Files vs PilesWritten by Cynthia Kyriazis
I recently read an article that had some interesting but not surprising statistics. Harte-Hanks published a survey in December, 2001 which reported that 96% of businesspeople interviewed were frustrated by their companies' information management. It's no wonder. An IDC white paper published in August, 2001 told us employees can spend up to two and half hours a day looking for information. It's about retrieval The truth of matter is that information in large organizations is stored in huge electronic databases and archival files. However, a great deal of it is also found in individual employee's workspace…on their desktop, in their file cabinets and in their heads. Coopers and Lybrand estimates U.S. Executives spend one hour a day just looking for misplaced files. But as I tell my clients, it's all about finding files, not just storing them. Can information you are looking for be retrieved quickly? If needed, can it be found when employee is absent from work? What if employee leaves company...does ability to find information leave also? Systems to rescue Taking time to create a workable filing system works to advantage of an organization. They become strategically prepared for future and can maintain a competitive edge. However, development, management and maintenance of a filing system at individual desktop level seems to be a hurdle for most. The truth is that it doesn't have to be difficult…it just takes focus and time. A well thought-out filing system simply provides a user-friendly structure or path. Better yet, same key elements for developing a paper files can be used for digital files as well. The rewards include increased personal performance, productivity and reduced stress levels. If employees took time to begin developing a customized, workable system, their retrieval problems would be greatly diminished. And so would that of organization.
| | Protect Your Computer System With A Comprehensive Security PolicyWritten by Cavyl Stewart
The most difficult part of creating a Security Policy for your business is determining what, exactly, to include in it. Never heard of a Security Policy before? You’re not alone. But whether you are only employee in your company or you have a small staff working for you, you need to learn what a Security Policy is, and then you need to create one. In much same way that a personnel policy informs employees of things like vacation time accrual, performance review schedule and other personnel-related issues, a Security Policy informs your employees of steps that are necessary to keep your company’s network and computers secure. The policy is your company’s rules and regulations that are enforceable, under law if necessary, if breached. A Security Policy will include rules and formal procedures that are clearly written and laid out. But most importantly, information contained must be easy for employees of all levels to understand. And just as it is with young children, content of your Security Policy must be enforceable, and it must be enforced consistently. Saying in writing that something is not allowed, then allowing it to happen during regular work hours sends mixed messages to your employees. They won’t know what really is right or wrong, which will defeat whole point of your Security Policy. Inconsistent implementation also leaves you open to legal liability. Like any good policy, your Security Policy should be regularly updated to reflect today’s rapidly-changing business environment. Most of time, you will be person making these changes. However, if your company is growing and adding staff, this may not always be case. Make sure person responsible for updating your company’s Security Policy has guidelines and boundaries, and most of all, make sure you read and approve any changes made by someone else.
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