Choose and answer one of the following questions. Your answer should be complete
ID: 3672031 • Letter: C
Question
Choose and answer one of the following questions. Your answer should be complete and at least one page in length.
1. Create your own User Access and Rights Review document for your organization. How frequently would you review occur? What would be the implications if lapsed accounts are detected? Who should perform the reviews? What appeals process should be in place in case an end-user disagrees with the findings?
2. Most end-users save all electronic files or do not consider when they should be purged. This can result in important files becoming intermixed with outdated and unwanted files, and it can become difficult to locate an important file. Create a personal storage and retention policy for yourself. How often should you review the files you have accumulated? Where should files that are important be stored besides the local hard drive? How often should these files be reviewed?
Explanation / Answer
Importance of Storing an important Documents and Files
Documents act as the store of collective organizational knowledge regarding the processes and can be accessed by anyone in times of need. Documents can be made in the various form of files like pictures, Videos or Word formats. Documenting the process can help to reduce the time on analysis part when the problem arises for the second time. Documents is important for the training purpose. It reduces the redundancy of the measures taken to find a solution. The Documents never end its use just for training and future reference purpose, it can help the other departments of an organization to understand better the measures of a team or a company.
Versions in Files
Documents or file can never end up in a single set for certain. It goes in versions. It an Be Compared Version To Version: With detailed documentation in place, process improvements can be tracked version to version. This means that the management will have the previous 3 to 4 processes and their performance along with the current process and performance. They can thus see them together and see what changes are producing what results. This will tell them what they are successful at and they can continue doing so.
Document or File Retention Policy
A File Retention Policy will identify files that need to be maintained, contain guidelines for how long certain files should be kept, and save your company valuable computer and physical storage space. In addition, a well-crafted File retention policy that is followed by your employees may assist your company in the event of litigation.
Importance of File Retention Policy
It promotes business efficiency in several ways. First, destruction of useless documents frees up valuable storage space at your business. Second, a consistently enforced DRP means that you should be able to quickly locate important documents when you need them. Finally, a File Retention policy will reduce the time you and your employees spend handling and retrieving the files.
File retention policy should consider following factors
To decide how long a file should be stored in a device, certain measures to be taken everyday inorder to avoid misplacing or deleting important files.
Storing the files with approperiate names
To access certain files it is important to store the files in the category it belongs. Choosing a random name and inapproperiate name results in confusion.
i) Categories the files
The files are suppose to be stored in the approperiate folders. Categorising the files and storing it can minimize the time taken to reach it when needed. It is important that the folders are name accordingly. The folders are not supposed to be named inapproperiate.
ii) Backup the important files
Very important files in case of crashing in the system or the situations you might lose by accidentaly deleting it may occur to anyone. So Backup of important files is necessary other than storing it in the specific system. It may be taking a printout and stacking it Or it may be stored in the mail.
iv) Clean Desktop policy
For easy access to the files, people always choose to store it in desktop. At the time of system crash there is a chance of losing the files. So the Desktop should be clear. For easy accessing, shortcuts can be created and kept in desktop.
v) Creating an index for personnel understanding
By means of excel sheets, keeping track of important items. In an excel sheet, the name of the file and the location of the file is copied and placed. This helps to replace the updated file when the version of the file exists.
Regular Auditions on the files
It is important that the regular auditions are conducted for file storage. It helps to build the efficiency of the system. During the Auditions, the unwanted files are deleted and it can free the personnel storage in the computer. The audition helps monitoring if inapproperiate file existance. The versions of the files can be revised and previous versions can be deleted. The bugs or virus can also be traced and fixed during the auditions. Auditions helps to update the software updation easy and to use the computer in a more effecient way. It helps to identify the quality of work a person does.
Storing the important files other than local drives
When there is a set of data which is very important to a person or an organisation, storing it only in a local drive can result in loss during system crash. Having a backup for important data is necessary.
The back up can be taken by various formats
i) removable external hard disk
Personnel datas can be stored in the external hard disk, which can be used in case of large quantity of data and password can also be assigned to it.
ii) Storing the datas in email
Various short files and important notes often taken can be labeled and stored in the email. The mail vendors are allowing certain amount of free space to be used. The information can be stored in the mails and downloaded whenever needed.
iii) Printing
Files can be printed and stored.
iv) Cloud Storage
Cloud offers enormous space for storage. It offers security to the data also. The person can access the data wherever and whenever needed. The access can be allowed to other person also to view the data. The cloud also offers several advantages features like changing the data in local system getting stored in Cloud Database.