Types of workplace information

Contact details Participant

Name:

Start date:

Phone number:

Email:

Work location

Name:

Address:

Postal address:

Workplace supervisor name:

Phone number:

Fax:

Email:

Registered Training Organisation (RTO)

Name:

Address:

Postal address (if different):

Phone number:

Fax:

RTO contact name:

Mobile:

Email:

Unit release 1 (Aspire Version 1.1) © Aspire Training & Consulting v

Contents

Before you begin vii

Topic 1: Collect workplace information 1 1A Collect information that meets the organisation’s needs 2 1B Use equipment and technology to obtain information 11 1C Maintain security and confidentiality when handling information 15 Summary 17 Learning checkpoint 1: Collect workplace information 19

Topic 2: Process workplace information 23 2A Use business equipment and technology to process information 24 2B Process information according to time lines and guidelines 28 2C Update, modify and file information 30 2D Collate and dispatch information 37 Summary 40 Learning checkpoint 2: Process workplace information 41

Topic 3: Maintain information systems 45 3A Maintain information and filing systems 46 3B Identify, remove or relocate inactive or dead files 48 3C Establish and assemble new files 54 3D Update reference and index systems 56 Summary 62 Learning checkpoint 3: Maintain information systems 63

Final assessment 69 Assessment information and scope 72 Are you ready for assessment? 73 Final assessment overview 74 Assessment plan 75 Final assessment tasks 76 Record of outcome 102

Unit release 1 (Aspire Version 1.1) © Aspire Training & Consulting vii

Before you begin

This learner guide is based on the unit of competency BSBINM201 Process and maintain workplace information, Release 1. Your trainer or training organisation must give you information about this unit of competency as part of your training program. You can access the unit of competency and assessment requirements at: www.training.gov.au.

How to work through this learner guide This learner guide contains a number of features that will assist you in your learning. Your trainer will advise which parts of the learner guide you need to read, and which practice tasks and learning checkpoints you need to complete. The features of this learner guide are detailed in the following table.

Feature of the learner guide

How you can use each feature

Learning content Read each topic in this learner guide. If you come across content that is confusing, make a note and discuss it with your trainer. Your trainer is in the best position to offer assistance. It is very important that you take on some of the responsibility for the learning you will undertake.

Examples and case studies

Examples of completed documents that may be used in a workplace are included in this learner guide. You can use these examples as models to help you complete practice tasks, learning checkpoints and the final assessment. Case studies highlight learning points and provide realistic examples of workplace situations.

Practice tasks Practice tasks give you the opportunity to put your skills and knowledge into action. Your trainer will tell you which practice tasks to complete.

Video clips Where QR codes appear, learners can use smartphones and other devices to access video clips relating to the content. For information about how to download a QR reader app or accessing video on your device, please visit our website: www.aspirelr.com.au/help

Summary Key learning points are provided at the end of each topic.

Learning checkpoints

There is a learning checkpoint at the end of each topic. Your trainer will tell you which learning checkpoints to complete. These checkpoints give you an opportunity to check your progress and apply the skills and knowledge you have learnt.

Final assessment The final assessment provides you with the opportunity to demonstrate all of the learning that you have undertaken for this unit of competency. Your trainer/assessor may ask you to undertake the final assessment tasks.

Unit release 1 (Aspire Version 1.1) © Aspire Training & Consulting 1

Topic 1 Collect workplace information

Each workplace relies on the exchange of information to carry out its daily business. Information is passed from employee to employee, customer to employee, supervisor to team member, supplier to customer, and so on. Dealing effectively with information and records is necessary and important for all organisations.

The quantity and variety of information kept by an organisation can be huge. Information needs to be sorted into related groups so that it can be stored easily and found when needed. An organisation’s success depends largely on how well it manages its information.

You need to be familiar with the type of information used in your job and the way records are organised so you can collect, file, store and find information quickly and easily. Finding and using information is a large part of many jobs, so knowing how to deal with it is an important workplace skill. Being confident and efficient in this skill helps you and your organisation succeed. In this topic you will learn how to: 1A Collect information that meets the organisation’s needs 1B Use equipment and technology to obtain information 1C Maintain security and confidentiality when handling information

4 Unit release 1 (Aspire Version 1.1)© Aspire Training & Consulting

BSBINM201 Process and maintain workplace information

Electronic records Many organisations store records and information electronically. Storing information electronically can save space and paper.

Information can be easier to access if it is stored electronically. You can search through records and copy information easily into other documents or files. The information in electronic records can also be updated, deleted or changed more easily than hard copy records can.

Examples of electronic records include: • computer databases such as library catalogues, customer records, sales records

and financial records • electronic correspondence such as email and faxes • computer files of letters, memos and other documents.

Example: electronic records Marius is responsible for processing telephone orders and adding new customers to his organisation’s customer database. When a customer calls him to order a product, he quickly searches his database to find the customer’s record. He checks that the customer still has the same delivery address, then takes the order. When the organisation has a special offer for customers, Marius uses the customer database to compile a list of names and addresses. He copies the information into a document that he can use to create and print out mailing labels for a special offer mail-out.

Image-based records Image-based records (for example, on DVD or hard or solid state drives) allow large amounts of information to be stored in a small space. Image-based records are easy to access, but they may need to be read with specialised equipment.

Examples of image-based records include: • records of bank account transactions • indexes such as a list of journals held by a library • old records electronically reduced for efficient storage or to protect fragile or

valuable documents.

v1 23

7

10 Unit release 1 (Aspire Version 1.1)© Aspire Training & Consulting

BSBINM201 Process and maintain workplace information

File request forms Some organisations use a formal system for information handling, especially for centralised, paper-based records. There may be a form to fill out when you need to obtain a file or other type of information. This might be: • a paper form to be kept as a record • an online form for external web-based access • an intranet form for internal web-based access • a CD or DVD form to be printed and given to the designated person.

Example: file request form This is an example of a paper-based form for the records department.

Records department

File name:....................................................................... Date: ______/______/____________

File number (if known): .................................................

Requested by: ................................................................ Dept:

Processed by: ................................................................. Date: ______/______/____________

Practice task 1 Read the case study, then answer the questions that follow.

Case study

Jeb works at the head office of a national company. Jeb’s job is to answer the phone and deal with any emergencies as they arise. Jeb’s other responsibilities are to collect the daily newspapers and financial papers for the firm and compile and distribute meeting agendas for daily meetings. He must also provide files from the centralised paper filing system upon request. As well as this, he has to compile the daily sales figures from each state and send them to the national sales manager.

1. What type of information is Jeb collecting every day?

2. How should he deal with each type of information?

12 Unit release 1 (Aspire Version 1.1)© Aspire Training & Consulting

BSBINM201 Process and maintain workplace information

Printers

A printer takes electronic information and turns it into paper- based information. There are several reasons you might need to do this. One is to create a hard-copy backup of the electronic information you have received. Another is to make reading a large file more manageable. It is often difficult to read files with lots of information on a computer screen. Printers vary in type and usage. Some can print on many types of paper or other media such as transparencies or card. They can print in colour or black and white. Some can print large posters, maps and engineering or construction drawings referred to as blueprints. Learn the various functions of your printer so you can reproduce the information you have collected in an appropriate format.

Filing systems

Paper-based and electronic filing systems include registers, out cards, databases and passing slips. Be familiar with the way the systems are set up and how to access and retrieve information. It is important to follow the correct procedures.

Telephones

The telephone is a useful tool for receiving and sending information quickly, and for leaving messages. Telephones allow people to be contacted in and out of the office, at any time of the working day. Replies can be immediate, which is essential if you have a tight deadline.

Voicemail

Voicemail is useful if the person you want to speak to is unavailable or if you are busy when someone calls you. An answering service takes messages on behalf of the person you are trying to contact and passes your message on to them. A message bank is a type of answering machine. Make sure you record times when you have tried to contact someone and left a message for them. You will need to follow it up if they don’t return your message.

Unit release 1 (Aspire Version 1.1) © Aspire Training & Consulting 17

Topic 1 Collect workplace information

Summary

1. 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.

2. 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.

3. Information sources may include colleagues, computer networks, individual computers, electronic archives, electronic storage, paper filing systems, newspapers, magazines and journals.

4. 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.

5. 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.

6. Understand and follow relevant legislation and your organisation’s policies and procedures for collecting information. For example, be familiar with the Privacy Act 1988 (Cth). This Act safeguards people’s privacy by restricting access to personal information.

7. 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.

8. It is crucial to maintain security and confidentiality at all times when dealing with information.

9. To process information quickly and efficiently, you need to know how to use the business equipment and technology in your workplace.

18 Unit release 1 (Aspire Version 1.1)© Aspire Training & Consulting

BSBINM201 Process and maintain workplace information

This learning checkpoint allows you to review your skills and knowledge in collecting workplace information.

Part A 1. List the organisational policies and procedures you need to follow when

collecting information.

2. Describe how you use business equipment and technology to obtain information effectively.

Learning checkpoint 1 Collect workplace information

24 Unit release 1 (Aspire Version 1.1)© Aspire Training & Consulting

BSBINM201 Process and maintain 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. Always ask for help if you have trouble using any equipment or if you don’t understand what you have to do. 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. This will depend on: • the type and amount of information you have to collect • the person who has asked for it • how soon it needs to get to the person.

2A Use business equipment and technology to process information

Unit release 1 (Aspire Version 1.1) © Aspire Training & Consulting 25

Topic 2 Process workplace information

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. Does the report need the organisation’s logo on the cover page? Should you write a formal or informal memo? What sort of graphs should you use? How you process the information depends on what the person who has requested it wants and your organisation’s policies and procedures.