1.6 Explain The Importance Of Documents In Production Distribution And Storage

There are two types of recording information, these are manual and electronic. There are security issues with both, security of electronic data/info has to be kept up to date and passwords changed regularly to help to stop unauthorised access, this also needs to be kept up to date regularly. There should also be a back up disk which should also have the same kind of security that paperwork has. Manually recording/storage should be kept in a secure place with access only to those that need it, this may be in a locked cupboard that the manager has the key for and you have to ask and sign for the use of. This also needs to be kept up to date and legible, if people cant read what is being put then this could have serious consequences for the service user.

Restlessness, irritability, emotional unstable, increased risk of strokes, less able to remain independent, less able to make own choices, less able to take decisions

One of those being that information does not breach security protocols (e.g. not sending out a document you’ve produced without it first being approved by your manager). Another being storing of business documents for example filing cabinets we use being locked; only certain staff have a key to open this cabinet. Also, protecting documents, for example password protection… certain documents that contain peoples personal information or confidential data have passwords on them so you must know this password to open the document. Finally, read-only access (e.g. if a document is in use at the time, no one else can open it and edit it, they can only open a read-only

Describe how to complete and maintain documentation in accordance with organisational procedures, in relation to:

A risk analysis needs to focus on the secure storage and the prevention of threats such as fire or theft and that files can only be accessed by relevant personnel. There are legal requirements that employees are required to meet in terms of the length of time that specific documents are to be retained, so thought needs to be given to storage space and all files must be easily retrieved and accessed when required.

A manual storage system is what we currently use. This is hand written care plans which are stored in the office for ease of access by staff. When the care plans need to be secured, staff close the office door which is code activated and this prevents individuals other than staff from viewing the personal care plans.

The procedures that need to be followed when retrieving information for paper based information consist of finding out whether you are allowed access to the information, finding out where the information is stored if you are allowed access to it, looking for the information, taking it from its storage place remembering how it was stored for when the information is to be put back. The procedures that need to be followed when deleting information for paper based information consist of finding out if the information is confidential or not normally something that is confidential has address or names on it, if the information is confidential then it needs to be cross-cut shredded if the information is not confidential then it can be shredded normally. The procedures that need to be followed when archiving information for electronic based information consist of checking to see if the information contains legal information or long-term business obligations, checking to see if there is more than one copy of the information, if there is more than one copy of the information check to see if the extra copies can be deleted, if the

The information is stored in locked filing cabinets as the information can hold company details and account numbers this is only accessible by the Administration staff and each file is signed out on a register.

|  Files are located in filing cabinets in storage room until needed and newer information is computerized.

The main purpose of storing information is for easy retrieval in the future when it is required. Storing certain information may be part of company policy. There will be procedures in place in order to make sure files are stored correctly and in line with data protection. Depending on the type of information, information can be stored in either filing cabinets or electronically. Depending on the nature of the business, different types of information will have to be stored, for example a legal practice needs information such as court

The purpose of this Policy is to ensure that Premier University maintains the records and documents necessary for the successful operation of the university operations in accordance with state and federal laws. The University is responsible for maintaining records during their lifetime until they no longer hold any value and are discarding. This policy will determine which documents are required to be retained, which individual’s data is to be retained including student and employee data, and which laws apply to the data to

The main purpose of storing any information is for easy retrieval in the future when it is required. It is also part of a company’s business practice. Storing documents have to be done in proper procedure so that it is easier to find. Depending on the type of information, information can be stored in either fireproof cabinets for hard copies or hard disks or other electronic storage devices for soft copies.

Some of the benefits of storing documents in hard copy format are that you can track amendments to the original documents, you can read the document without the reliance on electricity, you can physically see the signature on the document and files cannot be accidently deleted or corrupted. Documents can be recalled and deleted/amended easily

Therefore due to the number of documents that will be introduced will be templates or have macros for ease of completion. As this can be quite complex I would enlist the services of an external consultant to ensure that the documentation functions as it should. After

3. What would you recommend as effective methods for this organisation to store the data, and why? (Give two different options)