Unit 24 Store and Retrieve Information

AC1.1 Describe systems and procedures for storing and retrieving information
AC1.2 Outline legal and organisational requirements for information security

All information stored in an organisation has to adhere to the organisations and legal requirements for information security. It is important that information is stored safely so that it cannot be accessed by unauthorised individuals. This prevents disclosure, destruction and modification. The requirements are outlined in our Information Security Policy.

In my workplace we handle a large amount of confidential information about residents who live in our local authority. If this information is electronic we are required to lock our computers whenever we leave our desks. If the information is physical it should be locked away in the filing cabinets, nothing should be left on our desks. If the information gets into the wrong hands it can lead to serious safeguarding issues as some of the information we have contains addresses and details regarding looked after children. It can also be damaging to the council's reputation leading to possible legal action.

When we pass information to other local authorities or schools, we must follow procedures to protect the …show more content…
In my organisation we use both paper and electronic systems for storing information. We use an electronic system which is called Synergy; this contains information for every student who is resident in our local authority. This system allows us to quickly and easily as we can store the same information that is on paper under several references such as name, date of birth and school name. This is only possible with paper filing if several copies are made. It also saves time as it takes longer to find a document that is filed away than to search on an electronic system. Furthermore, it is cost effective as no paper is