What is a filing system? Filing system is a process of classification, arrangement, storage, control and indexing of files for the purpose of retrieving when it is needed. Filing system is used to keep the documents organized and used for easy retrieved. Nowadays, many filing system has been computerized. Computerized filing system is beneficial as it has many benefits to the organization. However it also has disadvantages, however I still think it is beneficial.
Firstly, the computerized filing system has the benefit of the speed than a manual filing system. It is because it can access the files easily and give the files needed immediately. Compared to the manual filing system, the employees must check the files and go to the pages one by one and it takes time to retrieve it. By using the computerized filing system, the employees can save their time because they just need to open the system and type the file’s name then the computer will find it. Hence, the computerized filing system is faster in speed to retrieve the files than manual filing system. It is also beneficial in speed as it can be seen and shared by others. For example, the other staff can use the system to key in any data while the other one can use it to find any records by using a different computer at the same time. Thus, it does not affect the others time to do their work.
Secondly, computerized filing system also can help the organization to save space. A manual filing system requires many spaces as they need space to store many data, information and records manually. Thus, a computerized filing system can help the organization to save space as it can store the records virtually. At the same time, it can cut costs as they don’t need any files, cabinet and box...
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...e reputation of the organization. Thus, the organization should solve this problem by sending their staffs to the seminar or workshop to learn about the skill needed. The organization also should test the computer skill for those who want to apply the job at their organization. The staff must be expert to make all the works run smoothly.
In a conclusion, computerized filing system is very beneficial, although it would trigger drawbacks. The computerized filing system is fast, can save space, help the organization to organize their records and improve their services. Although it has disadvantages, it can be solved. Thus, it should be used by the organization as it can help to improve the organization itself and have many benefits.
Works Cited
Wilson, P. I. (1994). Alphabetic filing rules--fundamentals for records managers. Records Management Quarterly, 28(1), 18.
1.1 Describe Systems and Procedures for Storing and Retrieving Information Collect documents to be filed, sort in to alphabetical, numerical or chronological order, find the relevant file and place the document inside after it’s divider, and return the file to its original place. Confidential files should be kept in a lockable cabinet and old documents should be shredded after the length of time outlined by the organisation. Electronic filing is similar but on the computer. It is important to name files so that they are easily recognisable by everyone who may need to access it. If the information is confidential it should be encrypted with a password to prevent unauthorised access.
Building a database saves money on maintenance by reducing redundant information and improving record keeping. Both the service and accounting departments will be able to utilize this database to keep track of parts purchases and costs. Having all the information in one central database would allow the diverse facilities to use the database. This type of centralization would bring more accuracy in Huffman Trucking's record keeping and would save money, time and manpower.
A database is for the most part utilized for putting away related, organized information, with all around characterized information positions, in a productive way for addition, redesign and/or recovery (contingent upon application). Then again, a record framework is a more unstructured information store for putting away discretionary, presumably disconnected information. The record framework is more broad, and databases are based on top of the general information stockpiling administrations gave by document frameworks. There are additionally contrasts in the normal level of administration gave by document frameworks and databases. While databases must act naturally reliable at any moment in time (consider banks following cash!), give confined exchanges and sturdy composes, a document framework gives much looser
To ensure all the employees are competent, they need to develop a system to measure this competency. For example, they can do assessments to gauge competency. Besides that, they should provide compulsory and supplementary training to their employees to add in value and skills. Mentoring systems also can be implemented to ensure sharing of knowledge and experiences.
In the modern era, the use of computer technology is very important. Back in the day people only used handwriting on the pieces of paper to save all documents, either in general documents or medical records. Now this medical field is using a computer to kept all medical records or other personnel info. Patient's records may be maintained on databases, so that quick searches can be made. But, even if the computer is very important, the facility must remain always in control all the information they store in a computer. This is because to avoid individuals who do not have a right to the patient's information.
Filing information and documents (manually and using computerised databases) and being able to find them again when necessary. They must also ensure confidentiality of private and sensitive information.
... they will ensure that every individual who is hired trained in scientific methods and consistent. Then, with the expertise and skills they will be able to do their jobs well. Lack of staff who is experts in the field of IT in an organization will be able to be solved through IT outsourcing.
The development of the people these days had an affect in the development in the business world as well. People try to find the systems which can be use to help them in running the business for example to reduce the cost in running the business. Since 1950s the computer system had been use to cost.
the key impacts on how staff and teams are organized are similar. The most important questioned to address may not be how are staff currently being reorganized in the wake of new technologies, but rather how should staff best be deployed to take full advantages of the potential available. Other than that, to manage electronic records, we need records manager who had skills and information on how to handle the tools to manage those records. Before these recent years, all the records are being managed in form of paper based, so it must be difficult for the records managers who are more familiar with records in paper based to become expert in managing electronic records. They need to be train well on how to manage the electronic records to make them expert on it. It must be take long time to trained the especially if the record managers or staff are older. In addition, consider differences among generations in technology usage during their respective formative, pre-working years, the technological skills and expectation they ultimately bring to the workplace and their influence on work practices and recordkeeping, in particular as their members reach senior professional and managerial positions. Today technological issues offer fewer insurmountable barriers to implementation of sound recordkeeping solutions than do organizational and cultural factors, while technological innovations plays large role in recordkeeping issues and opportunities to deal with them. Because of the lack of skill of the staff, the organization would execute and budgeting staff are accustomed to funding technology projects by trading labor as human for capital as the technology investments, when in fact the necessity to maintain some records in paper form requ...
In Microsoft training and developing employees is very important aspect of the company’s day-to-day operations. At Microsoft all employees are “thrown” into normal business operations right away. Since 1975 the company has used the method “learn as you go”. It depends heavily on learning by doing rather than learn and then do it. The company recruits young and talented specialists from colleges and universities. The company is well known to look for four important qualities in all-new hires: ambition, IQ, technical expertise, and business judgment. Experienced employees conduct interviews and it is very important to note that the team managers are the people that actually hire, not the recruiters. That gives the managers the flexibility of selecting and hiring the best of the best. It is an interesting fact that only two to three percent of all recruits expressing an interest in Microsoft are hired. Once hired the new employees are assigned to teams where they start doing projects by close supervision. The new employees are expected to know the specifics of their job responsibilities and how to perform different tasks. That is why in May 1997 Microsoft launched the new Microsoft Skills 2000 initiative. The purpose of Skills 2000 is to reduce the growing gap between company needs and available skills by reaching out to employees in the computing work force as well as those interested in developing an IS career. Microsoft pays relatively low salaries and often does not pay for overtime, but employees are compensated by excellent benefits. The company offers Savings Plus 401(k) plan, Employee Stock Purchase Plan (ESPP), paid maternity and paternity leave, tuition reimbursement, annual bonuses, etc. The company’s culture is also an important HR factor as it refers to employee motivation, development and quality of work. Microsoft has anti-bureaucratic atmosphere that gives the employees the freedom to take risks.
A database management system, or DBMS, gives the user access to their data and helps them transform the data into information. Such database management systems include dBase, Paradox, IMS, and Oracle. These systems allow users to create, update, and extract information from their databases. Compared to a manual filing system, the biggest advantages to a computerized database system are speed, accuracy, and accessibility.
...text files and spreadsheets, cloud storage will be very beneficial. Using it as backup for these types of files is a major plus. Internet connection speed is not an issue and almost anyone has easy access to the files.
The Resources Group, 2012, Components Of A Computerized Accounting System. Available at: . [Accessed 12 November 2013]
The biggest and easiest seen change that computers have had on today’s society can be seen in the workplace. Before computers became an office tool and were made available to the average employee, paperwork and sharing information in an office setting was done by many different individuals constantly filing and looking up figures. Now a computer can store large amounts of information that is readily available to virtually anyone with the click of a mouse button. One person can complete a job that in a time before computers would take many. Computers have made file cabinets and libraries almost obsolete. Businesses can share information nation or even world wide in a matter of seconds. For example, a word document file can be sent from an office in New York to an office in Los Angeles in under a minute, in the past this same information would have taken a week to be sent through the mail. Computers have changed the way that factories are run too. On an assembly line, before computers every job, no matter how easy or difficult, had to be done by an employee. Now, however, computers run machines and do most of these tasks.
The Impact of Information Technology on Individuals, Society and Organizations Information systems and information technology are important in supporting, maintaining and enriching many aspects of livings. They bring benefits to lives of individuals, operations of business and the functioning of society but there are also drawbacks associated with technology and information system. Both good and bad impacts of information system and technology to individuals, organisations and the society will be discussed in detail in the following paragraphs.