Identifying structural and operational needs. Any organisation continuously produces and receives records such
as invoices, credit notes, computer printouts, bank statements,
correspondence, electronic mail, stock cards, traffic fines and contracts.
It is important that such records are stored in a systematic and orderly
manner for easy retrieval. A well-planned storage and retrieval system
contributes significantly to the efficiency of an organisation. Records
can be stored in many different ways, but whether they are stored on
a computer, in a steel cabinet, a box or a fireproof strong room, they
have to be accessible and readily available.
Structural needs
Organisational structure refers to the way a company is arranged
or organised – each organisation is structured differently. It may
be arranged in divisions or departments, areas, provinces, cities or
even countries or continents. Different organisational structures have
individual storage and retrieval needs for their records. For example,
an organisation that is arranged by department, with departmental
leaders or with HODs, will have different storage and retrieval needs
from an organisation in which employees report to one person.
Identifying the requirements for storage
and retrieval systems
Storage and retrieval systems are used to store and retrieve
information according to the needs of the organisation. Before
determining an appropriate storage and retrieval system, you should
identify your company’s requirements. Remember that this first
stage of identifying needs is merely a fact-finding exercise. Once the
needs are identified, a solution can be planned and implemented.
The success of the system will depend largely on the accuracy and
thoroughness of this first stage where the needs are determined.
Keep in mind that the storage and retrieval needs for organisations
will differ. A small business with few employees will have totally
different requirements from a large organisation with hundreds of
employees and many departments, with branches all over the country
or even all over the world.
Related Posts
Subscribe Our Newsletter
0 Response to "Identifying Structural And Operational Needs"
Post a Comment