where and why a record is created. This information includes the file name, reference number, keywords, retention, disposal, author and workflow of a document. The capture, creation, retention and preservation of data entry elements are integral to the use of records as evidence and also enhance each search and security functions.
State the three main areas of an information management system that must be constantly reviewed
Online Content
Documents
Records
Define a record
Records provide evidence of what happened, when it happened and who made decisions. Records cannot be edited or versioned as they must retain their authenticity and evidential value.
Define a document
Documents consist of information or data that can be structured or unstructured, and accessed by people in an organisation. They can be edited and versioned, which is what separates them from a record.
Describe the attributes of a record
Have integrity:
• Contains honest and reliable content
• Provides context as to why the document was created
• Is structured to enable a record to be retrieved and rendered meaningful
Be Authentic;
• It is what it claims to be
• Has been created or sent by the person purported to have created it
• Was created or sent at the time purported
Be reliable
• Can be trusted as a full and accurate representation of a transaction
Have good usability
• Can be located, retrieved, presented and interpreted
State 3 benefits of efficient records management
- Secure and quick access to authentic and accurate information
- Control over the creation and growth of information
- Simplification of business processes
Define a centralized information system
Centralized Information Management Systems are located in one location, where records of all departments and business units are controlled.
State 3 advantages of a centralized information system
Efficient control
Protection and security
Development of standardised procedures
Define a decentralized information system
Decentralized Information Management Systems are controlled by individual departments or business units and are located in their immediate area.
State 3 advantages of a decentralized information system
Immediate access to files by employees within the department
Possible quicker attention to customer enquiries
Files setup to suit individual departments.
Explain eDRMS
Electronic document and record-management systems (eDRMS) capture, store and archive both electronic and paper records, as well as simplify compliance with legal and other regulatory standards.
When a new document is captured into an eDRMS, the user is presented with a metadata profiling form. The amount of metadata captured will depend on the business, but the more information recorded, the easier it is to track and manage document.
eDRMS offers enormous opportunities for organisations to increase efficiency and improve customer service by minimising the paper workflow with an office thus saving time and money.
State 3 advantages of eDRMS
- Retrieving the right document at the right time in seconds
- Sharing documents and work collaboratively
- Accessing documents while on the road or out of the office
