Further Links Contact Us Search Help

Syllabus | Exams | Resources | Glossary | |

Business Services

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

Activities answers

Activity 1

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

Activity 2

 

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

Activity 3

 

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

Activity 4

How can the following types of technology or business equipment assist in the effective collection of information?

• photocopier
  • Facility to easily make a backup copy
  • Easy distribution of information to several recipients
  
   
• computerised filing systems
  • Space saving and efficient collection of information
  • Easy modification of information
  • Easy backup of data
  • Provision of off-site storage of data
  
   
• answering machine
  • Callers are able to leave information after hours or at other times when the office or personnel are not contactable
  • The message can be listened to more than once to clarify the information
  
   
• fax machine
  • Quick means of transferring information from one location to another or to several locations
  • Can be used to make a copy of information received

Activity 5

In your memo have you mentioned the following?

 

1. Ensuring sensitive phone conversations are not overheard
   • Transferring calls to a private location eg an office
   • Making an appointment to speak to the caller at a more convenient time
   • Arranging to meet the caller rather than discussing private matters over the phone
   
    
2. Keeping customer records secure and confidential
   • Keeping files locked away when not in use
   • Making sure files are not left unattended or in public view
   • Ensuring only authorised staff have access to both paper based and electronic files

Activity 6

1. file number order
   
   237686
   665239
   750923
   751923
   785423
   
   
2. alphabetic order
   
   H Kidby
   T L Kidd
   Kiddle Graphics
   Kids Art Academy
   Kids Kommotion
   
   
3. alphabetic order
   
   Penfold Auto and Air
   Penfold, B
   Penfold, Bill
   Penfold & Sons
   Penfold Stationery
   
   
4. chronological order with the most recent correspondence on top
   
   18 September 2003
   10 August 2003
   12 February 2003
   22 October 2002
   6 April 2002
   
   
5. alphanumerical order
   
   AK3422
   AN6598
   AN7542
   AU6450
   NZ4523
   NZ5423
   US2234
    
6. Arrange the following into alphabetical order
   
   Saint George Brake Service
   St George Cabs
   St George Hospital
   St George Interior Designs
   Saint George Locksmiths
   St George, Nicholas
   St George Private Hospital
   St George Training and Development
    
7. geographically
    

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

   
    
8. according to subject
   
   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.

	Filing cabinet Suspension folders can become overloaded, bend and stick out Drawers can become overloaded and cause cabinet to tip when drawer is open Can overbalance when more than one drawer is open Can cause people to trip if drawers left open
	Compactus Care should be taken when moving heavy sections Poorly maintained compactus can be very heavy and hard to move Watch out that other staff are not in another compartment before moving a section Keep hands and legs clear when closing sections

Back to Activities

Back to contents