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Managing and Maintaining Files and Records
Portfolio Project Part 2
Files and records, whether physical or electronic, must be organized, stored, and managed properly. For this section of the portfolio, and then write about the following in your own words:
1) Managing Physical Records:
How To Prepare Physical Records For Storage
Depending on whether the organization stores their records in the office or outsources storage, the records are organized based on similarities in their traits. Some common record series to make include records with the same subject, a similar business process or transaction. Only one record series should be stored in the same box. The records should be labeled accordingly to ease retrieval.
Read About The Filing Systems Described. Then, Explain The Advantages And Disadvantages Of Each System In Your Own Words.
Alphabetic Filing System
The files are arranged based on the names of the subject, geographic location, business, among other identifiers following the dictionary order. The alphabetic system is useful when storing customer files (Alexander, 2019).
Numeric Filing
Files are arranged in sequential number orders. The system will use an index when retrieving files. The system is preferred since it improves productivity when storing and locating the file. The numbers increase the confidentiality of records. As opposed to the alphabetic system, the numbers are infinite (Alexander, 2019).
Alpha-Numeric System
The system uses both names and numbers. Files are arranged with their alphabetic or subject identifiers followed by the number (Alexander, 2019).
Paperless Filing
It is becoming common to eliminate the need for storage space or lost information. Information can be shared by multiple departments (Alexander, 2019).
Recommend One Of The Filing Systems You Analyzed And Explain Why You Chose It.
Paperless filing is the best of the four assessed systems. As opposed to paper based systems, users can quickly access records, edit or delete them when necessary. Moreover, loss of files is minimal since there is a central location on a computer where they can be retrieved from. Further, paperless filing is better for the environment.
2) Managing Electronic Records:
How To Organize Electronic Records
Electronic records can be arranged using the default folders in systems like Windows. For instance, Windows has a My Documents folder where users can arrange Ms Word, Excel, or PowerPoint files. Electronics allow users to create filing cabinets in the folders. There is also the option of a nest folder within the main folders. It is essential that electronic files are named according to their logical and specific names to show when they were created. The naming minimizes the need to open files to identify what they contain. The ‘Save As’ tab on Ms Word allows users to file their documents as they go. The files can also be ordered such that the most used ones are at the top of the list. Moreover, files can be renamed AA to put them at the top. Old files in electronic form can be uncluttered with ease. It is essential that files are backed up.
About The Electronic Filing System Methods Described. Then, Explain The Advantages And Disadvantages Of Each System Listed In Your Own Words.
Disk Filing
Useful for data storage either attached or unattached to a computer. Examples include CDs and DVDs. Data can be retrieved from the disk driver of the computer with ease. However, data can be compromised or lost if not protected accordingly.
Flash File
Uses portable electronic devices. Flash files can store large amounts of data and transfer them to other devices fast (Cunningham, 2019). Examples of flash files are memory cards. However, they can be compromised by viruses (Cunningham, 2019).
Transactional System
Used by banks to ensure that changes are updated to all computes in the program. Used in credit cards to allow or disallow transactions based on customer balances (Cunningham, 2019).
Network Filing
Users in a computer network can access files stored by an administrator. The administrator allows users to access the system and can make changes accordingly (Cunningham, 2019)
Recommend One Filing System For These Records And Explain Why You Chose It.
The best is network filing. Users can retrieve data from an administrator depending on their needs.
How To Back Up Records
There are online databases that allow automatic backup that can be used for hard data on computers. An external hard drive can be used to back up the entire computer. For instance, Windows Backup allows Windows users to back up their entire computers. The Internet also has recovery systems that allow users to automatically backup their systems. Data can be backed onto the cloud and retrieved with ease.
How To Secure Records
First, documents can be redacted to hide sensitive information. Access control lists allow companies to restrict who can access files on the system. File encryption ensures that any malicious parties intercepting documents cannot open them without a decryption.
References
Alexander, K. (2019, February 11). Most Common Filing Systems. Bizfluent. https://bizfluent.com/info-8039069-common-filing-systems.html
Cunningham, T. (2019, February 11). Different Types of Electronic Filing. Bizfluent. https://bizfluent.com/list-5904848-different-types-electronic-filing.html