Roles And Responsibilities Of Facilities Operation Management

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.

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

correct staff payments , legislative requirements accurate invoicing ,correct production recording , accurate stock holdings ,re-order level monitoring , audit requirements

It is essential for organisations to keep up to date and accurate records to ensure efficient

Collection of information is essential to support the major functions and activities of the organisation. To ascertain this it is essential to have regular reports of the organisation and to do this you need regular financial reports and audits. A true vision of the organisation will give any management a better understanding of their situation and will thus help them to make a good viable decision.

I ensure I follow practices of ensuring security by using correct storage of records ensuring that no one can hear confidential information for example phone calls , handover , returning records to the correct storage place, not removing records from the work place , signing records out. Also reporting any issues and following appropriate disposal

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

1. To comply with legal requirements and legislations. These for example could be contractual obligations, employee role descriptions and responsibilities, remunerations etc.

Another reason to collect and record data is to comply with legal requirements and legislation, for example the principle of equality. If we have in our HR department adequate personnel records, we can make sure we are complying with the law and therefore

4.0. Procedures 4.1. A bureau’s practices and procedures must cover all aspects of records management including maintaining, identifying, retrieving, preserving and destroying bureau records. Such practices must take into account business needs as well as legal and security

The purpose of this document is to establish a framework for the implementation and maintenance of an appropriate records management system. Innovative Widget is committed to maintaining a records management system that meets its business needs as well as its legal and accountability requirements.

Legislation and Compliance – The company needs to collect data from our employees to ensure we comply with legislation and our industry requirements, for example a copy of an employee’s passport or visa to show right to work, evidence of a Doctor’s registration status. We also collect data pertaining to equality and diversity…

a) “to be able to retrieve information whenever it is needed. For example each organisation has to keep accurate records or information of their employees in order to be able to use this information for planning ahead (…)

Think about the records you have to keep; it may help to list them under subject/teaching records; organisation records and regulatory/awarding body records.

1. Why does this organisation need to keep employee records (identify at least two reasons?)