Each and every organisation has a policy or procedure that must be used when obtaining information. This procedure identifies;
- Who can access certain documents
- In what cases or situation
- Who must authorize such documents?
- Process of authorizing
- When they must be returned.
- How to track documents that have been dispatched.
An example
| INFORMATION SOURCE | WHO CAN ACCESS | AUTHORISATION | PROCESS OF AUTHORISATION | WHEN THEY MUST BE RETURNED |
| Performance appraisal | Employee manager; chairman of disciplinary hearing; court | HR Manager | Signature of the HR Manager or representative | 24 hours |
| Minutes | Meeting participants, superiors | Office manager | Fill-in an application form to have access to minutes. The form must be approved and signed by the office manager before access is granted | 2 days |
| Project report | Project manager, superior | Project manager | Fill-in an application form to have access to minutes. The form must be approved and signed by the project manager before access is granted | 3 days |
| LEARNING ACTIVITY
I. Identify and describe policies that exist in your organisation to guide the collection of information. II. List examples of confidential records that might exist in your organisation. III. Explain the importance of collecting data when writing reports. |
Leave a Reply
You must be logged in to post a comment.