Understanding Processes and Procedures for Storing and Retrieving Information

Decent Essays

Understanding processes and procedures for storing and retrieving information 1.1 Explain the purpose of storing and retrieving required information The purpose of storing and retrieving information is that if you needed to contact them again or ring them back - you would have their information there for you to retrieve. Therefore if any progress is made, you can update this or make notes on what is relevant if another colleague needs to access this information. It is also important because if a customer rings you, and the person who they have been dealing with is not in, you can look at the data already stored for this person and be able to help them with what is needed, so you are up to date too. 1.2 Describe different …show more content…

If the information needed does not meet the timescale it could be considered useless as the time in which it was needed has passed. 1.8 Describe the types of information that may be deleted Companies will always be collecting new data and renewing existing data. Types of information that a company may delete is old data, out of data information, or information which has never been used as this will take up storing space. Every company has a policy where it informs you of how long data must be kept for before you can destroy it, therefore these policy’s must be met before destroying the data following confidentiality procedures. These include the deletion of electronic information and shredding the paper information, or any information suitable for shredding. 1.9 Describe problems that may occur with information systems and how to deal with them when necessary Information systems are the most important things to a business as they include all the information of everyone in the company, customers, clients, tenants and landlords will be on these programmes along with employees’ salaries and personal information. Some problems that may occur with technological information systems are viruses on the systems or any hackers who are able to access the information. Physical/paper information could get harmed with

Get Access