1.1 – Explain the purpose of storing and retrieving required information
The purpose of storing and retrieving required information is so you can readily retrieve it when it becomes required.
Information is logged on a spreadsheet and filed with the log number this is so the information can easily be found if required.
The information is stored in locked filing cabinets as the information can hold company details and account numbers this is only accessible by the Administration staff and each file is signed out on a register.
1.2 – Describe the different information systems and their main features
The different information systems are filing cabinets where hard copies are stores or electronically which can be saved changes can…show more content… Every organisation will have a standard business format for all documents that they deal with. Also when dealing with other companies, there will be agreed formats on which information will need to be presented. If information is not provided in the agreed format, it will require reformatting, which will utilise extra time and also will bring in a bad reputation to the organisation.
Very similar to this, information if not provided in correct format, can take time for reformatting thereby preventing the business from keeping up with the timescales. If information is not provided in the agreed timescales and arrives after the deadline, there will not be any use of the information after that because the time has already passed, or there will not be time to interpret information if it was required to do so. It will not help with the smooth running of the organisation. So as part of the organisations policies and procedures, information have to be provided on time in the agreed format. 1.8 Describe the types of information that may be deleted
A company can keep on gathering / collecting information as the business runs. For example, if a company has records of clients or customers, new customers will be coming in all the time and the database will have more and more information as the company grows and in the end will have old, unused data, irrelevant
