Maintaining Information Systems

1. Maintaining Information Systems

2. Aim To give the manager the basic knowledge and skills to record and maintain relevant information required for organisational & legislative purposes

3. Maintaining Information Systems Learning Outcomes At the end of this segment the learner will be able to: • Recognise the need for record-keeping • Identify key information to be recorded to meet organisational & legal requirements

4. Maintaining Information Systems Learning Outcomes cont: • Identify appropriate systems to store & retrieve information • Understand the need to control data access • Identify records which are included under the Data Protection Act, 1998

5. Maintaining Information Systems Within organisations: • Information is passed onto others • Information is received from others

6. Maintaining Information Systems Possible information gaps: • Distance • Time

7. Maintaining Information Systems Before information can be used it needs to: • Be collected • Be stored • Be retrieved

8. Maintaining Information Systems All information must be: • Complete • Simple • Clearly expressed • Legible

9. Maintaining Information Systems Audit your information systems to ensure: • Inputting is straightforward & logical • Retrieval is quick & uncomplicated • Fraud is minimised • The system is doing the job required

10. Where Can Information Be Stored? Types of information storage: • Manual records • Electronic records

11. The Purpose Of Information Storage • Provides a record for future use • Provides a record of historical information • Enables decision making to be based on information • Compliance with legal obligations

12. Information Storage Of Manual Information Must Be: • Effective • Indexed • Physically easy to locate the information

13. Essentials Of Manual Storage • Information kept must be accurate • Must be up-to-date • Confidential where required • Cross-referred where applicable

14. Types Of Records That Are Manually Kept • Purchase Orders • Customer Orders • Invoices • Employee Information

15. Types Of Software Package • Spreadsheets • Databases • Word-processing • Project Management • CAD

16. Maintaining Information Systems Organisations also may use • E-mail • Websites • BACS or EDI • Internet

17. Maintaining Information Systems There are two kinds of security: • Factual information that could threaten company security • Information about people

18. Maintaining Information Systems Personal details may be kept about: • Employees • Suppliers • Customers

19. Maintaining Information Systems In obtaining information we must: • Be professional • Be discreet • Be confidential

20. Guiding Principles Of The Data Protection Act 1998 • Transparency – Individuals have a clear understanding of the purpose of collecting data and how it will be used • Consent – At the time data is collected individuals must give their consent to their data being collected, have the opportunity to opt-out

21. Maintaining Information Systems The Data Protection Act states: Data must be: • Fairly & lawfully processed • Processed for limited purposes • Adequate,relevant and not excessive • Accurate • Not kept longer than is necessary

22. Maintaining Information Systems Data Protection Act cont: • Processed in line with your rights • Secure • Not transferred to other countries without adequate protection

23. Maintaining Information Systems In addition the Act states: • Anyone setting up a computer database which contains personal information must be registered • The information must be accurate • The information must be held for a clearly defined purpose

24. Maintaining Information Systems • Individuals have the right to look at their own records • Any errors must be corrected • If managers have access to any personal information they must protect individual privacy

25. Maintaining Information Systems Exemptions from The Data Protection Act: • National security • Crime & taxation • Health, education, social work • Journalism, literature and art • Research • Confidential references • Management planning

26. Maintaining Information Systems Storage & retrieval systems must: • Safeguard security • Safeguard confidentiality

27. Managing Information Systems Managers should: • Be able to set up their own appropriate information systems • To enable aims, objectives to be met