Organize Workplace Information

BSBINM501A part4Trainer: Kevin Chiang

Learning Outcomes

Collate information and materials, and communicate to relevant designated persons

Identify difficulties organizing and accessing information and solve collaboratively with individuals and team members

Update and store information in accordance with organizational requirements and systems

Collating information

Organizing information involves designing the format in which it will be held and selecting appropriate tools to enable it to be retrieved and used by relevant people.

Collating information cont.

Collated information needs to be classified, so people can find what they need. This means: Indexed via appropriate classification systems or codeStructured for ease of understanding, analysis, interpretation

and dissemination Structured for ease of retrieval, by using document summaries,

subject headers, author names, versions, or attaching data or keywords to Internet and Intranet web pages

Types of classification tools

Organization collate and classify their information in different ways. This is because what is appropriate for one organization may not work for another. Records might be arranged or classified according to: Alphabetical order (telephone book, customer names) Numerical order (account numbers) Geographical location or region (real estate property location) Key words (popular subjects) Chronological order (emails, meeting minutes)

IndexingIndexes are commonly used to collate

files that are arranged numerically. Various types of indexes may be found within an organization’s filing system.

A card index for a paper-based filing systemAn electronic index or database An image based index

Types of classification tools cont.

Library Catalogues Libraries use a classification method to catalogue books. The Dewey Classification system is used extensively

throughout the world to classify books according to subject . Research

1. Find out the 10 main classes2. Find the Dewey number of:

• Economic & Professional Ethics • Public Finance • Food and drink • English Poetry

Types of classification tools cont.

Communicating information

Once you have collated the necessary information it is important to enquire how the receiver would like the material presented. Supervisors and colleagues – cover page, should it

include the company logo? Clients - phone, fax, email, face to face.Suppliers, contractors & consultants – accurate,

timely fashion.

Accessing information from others

You may need one or all of the below to access workplace information. A log-on passwordSecurity clearanceSecurity passAccess to stores and filing cabinetsAccess to controlled areas like warehousesAccess to areas of health and safety

regulations

Updating Information

Updating personal computer Information.

Updating Intranet Information.Updating Internet Information.

Storing Information

Organizations spend considerable time investigating how best to store their information. They take into consideration:What information to store.The best way to store different types of information.How the information will be retrieved from storage. How safe the information is while it is in storage.

Filing Systems

1. Centralized Filing Systems:

1. All of an organization's records are stored in one location.

2. Specific staff look after an organization's records.

3. Records staff are responsible for creating new files, keeping track of file movements and transferring or destroying old files.

Filing System cont…

2. Decentralized Filing Systems:

Each department of an organization is responsible for managing its own records.

The people who use the records are responsible for keeping the records in order, rather than one person maintaining the entire records system.

Records management procedures and classification system may vary from department to department.

Filing system cont…

3. Combined Systems:

Some organizations have filing systems that combine centralized and decentralized systems.

There may be an index related to the decentralized filing system in the central filing area so that files of either system can be located by anyone who needs them.

The records manager for the centralized records may set up standardized procedures for storing the decentralized records as well. This means that filing procedures and systems are the same throughout organization.