Assignment Task:
| Activity 1: |
| List two or more questions that could be added to the checklist for sorting incoming material. Look at the examples listed and state in a brief sentence whether or not you need to record the details in a recordkeeping system. Interoffice memo outlining details of social club outing. Minutes of a strategic planning meeting. Correspondence from a client giving instruction to an organisation to act on their behalf. Funny cartoon sent by email from a friend. 3. What sort of materials received by an organisation would not be part of the record system? Give three examples. |
| Activity 2: |
| Why is it necessary to have security measures in place in a recordkeeping system? Suggest security and access measures that could be put in place for paper-based systems in the workplace. Suggest security and access measures that could be put in place for computer-based systems in the workplace. |
| Activity 3: |
| What control information should be recorded to describe new records in an organisation? |
| Activity 4: |
| If you cannot find a file that you require, what information would be available to track its current location? Why is it necessary to have control information that records the current location of files? What is the purpose of audit applications on computer systems? Describe how they work. |
| Activity 5: |
| Give at least three examples of control information that needs to be recorded in an organisation. |
| Activity 6: |
| What procedures could an organisation follow to identify dead files and inactive files? What sort(s) of disposal methods would be available to an organisation? Give two examples. What control information is recorded when files are removed from the active system? What is a record? What format can records take? What information needs to be included in records? What is record control? How does record control assist in tracking records in a records system? |
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