REFERENCEINFORMATION MANAGEMENT PROCEDURE MANUAL

• This Organisation is committed to manage the gathering, organising and distribution of records.

• A working knowledge of legislation is vital in ensuring a business meets its legal obligations when gathering, organising and distributing information. All staff are expected to have an understanding of their legal obligations as related to Information Management.

• The regulatory environment is defined as the legal framework under which an organisation must operate and consists of Commonwealth and State laws, mandatory codes and standards of practice, voluntary codes of best practice, voluntary codes of conduct and ethics and identifiable expectations of communities

• Any confidential files will be placed in secure filing cabinets or stored securely electronically at all times.
• Staff will be required to comply with company standards, codes and guidelines including:

• code of conduct/code of ethics
• information protocols
• legal and organisational policies, guidelines and requirements
• management and accountability channels
• WHS policies, procedures and programs
• procedures for updating records
• quality assurance and/or procedures manuals
• security and confidentiality requirements

• Follow the ethical standards up held by the organisation by observing confidentiality and privacy regulations

For information regarding legislation and Standards, refer to the links below:

• Privacy Act 1988
• Freedom of Information Act 1982
• State Records Act 1997
• Voluntary Codes of Practice
• Mandatory Codes of Practice

TASKS

BSBINM301 Organise workplace information

You are working as an Administration Assistant in the reception area of a fast growing business and at a recent team meeting it has been identified that the current printer and photocopiers are not adequately suitable to your company's current needs. Your Manager has requested that you conduct research to a find a suitable solution to meet our printing needs.

PART 1: Collect and assess information

1. In preparation of this, outline 3 different strategies to collect the required information. Explain how you would ensure that the source information is valid, accurate and current (20-50 words)

Strategies	I would ensure that the information and the source of information is valid, accurate and current by:

1. A working knowledge of legislation is vital to ensure a business meets its legal obligations when gathering, organising and distributing information. Research the following and summarise in the table below the purpose of each. (25-50 words each)

Legislation	Purpose
Privacy Act 1988
Freedom of Information Act 1982
State Records Act 1997
Regulations	Purpose
Voluntary Codes of Practice
Mandatory Codes of Practice

1. You are required to demonstrate use your interpersonal skills when discussing your team's requirements for the new printer.

Discuss the printing/photocopying needs to assist you with your research on their individual requirements and preferences.

The team must have some understanding of the task requirements.

1. You must now conduct some preliminary research on a range of products that would meet your company's requirements, ready to present your recommendations to your Manager and team.

You will need to gather:

• information on the price, safety, product range, value for money
• advantages and disadvantages of each option (minimum of 3)

Words 100-200

BSBINM301 AA1 PART 2: Organise information

1. You are now required to organise the information you gathered in Part 1 into a table ready to present to your Manager only, for feedback prior to presenting to your team.

You must include:

• Brand and model number
• Cost
• Types
• Functions
• Print speed ( black/colour pages per minute)
• Scan resolutions ( dot per inch)
• Dimensions ( WxDH)
• Weight (kg)
  • headers and footers

Present this information using word processing software such as Microsoft Word or similar, according to workplace requirements including:

• graphics and pictures
• tables or charts
• appropriate referencing

1. Draft an email (40-60 words) following the Organisational Style and Procedures Guide to your Manager notifying him/her that you have completed your research and attach a completed comparison table of your findings ready for them to proceed with the purchase. To ensure that your research is relevant and meets organisational requirements, you will also seek feedback from your Manager on the clarity, accuracy and sufficiency of your information.

1. It is important for all organisations to have good record-keeping systems and procedures. Records hold the essential information for the day- to- day running of the organisation.

Currently used methods

1. Research workplace policies and procedures that you would be required to follow for handling Workplace Information. Complete the table below (provide 2 examples).

Policy/Procedure	Purpose (30-50 words each)

Researched methods

Records meet the various requirements of the organisation and come in many different forms.

Records can be electronic or paper based. The filing system should allow staff members to find information they need efficiently.

(b) Research a range of both paper-based and electronic storage methods. Consider the pros and cons of each and record then in the table below:

Storage Method (2-5 words)	Pros (10-20 words)	Cons (10-20 words)	Security procedures (10-20 words)	Safe recording practices (10-20 words)

1. Set up an appropriate filing system using File Explorer or One Drive and include:

• Comparison Table
• Information you have gathered from the internet including references and links presented on a Word document

1. Insert screen shot of your filing systems File Explorer or One Drive folders of your created files and submit for assessment below:

Save and submit this section of work at BSBINM301 AA1 Part 2

PART 3: Review information needs

1. Role Play 2 - Audio

Your Manager has approved the new Multifunction printer and it has been purchased and installed. However your Manager has also received complaints from 4 staff members that were not consulted due to being on leave. The major complaint is that there is no fax facility. The Sales Department, upon seeing the new Multifunction printer, have now requested a similar piece of equipment. To ensure that all staff members are consulted, you need to call a team meeting (5-10 mins) to discuss ways of improving the current information collection process. (Please incorporate findings of task 11 in your role play)

1. Following the team meeting, it was decided that a checklist be constructed, including all possible features of the printers, so that employees can tick which features are required. It was also suggested that a tracking tool be created to ensure all staff are consulted.