MODULE 1: ACCESS AND USE OF COMMON BUSINESS TOOLS

It can be considered as any asset that helps or assists the organization to achieve its stated aims or objectives

Business Tools

Examples of Common Business Tools

1. Digital Cameras

2. Mobile Telephones

3. Pagers

4. Scanners

5. Photocopiers

6. Notebooks

7. Batteries

8. Keyboard

9. Brochures

10. Information

11. Knowledge

12. Manuals

13. Software

14. Wiki

15. Email

Possible Names in Defining a Business Tool

1. Portable and Attractive Tool

2. Significant Small Items

3. Significant Small Tools

This states that the item is portable and probably does not have a fixed location.

Portable and Attractive Tool

It states that they are attractive, meaning they could be a target for theft or excessive use

Portable and Attractive Tool

This is very similar as the items are small so they can be easily lost and they are significant to the business

Significant Small Items

Is a list of all tools that are to be controlled

The Register/Tool Register

Storing the Details

1. Spreadsheets

2. Asset Register

3. Database Software

Electronic format of storing details

Spreadsheets

Paper approach where all the details are recorded in a book

Asset Register

Can be configured to suit the needs of the business

Database Software

Tool Description

1. Brand

2. Model

3. Purchase Date

4. Supplier

5. Warranty Expiry Date

6. Depreciation

7. Storage Location

8. Physical Location

9. Serial Number

10. Asset Number

11. Barcodes

12. Department Associated Equipment

Generally globally unique so that no two serial numbers should be the same and they will identify each item

Serial Number

A number given by the manufacturer

Serial Number

Serial Number

Uniquely identifies the product you or your organization purchased

Asset Number

A number given by the company

Asset Number

Asset Number

An asset number can be represented by a _____ for software

License Number

An asset number can be represented by a _____ for hardware appliance

Service Tag

A method of representing data in a visual, machine-readable form

Barcodes

Represented data by varying the widths and spacings of parallel lines

Barcodes

Barcodes

Basic RFID System

1. RFID Tag

2. Antenna

3. RFID Reader

4. Computer Database

Uses electromagnetic fields to automatically identify and track tags attached to objects

Radio Frequency Identification Tags

It consists of a tiny radio transponder; a radio receiver and transmitter

Radio Frequency Identification Tags

A radio receiver and transmitter

Radio Transponder

Radio Frequency Identification Tags

Attached to assets to transmits stored data to the antenna

Radio Frequency Identification Tags

Receives the stored data from the tag and transmits that data to an RFID reader

Antenna

Connected to the antenna wirelessly and receives data from the RFID tag

RFID Reader

Data is transmitted into the RFID database where it can be stored and evaluated

Computer Database

Acceptable Usage of Business Tools

1. Establish rules or policies on tool use

2. Have controls that restrict use to business purposes

3. Inform staff of usage rules

4. Consider out of hours use of the tool

It is often required in an emergency

Software

Serial numbers may also be required and stored separately

Software

Storage material may not suit a new computer

Software

It is very attractive for theft

Software

It means fast - easily updateable

Wiki

Great for internal information

Wiki

It must have access rules

Wiki

It must have content rules

Wiki

It need to set access rules where calls can be made to

Landline

It also set rules on how long for personal access

Landline

Some systems may require training

Landline

Answering the telephone to external people will impact on the business

Landline

It has very similar rules to telephone

E-mail

It may have rules on private use

E-mail

It may have rules on content

E-mail

It may have rules about the presentation of emails

E-mail

Who has the tool?

Tools can be given to STAFF for business use

This determines who can have the tool

Rosters

This ensures the tool is available

Rosters

This resolves conflict should this arise due to more than one person requiring the tool on the same day

Rosters

Must be some level of security in the storage location

Storage

Conflict between easy access and flexibility compared with control and security

Storage

Cost of security and the cost of the tools

Storage

It should consider if the tool has special storage requirements

Storage

Security Tools

1. Locks

2. Swipe Card Access

3. Security Cameras

4. Passwords

5. Police Checks

It can specify consideration regarding employment before they commence work

Employment Contracts

It ensures that staff understand importance of issues

Employment Contracts

It identify and advise staff of consequences of breaking the rules

Employment Contracts

Lockable Storage

1. Standard Keys

2. Cables with Locks for Laptops

3. Retina Scans

4. Voice Prints

5. Facial Recognition

Lockable Storage for High Security Control

1. Retina Scans

2. Voice Prints

3. Facial Recognition

This is a check on the control procedures

Audit

This is a procedure to check that the tool is there

Stocktakes