ACTIVITIES

1 What is the relationship between a business file, data, information and decision making?

A file is an ordered set of documents produced in business activities. In this document there is a
series of correctly ordered data that allows obtaining information.

2 Is the development of adequate archiving work profitable for a company? Because?

Yes, it is profitable as long as it is properly organized, classified and preserved.

3 If a company does not keep any documents derived from its activity, is it failing to comply
with any legal provision?

Yes, since there is a legal obligation to preserve it for a minimum period of time from its
preparation and if you do not preserve it you would face significant sanctions.

4 Briefly explain the consequences for a company of inadequate guarding and custody of the
information with which its activity is carried out.

Inadequate guarding and custody of information increases the likelihood of inappropriate

business decision-making.

5 Should all companies carry out the work of archiving documentation in exactly the same
way? Because?

No, because there are no regulations, since each company has its own organization.

6 Which file management system is suitable for companies that want quick access to
documentation? And for those who need to control their files as much as possible? Because?

-Decentralized management for quick access.

-Centralized management for maximum control.

7 Does the way in which you keep notes and annotations comply? Which ones do you
comply with and which ones don't?

8 Why is it so important to systematically digitize both when receiving and archiving paper
documentation?

Because through these actions we try to avoid a possible loss of information in the event of the
original being lost.

9 What is the difference between a pre-archive and the final archive of documents?

Pre-archive involves the prior ordering of the archived documentation applying the same
archiving system as that established in the already archived documentation. Including the
previous one in the file implies definitively archiving it.

10 When is it necessary to reference an archived document? What advantages does acting in

this way provide?

When due to their content they must be stored in more than one file, the advantage is that the
original is archived in a specific location.

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11 What advantages does a security cabinet offer over other types of archival furniture?

Protect information from unauthorized access. They use materials that protect their interior
from fires or floods.

12 What is the main advantage for a salesperson of using a removable hard drive instead of
an internal hard drive?

Being small in size and light in weight, it allows the transport of information from computer to
computer, through a USB connection.

13 What type of prevention measures are necessary to take when a document or file is
removed from an archive? Why are they so important?

- Leave a record in an auxiliary record of the entries and exits of documents previously filed.
- When an already archived document is going to be used, it is advisable to output the file to
the file where it is contained.
- And once used it is returned as soon as possible.

14 Explains how the correct reception and classification of incoming correspondence can
contribute to streamlining the company's functions.

- Reception - Classification
- Sign the delivery note - Record
- Open regular mail - Distribution.

15 What useful information for the company does the mail outbound record provide?

- The date of departure - Where is it shipped?

- Sender and recipient details - And some annexes are
- The type of shipment attached.
- The case

16 Define in your own words what a file is. Why is it important for the company to keep
certain documentation?

-A file is a set of documents produced in the exercise and development of specific functions or
activities.
-It is important to facilitate your business activity.

17 Briefly explain the objectives pursued by the archival work carried out in the company.

-Properly save and preserve file objects

-Locate any document easily and quickly
-Establish procedures that regulate when a document should be archived and when it should be
destroyed.

18 Using an example, explain what differentiates an active file from an inactive or semi-
active file.

- Active file: in a bank office, folder of pending receipts to be debited from the account.

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- Semi-active file: bank office file with mortgage files.
- Inactive file : central office file of the bank.

19 Do you think that centralized file management makes the daily operation of a company
less operational? justify your answer

Yes, because it is a file that saves space and resources and achieves greater control over the
documentation, reducing possibilities and losses.

20 Explains the relationship between data, documentation and information.

The documents produced by business activities, in which there is a series of correctly ordered
data that allows obtaining information.

21 Prepare a summary table in which you reflect the preferable organization system for filing
the main business management documents (invoices, payroll, social security, etc.).

ALPHABETICAL Sorting of correspondence, worker contracts and personnel

SYSTEM files.
NUMERIC SYSTEM Budgets, invoices and orders from clients and suppliers, faxes
received and sent.
CHRONOLOGICAL Minutes, bank details, receipts, payroll and social security.
SYSTEM
GEOGRAPHICAL Suitable for documentation of commercial companies that
SYSTEM carry out their activity in multiple areas or regions.

22 Make a diagram that reflects the procedure by which to determine the controlling word if
it is the name of a person, a company or an address.

NAMES OF NATURAL PERSONS:

- Compound first and last names work as one
- Prepositions, articles or prefixes are not used.
- Particles preceding names-surnames from other languages if they are taken into account.

SOCIAL NOMINATIONS (COMPANIES):

- Command word a word from D. Social
- Articles and prepositions are not counted
- If it is a first and last name, they are ordered alphabetically as above.
- Includes number, it will be understood written in letters
- By acronyms they are ordered according to these.

23 Explains the phases a document goes through from arriving at a department and being
archived until it is destroyed due to its little operational or legal value.

- Confirm that the document to be filed will not be required at that time by any employee or
department.
- Determine the present and future value of archival documents.

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- Make backup copies, photocopies of the original documents.
- Reference those documents that, due to their content, must be stored in more than one
file.
- Pre-file documentation that can be archived
- Definitive archive of documents
- Use and conservation of documents during their useful life
- Purging and destroying documents that are no longer useful

24 Points out that it should be checked in the correspondence, once opened.

- Check the date

- The sender's address
- Check that all the documentation is inside the envelope and once opened, leave it in the
correspondence inbox .

25 Indicate whether the following points are true or false:

a) The Post Office Box service allows you to collect correspondence at the Post Office. TRUE
b) When the return address does not appear on the document, we must staple the envelope
with the return address to the document. TRUE
c) Email that is not addressed to the company must be destroyed FALSE
d) It is mandatory to keep a record of incoming and outgoing correspondence. FAKE
e) Any necessary attachments are prepared and included after postage of the shipment.
FAKE

26 Briefly explain the phases that a file goes through from the moment it is decided to
archive until its custody is no longer necessary and it is destroyed.

- Confirm that the document to be filed will not be required at that time by any employee or
department.
- Determine the present and future value of archival documents.
- Make backup copies, photocopies of the original documents.
- Reference those documents that, due to their content, must be stored in more than one file.
- Pre-file documentation that can be archived
- Definitive archive of documents
- Use and conservation of documents during their useful life
- Purging and destroying documents that are no longer useful

27 How could you apply the principles of the 3Rs (reduce, reuse, and recycle) to the
management you do of your notes and class notes?

Using the pages and pages of the notebook as much as possible, both at the front and at the
back, reuse them for possible examples or unimportant notes and then recycle them when they
are not needed and use recycled pages.

28 Complete in your notebook the following statements about the basic rules for developing
the file function:

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a) The organization of documents in files makes it easier to locate them.
b) Visual cues such as colored labels , dividers or stickers make it easier to locate
documentation.
c) Being selective in archiving work allows the archive to be operational. To do this, we will
distinguish useful information from irrelevant information.
d) It is necessary to record any entry or exit of documentation in an auxiliary record.
e) It is highly recommended to use any type of visual cues when classifying documentation.
f) In documents with a response, it is good to attach a copy of the original.
g) When opening a new file , it is necessary to ensure that it has not been opened previously.
h) It is interesting to place the most recent documentation at the beginning of the set of
documents.

REVIEW TEST . PAGE 143

1. What differentiates data from information?

Information allows you to make decisions. Not the data alone.

2. The management of all documentation in one place is called...

Centralized.

3. An advantage of the number system is that…

Avoid duplicating references.

4. Payrolls and social security are usually filed following the system…
Chronological.

5. When the volume of documents is very high, it is preferable to use a file…

In electronic format

6. To avoid unwanted external access to a computer connected to the Internet, it is

usually…
Install a firewall

7. Any company that works with personal data in Spain is obliged to…
The above options are correct

8. In the development of archival work it is recommended…

All the answers are correct

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 9. The correspondence is divided into…
Entries, exits and internal communications.

10. An advantage of using courier companies is that…

They adapt the collection and delivery to the customer

11. The destruction of confidential documents when they are not necessary is
regulated…
In the Personal Data Protection Law.

12. A set of written documents related to each other and containing information on a
specific matter is called...
Proceedings

13. Which of the 3Rs is applied when double-sided printing becomes widespread in the
company?
Recycle

14. Computer program capable of obtaining information from a set of computer data:
Database management system

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