Reference no: EM132799854
Read the case study. Write down your answers to the questions. Case study
When Hana started work at Jamestown Motors, she was given the task of reviewing and reorganising the information found on the electronic filing system. The computer systems had been linked so that all staff at Jamestown Motors could use the electronic filing system to access, store and retrieve the data they needed. Because on-one had actually taken responsibility for the system, it was disorganised. It had become clogged with information that was either out of data or stored in the wrong place.
For example, customer details were stored in three databases:
Database one should store customer transactions from 1998-2003.
Database two should store customer transactions from 2003-current.
Database three should store customer details from 1998-current.
In reality, no-one really bothered which database they put the information in so staff often had to check the three databases to find the information they were looking for.
Jamestown Motors also had a complex system of keeping track stock. The inventor or stock management system was complex. The mechanics did not like using the computer system so they wrote down the stock (including spare parts) they used on scrap paper and left it in a wire basket on the reception desk for someone else to enter into the system. As or result, Jamestown often found it had too much or too little stock because the system was not maintained.
At Jamestown Motors, staff hours are logged into the computer and the weekly pays are generated from this information. However, this information was not regularly updated and as a result the system was not very accurate. Hana found active records for staff who had left Jamestown Motors six years before. These files should have been archived!
Hana knows that updating the system is a big job and has asked you to help her reorganise the information on the electronic filing system to ensure the information is relevant, accurate and up to date. She also wants to ensure that the system is simple, to ensure staff use the system to store and retrieve data.
- Before Hana starts to reorganise the system, what research must she do to ensure the revised electronic filing system meets Jamestown Motors requirements?
- How will Hana determine what information to keep and what to dispose of?