OFFICE ADMINISTRATION

Title
An investigation into the equipment used in Records Management department of the Ministry of Labour
and Security office.

NAMES AND ANDREA YOUNG -

CANDIDATE’S NUMBER: BRITTANNY CROSDALE -
TYRONNA HENRY -

SCHOOL: SEAFORTH HIGH SCHOOL

TEACHER: MRS.C. BARCLAY-MORRISON

CENTRE NUMBER: 100115

TERRITORY: JAMAICA

YEAR: 2022
An investigation into the equipment used in Records Management department of the Ministry of Labour and Security
office.

Acknowledgement

We would like to express our appreciation and gratitude towards all the people who have assisted us with
the completion of this task and we would like to thank you for corresponding with us by giving us the
opportunity to successfully complete this research with necessary information.

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An investigation into the equipment used in Records Management department of the Ministry of Labour and Security
office.

Introduction

This project is based on "Equipment and Methods of classification used in Records management". It
contains uses of official records, office equipment, function of records department, business forms and
companies regulation and policies.

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An investigation into the equipment used in Records Management department of the Ministry of Labour and Security
office.

Table of contents

Title Page

CRITERION 1 - PREPARATION

Title of project 7

Aims of project 8

Functions of the department 9

Correspondence/LETTER 10

CRITERION 2 - GATHERING DATA

Methodology 12

Research questions 13

Schedules of activity 14-15

CRITERION 3 - PRESENTATION

REPORT 16

RECOMMENDATION 17

USES OF OFFICES EQUIPMENT 18-19

QUESTIONNAIRES 20-22

BIBLIOGRAPHY 23

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An investigation into the equipment used in Records Management department of the Ministry of Labour and Security
office.

Title
An investigation into the equipment used in Records Management department of the Ministry of
Labour and Security office.

4
An investigation into the equipment used in Records Management department of the Ministry of Labour and Security
office.

Aims
The aims of this research are:

● To be aware of the equipment used in the records department.

● To become familiar with the functions of the equipment used in the department.

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An investigation into the equipment used in Records Management department of the Ministry of Labour and Security
office.

Functions of Record management department

Three functions of the department being studied are

:
● To ensure that files are stored properly in order.

● Make sure files and equipment are safe for future reference.

● To ensure that no files are on display for visitors or customers to see.

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An investigation into the equipment used in Records Management department of the Ministry of Labour and Security
office.

Letter

Seaforth High School

Seaforth PO
St Thomas

10 October 2021

Miss Nicole Barton

Ministry of Labour and Social Security
72 King Street
Kingston

Dear Miss Barton

We are currently pursuing a course in CSEC Office Administration; as a requirement we are to

carry out a research. We would like to use your organization as the site for the research; the topic
is ‘An investigation into the equipment used in Records Management department of the Ministry
of Labour and Security office.’

If permission is granted, we would be grateful and we promised that the information received
will be used only for the purpose in which is intended.

We may be contacted at 876-980-9878 or via email at [email protected]. Thank you in

advance for your time and consideration.

Yours sincerely

Andrea Young Brittanny Crosdale Tyronna Henry

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An investigation into the equipment used in Records Management department of the Ministry of Labour and Security
office.

Methodology

The method used to gather this information was questionnaire. Questionnaires are more accurate
and provide relative information in an efficient way, by obtaining large amounts of information
in a short time period. My questionnaire consisted of 10 to 12 questions which are open ended.

The results of the questionnaires can be quickly and easily calculated by research or software
package.

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An investigation into the equipment used in Records Management department of the Ministry of Labour and Security
office.

Research Questions

● Do you consider the equipment used cost effective?

● State the type of equipment used in the department?

● How does the equipment used affect the efficiency of employees in the records department?

● Why is the equipment used in the department important?

● Which filing equipment is the most preferred?

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An investigation into the equipment used in Records Management department of the Ministry of Labour and Security
office.

Schedule of Activities

DATE ACTIVITIES COMMENTS

September 3, 2021 The topic was selected and This topic was relevant to the
approved by the teacher. syllabus.
September 9, 2021 Correspondence was prepared Teacher provided feedback.
and sent to the teacher.
September 12, 2021 Contact was made with the Secretary provided email and the
organization, requesting their request letter was sent.
email.
September 14, 2021 Received approval via email. Replied to email expressing
. gratitude and informed the
secretary that the questionnaire
will be sent shortly.
September 20, 2021
Questionnaires was done on Follow-up was done with the
Google form and sent via email Secretary.
to be completed.

October 01, 2021 Contacted the secretary to ask A favourable response was
about information pertaining to received.
the rules and regulations of the
company.

September 27, 2021 A message was sent and

Contacted the secretary to remind delivered to the secretary.
participants to complete the
questionnaires

October 04, 2021 Analyzed questionnaires Researchers started to document

the findings of the research.

October 06, 2021 Prepared thank you letters for the A thank you letter was sent to the
organization. company.

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An investigation into the equipment used in Records Management department of the Ministry of Labour and Security
office.

Rules and Regulations

Legislation Governing the Workplace

One piece of legislation governing the Ministry of Labour and Social Security is to “contribute to

national development through the provision of efficient and effective labour and social security

services within the context of a globalised economy’. The researchers become aware of the

legislation mention above by an online site.

Policy and Regulations

In any organization there are regulations and policies to keep the business in order. After

speaking to an employee, these are the rules that apply:

Health and Safety Observed

● Visitors were told of the COVID protocols and signs were placed at strategic points for

all to see them.

Staff Rule

● One staff rule which the researchers had to comply in completing the School Based

Assessment is all employees and guests had to adhere to all COVID protocols. All the

Covid 19 protocols were being observed, such as hands must be sanitized properly,

temperatures were taken, mask should be worn above the nose at all times and persons

were standing or sitting sit feet apart.

We were aware of these rules through their website and from conversation with the secretary.

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An investigation into the equipment used in Records Management department of the Ministry of Labour and Security
office.

Report

The investigation was carried out at the Ministry of Labour and Social Security on the

topic "An investigation into the equipment used in the records management department". The

Ministry of Labour and Social Security is concerned with matters affecting individuals in their

capacity as workers, employers and members of the country's labour force. The organization was

chosen because it has caught our interest, and we wanted to know more about the organization.

The organization utilizes a centralized system in which all equipment used in records

management is kept in one place. It was noted that the following equipment that are used are;

shelves, computer, file cabinet, disk and Stack box. Eighty percent (80%) stated that the

computer was most effective and it has proven to be more accurate and complete in its operation.

On the other hand, research revealed that more filing cabinets are used than computers. Proper

records management can make a business more efficient and more secure while cutting costs.

Limitations

The major challenge faced by the researchers was that the pandemic came so that we

could not go to the organization to observe and issue our questionnaires.

Solution

One way of solving the questionnaire issue was to send the question via google form to

the organization. The researcher then did a follow up to ensure that the questionnaires were

answered.

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An investigation into the equipment used in Records Management department of the Ministry of Labour and Security
office.

Recommendation

We are recommending that more files be stored electronically to help reduce equipment cost and

to speed up the retrieval time of documents.

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An investigation into the equipment used in Records Management department of the Ministry of Labour and Security
office.

Uses of Office Equipment

Date Equipment Purpose Suitability for task
used

September Computer This device is used for Gives easy access as it

3, 2021 entering, storing and is easy to retrieve
processing data for future information when
use. needed.

September Printer This is used to create a It makes copies.

3, 2021 permanent record of
documents relevant to the
business.

September Photocopier This is to produce multiple It makes a copy of a

3, 2021 copies of the same document so that the
documents. original document
doesn't have to be
used.

September Shredder Used to get rid of confidential Assist in the proper

3, 2021 documents that are no longer disposal of confidential
needed. documents that are no
longer needed.

September Disk An electro-mechanical data Stores important

3, 2021 storage device that stores documents and files.
and retrieves digital data
using magnetic storage.

September Filing cabinets Used to store most of the files Suitable to store files in
3, 2021 that are written on paper. the office.

September Telephones It acts as a medium of It helps build

3, 2021 communication within the customer's relations.
company, and outside as
well.

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An investigation into the equipment used in Records Management department of the Ministry of Labour and Security
office.

Questionnaires

Answer the following questions provided below. Tick your answer

1. Age
18-25 [ ]
26 – 36 [ ]
37 and over [ ]

2. How long have you been working in the records department?

1-5 years [ ]
6-10 years [ ]
11 years and over [ ]

3. What types of equipment are used in the office for filing?

Filing cabinet [ ]
Computer [ ]
Stack boxes [ ]
Shelves [ ]
CDs, thumb drives [ ]
Other ______________________________________________________________

4. Do you think the equipment used in the department is efficient?

Yes [ ]
No [ ]
Please explain your answer
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________

5. Which is the most preferred equipment?

______________________________________________________________________
______________________________________________________________________

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An investigation into the equipment used in Records Management department of the Ministry of Labour and Security
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6. What type of filing do you use in the office?

Centralized [ ]
Decentralized [ ]

7. Are you comfortable with your department?

Yes [ ] No [ ]

8. Do you consider the equipment used cost effective?

Yes [ ] no [ ]

9. Now that you are working from home, how are files maintained?
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

10. Are you trained to use the equipment in the office?

Yes [ ] No [ ]

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An investigation into the equipment used in Records Management department of the Ministry of Labour and Security
office.

Bibliography
Article retrieved on January 12, 2022 from https://www.arma.org/page/Records_Management.
1. Whitcomb, A. (2006) Office Admin for CSEC

2. Ramtahal, F. (2007) Office Administration

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