Storing and Retrieving information Essay
Storing and Retrieving information
1.1 Explain the purpose of storing and retrieving required information 1.2 Describe different information systems and their main features 1.3 Explain the purpose of legal and organisational requirements for the security and confidentiality of information 1.4 Explain the purpose of confirming information to be stored and retrieved 1.5 Describe ways of checking information for accuracy
1.6 Explain the purpose of checking information for accuracy 1.7 Explain the purpose of providing information to agreed format and timescales 1.8 Describe the types of information that may be deleted
1.9 Describe problems that may occur with information systems and how to deal with them, when necessary
Explain the purpose of storing and retrieving required information By storing information it is easier for when the information needs retrieving in the future. Depending on the type of information it can be stored in either fireproof cabinet for hard copies of hard disks. All files have to be stored following all the confidentiality procedures and protected according to data protection act. By retrieving information is allows a business to provide quality service for the right person, with all the required information in hand. Only if data is stored in a procedural manner it can be easily retrieved. Information could be retrieved for marketing purposes, for communication or monitoring purposes.
Storage and retrieval of data contributes to the improvement in performance of a company. Describe different information systems and their main features Information systems are the collection of hardware and software network, data and procedures that people and organisation use for the information storage and retrieval procedure. It also helps improve efficiency and effectiveness of an organisation. Earlier information system consisted of 3 types;
1. Transaction Processing System – This system is responsible for processing day to day business transactions and is used by frontline staff. 2. Management Information System – This system helps with carrying out the tasks required for problems solving and decision making. The information within this system needs to be very accurate and relevant. 3. Decision Support Systems – This system helps with making long term decision and is used to assist managers. This system helps with summary reports, forecasts, graphs etc. Recently more information systems have been added;
4. Executive Information System – This system helps with information flow, reporting and data analysis for the organisation. It is often used by executives and senior managers to predict the future of the company. 5. Data Warehouse – This system helps with storage of information electronically and also helps with analysis, retrieval, sharing and managing data. 6. Office Automation – This system is a computer based information system and helps to create, modify and put together information in digital format. Explain the purpose of legal and organisational requirements for the security and confidentiality of information Any information stored in an organisation has to follow the security and confidentiality procedures. Information security and confidentiality is the process where data is kept away from unauthorised access, disclosure, destruction, use or modification. It applies to both physical and electronic data.
Any organisation that stores large amounts of confidential information about their employees, customers, company’s status, products, surveys and finances. Whilst passing information to other organisations or individuals, the confidentiality and data protection procedures have to be followed. Confidential information such as D.O.B’s, credit card details, religion and ethnicity, this information can only be passed to people who have authority or for whom the owner has given consent to and it also has to abide by the confidentiality laws and regulations. Explain the purpose of confirming information to be stored and retrieved Before storing any information, organisation could be careful at the stage of when the data is collected/gathered. Much care needs to be taken in account to make sure that the data is correct and up to date.
Systems have to be kept updated all the times by checking for out-dated records periodically in a given span of time as it is no use retrieving data that is out of date. The purpose of confirming information that are to be stored or retrieved is to avoid inaccurate information, to avoid wrong information, to prevent mistakes, and also to avoid unnecessary costs and issues that might arise as a result of wrong information. Storing the incorrect information can lead to serious outcomes, which can have disastrous effect on the company and the customer. For example; an out-dated address of a client, can lead to any communications sent to the customer ending up in the hands of a wrong/dangerous person. Describe ways of checking information for accuracy
Information stored for clients always needs to be checked for accuracy. When it comes to the customer we need to check their addresses, telephone number, and outstanding payments for accuracy. For a employees it can be their appraisals, salaries, addresses or telephone numbers which need checking for accuracy. Finally, for businesses its finances, profits and employee and customer details need checking for accuracy. Alerts can be set so that the customer and employee information is regularly updated. Using good software for database purpose will help with maintaining information accurately. External and internal audits are another way of keeping information up to date. Explain the purpose of checking information for accuracy
All businesses and organisation have to check to see that the information they have stored is accurate. For example; the money coming in and going out have to be correctly recorded otherwise it will look as if the company has not made much profit and it can affect the share prices of the company. Incorrect information can have serious negative effects and can affect a company’s financial status and values. Accuracy of information will help executives plan ahead for the future and lay goals. They will also be able to plan for the shortcomings in advance.
Explain the purpose of providing information to agreed format and timescales All Information when requested has to be in the agreed format and have to be presented or provided at the agreed timescales. Every organisation will have a standard business format for all documents that they deal with. Also, when dealing with other companies, there will be agreed formats on which information will need to be presented. Information if not provided in correct format, can take time for reformatting thereby preventing the business from keeping up with the timescales. So as part of the organisations policies and procedures, information has to be provided on time in the agreed format. Describe the types of information that may be deleted
A company can keep on gathering and collecting information as the business continues to grow. Every company will have policies that tell for how long data needs to be retained on their database or for how long physical data can be stored within the office. After this time, the unwanted information can be deleted or destroyed. When data is shared between partner companies or organisations, agreements have to be made as to how long the data will be retained on their database and then deleted after that period of time. All out of date or inaccurate information has to be securely deleted in order to avoid errors and detrimental effects. Describe problems that may occur with information systems and how to deal with them, when necessary There are many issues that can create problems with information systems. Electronic information can be attacked by viruses or by hackers. Physical file information can be damaged due to fire or flood.
Confidentiality can be breached by people who do not have authority to access information. Lack of communication also can lead to misuse or wrong storage information. A computer virus can infect programs and all information in the computer or the network. To prevent virus attacks and from hackers, antivirus software and firewalls need to be used and the systems need to be monitored at all times. Information sharing should be avoided as much as possible over the internet, and if needed, secure emails and communication procedures need to be followed. Emails from unknown, suspicious or not trustworthy sources should be deleted.
Care has to be taken while downloading files from the internet. Keep antivirus software updated, so that it recognises and deals with the new viruses. Information should also be password protected so that wrong/non-authoritative people do not have access to this information. Care should be taken not to share information with people who do not have authority to access information. It is always best to have back up of all data, so in case of any problems with systems the company will have a back up to worth with and not lose all valuable information. In regards to physical information, it is best to store them in fire proof cabinets and in safe places which are less prone to natural disasters.