Unit 3 P1

Managing information as an asset, also known as document and records management or content management is information that companies must protect. The information can be in the form of audio or video tapes, images, documents, hard drives, reports or individual knowledge known as tacit knowledge in the business industry. The value of the information and not the company infrastructure is where the greatest opportunity presents itself. Companies must focus their efforts on increased efficiency to manage all areas of information as company assets. Through management of information as an asset, companies can allow the appropriate access to qualified or

The main purpose of storing information is for easy retrieval in the future when it is required. Storing certain information may be part of company policy. There will be procedures in place in order to make sure files are stored correctly and in line with data protection. Depending on the type of information, information can be stored in either filing cabinets or electronically. Depending on the nature of the business, different types of information will have to be stored, for example a legal practice needs information such as court

The main categories of information and data would be internal data and external data. Internal data is used within a hospital or organization data base for the sole purpose of storing important client’s data. External data is portable storage used for adding information to the organization.

The idea of this assignment is to talk about the importance of managing data in any business activity, but specifically the one which is of most interest to us is related to HR practices: how to act when we manage data, how to collect this information and how to store the documents.

There are many arguments for and against any type of medium that can be implemented to store and manage data and records. Each medium has its positive characteristics and its drawbacks. The best record keepers use more than one method to store data, mainly as a backup in case of a catastrophe. This is where the old adage, "it's better to be safe than sorry" takes on a greater significance.

EDM allows for the management of diverse types of document storage in an organization using collaboration software and storage ("IBM FileNet", n.d.). Each line of business has diverse business processes and procedures for storing and retrieving their internal documents. Each document that is loaded in the EDM system, IBM FileNet, is stored with particular metadata and retention record information. Choice lists are maintained to aid the user with data integrity and consistency. Furthermore, the document owners can request their file to be content-based retrieval enabled. This allows for keyword searches within the application to find documents based on keywords, not just metadata captured during the original load or check-in of the

Helps protect records that may be relevant to a pending or future lawsuit or government investigation from destruction.

Where you keep the information, you collect at each entry point. Is it in a central computer database? On individual laptops? On a cloud computing service? On employees’ smartphones, tablets, or other mobile devices? On disks or tapes? In file cabinets? In branch offices? Do employees

Data, data is essential in todays business environment. The amount of information that businesses collect is growing larger and larger everyday. This information can be simple such as a customers name, address, telephone number, gender, or credit card number. The data can also be more complicated and require more insight such as finding out what a customers shopping habits are or finding out how to cater your advertisements based on your clients. With the amount of data every growing we are faced with some issues. Mainly how does a company process all of this information and keep it safe at the same time. This data that is collected is stored and is never truly deleted or gone. Big question is are we equipped to handle all of this information on our own? Well we can but we need to use Information systems to compile it all, process it, and make sure it is safe. Management information systems are made up of computing and communications hardware, operating system software, applications software that support business operations, and staff to analyze and create systems that help to achieve business goals and objectives. Management information systems support a broad array of business operations and enable interaction with an organization 's suppliers, customers and service providers. Every company for the most part creates their own software that is specific to their goals and what they hope to achieve. Software such as ERP (enterprise resource planning) is used to support large

Also, when dealing with a large amount of information. Employees must ensure all information is to be kept updated at all times by checking for out dated records periodically in a given span of time. This is performed to prevent unnecessary costs and issues from arising. When data is shared between organisations, agreements have to be made as to how long the data will be retained on their database and then deleted after a certain period of time. All out-dated and inaccurate information have to be securely deleted in order to avoid errors and detrimental effects.

A total rewards system is utilized to motivate, attract, and retain employees whom offer talents to an organization. Total rewards can be either intrinsic and extrinsic rewards, which can include compensation, benefits, and personal growth. It can be somewhat difficult to retain a steady and reliable staff due to the numerous opportunities that are available in today’s workforce and organizations must do all they can to keep their employees engaged and motivated. After companies assess, design, and execute their total rewards programs, the final and most overlooked phase is to evaluate its success, or failure. The evaluation phase shows management the benefits of their total reward system and if the investment has paid off or not. Employee productivity and job satisfaction are two methods which can be used for this purpose.

In the past decade, every individual, and organizations did paperwork with a typewriter and a cabinet or book shelf to store their files. These days our old ways is been replaced by computers and databases or cloud. This in order words mean that government organization like the department of veterans affairs do their workload with computer, databases as to the old days.

of the company encourages the same. The research will align the reward system and ultimate goals

If a manager is going to use incentives, it is important that the manager understands what each specific employee will be incentivised by.

Why is records management important? Many people who are not pretty familiar with records might think too seriously about records management. However, people who are in business or the people who have their own business have to know about records management procedures enforced by governments around the world. For example, in the book “Intensive Records Management“ by >>>>>, we can learned about the rules of records management and the legal procedures that apply to it. Records management is important because of its ten most important reasons: to control the creation and increase of files or records, to reduce working costs, to improve the competence and productivity, to assimilate new records management technology, to make sure regulatory