Communication in Administration (Security)

Electronic File ManagementHigher Administration 2015-2016

3

What is File Management?

Choosing appropriate file locations

Folder structures and File Names

Version Control

Housekeeping & Archive procedures

Backup procedures

You may wish to appoint one individual to have an overview of data management within the organisation.

Can you explain

why these are

important?

4

File Management

Benefits of Good…

Less time wasted finding files

Improved customer service

Improved security of data

More efficient use of storage

Compliance with Data Protection Act

Consequences of Poor…

Out-of-Date information accessed

Sharing files difficult – can’t find the right file

Confidential information accessed

Workflow disrupted

Security and Confidentiality ProceduresHigher Administration 2015-2016

6

Some Security Terms

Security: means protecting data against theft, damage and destruction

Integrity: means ensuring that the data is accurate, up-to-date and error free

Privacy: means that the data must be held securely so that only those who need access to the data can access it

Confidentiality: means that those who do not have access to the data respect it, and do not discuss it with others that do not have a right to know what it says

7

Physical Threats

Ensures offices are locked and windows closed

Alarm the building

Use CCTV to monitor the premises

Restrict the access points

Keep visitors away from restricted areas

Security guards/lights on in the grounds

Train staff on moving equipment (prevent damage)

Fire doors closed/fire fighting equipment provided

Lag pipes to save bursts in winter

Take out adequate insurance

8

Protecting Electronic Files

Password protect – restricts access, must be changed regularly

Regular backups – ideally stored offsite, saves recreating files from scratch

Anti-virus software – prevents unauthorised modification of files

Access rights/levels – ensure that only authorised personnel can read/edit/delete

Lock workstation – when away eg on a break or helping a customer

Voice/Iris/Fingerprint/Dongle – restricts access

Read-only Files – cannot be edited

Firewalls – prevents hackers gaining access to company data.

Mr Illingwort

h example

9

Protecting Paper-Based Files

Return files to the filing cabinet after use

Keep filing cabinets locked

Don’t leave papers at the photocopier (very easy to do!)

Don’t leave papers unattended

Shred and dispose of unneeded items

Communication in Administration (Security)