LO2: Process and Organize data

 At the end of this learning outcome, the trainee will be able

to:-
 Files and records are identified, opened, Generated or amended

according to task and organizational requirements.

 Input devices are operated according to organizational requirements.

 Data is stored appropriately and applications are exited without

damage or loss of data.

 Manuals, training booklets and/or online help or help-desks are used

to overcome basic difficulties with applications

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 Identifying, Opening, Generating or Amending Files and
Records
 It refers to the essential processes involved in managing documentation

within an organization, particularly in accounting and finance.

 Identifying Files and Records:

 Determine the types of files (e.g., financial statements, client files) needed.

 Identify specific records (e.g., invoices, transactions) for reference.

 Opening Files:

 Access relevant files using secure systems.

 Ensure proper permissions to view sensitive financial data.

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Cont….
 Generating Files:

 Create new files as needed (e.g., for new clients or projects).

 Use standardized templates for consistency and accuracy.

 Amending Records:
 Update existing records with new information (e.g., payment updates).

 Ensure changes are documented and comply with regulatory standards.

 Organizational Requirements:

Adhering to the specific policies and procedures set by the organization

regarding documentation, which may include formatting, confidentiality,

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and data integrity protocols.
 Cont…
Aspect Files Records

Definition Collections of related data or information. Individual entries or pieces of

information within a file.
Purpose To organize and store multiple records together. To capture specific details about a
transaction or entity.
Structure Can contain many records, often organized by Usually structured in a defined format
categories. (e.g., rows and columns).

Examples Financial statements, client portfolios, tax files. Invoice details, payroll data, account
balances.
Usage Used to manage and retrieve related records Used to track specific transactions or
efficiently. data points.
Access Accessed as a whole to view or manage related Accessed individually for specific
records. information or analysis.
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 Types of Files and Records
 Financial Statements: Include balance sheets, income statements,

and cash flow statements.

 Invoices and Receipts: Document sales, purchases, and payments

for accounting accuracy.

 Tax Records: Maintain documentation required for tax reporting

and compliance.

 Contracts and Agreements: Keep records of business agreements

for legal and financial reference.

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 Importance of Files and Records
 Documentation: Essential for maintaining accurate financial records

and transactions.

 Compliance: Ensure adherence to legal and regulatory requirements

in accounting practices.

 Audit Trail: Provide a clear history of financial activities for audits

and reviews.

 Decision-Making: Support informed decision-making by providing

historical data and insights.

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 Operating input devices
 Tools used to enter data into a computer or system.

 Types of Input Devices

 Keyboards: For typing text and commands.

 Mouse: For navigating and selecting items on-screen.

 Scanners: For digitizing physical documents.

 Touchscreens: For direct interaction with the display.

 A barcode reader, also known as a barcode scanner, is

a device that reads and interprets barcodes.

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 Cont….
 Best Practices for Operation

Maintain devices to prevent malfunctions.

Use ergonomic devices to enhance comfort and reduce strain.

Follow organizational protocols for data entry and security.

Use input devices efficiently to minimize errors.

Regularly maintain and troubleshoot devices to ensure optimal

performance.

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 Storing Data
 Storing data refers to the process of saving and organizing digital

information in a way that ensures it is secure, retrievable, and

accessible when needed.

 Importance of Proper Data Storage

Protects sensitive financial information from unauthorized access.

Ensures compliance with industry regulations and standards.

Facilitates easy retrieval of records when needed.

Supports accurate financial reporting and decision-making.

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 Cont….
 Methods for Storing Data

 Use secure servers or cloud storage solutions.

 Organize data into clearly labeled folders for easy access.

 Implement encryption for sensitive financial data.

 Regularly update storage systems to maintain security.

 Best Practices for Data Management

 Conduct regular audits to ensure data accuracy and integrity.

 Train staff on proper data storage and application exit procedures.

 Create a data backup schedule to prevent loss.

 Review and update data management policies regularly.

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 Cont…
 Storage of data may include:-

authorized access

appropriate file type.

storage in directories and sub-directories

storage on CD-ROMs, disk drives or back-up systems

storing/filing hard copies of computer generated documents

storing/filing hard copies of incoming and outgoing facsimiles

storing/filing incoming and outgoing correspondence

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 Physical Document Storage
 Filing Cabinets: Use labeled

folders for different categories

(e.g., invoices, tax documents).

 Secure Safe/Lockbox: Store

sensitive documents (e.g.,

contracts, financial statements) in
a secure location.

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 Physical Document Storage
 Off-site Storage: Utilize a professional document storage service for

long-term storage of non-active documents.

 Binders: Organize documents in binders for easy access and

categorization.

 Document Shredding: Regularly shred unnecessary documents to

protect sensitive information.

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 Electronic Document Storage
 Cloud Storage Solutions:- Use services like
Google Drive, Dropbox, or OneDrive for easy access
and sharing.
 Accounting Software: Store documents directly
within accounting software (e.g., QuickBooks, Xero)
for integrated access.
 Document Management Systems (DMS):-
Implement a DMS to organize, store, and retrieve
documents efficiently (e.g., DocuWare, M-Files).
 Encrypted Drives:-Use encrypted external hard
drives for secure storage of sensitive financial
documents.

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 Cont…
 Email Archives:-Maintain organized email archives for
correspondence related to financial transactions and reports.

 Backup Solutions: Regularly back up electronic documents to

avoid data loss, using both cloud and physical backups.

 Version Control Systems: Utilize version control software to keep

track of changes in financial documents.

 Digital Signing Tools: Use e-signature platforms (e.g., DocuSign)

to securely store signed documents.

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 Exiting Application
 Exiting applications involves properly
closing software programs to ensure that
all data is saved, and the application is
terminated without causing damage or loss
of information.

Safe Application Exits

Always save changes before closing any application.
Use the “Exit” or “Close” functions properly to prevent issues.
Ensure all processes are completed before shutting down.
Avoid using force quit options to prevent data corruption.
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 Naming documents
 Naming documents refers to the practice of giving a descriptive and

identifiable name to a digital file or document.

 Importance of Naming Documents
Clarity: Clear names help users understand the document's content at a
glance.
Organization: Consistent naming aids in categorizing and managing
files effectively.
Searchability: Well-named documents can be easily located in both
physical and electronic systems.
Version Control: Naming conventions facilitate tracking revisions and
updates.

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 Cont…..
 Naming documents may include:

 file names according to organizational procedure e.g. numbers rather than

names
 file names which are easily identifiable in relation to the content

 file/directory names which identify the operator, author, section, date

etc.
 filing locations

 organizational policy for backing up files

 organizational policy for filing hard copies of documents

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 Best Practices for Naming Documents

 Descriptive Titles: Use clear and informative titles (e.g.,

"2023_Quarterly_Financial_Report").

 Labeling: Clearly label folders and files for easy identification in physical storage.

 Include Dates: Incorporate dates (e.g., "YYYY-MM-DD") for chronological

organization.

 Standardized Formats: Use consistent formats for names across all physical

documents.
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 Benefits of Naming Documents
 Improved Efficiency: Saves time in locating and retrieving

documents, enhancing productivity.

 Enhanced Collaboration: Facilitates teamwork by providing a

common understanding of documents.

 Compliance and Audit Readiness: Ensures documents are

organized for regulatory compliance and audits.

 Increased Data Integrity: Reduces the risk of errors and ensures

accurate financial information.

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 Overcoming Basic Application Difficulties
 Utilizing Resources for Support

 Manuals:

Refer to user manuals for detailed instructions and

troubleshooting tips.
Manuals often provide step-by-step guidance for common tasks.
Comprehensive guides detailing software features and
functionalities.
 Training Booklets:

 Use training booklets for structured learning on application features.

 These resources often include exercises and examples to enhance understanding.

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 Step-by-step instructions for specific tasks or processes.
 Cont…
Online Help:

 Access built-in help features within the application for quick

assistance.

 Online help often includes FAQs and guides tailored to user

needs.

 FAQs and tutorials available on-demand for immediate

assistance.

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 Cont…
 Help Desks:

 Contact help desks for personalized support with specific

issues.

 Help desks can provide real-time solutions and guidance.

 Support teams ready to assist with complex issues that cannot

be resolved independently.

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 Importance of Using Manuals and Training
Resources
 Skill Development: Manuals and training booklets enhance user

proficiency with applications.

 Efficiency: Accessing guidelines helps users resolve issues quickly,

minimizing downtime.

 Consistency: Standardized training materials ensure all users follow

the same processes.

 Error Reduction: Clear instructions help prevent mistakes in data

processing and organization.

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Best Practices for Utilizing Resources
 Regularly Review Materials: Stay updated on any changes or new

features in applications.

 Take Notes During Training: Document key information for

future reference.

 Engage with Online Communities: Participate in forums or

groups for additional support and tips.

 Practice Using Applications: Apply what you learn through

hands-on experience to reinforce knowledge.

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 Methods to Access Help-Desk Support
 Phone Support: Call the help-desk number for immediate

assistance from a technician.

 Email Support: Send detailed descriptions of issues via email for

resolution.

 Online Chat: Utilize live chat options on the company’s support

website for quick queries.

 Ticketing System: Submit a support ticket to track and prioritize

requests for assistance.

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 Benefits of Effective Resource Use
 Increased Productivity: Quick resolution of issues leads to smoother data

processing.

 Enhanced Confidence: Users become more competent and self-sufficient in

using applications.

 Better Data Management: Improved skills lead to more accurate and

organized data handling.

 Long-term Cost Savings: Reducing errors and downtime translates into cost

efficiencies for the organization.

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 Cont….
 Quick Problem Resolution: Access to expert assistance can

resolve issues faster than troubleshooting alone.

 Increased Productivity: Reduces downtime, allowing employees

to focus on core accounting tasks.

 Knowledge Enhancement: Interaction with support can lead to

better understanding of applications and processes.

 Improved System Performance: Regular support ensures systems

remain functional and effective for financial operations.

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 Self check #2
I. What are the differences between files and records?

II. List and explain at least five examples of input devices.

III. Discuss at least five aspects of the importance of proper data storage.

IV. Write down at least five methods to access help desk support.?

V. Discuss at least five ways to store and name documents.?

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