CU701 - Storing and Retrieving information

1436 Words6 Pages
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
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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times by checking for out-dated records periodically in a given span of time as it is no use retrieving data that is out of date.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

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