Process & Maintain Workplace Information

(File and maintain information)

Submission details

The assessment task is due on the date specified by your assessor. Any variations to this arrangement must be approved in writing by your assessor.

Submit this document with any required evidence attached. See specifications below for details.

Performance objective

You must be able to sort, classify, store and maintain electronic and paper documents.

Assessment description

In a typical office environment, there are always documents to be sorted and filed. These can be filed manually in an expanding file/file cabinet or on a computer server.

In this assessment, you will be acting the role of an administrative worker. In this role you must sort, classify, store and maintain print-based and electronic documents.

You will need to keep a document control register for these documents (see below).

Types of documents will include:

· customer complaints

· supplier information (newsletters and pricelists from suppliers).

Procedure

1. Review the scenario below.

2. Review the Innovative Widgets filing policy and procedure and document control register below.

3. Follow the filing procedure to file the documents.

4. Complete the document control register.

5. Make notes of any task-based problems you have, and record the decisions you took in order to solve them, and submit your notes to your assessor.

Specifications

You must:

· participate in the activity on the date and time specified by your assessor

· file all documents

· complete the document control register

· archive document/s provided to assessor.

Your assessor will be looking for the following:

· compliance with filing policy and procedure (see appendix to this task)

· all documents filed accurately

· document control register completed accurately

· task is completed within the timeframe specified by your assessor

· solve any problems directly related to the tasks by making low-impact decisions.

Appendix 1: Document control register

Use the following table to record your filing. An example is provided in the first row.

Appendix 2: Filing policy and procedure

Policy

Innovative Widgets have filing systems for managing both electronic and print-based workplace information. Adherence to our filing systems is essential for ensuring that documents can be located quickly and efficiently.

Each department (Sales, Accounting, Human Resources, and Manufacturing) maintain their own file systems.

However, administrative staff must store and maintain files on:

· customer complaints

· supplier information (newsletters and pricelists from suppliers).

Procedure

When information is received for filing, you must:

1. Check the information.

2. Sort the information into one of the two categories above (‘Complaints’ or ‘Supplier Information’).

3. File the information alphabetically in the appropriate filing cabinets or expanding file.

4. Record details of what was filed using the ‘Document Control Register’ (see below).

5. Documents that are updates (i.e., price lists, product info) are to replace the previous version in the folder. Place the previous version in a folder called ‘Archive’.

BSBINM201 Learner Instructions 3

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