Methods of Filing 3b

8/3/2019 Methods of Filing 3b

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Manual/Paper-Based

Document Storage

Standard Grade Administration

Unit 3b


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Storing Information

ManuallyVertical Filing Cabinet

Can have 2, 3 or 4 drawers.

Linked pockets suspended on

runners at the edge of the

drawers.

Only one drawer can be open ata time (Health & Safety).


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Storing Information

ManuallyLateral Filing Cabinet

Files are arranged side-by-side

(like books in a library).

Less floor space required as

there are no drawers to open.

Files are suspended on rails inhorizontal rows.


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Storing Information

ManuallyFiling Trays

Trays can be stacked one on top

of the other.

Trays can be labeled - e.g. IN

OUT or PENDING.

Allows papers to be stored neatlyduring the day.


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Storing Information

ManuallyLever-Arch Files

Useful for storing papers which

are referred to often.

Can be used with dividers to

show separate sections.

Often multi-coloured, helpingyou to find the right folder.


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Storing Information

ManuallyPersonal Organiser

A cross between a personal filing

system and a diary.

Available in different sizes.

Possible to buy a selection of

accessories and pre-printedpages - e.g. to do lists, address

books, diary pages.


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Customers folders are arranged inalphabetical order

Most widely used

Advantages Easy for people to operate

Does not need an index

Disadvantages

Need to know filing rules

Slow when many customers have

same surname

Methods of Filing - Alphabetical


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Methods of Filing - Numerical

Files are arranged in numerical order A new customer is given the nextnumber

Advantages Suitable for large organisations

Easy to expand

Disadvantages

Needs an alphabetical index

Index needs to be constantly updated


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Methods of Filing - Chronological

Files are arranged in date order Used when using other methods

Advantages

Useful where dates are key feature ofinformation to be filed

May be used along with anothermethod of filing

Disadvantages

Unlikely to be main method of filing

Needs some form of index


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For each of the following organisationssuggest an appropriate method of filing

alphabetical or numerical:1. Small corner shop selling groceries,

one person business

2. Large medical centre with thousand ofpatients

3. A local law firm with three employees

4. A multinational insurance company


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Electronic Files

Standard Grade Administration

Unit 3b


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When You Save A

Document If you save a document on a computer you are

creating an Electronic File.

Files can be created by:

Using an applications package

Scanning in information Downloading from the Internet


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Different Application

Packages Application packages are also known as

computer programs.

What computer programs have you used inAdministration?

Word Processing

Spreadsheet

Presentation

DTP (e.g. PageMaker)

Databases (e.g. Microsoft Access)


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Downloading From The

Internet Electronic Files can be downloaded from the

Internet.

e.g.

Images from Google

Music (There are legal download sites which you payfor the music files.)


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What Do Databases Let

You Do?

Create the fields to hold the information.

Enter the information - in the records.

You can have as many records as youneed in your database.


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You Do? Fields can be created in various formats for

example:

Text Number

Date

You can add, delete, and alter fields and fieldformats.


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You Do?

Databases let you search for information

quickly.

It does not matter what order thedatabase is in, you can still find the correctrecord quickly.


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You Do?

Databases let you sort information easily.

You might want to sort an EmployeeRecords Database into alphabetical orderby surname.


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You Do?

Databases can be made secure with

passwords.

This means that only authorised peoplehave access to the information.


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You Do? You can merge information from a database with

other documents.

You might want to send a letter to all yourcustomers and personalise it with the customersname.

This is called mail-merge.


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File Management

Use an appropriatefile name

Save files in namedfolders

Label discs clearlyand store in

lockable boxes Make regular back-

ups


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Advantages of Electronic

Storage Access information quickly

Edit information easily

If information on a server more than oneperson can use at a time

Storage space less

Can access information from anywhere.


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Disadvantages of Electronic

Storage Equipment failure stopsaccess to information

Power failure can cause lossof information

Fire can cause the loss of alldata

Human error could overwritefiles

Viruses could be a bigproblem

Easy to lose data if staff arenot trained properly


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Electronic Document

StorageStandard Grade Administration

2005


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Document Storage Information needs to be found quickly.

To do this, it must be kept in some form ofstorage device.

This applies to both manual and electronicfiling methods.


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Electronic StorageFloppy Disk3.5 hard cased disk.

1.4MB Storage.

Disk must be formatted.

Similar to a filing cabinet -

hierarchical filing system.


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Electronic StorageWhy Floppy Disk?The first floppy disk did nothave the protection of the hard

case.

This disk was larger - 5.25

Storage capacity was also muchless.


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Electronic StorageHard DiskThe storage medium providedinternally within a computer.

These can also be attachedexternally.

Storage is measured in GB.

Used to store computerprograms and documents.


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Electronic StorageZip DiskA newer form of storage than thefloppy disk.

Storage capacity of either100MB, 250MB or 750MB.


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Electronic StorageUSB Drive

The most recent form of portable

storage.

Some can be attached to a key-

ring.

Available in various sizes,

usually measured in GB.


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Electronic StorageCD-ROM/CD-R/CD-RWStores up to 700MB of data.

Most computer programs arenow supplied on CD-ROM.

Using a CD writer it is possibleto store information on your ownCDs.

CD-RW disks allow you to eraseand burn the disc again.


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Electronic StorageDVD(Digital Versatile Disc)

There are many differentformats of DVDs.

Stores up to 17GB of data.

Similar to CDs, but can storelarge files, particularly soundand vision files, e.g. feature films.


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Task Create a presentation on each of the previous typesof storage.

Include information on:

The size of memory available The cost of each type of storage

The advantages and disadvantages of each one.

New types of data storage that may exist

Resources to use:

Notes The Internet

Text Books

Methods of Filing 3b

Documents

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