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Workplace Information Management Year 12 Training Resource

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Grace Victor

on 10 September 2014

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Transcript of Workplace Information Management Year 12 Training Resource

Key Topics
• Workplace information
• Establishing systems
• Managing systems
• Classification of information
• Maintaining the integrity of systems
• Security of information

Managing Workplace Information
Information Management involves capturing new ideas, organisational knowledge and structuring systems which allow for the information to be used effectively by the organisation.
(Courses Now, 2014)
What is Information Management?
Types of Information within a business
Explicit knowledge is information which is stored and archived in electronic or written format as evidence of business activity.
Tacit knowledge is stored within the mind and is a mixture of skills and experiences (human capital).
Recommendations for streamlining workplace information
Apply procedures to identify, gather, and share information to assist in maintaining records.

Suggested techniques for achieving this outcome are to establish the following:
- guidelines for record keeping;
- standard processes for document retrieval; and
- maintain currency of legislation and standards.
Steps to Establishing Systems
Consider all forces which can impact the information system including;
-global forces;
-community; and

Strategy Resource
Form a workplace information management committee:
-create a list of data which requires a system to manage it;
-create a standard operating procedure for record keeping and document retrieval; and
-investigate the relevant legislation and standards.
Businesses are required by law to provide proof upon request of all documents and transactions. To ensure that all staff are able to fulfil this requirement, the company must have a standard operating procedures manual where strict record keeping guidelines on recalling documents are listed. The specific practices and procedures used to achieve this are shown below.
Legislation and Standards
Step 1:
Step 2:
Develop a framework which provides an overall picture of how to manage the identified forces.
Step 3:
Ensure compliance with Acts and standards in relation to information management. Failure to uphold them can lead to formal review processes and prosecution.
Information management life cycle
Suitability of systems
When considering an upgrade of a system a list should be developed to establish the overall requirements of the system. Due to the complexity of a majority of these issues it is recommended that assistance from an outside organisation be sought.
Managing systems
Once systems are implemented, managers should constantly review three key areas to ensure all regulatory and accountability requirements are met. That is;
1. Online content
2. Documents
3. Records
Online content
Maintaining currency and integrity of online information is essential for the smooth running of a company. Failure to do so can have many complications such as:
- loss of customers if sites are not easily navigated;
- impact on reputation and branding;
- legal ramifications if user acts on information provided
which is incorrect or outdated and thus suffers a loss; and
- increase in complaints due to misleading information.

Document Management
Document management involves the version tracking and storing of documents, images and multimedia files. The use of certain software assists in the collaboration capabilities of files as well as keeping them saved securely.
Records Management
This involves identifying, storing, maintaining and managing data which describes events in relation to statutory, regulatory, fiscal or operational activities. The diagram shows what a good record must be.
How to manage records?
Electronic document and records management systems (eDRMS) are used to capture, and store both electronic and paper records, whilst also simplifying legal compliance and other regulatory standards. The process of transforming documents into EDRMS is shown below;

Document storage
Despite the vision of a paperless office, companies continue to use paper documents. The storage of such files needs to be managed and carefully structured within a centralised or decentralised location, depending on the requirements of the document.
Classification of information
Once a storage system has been chosen it is vital that policies and procedures for classification of information are implemented to ensure files are managed in a consistent manner. A classification system joins business activities with the relevant records and can be divided into two sub-categories;
1. Categorising records
2. Classification scheme
Categorising Records
A record is categorised to distinguish its place and value amongst the business. General categorisations can be made into three main areas.

1. Transactional documents, low value routine documents used for transactions with general customers, and are usually kept as active documents for the financial year.

2. Business documents, medium to high value documents such as policies and procedures, and contracts which may be sensitive for a short time and at the end of their active life are moved to the next category.

3. Knowledge documents, high value documents .
Groupings of business documents further explained
Classification schemes
A classification scheme is used for filing both paper and electronic documents. An ideal scheme is one which is easy to understand, and classifies according to the core business of the organisation.
Naming conventions
It is essential that a name of a file reflects the content of the document, in order to make it distinguishable to any person required to obtain the document. Specific file naming guidelines are general set out in the companies policies and procedures manual.
Maintaining the integrity of systems
Implementation of file-management control measures are essential to protect and store relevant records according to the requirements of the organisation. Areas which generally cause difficulty when trying to retain the integrity of a record includes:
- failure to maintain compliant;
- inappropriate disposal of records;
- failing to meet accountability requirements;
- privacy breaches;
- illegal destruction of records; and
- altering of records.

The use of digital information has caused an issue with maintaining the integrity of documents in that unlike paper documents it can be easily tampered with unless protection measures are implemented.
Two techniques allowing for integrity to be maintained are:
1. Digital signatures
2. Version control
Digital signatures
Signed documents provide a permanent records of decisions under taken with customers and suppliers. The increase in the number of global transactions has caused businesses to expect employees and clients to be able to sign from their mobile device. However because of electronic records requiring the same compliance requirements as paper documents, simply adding an image of a signature is not acceptable due to the possibility of it being altered.
Overcoming digital signatures
The use of a cryptographic algorithm which crates a 'fingerprint' on the document which allows for the same authenticity, and integrity as a 'wet signature' to be gained. This entails the follow steps;
The message is signed by the sender using a private key to encrypt the message

Digital signature
Signed message
Encryption transmitted
This signature is verified by the receiver using the sender's public key to decrypt the message.

Digital signature
Signed message
Version control
The use of version control allows for a track of any changes to a document through its development to be created. Companies which use an eDRMS version control should be an inbuilt feature, however for those who do not, the version control number along with creation date should inserted into the footer. When the document is then amended the new version number and date must be displayed along with the original version number and date as shown below.
Stages of document preparation
To comprehend the principles of version control a thorough understanding of the stages of document preparation are essential. An outline of version control from the beginning of the document through to the approval as a record can be seen on the next slide.
Accessing active files
Security of information
The increasing use and sophistication of mobile devices is leading to growing concerns of data loss and security breaches. This combined with the capacity of storage devices as well as the array of viruses out there are causing businesses to lose large amounts of data every year. Security risks come from two main areas, external computer crime, and surprisingly employees. To counteract this a company can put measures in place to minimise the risk.
Minimising Risk
A risk management strategy will assess possible flaws within the information system and thus assist in the implementation of control measures to prevent alterations to documents. It is also government policy that all employees follow these strategies, so that confidential or private information is not compromised. It is therefore the employers responsibility to ensure all employees are educated in the related policies.
Backup and Recovery
The implementation of quality backup and recovery procedures are essential to ensure that:
- the usability of media is sustained;
- integrity of media is tested and checked; and
- protection against unnecessary data loss
occurs such as computer system failure.
Once data is securely backed up, appropriate management practices are to be implemented providing for:
- compliant systems with technical standards required to store records ie. backup tapes are retained for no longer than 13 months;
- determination of usability of the media;
- retention periods;
- protection during storage and transfer of documents;
- restricted access; and
- integrity testing.

Continual reviews and evaluations of the workings of the system will ensure efficient working of the procedures.
Disaster Recovery Plan
In order to effectively keep track of all files, employees need to strictly adhere to company naming and saving procedures. To maintained the integrity of an active files, restrictions of access whereby only certain people are granted access should apply.

Tracking active files
Generally it is the responsibility of a record officer to keep track of files to maintain the integrity of the system.
Tracking paper files

The use of a bar coding system allows for documents to be 'scanned out' and immediately acknowledged on the system. Alternatively though information could be entered manually, however an official records officer should sign off on the information.

Electronic files
The same treatment as paper files is not required, as an electronic document is capable of tracking the complete history of versions and users.

Storing Active Files:
These files are stored according to classification methods which suit the requirements of the organisation. If this system is computerised, then daily checks and backups are essential across all documents. Once a file is deemed to be inactive authority must be obtained in order to transfer the document from being active to inactive. To assist with this, documents are usually stored with their destruction date attached.

Storing Inactive Files:
Storage areas for media must be maintained at suitable temperatures and humidity levels to guarantee their protection over time. Due to legal ramifications a disposal and retention schedule is a vital component of a records management system. That is a minimum period that records must be maintained.
Storing Files
Sentencing of Documents
There are three stages involved in sentencing of records;
1. Assigning retention and disposal dates
2.Reviewing dates and changes to legislation
3.Disposing of records in the correct manner

Retention periods of major records:
Key Topics
• Workplace information
• Establishing systems
• Managing systems
• Classification of information
• Maintaining the integrity of systems
• Security of information

The organisation is responsible for organising records to ensure adherence to statutory acts, regulations, and standards. This can be achieved through bench marking and complying with Australian and international standards. If an organisation fails to adhere to these standards, there are heavy penalties which will apply to the company such as a large fine.

Workplace Information
With increasing numbers of employees working remotely and using cloud storage, trying to implement systems that meet
legal, compliance, accountability and security requirements is an onerous and ongoing task (Rassmussen, Mylonas, Beck, 2013)
(Rassmussen, Mylonas, Beck, 2013)
A disaster recovery plan consists of the precautions a company are taking to minimise the effects of a disaster so as to maintain or quickly resume critical business functions. A typical plan will involve:
-an analysis of business process and continuity needs; and
-a focus on disaster prevention (Rouse , 2012).

Plans can either be developed from within the company or purchased from outside parties. The content will vary from one business to another depending on variables such as:
- type of business;
- processes involved; and
- level of security required.

Disaster Recovery Plan
A disaster Recovery Plan describes how an organization is to deal with potential disasters (Rouse , 2012).
What is this?
Why do we need one?
A study conducted in 2011 in the Asia-Pacific region showed that a majority of corporations did not have a disaster recovery plan, and would be left with less than half of their systems running following a disaster (Rouse, 2012).
For more information

Anthony, J. (2011). six tips for a paperless office. Retrieved September 1, 2014, from Microsoft business: http://www.microsoft.com/business/en-us/resources/technology/communications/6-tips-for-a-paperless-office.aspx

Courtney, G. (2007). Managing Workplace Information. Retrieved August 29, 2014, from TED: http://managing-workplace-information.webs.com/
Department of Education. (2013). Record, organise, and manage workplace information. Retrieved August 29, 2014, from Regional skills training: http://www.regionalskillstraining.com/sites/default/files/content/ROMWI%20Book%201.pdf

Minnesota historical society . (2012, March 13). Electronic Records Management Guidelines. Retrieved September 1, 2014, from Minnesota historical society : http://www.mnhs.org/preserve/records/electronicrecords/eredms.php

Rassmussen, Mylonas, & Beck. (2013). Investigating Business Communication and Technologies. Sydney: Cambridge Education.

Rouse, M. (2012). Disaster Recovery Plan. Retrieved September 3, 2014, from Tech Target: http://searchenterprisewan.techtarget.com/definition/disaster-recovery-plan

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Outline of Version Control
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