Lesson 1, Topic 1
In Progress

3.1. Diarise procedures

ryanrori January 23, 2021

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Why is it important to keep diary systems up to date in an admin role?

Why should you try to balance the needs of all those involved when changes to the diary are made? Why is it important to communicate changes to those affected? Why are security and confidentiality issues important when operating a diary system? What are the types of security and confidentiality issues relevant to diary systems and how to manage them?

  1. You have to take everyone’s needs into account when changes to the diary are made – different people need different information. Accounts dept. needs customer payment details, the admin dept. need current position of customer account or details of any changes to orders etc.
  2. You have to communicate changes to others otherwise they may not realise that a change has been made i.e. a change of delivery address is no use if it’s only on the diary – it has to be given to the delivery dept. too.
  3. Security etc. is vitally important in order to protect the customer and their personal details. It is important that you do not allow other parties to have access to personal details. 
  4. Data protection applies when dealing with customers. Also, you may have encrypted bank details, so that they can only be viewed by certain people. Customers should be asked one or two key questions to ensure that they are actually who they say they are. Bank details should never be given out to customers over the phone – if they ask which bank details they gave then you ask them which ones they think they gave. Details of when a customer is out at work or on holiday should be kept private for security reasons. 
  5. Ways to manage security issues: data protection, encrypted bank details, password-sensitive files for personal information, logged file access so that no-one can access files without it being logged on the system, enforce log off of system when leaving desk, supervisor computer access to all internal emails etc.