Unit 9 P1

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

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

Well-organized file names and folder structures make it easier to find and keep track of data files. A system needs to be practical and used consistently. Without organization, you cannot report data effectively.

A resident's name or conditions cannot be discussed with anyone other than the care team. Photos and other personal information can't be shared on social media sites and to maintain privacy and emails containing a resident's personal should not be sent because there is a possibility the email will be sent to the wrong person or someone may have access to your account. Information regarding a resident should only be discussed in person to ensure that only the necessary personnel know. When seeing a resident in public, you should not mention knowing them from a care facility in case they wish to keep that a secret from the person they may be with.

All businesses and organisations have to check to see that the information they have stored is accurate. For example, the money coming in and going out have to be correctly recorded otherwise it will look as if the company has not made much profit and it can affect the share prices of the company, affect the employees as the company might not be able to pay the employees and will have to cut down on staff, lenders will not agree to lend money, etc.

The recruitment and selection process have different stage that all have to be to follow, to select the right candidates for the job vacancies.

A - File Management is where the user is able to not only create files but they can do the following – delete files, copy and paste files, cut, move files, rename files and form folders to store these files. By doing this it means it’s significantly quicker to find previously stored files, and being able to create separate folders and manage those means that all your data can be more organised, whereas if you don’t name files/organise them, you’re at risk of losing files and wasting time trying to find them. File management is an extremely important feature because allowing you to rename your files means that you know exactly what that document is, and if the user were having to upload an assignment they would know exactly which to upload, and not only that but it means that if other people need access to specific files and they’re named correctly it means all they have to do is type in my computer the file name. Having the

Titles and headings – The document used titles and subheadings which add hierarchy to the document

Tesco has a good progress and their strategy is made up of of five elements:

Data management is vital to any business as this is a key tool to an organisations business improvement, as you can refer back to data, and compare them against benchmarks. Analysing data can provide evidence for possible future structure such as identify trends, as well as indicate where improvements can be made. However there are strict procedures to be followed when collecting and storing data.

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.

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 (…)

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

4) What are the issues to be considered in choosing the format in which documents are to be delivered?

This is the main problems beside economic problem. In order to maintaining digital information, they need rapid and unstopped shift of devices and practice of Information and Communication Technology (ICT). They need to ensure that the information is readable, meaningful, useful and easy to understand in the future. Technological problem related to the usage of hardware, software and also operating system that used in processing the digital information and this may include large amount of money because it may has change of technology. Digital information should can be read and reused and they need to ensure the validity, trustworthiness and accurateness of document by manage according to establish procedures and policies (PRO, 1999).