Office Administration

Office Administration Chapter 2: File Management

Procedures for Records Storage 1. Records may be accessed through direct- or indirect-access procedures 2. A file must be inspected to be sure it has been released for filing . . . then it is indexed to show what name, number, or character string will be used for filing . . . then it is coded on the record as to how it will be stored 3. Color coding is used to improve the efficiency and effectiveness in locating and refiling records 4. A cross-reference is used when a record could be filed in more than one place; it indicates where the original document is filed 5. A charge-out system is used to track records that have been borrowed from the files

Files Integrity • Organizational records must be maintained to remain factual, accurate, and truthful • The author of the document must be identified to assure authenticity • Use of online processes must comply with integrity • Access to and use of records must be controlled and monitored

Confidentiality of Records • Information contained in records should be used for intended purposes only • “Trade secrets” must be protected • Strict controls are necessary to limit access to authorized personnel • High standards are necessary to maintain information confidentiality

Maintaining Records Centers and Archives • A business archive is a facility that houses records for research or historical value • An accession register identifies the records and controls access • Archives maintained to • Preserve history for posterity • Enhance public image by providing access • Maintain information for later reference

Physical security restricts access through the use of Hardware Facilities Electronic storage Logical security relates to procedures embedded in software programs to restrict access to records Security of Records

User Identification Systems • A User ID and password allows access to records, passwords should be kept private • Digital signatures prove the document has not been altered since it was signed • Encryption/decryption use a code to protect the information as it travels • Biometric ID systems use physical characteristics that match to allow access • Magnetic card systems provide access

Other Security Methods • A trusted custodian may be used • Ensures the physical security of records • Preserves the memories of the organization • Protects documents from damage • Protect different storage mediums • Users may be issued security clearances or codes to allow access to records

Document Security • Security papers can be used to detect duplication • A security pantograph appears on copies of the document • Microprinting can be used to stop duplication • Use of thermochromic (heat sensitive) ink will cause changes if the document is close to heat • Bleed-through number makes it impossible to change the amount on a check

Forms Management • Constant and variable information appears on all forms, paper or electronic formats • Forms management programs include • Top-management support, active promoting it • Forms control must go into effect • Training for employees should be developed and implemented

Organizing a Forms Management System • Establish a forms management policy including procedures and personnel responsible • Forms analysis to determine importance • Forms specifications for production • Form design and layout is an important function for ease of use

Controlling a Forms Management System • Ensure the objectives of a forms management program are being achieved • Forms production for stock and nonstock forms • Forms recording and filing • Forms storage and distribution • Forms control . . . primary purposes, procedures and policies, and justification for design

Integration with Other Systems • Inventory control to be sure adequate supplies are on hand • Warehousing options • Purchasing using appropriate policies and time frames • Reproduction services using a centralized facility • Office systems are available for design

Office Administration