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Lesson 4 - Communication

There are two main ways to store organizational information: manually or through computer filing systems. Manual filing involves storing paper files in folders and cabinets, while computer filing stores data electronically. Both have advantages and disadvantages in terms accessibility, security, cost, and ability to share information. Organizations must develop policies around storing information, including records retention, access rights, and maintaining confidentiality according to privacy laws. Proper protocols are needed for naming, filing, and locating documents regardless of the storage format used.

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Maica Cancio
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152 views7 pages

Lesson 4 - Communication

There are two main ways to store organizational information: manually or through computer filing systems. Manual filing involves storing paper files in folders and cabinets, while computer filing stores data electronically. Both have advantages and disadvantages in terms accessibility, security, cost, and ability to share information. Organizations must develop policies around storing information, including records retention, access rights, and maintaining confidentiality according to privacy laws. Proper protocols are needed for naming, filing, and locating documents regardless of the storage format used.

Uploaded by

Maica Cancio
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Lesson 4: Communication Storages

Site: TESDA Online Program Printed by: Maica Cancio


Course: Participating in Workplace Communication Date: Tuesday, 10 August 2021, 11:58 AM
Book: Lesson 4: Communication Storages
Table of contents

Introduction

Topic 1: Manual Filing System

Topic 2: Computer Filing System

Topic 3: Storing Organizational Information


Introduction

There are two ways of storing data- the manual filing system and computer filing system. Manual filing system refers to the act of storing data in
paper files, folders, and cabinets. Computer-filing system refers to the act of storing data in electronic devices.

Reuse Embed 
Topic 1: Manual Filing System

Advantages

Filing is less complex.


Files cannot be tampered or edited illegally.

Disadvantages

Files can be physically damaged due to fire,


flooding etc.
Files can be slower and harder to access because
they need to be looked for manually.
Files cannot be edited thus a new copy should be
produced when mistakes occur.
Files may be out of order depending on who
handles them.
Topic 2: Computer Filing System

Advantages

The texts are searchable thus the files are easier


to access
Cost is cheaper because there is no need to buy
supplies like cabinets, folders, and papers.
Files can be edited immediately and shared to
people even from distant places.

Disadvantages

Confidential files can be hacked and accessed by


anyone.
Accessing files may be complex especially to
those who do not know how to use computers.
Topic 3: Storing Organizational Information

Information
that has been collected and assessed for relevance to the organisation’s activities
is usually stored for future use, or passed on to
another person for use within
the organisation. These records must be stored in their correct place directly
after using them, so that they can
easily be located when needed again.

Records are often stored for many years, so the storage system needs to
keep records in good condition, secure and accessible. Your
organisation may
have different systems for storing:

print
documents
electronic
documents
confidential
documents
archive
documents.

Archives are old documents that are kept in long-term storage. These
documents cannot be destroyed, for legal or other reasons, before a
specified
date.

Much of the stored information should be kept confidential, and your


organisation will have developed policies and procedures relating to storing
and disclosing of information, based on privacy legislation and regulations.

Information
Storage Protocols
The organisation in which you work is responsible for the safe and
secure storage and handling of its documents and records. This system must
be
supported by your organisation’s policies and procedures for documentation,
methods of filing and retrieval, release of information and
maintenance of
confidentiality.

Examples of relevant policies include:

Record
keeping policy
Access
policy for confidential information
Record
disposal policy
Confidentiality
policy
Privacy
policy

Legal and Operational Requirements


The storage of most operational documents, and particularly personal
and case-related documents, is prescribed by legislation or organizational
protocol.

Using Databases
A
database refers to any structured collection of data, for example, sets of
client records saved on a computer, or kept in files or folders in a
cabinet,
or contact details or records kept on an index card system. Protocols for
naming files and storing them in appropriate folders will enable
other staff to
locate and access the documents they require.

Regardless
of its physical format, you still need to rely on information being up-to-date
and accurate. When access to the database is open to
many users, maintenance of
the data can be more difficult and critical.
Strategies for ensuring accuracy of data need
to be formalised in a system. This system should be time-efficient, simple to
use and effective. All
users need to be educated regarding their
responsibilities to ensure ongoing maintenance

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