8.2.3 Storage and retrieval
Efficient and effective information management is dependent on the techniques and procedures used for data and file storage and retrieval. Storage systems can be:
- Manual – staff time books, storage folders, filing cabinets
- Mechanical – microfiche systems
- Computerised – disks, Magneto-Optical disks, Zip drives, CD ROMs, DVDs, CD-RWs, recordable drives, servers, databases, caches, data warehouses, etc.
Decisions on storage of information also necessitate consideration of what format the data is currently categorised under. Storing all business information digitally has immediate advantages. It has particular advantages when:
- Publishing, distributing and reporting information;
- Storing, archiving and retrieving information;
- Protecting information;
- Placing a value on the information as an ‘asset’; and
- Managing future deployment by the organisation.
These days most storage systems are moving to computerisation wherever possible, however in many cases manual systems can be just as fast and much more cost effective for smaller tasks.
Issues to take into account when determining a storage system include:
- Who needs to share the information – same office, interstate, global
- How accessible data and files need to be (i.e. access speed, timeliness, etc.)
- How frequently information is to be retrieved
- The size of individual files
- Portability of the media
- Cost of the media, including the cost of data conversion or the technology required to transmit the data
- The quantity of data that needs to be stored
- The form of data that needs to be stored – e.g. text, photos, signed records, etc
- The length of time data needs to be stored –e.g. tax records must be kept for 7 years
- The reliability of the data structures used
- The robustness of the data structure
- Equipment costs and expenditure budget
- In house or outsourced storage
- Security issues
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