Store, share, retrieve and archive information
Overview
This standard is about storing, sharing, retrieving and archiving information using relevant systems in accordance with organisational procedures and legal requirements. The systems that you use may be electronic or paper based. You identify, collect, store, update and delete information in approved locations, using organisational procedures and legislation. You access information systems to locate, share, retrieve and provide required information within the agreed timescales. You identify and agree the information to be archived and maintain records of archived information for the retention period. For any problems that occur, you resolve or report them to a colleague when storing, sharing, retrieving and archiving information.
It is for professionals in business administration roles who store, share, retrieve and archive information.
Performance criteria
You must be able to:
- identify information for storing, sharing or retrieval
- use organisational procedures for accessing information
- use the relevant systems for information storage, sharing and retrieval
- follow the cyber security requirements for storage, sharing or retrieval of information
- resolve or report problems with the system that occur during information storage
- confirm requirements and timescales for information storage, retrieval or sharing with colleagues or customers
- locate the required information in the information systems
- retrieve required information from the information systems
- resolve or report any problems that occur during retrieval of information
- provide information in the agreed format to colleagues or customers
- meet the agreed timescales for retrieving information
- retrieve archived information on request
- follow legal and organisational procedures to maintain the security and confidentiality of the information
- identify information to be archived
- agree the retention period for archived information
- archive information within agreed timescales
- comply with organisational policies, procedures and legislation requirements when archiving information
- maintain archive records following legal and organisational procedures
- update archived information records
- delete information from the archive following legal and organisational policy and procedures
- resolve or report problems that occur when archiving information
- follow the legal, organisational, codes of practice and policies relevant to information management and the activities being carried out
Knowledge and Understanding
You need to know and understand:
- how information is stored, shared, retrieved or archived
- the methods that can be used to collect information for storage and sharing
- the requirements of cyber security for storage, sharing or retrieval of information
- the types of internal and external information systems and their main features
- the different filing locations for storage and sharing information
- how to meet agreed timescales for storing, sharing, retrieving and archiving information
- the legal and organisational requirements in relation to security and confidentiality of information during storage, sharing, retrieval and archiving
- the legislation and organisational procedures covering data protection
- the organisational and external supplier procedures to be followed to access storage systems
- the legal and organisational procedures for deleting information and why they must be followed
- how to check that information is accurate before storing or sharing it
- the problems that occur with systems during storage, retrieval and archiving
- who to report filing system problems to
- how to agree timescales with colleagues and customers
- how to check that retrieved information meets colleague or customer requirements
- how to provide information in the required format for colleagues or customers
- why it is important to meet agreed timescales and the potential impacts if they are missed
- why information is archived
- how to archive information
- how to maintain archive records using organisational and supplier procedures
- when information is deleted from storage and archive filing systems
- how information is deleted from storage and archive filing systems
- the legal, organisational, codes of practice and policies relevant to information management and the activities being carried out
Scope/range
Scope Performance
Scope Knowledge
Values
Behaviours
Skills
1. communicating
2. organising
3. planning
4. problem solving
5. using technology