Course Objectives
When you have completed
this workbook, you will be better able to:
- explain the principles behind any system for storing and
retrieving information and the key content that organizations are
likely to record
- describe and evaluate the range of data storage media presently
available
- organize the systematic and secure storage of data in manual and
computer-based systems
- identify the use and application of databases and spreadsheets
- outline the law on data protection.
Assessment Criteria
Understand the need to
maintain information systems
1.1 Explain the purpose of record-keeping for the organization
1.2 Identify key information to be recorded to meet organizational
and legal requirements
1.3 Identify appropriate systems to store and retrieve information
1.4 Explain the need to control data access
1.5 Identify records which are included under relevant legislation
(for example the Data Protection Act of 1998)
Understand the use and application of IT applications in an
organization
2.1 Identify different uses or applications of spreadsheets and/or
databases in the organization
2.2 Explain the value of electronic communication methods
2.3 Describe the back-up system for IT applications in the
organization
International
Curriculum
Unit 3.34 - Official ILM
Curriculum, Institute of Leadership & Management
Course Outline
Workbook introduction
1 ILM Super Series study links
2 Links to ILM qualifications
3 Workbook objectives
4 Activity planner
Session A - RECORD KEEPING AND STORAGE MEDIA
1 Introduction
2 Why We Keep Records (Activity 1)
- Legal requirements (Activity 2)
- Organizations requirements (Activity 3, 4, 5)
3 Paper Based Storage Media (Activity 6)
- Storage for retrieval (Activity 7, 8)
- How many copies (Activity 9, 10, 11)
- The problems with manual information storage (Activity 12)
- Making manual data storage more efficient (Activity 13)
4 Electronic Storage Media
- Magnetic and optical media (Activity 14)
- Typical storage facilities
- Data compression software
Self Assessment, Summary
Session B - SYSTEMS FOR STORING AND RETRIEVING INFORMATION
1 Introduction
2 Organizing Information
- Terminology
- Manual Systems (Activity 15)
- Information with folders
- Alphabetical classification (Activity 16)
- Chronological classification
- Numerical classification (Activity 17)
- Subject classification
- Geographical classification
3 Cross Referencing and Indexing (Activity 18)
- Indexing (Activity 19)
4 Computer Systems
- Computer file managers (Activity 20, 21, 22, 23)
- Computer searching
- Wildcards
Self Assessment, Summary
Session C - DATABASES AND SPREADSHEETS
1 Introduction
2 Records and Databases
- Records (Activity 24)
- Databases (Activity 25, 26)
3 Using a Database
- Examples of databases (Activity 27)
- Computerized databases (Activity 28, 29)
- Using databases : mail merge (Activity 30)
- Sorting records in a database
- Generating reports (Activity 31, 32)
4 Spreadsheets
- What is a spreadsheet (Activity 33)
- Simple uses of spreadsheets (Activity 34)
Self Assessment, Summary
Session D - ACCESS CONTROL, SECURITY AND DATA PROTECTION
1 Introduction
- Example : catastrophe!
2 Managing Risks
- Protecting electronic information (Activity 35)
- An example of risks
- Recovery
- Backup (Activity 36)
- Precautions against theft (Activity 37)
- Insurance
- Precautions against violence (Activity 38)
- Emails and security
3 Data Security
- Example : data alteration
- Preventing unauthorized access (Activity 39, 40)
- More sophisticated systems
4 The Law and Data Storage (Activity 41)
- Example : the need for data protection
- The Data Protection Act 1998
- The eight data protection principles
- Fair processing for limited purposes
- Adequate, relevant and not excessive; accurate and no longer than
necessary
- The rights of data subjects (Activity 42)
- Security
- Overseas transfers
- Sensitive data
- Enforcement (Activity 43)
Self Assessment, Summary
Performance checks
1 Quick quiz
2 Workbook assessment
Reflect and review
1 Reflect and review
2 Action plan
3 Extensions
4 Answers to self-assessment questions
5 Answers to activities
6 Answers to the quick quiz
7 Certificate