INTRODUCTION
Document management is like organizing and controlling documents in a systemic way to ensure
they are easily accessible, secure, and properly maintained. It is involving is task such as storing
tracking changes, and ensuring the appropriate retention and disposal of files.
Table of contents
Distinguish between a manual and an electronic filing system 1
Identifying types of documents used in data processing 2
Explain issues related to the integrity of files 3
Discuss issues related to the retention of files 4
Explain methods for tracing documents version 5
Distinguish between a manual and an electronic filing system
Definition and comparison
A manual filing system involves storing documents in physically form, like papers files
in physically form, like papers files in cabinets, while an electronic filing system stores
documents digitally on a computer or sever. Electronic system offers easier access search
and ability and sharing of documents compared to system.
Advantages and Disadvantages
Manual filing systems can be more effective initially, but they require physical storage
space, and can be time consuming to search through. On the other hand, electronic filing
systems saves space, allow for easy documents retrieval and enable quick sharing, but
they can be costly to set up and maintain.
Identify types of documents used in data processing
Source documents- A source document refers to the original record of file that contains
the information you referring to.
Turnaround documents- A turnaround document is kind of like a source document, but its
created in response to the original document. It contains updated or revised information
based on the initial document.
Machine-readable documents- A machine readable document is a file that computers
interpret and process easily. It’s like a document that computers can understand and work
with efficiency
Manipulate an electronic filing system- manipulate an electronic filing system means to
organize and manage digital files and documents within a computer system. It involves
task like sorting, categorizing, and storing electronic information in a structured way for
easy access and retrieval
Organization of files-organization of files means arranging and managing your
documents in a structured way so that you easily find access when needed.
Folders and files in hierarchical structure-folders and files in a hierarchical structure is a
folders and files in a hierarchical structure is a system where the main categories, and
files are the specific documents stored within those folders.
Explain issues related to the integrity of files
Overwrite protection- Overwrite protection is a feature that prevents accidental deletion
or modification of files by promoting a warning when you try to save a new file with the
same name as an existing one.
Restricted access- restricted access means limiting who can view, edit or delete files.
Virus protection-virus protection is like having a shield for your computer. It helps
prevent harmful viruses from infecting your system by detecting and removing them
before they can cause damage.
Encryption-encryption is like turning your information into a secret code that only those
keys can understand.
Read only access-read only access is like having to view files but not make any changes
to them.
Discuss issues related to the retention of files
Archiving-archiving in terms of file retention is like storing important documents in a safe place
for future reference.
Retention period and disposal-retention is like how long you keep files before deciding to get rid
of them. It’s like setting a timeframe for how long you need to hold on to certain documents
before safety disposing of them
Legal limit for retaining files-the legal limit for retaining files is the maximum period set by laws
or regulation that specify how long certain documents must be kept before they can be disposed
of.
Explain methods for tracing documents versions
Versioning-versioning in terms of tracing document versions is like keeping track of the different
iterations or updates made to a file over time. It’s similar to maintaining a history of changes
made to a document user to see how the content has evolved and revert to previous versions if
needed
Metadata-metadata is like the background information about a file, such as when it was created,
who created it, and other details that help to describe and organize it.
