Describe ways of maintaining and updating an information system
Files, records and information are in daily use throughout the office. [ New files are being created and old files removed from both the system and file index, and information is modified and updated within files.
Most organisations have filing practices in place that allow the movement of files to be monitored at all times.
File Movement Register – a book, binder or electronic file, recording file name, number, date borrowed, borrower, date returned etc. Entering details into the register allows others to know the whereabouts of the file and saves valuable time in tracking the file.
File
Movement Marker – an ‘outcard’ which is placed in the hard copy filing system where the file came from, or a note in an electronic system showing the borrower’s details and date borrowed.
Some organisations use a barcode borrowing system for files (similar to borrowing a library book) or ‘passing slips’ (similar to circulation slips or envelopes) recording the movement of files.
If a file could be located in more than one location it may be necessary to cross reference the file. ]
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Asked 11/11/2011 6:51:09 PM
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