Assignment 3: Justification Report – Presentation

Running head: Assignment 2.3: Justification Report-Part 3 0

Problems at Workplace-Justification Report

Steven McDonald

ENG 315 – Professional Communications

Prof. Julie Davenport

February 20, 2017

Letter of Transmittal on the Overview of Problem at Workplace

TO: Dr. Carrollton

FROM: Steven McDonald

SUBJECT: OVERVIEW OF PROBLEM AT WORKPLACE

INTRODUCTION

Dear Dr. Carrollton,

As concern, at current years and as well as the past years the current place of my work has been faced with immense issue pertaining the files and document storage. The fact is that there is continual loss of files leading to the loss of important information in relation to the business activities and events of the organization.

The current case being the loss of receipts of assortment used for the purchase of stationery which meant the amount used in the transaction could not be accounted for. In addition, electric files have also been misplaced in the working place environment. The main root cause of the problem is due to the absence of document storage which is centralized. This means that each employee has his/her own way for storing the documents.

Due to the current loss of critical information within the organization, this investigation will be looking for ways and methods through which the problem can be restored and repaired. The overall results will be them recommended for the management of implement them so as to curb the problem.

Importance of the Task 2

Executive Summary 5

As at the current years and as well as the past years, the current place of my work has been faced with immense issue pertaining the files and document storage. The fact is that there is continual loss of files leading to the loss of important information in relation to the business activities and events of the organization. The current case being the loss of receipts of assortment used for the purchase of stationery which meant the amount used in the transaction could not be accounted for (Young, & Ernst, 2012). In addition, electric files have also been misplaced in the working place environment. The main root cause of the problem is due to the absence of document storage which is centralized. This means that each employee has his/her own way for storing the documents.

The investigation has led to the identification of alternatives which can be used solve the problem. The alternatives which were seen to be more beneficial in solving the problem were the following:-

• Use of centralize database system.

• Installation of prevention controls within the system of the organization (Roebuck, 2011).

Recommendations

Based on the findings the highly recommended alternative for the prevention and curbing the problem was the use of centralized database system. This is due to the fact that it backs up the information and data of the organization. This is very crucial when there is loss of the original information from the system the back-up files can be used by the management for making decisions as well. The other reason is that the cost of implementation of the system is also manageable and it will take less time to complete by the organization.

Problem Statement

In the recent past as well as currently, Radio Shack has been facing an immense challenge as pertains to storage of documents and files. In point of fact, a glut of lost files has been reported, culminating to losses of pertinent information about certain undertaking of the business by the organization I hail from. In fact, the recent cases involved loss of an assortment of receipts that had been used to purchase office stationery meaning that the amounts made use of cannot be accounted for. What is more, electronics have also gone missing in the place of work. To tell the truth, the main cause of the reported as well as enunciated losses is the fact that there lacks a centralized document storage, hence each and every worker stores his or her own documents without there being a backup for all the documents come files in the organization. It is important to make note of the verity that a backup reservoir for all documents ought to be set up in a bid to ameliorate the losses of documents enunciated in the workplace: so that the leaders of the organization can have direct access to the available documents in the organization enabling them to exert direct monitoring and control of the same. It is important to note that loss of documents means loss of data that is, corporate data, consumer data, and personally identifiable data in addition to transaction data, thus this must be prevented in all ways possible.

Terminology

A challenge on files and document storage is an essential issue that should be viewed upon and attended to prevent any data loss. This is because losing important information brings about losses to an organization. In addition to this, any leakage of information to the unintended people would be dangerous to a business as it is even against business laws. A business document used for purchasing all office assets or paying any expenses that have been incurred in a business should be accounted for, and stored properly to prevent accounting discrepancies.

A business should create a centralized document storage system and maintain a backup for all important documents This is a methods that entails the storage of information in a way that they are easy to retrieve and access (Roebuck, 2011). The information could be arranged in an alphabetical order, numbering orders or depending on the classification of the work. It is vital to acknowledge the backup pool to be in perfection so that the directors can access to data easily.

Any loss of data contributes to loss of clientele follow up thus means losing customers, as well as losing commercial and company information (Roebuck, 2011). Data loss prevention control measures should be taken in business to ensure the information is safe. These measures should be cost effective and efficient as well as a solution that is durable. The organization will apply to measures that have been proven by other organizations to be cost effective so as to be sure it is efficient. However, the system should be maintained after every three months to ensure no loss of data or unnecessary leakage to the wrong people.

Overview of Alternatives

The following two alternatives considered in this report meet Dr. Carrollton’s’ criteria:

Alternative A- In order to solve the problem discussed above, the company may opt to introduce a centralized database system. Actually, the centralized database system may be used the central data storage reservoir so that even if the primary document is lost, there subsists a backup file of the same in the central database system which ought to act as a backup system. As a consequence, this endeavor would prevent loss of the four types of data encapsulated in the preceding sections of this paper.

Alternative B-What is more, the organization may also implement Data Loss Prevention controls abbreviated as DLP (Roebuck, 2011). These controls can be used to prevent the loss of data in use, data in motion, on top of data at rest. Indeed, the DLP controls can be utilize in order to provide usability as well as maintain sufficient safeguards against loss of data in the form of document losses; ameliorate risk to the organization over and above the cost of compliance; and enable safe-keeping of documents with sensitive data as pertains to the organization so as to prevent unwarranted leakages of information through loss of documents to third parties. More so, DLP tends to augment proper governance of documents sealing all loopholes that may spur on loss of the organizations files, documents come data in soft or hard copies.

Criteria

In order to measure the worth of each of the above enunciated alternatives, I will make

Use of the following criteria:

Criterion 1-Cost of implementing the alternative must be reasonable

Criterion 2- Affordable by the organization, is the alternative cost effective; durability

Criterion 3- The alternative must be durable, it must be a long-term solution; the alternative must be efficient, that is, capable of doing the job anticipated efficaciously

Criterion 4- The alternative must be practicable under the prevailing circumstances in the organization

Criterion 5- finally the time to be taken to implement the alternative must be short so as to prevent further loss of data awaiting implementation of the alternative (Young & Ernst, 2012).

Research Methods

In order to make the best and most viable recommendation to the employer, research must be wrought on the organization’s ability to fathom any of the two suggested alternatives. Furthermore, information is needful about the financial status of the institution in a bid to determine whether it is in a position to foot all the costs as touches on implementation of any of the two alternatives. Furthermore, research must be completed pertaining to personnel in the company, whether they have the capacity to run any of the two alternatives if implemented. Finally, research must be conducted on the overall well-being of the company so as to determine the viability of implementing any of the two alternatives in a bid to curb the challenge in place.

Recommendation

The business should be stable to enhance new implementations to take place. A research should be carried out by the business in order to determine the practicability of applying the measures and curbing the challenge. An economical implementation system favors the company as it makes the business day-to-day activities run smoothly. This new system method is easy to employ depending on the issues at hand. The organization should moreover put effective measures to prevent data leakage from the system in case of hacking. The data should be confidential and having passwords as well as security codes to enhance proper information storage with integrity. Implementation cost should be reasonable and manageable regardless the problems within the organization. Unauthorized access to private information can affect the welfare of a business as the top secrets and marketing plans would be revealed (Gnanasundaram, 2012).

A business can lose data in various ways and this loop holes must be sealed to ensured safety document storage. Poor records management and document storage can be an unsafe workplace. The likely safety drawbacks of premise-based document storage are substantial. Storing files on business site can be risky for instance in chances of fire, environmental and structural damages. The storage should be well designed and must have a sprinkler system as well as other suppression measures to prevent fire from being a problem. Fire spreads fast in boxes of paper files and it is important to have a third party record management. This specializes in keeping other records storage facility off the site that is also designed with special fire suppression tools and removing the risk. For environmental damages such as water leaking on documents can make them to be mold. The storage should be raised and this should consider the weight of the documents since too heavy files may bring down the walls causing structural damages. When it comes to destroying documents that are no longer in use Create a continuous delete schedule for elimination (Gnanasundaram, 2012).

References

Gnanasundaram, S. (2012). Information storage and management storing, managing, and

Protecting digital information in classic, virtualized, and cloud environments (2nd Ed.). Indianapolis, Ind.: Wiley.

Roebuck, K. (2011). Data Loss Prevention (DLP): High-impact strategies. Chicago: Emereo Pty Limited Inc.

Young, & Ernst. (2012). Insights on governace, risk and compliance. New York: Routledge.