Page 53 - Information Management 3rd Edition

•
Electronic filing procedures
The electronic filing of folders and files can be done by means of a program such as Microsoft Windows Explorer. The procedure to use Windows Explorer is as follows: copy
– On the desktop, click on the Windows Explorer icon.
3.5
ce.
– A display of all the program folders in the various drives will appear on the screen and the screen will be split into a left and a right half.
– Click in the left half to highlight the specific drive on which the folder should be created.
– – –
–
On the top toolbar, click on File. The drop-down menu will appear. Highlight the first option that says New, then click on Folder.
On the right-hand side of the screen type in the name of the folder and press enter.
The principle for creating a folder in Windows Explorer is the same as with manual filing. This means that a folder contains a group of files that are related to each other.
When saving a file, choose the specific drive, then choose the appropriate folder, then save the file.
Mail management
The business can use several methods to distribute hard-copy information, such as incoming, internal and outgoing mail. These methods include an effective mailroom system, messengers, conveyor systems or self-propelled delivery vehicles. To distribute electronic information within the business, local area networks can be used. To distribute electronic information within and outside of the business, the following methods can be used: telecommunication systems
Chapter 3 – Managing Information
Management (ECM), Business Process Management (BPM), Customer Experience Management (CEM), and Business Intelligence (BI). EIMS is closely related to Business Process Engineering (BPE) and Total Quality Management (TQM), which are key approaches to good information management. The interplay between BPR and TQM is built on strong administrative management practices. This relationship recognises that the essential nature of information management is to manage processes effectively, thereby ensuring the smooth running of the business.
This section mainly refers to using computers to file documents. By using computers, the storage and retrieval of information take place faster and the storage of information takes up less space. When a computer is used for the storage of documents, the document as such is not stored, but rather the information it contains. The information is stored in the computer on magnetic disks by means of electronic impulses, as files and folders.
training
services an
Pre-pub
The maintenance of such a system will largely depend on the employees in that section. Their knowledge of and proficiency in the use of electronic equipment, devices and systems will play a determining role. The training of employees in the use of automated equipment, devices and systems is essential, as special skills are required. Usually, the suppliers of electronic equipment, devices and systems, such as computers and software packages, provide training. Consultants also render
d advi
47
Juta_Information Management 3E.indb 47
2021/05/28
14:24