Question

Ben Enterprise is a small company situated in the city of Texas. Its employee records are kept in a registry. An employee number, which is written on an index card is used to access the employee files. The files contain a number of papers on which employee information is written.

REQUIRED:

1. Explain the kind of system being used.                                                    
2. What are the benefits of using such a system?                                        
3. If you were to recommend a change of system for this company, what would be      

your reasons?                                                                                         

4. Recommend how employee information management in this company can be

improved.                                                                                                 

Answer 1

a. The system used in this case is called the index filing system. This type of system makes use of indexes for records of the files.

b. Benefits:

• It is easy to find records in such a system.
• It is easy to cross reference files.
• It saves time by offering a random search facility.
• It also saves money by reducing the need to spend extra on management of records.
• The efficiency of work increases by such systems.

c. As an alternative or change, indexer++ would be a great system to be replaced with. It offers not only low cost and efficiency but also simplicity and printing facility. It is used for competitive performance along with diversification. It can be used to work with investment plans for the company as well.

Improving information management:

• For better management, it is essential to have someone be in charge of the data and system. A leader or chief can be appointed for the same.
• Risk controls should be created for the data and system.
• It is also important to conduct audits so that one can find out if there are certain bottlenecks.
• Storage space not used by the system should be used by other tasks.
• Enterprise content management can be used.
• Big data analysis tools should be used to check the trends in the market and optimize the software accordingly.