Foundation Learning TierBUSINESS ADMINISTRATION

Aim:Review ILPs and mark previous work State the basic requirements of the Data

Protection Act State the procedures to be followed when pre-

sorting documentsUse an indexRecognise the procedures for cross-referencingRecognise the importance of returning files

lending and tracing files

Objectives:1.1 state the basic requirements of the DPA

3.1 state the procedures to be followed when pre-sorting documents

5.1 use an index6.1 give an example of when files would be

cross-referenced7.1 demonstrate the procedure to be followed

when lending and tracing files

Categorising FilingFiling key Once you have decided on your categories, you will have to draw

up a filing index so that everyone can understand the system you used and find the information they want. This index is called a filing key.

Write up a filing key by listing all the categories and sub-categories in the order they are filed in. Make sure it is laid out so that everyone can understand it. Put it on the filing cabinet and also put a key for each drawer on the front of the drawers. Give everyone a copy of the whole filing key.Make sure that everyone who does filing understands the key and uses it for filing.

New files Don't create new files unless you are absolutely sure the

information does not logically fit into an existing file. Put the new file in the correct category and write it in the filing key immediately. Give everyone a copy of the new categories as soon as possible.

IndexingActivity

Rules of FilingThere are two basic rules underlying filing:

1.ALPHABETICAL FILING - filing according to the letter of the alphabet

2.DATE FILING - most recent files on top

These rules are basic because they apply to all filing systems. When we file by name, subject and area we should always file alphabetically and by date.

How to NOT lose filesMaking sure you don't lose files

A file-out book - a file-out book is simply a book in which we write

Who borrowed the file or document Name of the file or document When they borrowed it When they returned it A file-out card - file-out cards are used in a filing cabinet. They are the same size as the files and are put in the place of the file, which has been borrowed. On the file-out card we write the same information as in the book, i.e.

Who borrowed the file or document Name of the file or document When they borrowed it When they returned it

ActivityCreate your own file out book/card

Good housekeeping and safetyAt the end of every day you should:

File all the documents you can Put away those you cannot file in filing trays

Lock up all confidential documents (Data Protection Handout)

Place all waste paper in rubbish bins Leave desks tidy

DATA PROTECTIONIf you handle personal information about

individuals, you have a number of legal obligations to protect that information under the Data Protection Act 1998.

8 important principleswww.ico.gov.uk (Information Commissioner’s

Office)

Data Protection continuedHow much is the average Data Protection Act fine?

What is the maximum Data Protection Act fine?

What is a ‘subject access request’?

How long do I have to deal with a subject access request?

Can I charge an individual for a subject access request?

ActivityData Protection Activity

What is cross referencing?

When organizing documents or records you will have those which could belong under more than one category or file name. To manage this, file the records in one category and place a cross-reference note in the other. It is important to be consistent in deciding where to file records. Cross referencing can also trigger the mind into remembering information.

One of the most common examples of a cross reference is the index of a book. A cookbook might have a single recipe listed in several places in the index. For example, chicken pot pie could be listed under both pie and chicken categories.Eg a document has more than one subject;·   the subject may be interpreted in such a way that it

 lends  itself  to  filing  under  more  than  one specific subject

enclosures   are   separated   from   the   basic correspondence;

Three ways to cross reference1. SEE - used:

When a subject heading can be referred to by more than one term. Eg pets/dogs; auto/car

2. SEE ALSO - used:When additional information about a subject can be

found under related subjects. Eg a wedding folder may contain information on arranging a wedding, however other files eg hair and beauty, cars, venues etc might contain related information.

3. REMINDER -  used:When an item needed is in a book. Eg you have

shelves full of cook books. As you read and use them, you note the great chicken pie recipe that you want to take to the next dinner party you attend.

Importance of pre-sorting

This is the preliminary arrangement of papers according to the first filing unit of the name or number. This is the last step prior to actual filing. Sorting also makes documents easy to find if they are needed while out of the file. Documents should be arranged in sequence so they can be placed in the proper folders quickly, without moving back and forth

ActivityPre sorting activity