• LO3: Maintain workplace records

• 3.1Collecting appropriate documents and

information
• 3.2Completing and submitting Workplace records
within required timeframe.
• 3.3Where appropriate completion of records is
delegated & monitored prior to submission
• 3.4Keeping workplace records in a secured location
 Maintain information systems
• Organizations establish filing systems to accommodate the type of records
they need to keep. These files need to be regularly updated and accurate to
maintain the integrity of the files. A business might establish a centralized
filing system (all the records are kept in the one place) or a non-centralized
system (departments within organizations have control of their own
records).
How workplace information is stored depends on the following:
• The amount of information to be stored - it is easier to store large amounts
of information on a computer database rather than a paper-based storage
system.
• The size of the workplace/organization - relates to both the physical size
and the number of employees.
• How work is conducted - some business organizations are more
electronically up-to-date than others and have embraced the digital age,
ensuring that more information would be stored electronically rather than
paper-based.
• The amount of storage space available - if storage space is limited, less
paper files can be stored.
• How often records need to be accessed - those records used
frequently would need to be easily accessed, so would tend to
be either centrally filed if paper-based if the workplace area is
relatively small or non-centrally to give access to the relevant
department; or digitally filed to enable all employees access
whenever necessary.
• Security required - confidential or sensitive paper-based
information would need to be filed in a secure area, either in
locked filing cabinets or a locked room that few people can
access.
• Cost of storage equipment - computer equipment is expensive
and has to be updated and maintained regularly whereas filing
cabinets last a long time and tend to be a one-off expense.
• Protection from environmental effects - all files must be
protected from damage due to fire, flood etc.
 • 3.2 File records/documents
• Records and Document Management Policy
Purpose
• This policy establishes the framework under which official records and documents of the
University are created and managed.
Scope
• This Policy is applicable to all staff of the University and to all official corporate records and
documents, in any format and from any source. Examples include paper, electronic
messages, digital documents and records, video, DVD, web-based content, plans, and maps.
Policy Statement
• Records and documents created, received or used by University staff in the normal course
of business are the property of the University, unless otherwise agreed.
Responsibility
• the University The Coordinator, Records Management is accountable for providing business
areas with assistance in the overall management of records and documents, including:
Recordkeeping and Document Management System
• The company's recordkeeping and document management system assists company staff to
capture records, protect their integrity and authenticity, provide access through time,
dispose of records no longer required by the University in the conduct of its business, and
ensure records of enduring value are retained.
• It also facilitates the creation, version control, authority of official corporate documents.
All staff is to use Data Works to ensure that:
• Official records and documents are routinely captured and subjected
to the relevant retention and disposal authority;
• Access to records and documents is managed according to authorized
access and appropriate retention times regardless of campus location;
• Records and documents are protected from unauthorized alteration or
deletion; Documents are version controlled as required; there is one
authoritative and primary source of information documenting the
University’s decisions and actions.
• All staff within the company, who creates, receives and keeps records
and documents as part of their daily work, should do so in accordance
with established policies, procedures and standards. Staff should not
undertake disposal of records without authority – and only in
accordance with authorized disposal schedules.
• Establish databank
• Establish filing system