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Business Services

Home > Business Services > Business Services (120/240 hours) > Process and maintain workplace information > Process and maintain workplace information

Activities

Activities 1 to 3 are interactive tasks – if you have Javascript enabled, you will see on your screen if you have answered correctly. Otherwise, you can can check if you are correct by referring to the Answers.

Activity 1

Use these words to fill in the blanks – click on the lines to see if you are correct.
confidential	security	unattended
locked	sensitive	unauthorised
password	trained	view

The safety and of information is of great concern to businesses today. Staff need to be in the importance of maintaining strict confidence in relation to information and should not discuss restricted matters with persons. Records should not be left or in full and should be away when not is use. Computerised filing systems should be protected with and log-in access.

Activity 2

Select the correct record type for the records described below.

	Active	Dead	Archival	For Disposal
BAS Statement for last three months
Photographs of the premises taken in 1945
A client file – the client has notified us they are closing down
Hard copies of staff newsletters for the last three years – electronic copies have been retained
Applications for a position vacant
Leave forms for an employee who left the company ten years ago
Invoices issued for the current month

Activity 3

Match the word with the correct definition. Click on the checkbox to see if you are correct.

An efficient records management system will be characterised by

Cost effectiveness     Accessibility     Flexibility     Compactness     Ease of use
	The system needs to be easy to understand and to operate
	The system needs to make best use of equipment and staff time
	The equipment/technology needs to be able to store a greatest number of records in a small amount of space
	Information must be easily available to everyone who uses the system
	The system must be able to expand and adjust as the business requirements change

Word-process your answers to Activities 4 and 5 before referring to the Answers.

Activity 4

How can the following types of technology or business equipment assist in the effective collection of information? Word process your answer.

• photocopier
• computerised filing systems
• answering machine
• fax machine

Activity 5

You are concerned about confidentiality in your office. Write a memo to all staff advising two ways they can

1. ensure sensitive phone conversations are not overheard
2. keep customer records secure and confidential

Print out Activities 6 and 7 and write your answers in the spaces provided, before referring to the Answers.

Activity 6

1. Arrange the following into file number order
    

   750923	785423	665239	237686	751923

   
    
2. Arrange the following names into alphabetic order
    

   T L Kidd
   Kiddle Graphics
   Kids Kommotion
   H Kidby
   The Kids Art Academy

   
    
3. Arrange the following into alphabetic order
    

   Penfold Stationery
   B Penfold
   Penfold Auto and Air
   Bill Penfold
   Penfold & Sons

   
    
4. Arrange the following into chronological order with the most recent correspondence on top
    

   18 September 2003
   22 October 2002
   12 February 2003
   6 April 2002
   10 August 2003

   
    
5. Arrange the following into alphanumerical order
    

   AN7542
   AU6450
   US2234
   NZ4523
   AN6598
   AK3422
   NZ5423

   
    
6. Arrange the following into alphabetical order
    

   St George Cabs
   St George Training and Development
   Saint George Brake Service
   Nicholas St George
   St George Interior Designs
   Saint George Locksmiths
   St George Private Hospital
   St George Hospital

   
    
7. Arrange these files geographically
    

   Oatley NSW	Kew VIC
   Malvern VIC	Winton QLD
   Stirling SA	Gerringong NSW
   Katherine NT	Adelaide SA
   Perth WA	Winton NSW
   Geraldton VIC	Adelong NSW
   St Marys NSW	Darwin NT
   St Leonards NSW	Broome WA

   
    
8. Arrange these files according to subject
    

   Miscellaneous
   Training & Development: Seminars
   OH&S: Workplace Committee
   Finance: Audit
   Training & Development: Speakers 2003
   Finance: Sales Forecasts 2002
   Finance: Sales Forecasts 2003
   OH&S: Accidents 2003
   Finance: Audit
   Finance: Sales Forecasts 2003
   Finance: Sales Forecasts 2002
   Miscellaneous
   OH&S: Accidents 2003
   OH&S: Workplace Committee
   Training & Development: Seminars
   Training & Development: Speakers 2003

Activity 7

Identify this method of records storage and discuss the OH&S considerations of its use.

Answers