Managing Workplace Systems

Explicit - information is known and can be documented in written or electronic form.

* Unstructured - hardcopy files, email, web content manuals

* Structured - stored in database

Tacit information - intangible knowledge ie. 'know how' information stored in people's minds.

* Education learning's

* Networking

* Verbal comments, opinions

Metadata - Structured info that describes or allows users to find, manage, control or understand other information over time.

* File name, reference number, retention, disposal, author, file paths, access dates.

Accountability - Where individuals/organisations are responsible for their own actions and may need to explain their actions to others.

* Procedures and policies in place to protect information

* Meet requirements outlined by legislation

Mandatory principles

ABI-AEP-PCL

Africans Believe In - animals, earth, piece - piece comes love

Accountability, Business continuity, Information accessibility, Information exchange, Information preservation, Privacy and confidentiality, copyright and intellectual property, legal and administrative requirements.

Creation - creating records as prescribed by legislation

Retention - retaining information for the statutory time set by legislation

Admissibility - determining whether the records are admissible as evidence in a court of law.

Medium - medium chosen for storage complies with leg.

Format - information should contain all info/variables required by leg.

Access - info should be stored, updated, secure and limits are applied to access and disclosure.

Legislation - the way that information should be managed.

* Collection

* Storage

* Transfer

* Disposal

* Access

TYPES OF STORAGE SYSTEMTS

Manual - paper based

Electronic - databases, online applications etc.

Considerations,

- Controlling information

- Storage infrastructure

- Infrastructure costs

- Legal consequences

Suitability

- uses of system

- office locations

- expansion capabilities

- customer support service

New technologies

- smartphones

- podcasts

- chat and instant messaging

- conferencing services

RECORDS MANAGEMENT - provides evidence of business activities (what, when, where who).

Advantages:

- secure/quick access

- control over creation/growth of info

- ease of business

- reduction in operation and storage