Services SETA Accreditation Status: Full Accreditation
Unit Standard: “Plan, Monitor and Control an Information System in a Business Environment”
Unit Standard ID: 13933
Level 3 Credits 3
WHO SHOULD ATTEND?
This one-day course is suitable for Secretaries, Personal Assistants, Executive Secretaries, Secretarial Support Staff, Clerical Staff and Administrative Staff
OUTLINE OF COURSE CONTENT
Managers can only function effectively if they have the necessary information to make critical business decisions. A good filing or records management system enables them to have access to information that is readily available when needed. One missing document can affect decision making up to top management level in your organisation. That is why office professionals must know how to manage information and the foundation for this is an effective filing system. Whether you have a small office filing system, manage a departmental system, or make use of a centrally located system, the principles remain the same:
- A filing system must be planned in order to fulfil the specific requirements of the type of information to be stored, as well as those who will be using the system.
- The system must be implemented with careful consideration to enable quick retrieval of documents in line with security guidelines.
- The system must be maintained, managed and controlled in order to easily track and trace records.
An introduction to records management
- Understand the records cycle and the role of an effective filing system
- Learn how to integrate and use the two types of filing systems: Paper- and computer-based
- Understand what is a record and a non-record – when to file and when not, as well as the difference between active and inactive records
- Assess the prerequisites of a good filing system – does your filing system make provision for it?
Planning a storage and retrieval system
- Determine the requirements and special features your filing system should make provision for
- Learn how different types of filing classification systems can be used to suit the specific requirements of information you are responsible to store
- Learn when and how to use a cross-referencing system
Implementing and maintaining a filing system
- Understand the different types of filing equipment and supplies
- Learn how a set procedure for filing can ease your task
- Control access to files by means of an effective tracking system
- Learn the guidelines for the retention and disposal of records
ASSESSMENT OF LEARNERS
Learners who attend this training will receive a “Certificate of Attendance” directly after the training. Additionally to attending this Course, learners can apply to be assessed at an additional cost (see training fee). Assessment entails the completion of a Portfolio of Evidence and if being assessed as competent, the learner will be awarded 3 credits on NQF Level 3. In this case, a “Certificate of Competence” will be issued representing the credit values and NQF Level. Entry-level requirements for assessment according to the Unit Standard: Learners will have demonstrated competence in communication at NQF Level 2 or equivalent.