Workplaces rely on the exchange of information to carry out their daily business. Dealing effectively with information and records is a necessary and important task for all employees. Common types of workplace information include messages, correspondence, computer files, sales records, product information, forms, computer databases, accounts records, personnel records, minutes of meetings, library collections, promotional material and printed products.
Information sources may include colleagues, computer networks, individual computers, electronic archives, electronic storage, paper filing systems, newspapers, magazines and journals.
You need to know where information is stored and how it is organised so you can collect it and pass it on promptly to the relevant people. When collecting information, you need to understand what you have to collect, who the information is for and when the information is needed. The information must be relevant, current and appropriate.
For example, be familiar with the Privacy Act Cth. You will be more efficient in the way you handle information if you plan how to meet your deadlines, record and prioritise your tasks, keep track of information and monitor your progress.
It is crucial to maintain security and confidentiality at all times when dealing with information. To process information quickly and efficiently, you need to know how to use the business equipment and technology in your workplace. This learning checkpoint allows you to review your skills and knowledge in collecting workplace information. In order to process the information you have collected, you need to know who needs it and in what format it is required.
For example, a colleague may be satisfied with a photocopy of the information, while your supervisor may want the information to be word-processed, printed, photocopied and organised into a bound report with multiple copies. You need to clarify the requirements and then work out how you will process the information.
You also need to be familiar with the policies and procedures you have to follow. For example, you might know where to collect incoming faxes but be unsure of how to forward them to interstate branches. Process information Knowing how each item of equipment and technology is used will help you process information efficiently. Therefore, you need to be familiar with the different types of equipment and use the most appropriate form of technology to process the information you have collected.
Use your computer You may need to use your computer to process invoices, record incoming journals on a library database, word process meeting minutes for distribution, update customer records, process order forms, record sales data or prepare correspondence. A lot of the information you receive may have to be word processed or reformatted.
Find out the kind of format that is required. Should you write a formal or informal memo? What sort of graphs should you use? Below are some steps to follow when entering and retrieving information from an electronic filing system. Handle email If you collect email messages, you should already know how to use your email software.
To process email messages, you need to find out how the organisation expects you to sort, forward and file emails.
Dispatch information Dispatching information means sending or delivering it. Much of the information you gather will be used inside the workplace and delivered to various departments, areas or people.
However, you could also be asked to collect and process information to deliver to people outside your organisation. Make sure you are clear about the method of delivery required when the information is requested. For example, if the information is confidential you may need to send it by registered mail.
If it is urgent, you may need to use a courier service. Example: method of delivery Karl is an administrative assistant for a building contractor. An inner-city client urgently needs a copy of their contract. Then he needs to organise a courier to deliver it to the client.
Karl knows there are different levels of courier service, so he asks for the urgent service, which guarantees delivery in the central business district within 20 minutes. Follow requirements You should keep notes on the procedures for handling different types of information in your workplace.
Keep the notes together in a place that you can easily refer to when you need to remind yourself about particular requirements. Become familiar with how to handle each type of information, how to file it, who to advise and where. Separate filing cabinets may be kept in the centralised filing area or in another location, even off-site.
Files stored here are stamped or marked to indicate they are inactive. The central index or system for recording the location of all files is usually changed to indicate the inactive status of the information. If required, the information can be retrieved from the inactive or archived filing cabinets. Computer-based records are the most popular method for storing inactive information as more and more information is in electronic form and electronic storage takes up a lot less physical space.
Documents that were not created on a computer and are therefore not already in digital format can be scanned into a computer. The main problem with storing digital information is that the format for storage may become obsolete. Computer manufacturers and programmers no longer support these formats. For this reason, the contents of digital archives may need to be re-archived in a newer format to avoid losing historical information.
Electronic storage devices, such as DVDs, removable hard drives and other electronic devices, can store information in the same way as paper-based systems. It is important that the information contained on electronic storage devices is accurately indexed. Indexing describes or identifies the contents of a record or document and ensures easy access to the information. Cross-referencing involves filling out one or more cross-reference cards or sheets to be filed in the alternative location.
Alternatively, you could photocopy the document and file it in both locations. Use systems to find information Reference and index systems are the keys to finding information in the workplace. Everyone relies on the file index or other index system to list all the files in the system.
When they find a file listed in the index, they should be confident that they can also find the corresponding file in the filing system. An inaccurate, out-of-date index is of no use to anyone.
When files are removed, deleted, added and modified in the filing system, their listing in the index must also be changed. There may be specific guidelines for updating the reference and index systems. You might need to update them every week, once a month or every time a file is changed, added or removed.
You need to know the procedures you are expected to follow. To demonstrate your competency using this final assessment you must successfully complete three assessment tasks. All questions must be answered satisfactorily for Part A to be completed satisfactorily. There is no restriction on the length of the question responses, or time restriction in completing the assessment. You must complete all questions unassisted by the assessor or other personnel, but may refer to reference material as needed.
Resources required The question responses section is the only resource required for this questioning assessment to be completed. Assessment conditions Assessment must be conducted in a safe environment where evidence gathered demonstrates consistent performance of typical activities experienced in the knowledge management — information management field of work and include access to:.
Reasonable adjustment If you do not wish to respond to the questions in written form, an interview may be used as an alternative approach if negotiated with your assessor. I declare that no part of this assessment has been written for me by another person. I understand that plagiarism is a serious offence that may lead to disciplinary action by my training organisation.
Question 1: Describe two pieces of current legislation that affect how you process and maintain workplace information. Question 2: Describe the importance of ethical principles and codes of practice when processing and maintaining workplace information.
Question 3: Describe two organisational policies you must follow to correctly collect and process workplace information. Hello, In your role as my administrative assistant at BizOps Enterprises, there are a number of tasks that I need you to do while I am out of the office today.
There are two documents that you will need to complete these tasks. You will find these documents below. The first is your list of duties for the week and the second is a copy of an email with details of a complaint that I received from a customer. You will also need to access BizOps policies, procedures and a customer complaint form. Put the file in my in-tray. Update the file index after removing these files. Update the file register to include this new file.
P3 Textual information was recognised and interpreted to ensure tasks were completed according to organisational requirements. P4 Organisational requirements relating to security and confidentiality in handling information were applied.
P6 Inactive or dead files were identified, removed or relocated in accordance with organisational requirements. Contact Us FAQ. Unit release 1 Aspire Version 1.
Feature of the learner guide How you can use each feature Learning content Read each topic in this learner guide. Examples and case studies Examples of completed documents that may be used in a workplace are included in this learner guide. Learning checkpoints There is a learning checkpoint at the end of each topic. Example: file request form This is an example of a paper-based form for the records department. Legionella Document title - Legionella risk assessment Period of retention - Current.
Leptospirosis Document title - Leptospirosis risk assessment Period of retention - Current. Lone working Document title - Lone working risk assessment Period of retention - Current. Maintenance and inspection of plant and equipment Document title - Schedule of maintenance and inspection Period of retention - Current.
Document title - Plant maintenance records Period of retention - For the life of the plant. Document title - Generic inspection checklist: Processing plant Period of retention - Three years. Document title - Generic inspection checklist: Coating plant Period of retention - Three years. Document title - Generic inspection checklist: Wharves Period of retention - Three years.
Document title - Generic inspection checklist: Mobile screen Period of retention - Three years. Document title - Generic inspection checklist: Front end loader Period of retention - Three years. Document title - Generic inspection checklist: Dumper Period of retention - Three years. Document title - Generic inspection checklist: Excavator Period of retention - Three years. Document title - Generic inspection checklist: Hydraulic breaker Period of retention - Three years.
Document title - Generic inspection checklist: Ancillary vehicles Period of retention - Three years. Document title - Generic inspection checklist: Drill rig Period of retention - Three years. Document title - Generic inspection checklist: Fork truck Period of retention - Three years. Management review Document title - Activity planner Period of retention - Current.
Manual handling Document title - Manual handling risk assessment Period of retention - Three years. Noise Document title - Site specific noise risk assessment Period of retention - Current. Opening and closing a site Document title - Generic inspection checklist: Closing a site Period of retention - Five years. Document title - Generic inspection checklist: Closed site inspection Period of retention - Five years.
Permit to work Document title - Permit to work form Period of retention - Three years. Pressure systems Document title - Schedule of pressure systems Period of retention - Three years. Document title - Maintenance and inspection reports Period of retention - Life of the equipment.
Radiation Document title - Registration and authorisation for the keeping of radioactive substances Period of retention - Current. Risk assessment leading to safe systems of work Document title - Task identification register Period of retention - Current.
Site hazard plans Document title - Site hazard plan Period of retention - Current. Smoke free Document title - Smoke free policy Period of retention - Current. Stress Document title - Stress policy Period of retention - Current. Traffic management Document title - Site specific traffic management plan Period of retention - Current.
Vibration Document title - Personal vibration monitoring results Period of retention - 20 years. Visitors Document title - Visitor induction record Period of retention - Three years. Welfare facilities Document title - Office inspection form Period of retention - Three years.
Worker participation Document title - Safety committee minutes Period of retention - Five years. Working at height Document title - Ladder inspection form Period of retention - Three years. Working near open bodies of water and lagoons Document title - An appropriate risk assessment Period of retention - Current. Workplace rules Document title - Employee workplace rules Period of retention - Keep one copy of every version. Document title - Contractor rules Period of retention - Keep one copy of every version.
Document title - Haulier rules Period of retention - Keep one copy of every version Document title - Excavation and tip rules Period of retention - Keep one copy of every version. Document title - Shotfiring rules Period of retention - Keep one copy of every version. Document title - Mobile plant rules Period of retention - Keep one copy of every version. Workshops Document title - Generic inspection: workshops Period of retention - Three years.
The procedures, which cover a wide range of workplace risks and hazards, can be viewed here. Skip to main content.
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