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Assignment task 1: Understand the need to maintain information systems

1.1 Explain the purpose of record-keeping for the organisation

Recordkeeping is so critical for an organisation since it fulfils various extremely significant roles, including the following:

• Legal compliance: Organisations have a legal responsibility to keep records of different elements of their operations, including financial records, personnel information, and health and safety records.
• Organisational Efficiency: Record-keeping allows for the preservation and retrieval of information, ensuring that management choices are based on historical data.
• Accountability and Transparency: By tracking actions and decisions, recordkeeping allows companies to maintain accountability and transparency in their operations.

1.2 Identify key information to be recorded to meet organisational and legal requirements

The following categories of information ought to be considered for recording:

• Employee Records: Specifics about the workers, including their personal information, salary information, and performance evaluations, are included in the employee records. It is to support the requirements of employment legislation.
• Financial Records: The requirements for audits and the standards for financial reporting for financial records are determined with the assistance of data pertaining to transactions, information on the budget, and other tax factors.
• Operational Data: The details of manufacturing, customer interaction, and service delivery may be connected to the process of assuring quality and adhering to particular industry rules for operational data.

1.3 Identify appropriate systems to store and retrieve information

Certain systems facilitate effective information retrieval and storage, including:

• DBMS: This kind of system is made to enable businesses to store large amounts of data in an organised way that facilitates analysis and retrieval.
• Cloud-Based Storage Solutions: Cloud storage facilitates the safe storage of data and offers off-site access, making it ideal for flexible work settings.
• File management systems: Google Drive and SharePoint are two examples of organised digital file choices that take paper accessibility and organisation to a whole new level.

1.4 Explain the need to control data access

Controlling access to data is critical because of various factors:

• Data Privacy and Security: Restrictive access assures the safeguarding of sensitive information from inappropriate access and the related risks of data breach or violation of privacy legislation. This is accomplished by preventing unauthorised access to the information.
• Confidentiality: The sensitive organisational proprietary information is secured against leakages from within by not allowing specific records to reach certain persons.
• Data Integrity: Proper control prevents unintentional or malicious adjustments in data and makes the information provided by the company credible.

1.5 Identify records which are included under relevant legislation (for example, the Data Protection Act of 1998)

Other records that must be handled under relevant law also include the following:

• Personal Data: Personal data on the workers and customers of a business is under data protection and needs to be treated in service of people’s rights to privacy.
• Financial and Tax Records: Financial records of any firm, especially those tax-related, are controlled by many financial rules and have to be treated with considerable prudence.
• Health and Safety Records: In businesses like healthcare, these records pertain to issues to be preserved under occupational health and safety legislation.

Assignment task 2: Understand the use and application of IT applications in an organisation

2.1 Identify different uses or applications of spreadsheets and/or databases in the organisation

There are so many applications that spreadsheets and databases may execute within an organisation, such as;

• Data Analysis: Data analysis is commonly carried out in a spreadsheet, with a particular tool being Microsoft Excel.
• Inventory Management: Databases will hold information concerning items or assets in vast amounts. This guarantees there is correct information on the amount of stock and where it was discovered.
• Customer connection management (CRM): databases contain customer information, enabling firms to monitor the transactions that take place with the clients as well as keeping a strong connection with them.

2.2 Explain the value of electronic communication methods

The following are some benefits of electronic communication over conventional methods:

• Speed and Efficiency: Because video conferencing, email, and messaging apps can bring individuals together in a moment, decisions and replies can be made considerably more quickly.
• Savings: Since digital communication does not require paper, mail, or travel, it is an inexpensive method.
• Accessibility: Employees can contact the company more easily from anywhere.

2.3 Describe the backup system for IT applications in the organisation

Backup solutions are essential for maintaining continuity and preventing data loss.

Cloud Backups: To save backup copies of their data, businesses these days rely on cloud services. In this situation, local servers can be used to restore lost files relatively rapidly.

Offshore and on-site Storage: Using both offshore (centralised distant data centres) and on-site (physical servers) storage provides tiered data protection.

Automated Backup Scheduling: By ensuring that data is continuously updated and saved, scheduled backups reduce the possibility of data loss owing to technological difficulties.