Collection, Processing and Preservation of Data and Information

Data

Raw facts or figures that have not yet been organized.

Information

Data that has been processed so it makes sense and is useful to the user.

What are the 2 main reasons companies collect, process and share information?

1) To satisfy customers and encourage repeat business they use surveys, phone calls, online forms or face-to-face feedback to find out what people want.

2) To keep all departments working smoothly together so they can deliver products or services effectively.

Why is information preserved?

1) To keep records of daily operations so they can plan resources, monitor staff, study the market, answer customer queries, measure performance and settle disputes.

2) To meet legal requirements laws often say how long documents must be kept.

Management and Legal Responsibilities

The office guides staff about their rights and duties under laws such as the Occupational Safety and Health Act (OSHA), the Holiday Pay Act, the Labour Act and the Employment Act.

How is information stored?

Electronically or Manually.

Manual Storage

Uses filing cabinets, folders, microfilm, micro  fish, or CDs. Paper records can be bulky and may decay overtime and they are harder to back up.

Electronic Storage

It is easier to back up, and updates made in one place can instantly appear across the system.

What is the role of the filing clerk?

A filing clerk helps keep records in order by:

1) Organizing information so it can be found easily later.

2) Keeping the storage area, clean and accessible.

3) Updating and maintaining records as needed.