UNIT 4 FILE AND CLASSIFICATION OF DOCUMENTS

1. THE FILE, NATURE AND PURPOSE.

Conducting a proper documentation filing, that is to say, sorting and categorizing documentation in a
particular place, is an essential task for the company for several reasons.

 It allows to store, keep and safeguard information.

 Documents can be found quickly and efficiently..
 Allows compliance with the laws of documentation maintenance.
 Can foresee decision-making.

1.1 FILE SYSTEMS

A File system is a criterion for sorting documentation.

As we have already seen, we can adopt different classification systems: alphabetical, geographical, chrono-
logical, thematic, etc. in turn, we can use each of these criteria alone or in combination with others. In this
section we will learn some rules and tips for using classification or filling systems effectively.

 ALPHABETICAL ORDER

It is one of the simplest and most used systems to organize the names of persons or entities with whom we
have relationships. Now we will study how it works. First, we must distinguish whether we are classifying the
names of people, companies or institutions.

o NAMES OF NATURAL PERSONS:

In this case, the first surname is the key word or ordering word. You will proceed according to the following
rules:
1. Surnames that have the same initial letter will be sorted alphabetically according to the rest
of the word. Thus:

If our customers are: The alphabetical order is:

Miró García; Raul Martinez Canales, Pedro
Martinez Canales, Pedro Mascarell Pardo, Juan
Mascarell Pardo, Juan Miró García; Raul

2. If two people have the same first surname, we will use the second surname to sort them; and
if the second surname is also the same, we will do so by their first names. Like this:

If our customers are: The alphabetical order is:

Mascarell Pardo, María Martinez Canales, Pedro
Martinez Rodriguez, Raul Martinez Rodriguez, Raul
Martinez Canales, Pedro Mascarell Pardo, Juan
Mascarell Pardo, Juan Mascarell Pardo, María
3. If we have a compound surname separated by a dash, we will proceed as if it were a single
word. Like this:

If our customers are: The alphabetical order is:

Martinez-Caballero Rodriguez, Luis García Pardo, Roberto
García Pardo, Roberto García-Sangil Peris, Raquel
García-Sangil Peris, Raquel Martinez-Caballero Rodriguez, Luis

4. When the surname is preceded by an article or preposition, we can choose whether to

consider it as part of the surname or to use the initial letter of the surname; the important
thing is to keep the same approach all the time. So:

If our customers are: The alphabetical order is:

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 De Silva Parra, Ricardo Sales Martinez, Rogelio de
De la Torre Sandiego, Luis Silva Parra, Ricardo de
De Sales Martinez, Rogelio Torre Sandiego, Luis de la

 NAMES OF COMPANIES OR INSTITUTIONS

When we want to classify documents relating to companies or institutions, we must follow these rules:

1. When the name of the company includes a personal name, we will follow the same criteria as
in the case of individuals, taking the first surname as the word of reference to the rest of the
word. Thus:

If our customers are: The alphabetical order is:

Hijos de Raul García García, Hijos de Raul
Hermanos Ponche Martinez y Compañía
Martinez y Compañía Ponche, Hermanos

2. If the name of the company or business includes a generic word, we won’t take into account
in the classification, since other companies may contain the same word and we would have
problems trying to locate a specific one. So:
If our customers are: The alphabetical order is:
Farmacia Milagrosa Abetos, Restaurante Los
Restaurante Los Abetos Iñigo, Ferretería
Ferretería Iñigo Milagrosa, Farmacia

3. If the business name is composed of acronyms, the general rule is to classify it by its full
name; however, if the acronyms are well known, such as AVE, we can use them as
classification criteria.

Finally, let’s take a look at the advantages and disadvantages of this file system:

ADVANTAGES DISADVANTAGES
 It doesn’t require special training, as everybody  We must determine in advance the ordering
knows the alphabet word
 It fills all types of documents  The criteria for the ordering word are simple
 It is open, that is, we can insert new documents tips, so each company must establish its own
without moving the rest rules.
 No subdivisions  If you remove a document, you must leave a
 It can be within another classification sign,otherwise you wouldn’t notice its absence.

CASE STUDY 1:
We must classify the following company or institution names in alphabetical order:
 RENFE
 AMNISTIA INTERNACIONAL
 CAJA DE AHORROS DEL SUR
 BRITISH LINE
 SEAT
SOLUTION
 AMNISTIA INTERNACIONAL
 BRITISH LINE
 CAJA DE AHORROS DEL SUR
 RENFE
 SEAT
ACTIVITY 1
1. Why is it necessary for companies to keep certain documents?

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  NUMERIC ORDER

This filing system assigns a number to each document and uses it to classify and order them. The order
can be ascending or descending.

We can also use an alphanumeric file:

If we have these files: The alphanumeric order will be:

A-15 A-15
N-101 A-22
A-22 AT-14
S-17 B-63
AT-14 L-50
SR-25 M-106
M-106 N-101
L-50 S-17
B-63 SR-25

Finally, the advantages and disadvantages of the numerical system are:

ADVANTAGES DISADVANTAGES
 It is a very simple method that follows the natural  Locating the document is a very difficult task
sequence of numbers unless you know the number that identifies it.
 It is unlimited, like the numbers themselves  You must have an index to avoid the previous
 Once a numerical code is assigned to a problem, or create some cards for each file
document, there is no chance for confusion including the number and the main data of the
 When you remove a document from the file, file so that you can follow it later.
being correlative, the absence is obvious, so it is  New documents cannot be inserted.
not necessary to leave a sign.

 CHRONOLOGICAL ORDER
In this filing system, the key element to classify is the date of the document. It is often used in
combination with others; for example, when a company wants to order shopping bills, the first thing it does is
to order alphabetically the files of its suppliers and, within each file, the bills are ordered chronologically, so
that the last are the first.

Finally, the advantages and disadvantages of the chronological system are:

ADVANTAGES DISADVANTAGES
 It is a very simple system.  It is essential to know the date of the document
 It allows the creation of new documents without you are looking for.
changing the order of the file.  As in the alphabetical system, we must put a
 It doesn’t require the use of additional indexes or sign when taking out a document.
cards

 GEOGRAPHICAL ORDER
Documentation is classified according to locations (home, place, destination, etc). it is a composite system,
since it involves several successive classifications: country, region, province, city, street…
In addition, within these classifications we must follow the alphabetical approach. The advantages and
disadvantages of the geographic system are:

ADVANTAGES DISADVANTAGES
 It is a very simple system.  We must leave a signal when we take a
 There is no need for indexes or additional cards document.
 Allows new documents  Not a very useful system when the file is very

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 Can be combined with other classification criteria large.

 THEMATIC ORDER
This method consists of grouping document by topic or subject. Then, each of the groups we have created
will be sorted according to other criteria: alphabetical, numerical and so on. For example, if a company seeks
several products, customers can be organized according to the product they buy. The advantages and
disadvantages are:

ADVANTAGES DISADVANTAGES
 The location of the documents is fast, as each of  We must determine in advance which topics or
them is in its own area. subjects we will use.
 Allows new documents.  Often, a document may refer to more than two
subjects, so you should include a copy of the
document in each division.

ACTIVITIES

2. What are the benefits of a company that always archives in the same way and applies the same
rules and procedures to all its documents?

3. Alphabetically order the following employee records:

 Marcos López del Álamo Carlos Rodríguez Cañete
 Martín Rodríguez Muñoz Raquel Rosa Martínez
 Ana Pérez-Montaut Díez Juan Carlos Benítez Marín
 Luisa del Val Ruiz Mattias Von Krüger
 Klaur Van Halen Sebastián Ruz Arias

4. Through which system are customer and supplier files often requested? Advantages and
disadvantages of this method.

5. Order the following bills according to the most appropriate method:

· Bill nº 2341 600€ in the name of José María Benítez.
· Bill nº 2354 350€ in the name of de Eloísa Martín Marín.
· Bill nº 2380 700€ in the name of Calzados Alfonso.
· Bill nº 2346 350€ in the name of Carlos Benítez.
· Bill nº 2319 625€ in the name of José Luis Castro.

6. Order the following record codes according to the most appropriate classification system:
C/1342; H/4202; D/0764; A/2349; B/2310; S/3421; F/2317; C/1092; H/4213; V/0134;
F/3217; V/1231; A/6532; B/2312; S/3215; D/0012

2. DOCUMENT STORAGE: THE CAPTURE, PREPARATION AND CUSTODY OF DATA.

For the correct preservation of the documents to be archived, a series of steps are needed which are to be
taken carefully, so that no document is missed.

DATA EXIT FOR

PROCESSING CUSTODY

DOCUMENT INPUT: Creation or reception of documents.

DATA PROCESSING: You must ensure that you don’t miss any documents, so you must:
 Write the data, in chronological order of the document in the record of entry or exit.
 Send the document to the department to which is addressed. If it is an output document, you will
make the copies needed.

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EXIT FOR CUSTODY: the document is classified and archived.

3. CLASSIFICATION OF INFORMATION.

The information that the company obtains must be classified or, in other words, grouped by common
characteristics or attributes. This need for classification of information is the source of the information
systems (IS), used to classiffy, process and use information.

An effective information system should include the following characteristics:

 Accuracy. This feature is very important in all information systems. However, accuracy often involves
high costs in terms of time and money; so we must obtain a balance between accuracy and economic
viability.
 Timing. Timely information is that which is obtained at the right time. Information obtained too soon or
too late is less valuable.
 Capacity. The information system must be able to provide all data at once and avoid delays.
 Concission. The information provided shoulf be brief. We must synthesize the information without
losing its ability to make decisions.
 Relevance. In the collection of data, the processing of information and the results of the system there
are some levels and priorities that must be established, since the data are not all equal and shouldn’t
be processed as they are obtained.
 Availability. Information shouldbe accessible whenever necessary.
 Security. This may have different approaches; the use of security levels for each user, the security of
stored information or the protection of the confidentiality of personal data.

Information systems can be classified according to several possibilities. The first is related to the main
function of these systems: the classification of information, so they are grouped according to the hierarchycal
levels of the organization. In other words, each level of the company usually requires different types of
information, for example, the top level (senior management) needs information to design long-term strategies
for the company; the intermediate level (heads of departments, middle managers, etc.) needs information to
design tactics in the medium-term; and the operational level (operators, vendors, etc.) need information for
the performance of tasks.

Thus, this classification includes four types of information systems:

 Transaction processing system: information for the day-to-day business (short term).
 Management information system: information resources for daily control operations (short term).
 Decision support system: information for tactical decision making (medium term).
 Executive information system: information for strategic decision making (long term).

Another classification of information system divides them into exact systems and ambiguous systems.

A classification system is accurate when contents are grouped into sections that are completely different
form each other, so that the same information never belongs to more than one classification. In turn, these
systems can be classified alphabetically, geographically or chronologically:
 Alphabetical classification: follows the order of the alphabet for some attribute of information. For
example, when ordering information about the company’s staff we may use the alphabetical order of
the employees’ last names.
 Geographical classification. It is based on where the information is obtained. For example, we
may classify certain customer information based on where they live.
 Chronological order. Organizes information by date. An example is accounting information, which
is usually organized by the date on which operations are performed.

Unlike exact classification systems, we refer to ambiguous systems when the user of the information has the
opportunity to search for certain content whose exact location is unknown, but which could be found by
searching in a specific category. For example, we want to access an employee’s personal profile, we don’t
know their name but we know that they belong to the commercial department.

 Thematic classification: similar contents are grouped by categories. For example, all information
related to suppliers.
 Classification by group of users: when the information is presented separately to the various

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 interested parties. For example, a website where information of interest to suppliers is separated
from information of interest to customers or content to employees.

In summary, we can represent all these information classification systems in the following way:

Exact systems Ambiguous systems

Alphabetical classification Thematic classification
Geographical classification
Chronological classification Classification by groups of users

4. FILE SYSTEM: CONVENTIONAL FOR MICROFILM AND COMPUTING.

There are several types of files. In general the most used are:

CONVENTIONAL FILES
Paper documents containing written information are stored in different kind of files. In general the most used
are:
 File folders: These Are files that have lateral guides where hanging folders are placed. In
alphabetical, numeric or alphanumeric order.

 Lateral filing. Documents are filed next to each other. In general, when this kind of file is used, the
documents usually go in boxes or folders that are placed in parallel.

 Horizontal file: Documents are stored on top of each other; Useful for storing plans or maps.

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  File boxes: In these boxes the documentation that is no longer going to be used is stored, but it is

important to keep it.

 Card file: These are sheets that are used when you want to register addresses, people lists, etc.
This kind of file is normally used in two ways:
o As an auxiliary file that is attached to a main file it has useful information for locating data in
the main file.

o As a separate file containing all the information.

ARCHIVES BY MICROFILM
A continuous roll of film containing photographs of documents at a very small size.

It is a file system, document management and dissemination. The system reproduces the documents and
saves them in film rolls.
The main purpose of this file system is the exact reproduction of the original document.
The main advantages of this file system are the reduction of the space where the file is located, the speed of
access to the information and its location, its reproduction is cheaper and, also the information that the file
has cannot be modified.
This kind of archive is used in all types of documents, but especially in historical archives, files with old
documents.

INFORMATICS FILES

Nowadays, the vast majority of companies generate more and more documents . These documents are in
computer format, so they use the computer file system. This system allows access to all archived
documentation through an archive directory. When this kind of file is used it is useful for backing up.

There are different ways and storage devices for this kind of files:
 Physical devices:
o External and internal hard disk which today has a storage capacity measured in terabytes.

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 o Pen drive: It has a data storage capacity that is measured in gigabytes and also in
terabytes.
o Magnetic tapes: in general they are used for backup.
o DVD, has a data storage capacity greater than that of the cd-rom.
o Cd-rom, has a minimum capacity of 640 megabytes
 On line storage form. There are two ways:
o File storage services on web servers, this is known as cloud computing. The most popular
servers are dropbox, google drive, etc. many of them are free.
The main drawback is that if you don’t have an internet connection you can’t access the
data.
o Data storage services. It is another storage system over the internet that allows you to
upload any type of file providing grater storage capacity. Some of them are free but most are
paid.

5. CENTRALIZATION OR DECENTRALIZATION OF FILES.

The next step is where to place the file, the answer to the question depends on the various needs that most
companies have.
At the same time, we can find three types of files depending on the frequency with which the information is
consulted.

ACTIVE This is the type of file in which frequently consulted documents are stored; these
documents are often recent or related to on-going business processes.
SEMI-ACTIVE Maintains documentation that is no longer effective, but will not be destroyed immediately
because it must be retained for legal reasons or because it is in the interest of the
company.
INACTIVE It is used to store documents that, despite having lost their validity, still have historical or
documentary value for the company. This information is rarely accessed.

CASE STUDY 2
The dental clinic “dientes sanos” wants to keep an updated file of all its patients. What will it store in its
active, semi active and inactive files, respectively?

SOLUTION.
The active file will contain the history of all its current patients. When a customer completes treatment, the
record will become part of the semi-active file, which will be kept for five years.

After this time, the record will move to the inactive file, where it will remain for another five years.

If the patient doesn’t become a patient of the clinic again, the documentation will be destroyed, except for
certain data such as discharge or surgical reports or relevant information for care or preventive purposes,
which must be kept indefinitely.

But there are other kinds of files depending on the type of company. It can be centralized, decentralized or
mixed.

 CENTRALIZED FILE: It implies that all the documents of the company are in the same place. The

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 advantages are the economy in the space, the information is located, when somebody needs some
document must go to the person in charge and thus, it allows a control in its use.

 DECENTRALIZED FILE: The documents are distributed in different parts of the company. Each
department has its own file. The main advantage is the speed of access to documents.

 MIXED FILES. It allows active and semi-actives files to be decentralized in different departments and
also allows the inactive file to be centralized.

6. FILING PROCESSING

The filing process is divided into two parts, the creation of an effective file for each company and the
procedure to follow for submitting the application.

For the creation of an effective file, we must take into account the following recommendations:
 Establish an organized filing system for all documentation that does not occupy too much physical
space and that is really easily available.
 Keep all documents that might be useful and necessary for future reference.
 Provide a quick and easy access to the documentation that allows to recover and to consult the
document when it is needed.
 Save all documents throughout their estimated useful life.
 Safeguard, protect and guard all documents in accordance with legal regulations.
 Create a document reproduction system.

Procedure to be followed for filing:

 Decide which documents should be removed. We need to establish selection criteria to decide
which document does not need to be archived and which document should be archived.
 Establish how documentation will be catalogued: we can classify documents by client name,
geographical area, etc.
 Organize the documents according to the management system (alphabetical, numerical,
geographical, etc.) that the company wishes to use.
 Before archiving the documents, we must pre-classify them, so we will do it according to the
alphabetical or numerical order that has been established.
 Archive: to place the documents in the folders, boxes, etc.

7. INFORMATION SECURITY. DESTRUCTION OF THE INFORMATION

Information security is the set of measures taken by individuals and organizations to keep the confidentiality, in-
tegrity and availability of the information they have.

Measures taken to protect information should include preventive rules, security controls and the application
of technologies and procedures to resolve security breaches.

Security checks should be performed to detect threats that endanger information. If we detect vulnerabilities
in the security system, we should update security measures or apply others to help protect and safeguard
information as well as storage and management systems.

All organizations, both public and private, have a large amount of information, that is accessed by employees
or citizens, transmitted over computer networks, etc. In the specific case of private companies, there is a lot
of sensitive information that is at risk: customer data, billing, employee information, etc. Therefore, if that
information is lost or made public in an unauthorized way, the organization would lose not only its credibility,
but also its customers, and would probably be involved in a series of lawsuits. Therefore, the protection of
information is a very important issue for companies.

Therefore, security must ensure that the information retains its qualities, which are:

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  Confidentiality

We refer to confidential information when those who haven't been authorized by the issuer or owner of that in-
formation don't know it.

For example, a company’s balance sheet is confidential; however, if an external company audits the
accounts, the auditor will be allowed to know the status of these accounts and other confidential information.

In turn, when we talk about security leaks we tend to think about technological attacks, but actually, these
leaks may happen in much more common ways, which can be prevented most of the time, such as leaving a
briefcase with company papers in a taxi, having someone using your computer when you are not in the office
because you forgot to turn it off, and so on. All of these cases can lead to a leak of confidential information.

 Integrity

Integrity means keeping information free of unauthorised changes or omissions.

As with confidentiality, most information integrity problems do not necessarily stem from complicated
computer viruses or network attacks. Thus, information integrity is at risk when an employee sets fire to a
folder of paper documents because he was smoking in a non-smoking area, deletes a computer file by
mistake, his computer breaks down and all the information stored on it is lost, and so on.

To preserve the integrity of the information, a common measure is to store those documents that are
particularly important in a file that requires authorization for consultation, and also to have a system in which
to record the changes made to this information, the person who made those changes, and when and for
what purpose they where made. This ensures that these changes were made by authorized personnel.

 Availability

When information is available, it means that those who have permission can consult it when necessary.

The information owned by companies always includes some relevant data, such as product features, sales
rates, contracts with customers, etc. which should be available at all times. Therefore, security must ensure
that no failure prevents access to this information. These failures may be due to hardware or software errors
or common mistakes, such as the loss of the file cabinet key or the clogging of the door to the room where
the documents are stored.

DESTRUCTION OF INFORMATION

There are many times when companies decide to take advantage of the amount of documents stored .

In any case, the measures for the destruction of documents are:

1. DESTROY COPIES.

2. TO CONSULT THE TIME OF CONSERVATION OF THE INFORMATION COMING FROM THE FILE OF
THE COMPANY

3.DESTROY INFORMATION USING PAPER DESTRUCTION MACHINES OR ANOTHER FILE SYSTEM

USED BY THE COMPANY.

4. THE POSSIBILITY OF HIRING COMPANIES DEDICATED TO THE DESTRUCTION OF INFORMATION,

PROVIDED THAT THEY FACILITATE A CERTIFICATE OF DOCUMENT DESTRUCTION.

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ACTIVITIES

7 Search on the Internet for information about a company dedicated to the destruction of documents
and list the main services provided by the company.

8. Advantages of computer files over conventional paper files. Justify your answer with an example.

9. Do you think it is necessary to be more careful with data protection of electronic information than
with information supported on paper? Why? Justify your answer.

10. Using a practical example, explain the difference among active, semi-active and inactive file.

11. Sort alphabetically the following employee records:

 De las Cuevas Martín Miguel;
 Alcaide Montáñez José Luis;
 Van Dyck Jurado, Marcos;
 Alcaide Alcaide, Ana;
 Martínez de Escobar Jurado, Carlos

12. DCF S.L. is a distributor of decorative items which suppliers are:

La Martina Decoración S.L.;
Disciber S.L.;
Mercadecor S.A.;
Decoraciones La Roda S.A.;
Espejos José Carlos S.L.
Each DCF supplier has a separate file within the company with their bills.
a) Alphabetically sort their records.
b) What sorting criteria should the bills follow?

13. This is a list of some patients from the dental clinic DIENTES SANOS:
No Name Town Treatment
28 Ana Álvarez-Quintero Olid Huelva Orthodontincs
32 Amalia Da Silva Cangas Huelva Filling
36 Domingo del Prado Romero Aljaraque Orthodontincs
35 Sergio Jimenez Cordero Moguer Cleaning
34 Rocio Sánchez de la Vega Aljaraque Cleaning
37 Arturo Pérez León Huelva Extraction
29 Roberto González Vazquez Trigueros Filling
31 Lorena Márquez Romero Trigueros Filling
30 José Mª Macías Medel Huelva Extraction
33 Elena Jímenez Márquez Niebla Cleaning

a) Classify patients in alphabetical order.

b) Sort them by file number.
c) Perform a geographical classification.
d) Order patients thematically according to their treatment.

8. PREPARATION AND PRESENTATION OF REPORTS PROCEEDING FROM THE FILE.

First of all, it must be taken into account that a document file is a database when all the documents that are
useful for the company are classified and ordered.

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Making a report from the file consists of transferring information about what happens in the file. This kind of
report consists of describing the operations that are carried out with the documents.
We know that there is no exact way to make a report, but we do know that the writing of the report must be
impersonal, direct, objective and accurate.

READING
Use the information provided on the following website to answer the questions below:
http://www.gabilos.com/comosehace/OrganizarArchivo/textoOrganizarArchivo.htm

a) what accounting files should the company have?

b) What is the main advantage of filing accounting information properly?

c) What is the right procedure for accounting information if we want to avoid problems?

d) What should not be done with suppliers and customers invoices?

e) What is the relationship between sequential numbering of invoices and VAT legislation?

f) What is the relationship between the company’s computer applications and supplier and customer files?

g) What is the difference between the classification of bank documents and the classification of invoices?

h) What should be done with bank receipts and statements?

i) What information should be stored about orders?

j) what is the relationship between presentation orders and the presentation of letters or faxes?

k) Are accepted and not accepted estimates separated?

l) What happens to delivery notes when we receive invoices related to them?

m) Is there a difference between the submission of supplier and customer delivery orders?

n) What recommendations on the correspondence file are suggested in the article?

GLOSSARY

INVOICES: BILLS
VAT: IVA
SORT: CLASSIFY
STATEMENT: DECLARATION
STORED: ARCHIVED
CONCERNING: RELATED TO /ABOUT
ORDERS: PEDIDOS
ESTIMATE: BUDGET
DELIVERY: ENTREGA

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Final practice

In this practice some activities will be carried out by an administrative management technician in
charge of archiving, conservation and custody of business documentation.

You will have to organize measures for the archiving and conservation of the documentation, both in
paper and in computer format. You will also have to choose which document archiving system is the
most appropriate for each type of document, implementing security measures that allow adequate
data preservation, especially in the case of documents that include personal information

Imagine that you work for a company that sales and repairs computer equipment.
The name of the company is CENTRAL-PC, with address at C/ Geroneses, nº 54, en Villamartínez,
CP: 16868.

A few days ago, your boss asked you to go to his office to talk to you about the fact that, for some
time now, he has been detecting a certain lack of control in the management of the company’s
documentation because sometimes he was looking for an employee’s records and it was impossible
to find them. So due to the fact that you are a great worker, has decided to put you in charge of the
files and documentation of the company.

Your functions are to try that the documentation, as much physical as computer science, is always in
order and filed correctly. This allows data to be easily located and available to all employees who
need it.

In detail, in the instructions given by your boss, your work must ensure that all the physical
documentation of the file is ordered and located, you must determine the file system for each type of
document and, over time, you must move the company's information system to computer support.

When you communicate all the information to your colleagues, some of them think that it is not
necessary all the work you have to do and think that it is a waste of time and money.

Activities:
1. Explain to your co-workers who don't understand your new duties why it is so important to retain
certain company information.

2. You must make the rules and procedures that ensure proper management of documentation.

3. Determine which document management system you need to follow to submit the following
documentation:
a) Paid receipts from each company bank account.
b) Employee Data sheet.
c) Employee Payrolls.
d) Employee social security.
e) Correspondence received daily.
f) Budgets received from suppliers.
g) Invoices issued to customers for services provided.

4. What files could be interesting to apply a computer management through a database? Try to make
a list of the files needed to build a simple databases where you can manage that information.
5. List the security measures to be implemented in computer files and in conventional files where the
personal data of the company’s customers ans suppliers are found.

https://www.reading.ac.uk/internal/res/ResearchDataManagement/DataManagementPlanning/reas-
InformationSecurity.aspx

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