Managing Workplace Information Flashcards
(21 cards)
Define Accountability
Means being able to provide an explanation of justification of one’s actions in relation to events or transactions.
Define Records
They provide evidence of what happened, when it happened and who made decisions.
Define Metadata
Is structured information that relates to how, when, where and why a record is created.
Define eDRMS
Electronic Document Record-Management System
State 4-6 examples of Tacit Information
- Meeting minutes
- Analyst reports
- Legal judgements
- Customer complaints
- Lists of subject experts
- Documented ratings of experts
State 4-6 examples of Explicit Information
- Unrecorded meeting discussions
- Ideas
- Undocumented suggestions
- Verbal comments on a report or news item
- People with ‘know-how’
- Opinions on expert quality
State what the acronym VALUE means
V – Physical volume of the group of records being evaluated
A – Degree of activity or reference to the record
L – Legal requirements
U – Use of the document in a procedure to determine if others serve the same purpose
E – Economics of retention. Retention costs may exceed the penalty for destroying the records (sometimes referred to as ‘calculated risk’). However, permanent records cannot be considered a calculated risk.
State the three main areas of an information management system that must be constantly reviewed
- Online Content
- Documents
- Records
State some of the forces that can impact on an information system
Technology, Community and Citizens, Global Forces/other, external forces, economic forces
State the two sections in a classification system
- Categorising records
2. A classification scheme
State the two areas of security risk
External and internal
Describe the steps a business needs to take when establishing an information system plan
Consider the need, use, structure and relationships of information in line with business objectives to produce purposeful and usable information and systems
Define a document and provide an example
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. E.g.: word documents, receipts, images and multimedia files etc.
Explain how digital signatures create the same standards as wet signatures
Digital signatures create the same standards as a wet signature, that is:
Authenticity - signature can be authorised by secure process
Integrity - any tampering during transmission can be detected
Privacy - the signature cannot be accessed by unauthorised sources
Enforceability - the signature must be verifiable by all parties
Non-refutability - the signature cannot be denied or disavowed
State how businesses can minimise security risk of information
Employees need to ensure all employees are educated are rained in the need for following guidelines to maintain strict security. Policies and Procedures need to be clearly outlined in the OPPM so that confidential and private information, paper and electronic is not compromised at any time
Instigating procedures will only minimise the risk of information loss and managers need to keep abreast of new security threats to their organisation
As well as protecting their information against criminal acts, organisations have to be extremely vigilant in protecting information from other disasters, such as foods and fire, by developing a comprehensive disaster recovery plan
Define a record and provide and example
Records provide evidence of what happened, when it happened and who made decisions
State the 5 different categories of records
- Vital
- Active
- Semi-active
- Inactive
- Archived
State the areas which are addressed under active files
- Accessing active files
- Tracking active files
- Storing active files
State the benefits of efficient records management
Benefits of efficient records - management system include:
- Secure and quick access to authentic and accurate information
- Control over the creation and growth of information
- Simplification of business processes
- Reduction in operating and storage costs
- Compliance with laws and standards
- Faster and better decision making due to access of information
State how appropriate naming conventions should be used
The title, or file name, allocated to a file must reflect the content of the document and should make any file easily distinguishable from another. It should also make sense to any other person who sees it, just the person who created it. A business needs to use a logical unified classification system
Define OUT CARDS
OUT CARDS are folders or cards that are inserted in the filing system in place of a paper-based file when the file has been removed. The out-card contains an action record of the file name or number taken, the date taken and the name of the employee who has the file
