Operational Issues
Learning Objective:
I will understand the operational issues that employees must take into consideration when dealing with business information (Pass)
I will understand the operational issues that employees must take into consideration when dealing with business information (Pass)
Organisations have to store and manage countless pieces of information, with some being far more important than others. Lying at the heart of any information system are two fundamental issues of ensuring that:
To make sure that information is managed appropriately, a number of policies and procedures have to be put in place, concerning:
- the organisation receives the information it requires
- the appropriate member of staff receives the information
To make sure that information is managed appropriately, a number of policies and procedures have to be put in place, concerning:
- security of information
- backups
- health and safety
- organisational policies
- business continuance plans
Security of Information
Information security management deals with maintaining the integrity and availability of organisational information and knowledge. Many companies keep their information on IT systems, but as the reliance on technology increases, so does the risk posed by system failure and malicious attacks (e.g. viruses). The IT security policy should take account of the common risks to the information that their business relies upon. This might include secure login ID for using IT systems.
Backups
Most businesses will have a back up system in place. John Lewis Partnership have back ups for internal data and customer data. Why do you think this is?
Health and Safety
Ergonomic equipment and RSI can be issues.
The Health and Safety (Display Screen Equipment) Regulations 1992
Management of Health and Safety at Work Regulations 1992
Provision and Use of Work Equipment Regulations 1992
Workplace (Health, Safety and Welfare) Regulations 1992 Acts
The Health and Safety (Display Screen Equipment) Regulations 1992
Management of Health and Safety at Work Regulations 1992
Provision and Use of Work Equipment Regulations 1992
Workplace (Health, Safety and Welfare) Regulations 1992 Acts
Organisational Policies
Policies that relate to the use of business information can help make sure that decisions affecting staff:
Policies help make sure that staff have guidance to help them comply with legislation (Data Protection Act for example). They should also help ensure that consistent decisions are made, which can be as important in internal communications as they are in handling customers.
- are understandable and consistent
- meet legal requirements
- take full account of their impact
- contribute to productive working relationships
Policies help make sure that staff have guidance to help them comply with legislation (Data Protection Act for example). They should also help ensure that consistent decisions are made, which can be as important in internal communications as they are in handling customers.
Business Continuance Plans
These are the steps put in place to make sure a company is capable of surviving a worst-case scenario. e.g. regular backups of information. As a result of the plan, employees may need to change the way they work - for example, storing information centrally rather than on their hard-drive.
COSTS
Most businesses would like to implement the above policies but there are always costs involved. When deciding what policies to adopt and what measures to take, businesses need to consider the implementation and maintenance costs versus the benefits to the organisation. Some key considerations are:
Additional resources needed - would the business need to purchase new equipment or employ additional staff
Cost of development: is the solution already available (off the shelf) or will they need to develop it themselves (bespoke)
Increasing sophistication - As there becomes a greater reliance on technology, and that technology becomes more and more advanced, there must be training for the employees on how to use it. If this is not done then the equipment or technology becomes less effective
Additional resources needed - would the business need to purchase new equipment or employ additional staff
Cost of development: is the solution already available (off the shelf) or will they need to develop it themselves (bespoke)
Increasing sophistication - As there becomes a greater reliance on technology, and that technology becomes more and more advanced, there must be training for the employees on how to use it. If this is not done then the equipment or technology becomes less effective