BSBINM201 Process and maintain workplace information
Every lesson set up your workstation to meet Ergonomic Standards
This topic is a mandatory topic of the course and as such is assessed in the HSC examination. Click on the above link to download the competency requirements and download the HSC Syllabus page.
It covers the following outcomes:
The student:
To complete the unit requirements safely and effectively, the student must:
It covers the following outcomes:
The student:
- can collect and process workplace information according to organisational policies and procedures and related regulatory requirements
- can record and document information accurately within expected timeframes
- can store, classify and maintain documents and records correctly.
To complete the unit requirements safely and effectively, the student must:
- identify key provisions of relevant legislation, regulations, standards and codes of practice that may affect information management
- outline organisational policies and procedures relating to collecting and processing workplace information
- identify and describe organisational recordkeeping/filing systems and security procedures
- describe a range of filing systems including paper-based and software-based.
Collect Information
Collection of information is timely and relevant to organisational needsWhat is information?Each organisation must have access to information and data if it is to function efficiently. This information needs to be collected (or created), stored and cared for and be easily accessed or retrieved. Records, then, are sources of information (documents or other items) which the organisation wants or needs to retain.
Types of information
Examples
correspondence, faxes, letters, memos, email, computer databases, customer records, library catalogue, computer files, copies of letters, memos, other documents, sales records, monthly forecasts, targets achieved, forms, membership forms, insurance forms, invoices, accounts from suppliers; to debtors, personnel records, personal details, salary rates, minutes of meetings, staff meetings, board meetings.
The overall objective of any records management system is to provide the right information, at the right time, to the right person(s) at an affordable cost. Information is stored so that specific information is available when it is needed and in such a way that security and confidentiality is maintained
Business equipment/technology available in the work area is used to obtain information effectivelyWhat types of technology or business equipment can assist in the effective collection of information?
Someone in the organisation should ensure that regular maintenance is carried out and that any faults or hazards are reported immediately; this will ensure the efficient collection of information continues.
Forms of paper based storage
Forms of electronic storage
Forms of image based storage
Organisational requirements relating to security and confidentiality are applied to information handling.Offices generally store large amounts of information and a percentage of it will be confidential and should not be accessible by everyone. All classified or sensitive information should be stored in secure areas with access restricted to authorised staff.
All organisations will have policies and procedures designed to maintain security and confidentiality of information. Examples might include
It is crucial that you are guided by your workplace policies and procedures and understand how these laws affect the way you work. Remember, if you are unsure, ask your supervisor or manager.
2 Process workplace information
2.1 Use business equipment/technology to process information in accordance with organisational requirements
2.2 Process information in accordance with defined timeframes, guidelines and procedures
2.3 Update, modify and file information in accordance with organisational requirements
2.4 Collate and despatch information in accordance with specified timeframes and organisational requirements
3 Maintain information systems
3.1 Maintain information and filing systems in accordance with organisational requirements
3.2 Identify, remove and/or relocate inactive or dead files in accordance with organisational requirements
3.3 Establish and assemble new files in accordance with organisational requirements
3.4 Update reference and index systems in accordance with organisational requirements
Types of information
Examples
correspondence, faxes, letters, memos, email, computer databases, customer records, library catalogue, computer files, copies of letters, memos, other documents, sales records, monthly forecasts, targets achieved, forms, membership forms, insurance forms, invoices, accounts from suppliers; to debtors, personnel records, personal details, salary rates, minutes of meetings, staff meetings, board meetings.
The overall objective of any records management system is to provide the right information, at the right time, to the right person(s) at an affordable cost. Information is stored so that specific information is available when it is needed and in such a way that security and confidentiality is maintained
Business equipment/technology available in the work area is used to obtain information effectivelyWhat types of technology or business equipment can assist in the effective collection of information?
- photocopier
- computer
- printer
- binder
- filing systems – manual, computerised or electronic
- answering machine
- fax machine
- telephone
Someone in the organisation should ensure that regular maintenance is carried out and that any faults or hazards are reported immediately; this will ensure the efficient collection of information continues.
Forms of paper based storage
- Filing cabinets, 3-drawer, 4-drawer, 2-drawer
- Flat: flat box file, horizontal plan file
- Lever arch binder
- Suspension folders hanging files
- Shelving: lateral cabinets, compactus
- Other: trolley, spike file, rotary file, concertina file
Forms of electronic storage
- Database: For example, using Microsoft Access or Works
- Computer files: For example, using Microsoft Word or Excel files on hard or floppy disk
- Email: For example Hotmail or Yahoo
Forms of image based storage
- Microfiche
- Microfilm
- Micrographics involves filming documents to reduce their size and recording this information on microfilm or microfiche ‘pages’ allowing large quantities of records to be stored conveniently and with huge space reduction
Organisational requirements relating to security and confidentiality are applied to information handling.Offices generally store large amounts of information and a percentage of it will be confidential and should not be accessible by everyone. All classified or sensitive information should be stored in secure areas with access restricted to authorised staff.
All organisations will have policies and procedures designed to maintain security and confidentiality of information. Examples might include
- transferring telephone calls to a private area so that confidential discussion cannot be overheard
- ensuring mail is not left unattended or open to general public view
- using passwords to restrict access to computer records; some staff have more access than others
- restricting access to organisational email
- storing specific hard-copy files in a lockable cupboard, filing cabinet or vault
- using encryption of computer files
- requiring a written request for release of files; the request might require signed authorisation from a supervisor
It is crucial that you are guided by your workplace policies and procedures and understand how these laws affect the way you work. Remember, if you are unsure, ask your supervisor or manager.
2 Process workplace information
2.1 Use business equipment/technology to process information in accordance with organisational requirements
2.2 Process information in accordance with defined timeframes, guidelines and procedures
2.3 Update, modify and file information in accordance with organisational requirements
2.4 Collate and despatch information in accordance with specified timeframes and organisational requirements
3 Maintain information systems
3.1 Maintain information and filing systems in accordance with organisational requirements
3.2 Identify, remove and/or relocate inactive or dead files in accordance with organisational requirements
3.3 Establish and assemble new files in accordance with organisational requirements
3.4 Update reference and index systems in accordance with organisational requirements