Document
Managemen
t
Objectives
• Distinguish between manual and electronic filing systems
• Identify types of documents used in data processing
• Manipulate an electronic filing system
• Explain what the integrity of files means
• Explain what the security of files means
• Examine issues related to the retention of files
• Explain methods for tracing document versions
Document Management
• Document Management is an administrative function that sees to the
efficient creation, storage, retrieval, retention and disposal of
documents.
• Filing System- is a set of policies, procedures and methods used for
organizing and identifying files or records to increase the speed of
retrieval, their storage, and preservation.
THINGS KEPT IN A FILING SYSTEM:
• Documents received
• Documents dispatched
• Documents used internally
TYPES • Manual- also called traditional filing system
stores paper-based documents in a device
OF that offers some protection against
unauthorized access as well as against fire,
pests and natural disasters. Paper folders
FILING and metal filing cabinets are popular storage
devices in a manual filing system.
SYSTE
MS • Electronic- documents are stored on various
storage devices such as jump drives, tape or
hard drives and memory cards or even the
cloud.
Manual Filing System
Manual vs. Electronic Filing Systems
MANUAL ELECTRONIC
How the document is stored: Paper-based documents Electronic files
(media)
Storage container used: File folders and filing cabinets Magnetic disks and tapes,
(device) optical disks (CD and DVD), flash
drives and memory cards
Threats to which the Insects Power problems, hardware
documents are exposed: Elements such as water, wind malfunction and viruses
and fire
Number of users that may use a One. Many.
document simultaneously:
Advantages of an Electronic Filing System
Less space Faster
Less costly
required retrieval
Flexible
Increased Enhanced
document
portability security
sharing
More prone to failure
Disadvanta Electricity and power outages
ges of an
Electronic Data may be lost easily
Deleted in error
Filing
System Data is more vulnerable
Hacking and security breaches
Types of Documents
Source Document- a document used for the initial recording of
data relating to business transactions. E.g. An Invoice.
Machine Readable Document- those that can be read directly
and understood by a computer. E.g., Airplane Boarding Pass
Turnaround Document- is one which, after being output by the
computer can be used to record data. E.g., Utility Bills
Document Organization
• Drive
• Is a device on a computer that can be used to store data and documents
• Each secondary unit attached to a computer is assigned a drive letter by the operating system
• Folder
• Is a container for storing files.
• Very useful for keeping similar files together and can have folders within it
• All file are held permanently on drive
• That can be created, saved, opened, renamed, copied, shared, moved, deleted, dragged, dropped,
search for, overwritten and protected
• Thousand of file can be created in relation to transactions with employees.
