The purpose of storing and retrieving required information is so you can readily retrieve it when it becomes required. Information is logged on a spreadsheet and filed with the log number this is so the information can easily be found if required. The main purpose of storing any information is for easy retrieval in the future when it is required. It is also part of a company’s business practice. Storing documents have to be done in proper procedure so that it is easier to find. Depending on the type of information, information can be stored in either fireproof cabinets for hard copies or hard disks or other electronic storage devices for soft copies.
Depending on the nature of the company or organisation or business, different types of information will have to be stored. It can be secrets related to the company, highly confidential files related to the company or employees or customers / clients. So files have to be stored following all the confidentiality procedures and protected according to data protection act as these are information necessary for providing quality service and also for the smooth running of the company.
The purpose of information retrieval is to provide quality service for the right person at the right time, with all the required information in hand. Only if data is stored in a procedural manner it can be easily retrieved. Information might be retrieved for marketing purposes, for communications, for monitoring purposes, for surveys and other research that an organisation or business might conduct. Information will also be retrieved in situations where information might have to be shared with partner companies and with the police or Inland Revenue.
Storage and retrieval of data plays a major role in improving the performance of a company and this can happen either offline or online and in various formats.
The different information systems and their main features, Information systems are the collection of hardware and software network, data and procedures that people and organisations use for the information storage and retrieval procedure. It looks after collection of data, creating data, processing data, distributing data and retrieving data. It helps improve efficiency and effectiveness of an organisation.
The earlier information system had only three types.
Transaction Processing System – This system is responsible for processing day to day business transactions. The types of transactions vary from organisation to organisation. It helps with maintaining, adding, changing and removing data. Some examples are placing order, billing, cheque deposits, payroll systems, reservation systems, stock control etc. This system is used by frontline staff.
Management Information System – This system helps with carrying out the tasks required for problem solving and decision making. These are management level systems and help with the smooth running of the organisation. It helps with generating reports necessary for running and monitoring performance levels and efficiency levels, data for accounting and other transactions. Some examples are sales management systems, budgeting, personnel, inventory control etc. This information needs to be very accurate and relevant.
Decision Support Systems – This system helps with making long term decisions and is used to assist managers. This system uses internal and external resources and is used to analyse existing information and project the effects. They help with summary reports, forecasts, graphs etc. Some examples are logistics systems, spread sheet models etc.
Recently a few other information systems have been added and they are
Executive Information System – This system helps with information flow, reporting and data analysis for the organisation. It is used by executives and senior managers to predict the future of the company and this system presents data from both external and internal resources. It helps with