CRAFT CERTIFICATE IN NAUTICAL SCIENCE

TOPIC EIGHT

STORAGE AND RETRIEVAL OF INFORMATION

Introduction;

This topic explains the importance of filing, methods of filing classification, identifies
equipments used in filing, ways of handling of confidential information, explains ways of storing
data and identifies ships records and certificates that are kept and maintained on board

Specific Objectives

By the end of the topic, the trainee should be able to:

a) explain the importance of filing

b) explain the methods of filing classification
c) identify equipment used in filing
d) identify ways of handling of confidential information
e) explain ways of storing data
f) identify ships records and certificates that are kept and maintained on board

Task 1explaining the importance of filing

 The purpose of filing are to put together all related documents in one place so that the
history of the transaction or dealings with a particular subject can be easily accessible,
provide a safe place for records of business information and transaction when not in use,
and to make records available when they are needed.
Filing is an important function of modern office because of the following reasons:
 Future references:
 Human have limited memory power. We cannot remember everything. So, filing keeps
the records safely for the future reference.
 Planning and policy making:
 Management requires facts and information to make plans, policies and decisions. Filing
provides such facts and information.
 Increase efficiency:
 Filing makes readily availability of information without delay. It facilitates to run the
business efficiently.
 Written evidences:
 Filing keeps the written records safely which can be present as an evidence in the court to
settle disputes.
 Promote goodwill:
 Filing keeps the past records of customers and helps to deal with them accordingly which
promotes companies goodwill.
Statutory requirements:
Filing keeps all the records safely which are useful to fulfill the statutory requirements.
Protection of documents:
Filing system is important to protect the valuable documents as well.eg to protect records from
dust and dampness
Task 2 explaining the methods of filing classification
Classification of files refers to the process of making groups of file according to their common
feature. Some important types of classification are as follows:

Alphabetical classification:
It is simplest and popular form of classification in which files are arranged in an alphabetical
order. In this filing separate file is maintained for each person or organization and they are
arranged alphabetically in the drawer.

Advantages:
a. Easy to understand and operate.
b. Facility of self indexing.
c. Facilitates flexibility.
d. Quick reference.

Disadvantages:
a. Time consuming in big organizations.
b. Difficulty in case of same name.
c. Chance of misplacement is high.

Numerical classification:
Numerical classification of filing is very important and popular type of filing. When the files are
arranged based on the number assigned to them is called numerical classification or filing. In this
classification, a number is fixed to the particular file of customer and the files are arranged
serially based on the number. When the records are to be maintained in a large volume then
numerical classification becomes essential.

Advantages:
a. Greater accuracy in filing.
b. It is more flexible method of filing.
c. It facilitates easy and quick reference.
d. Index can be used for other purpose.

Disadvantages:
a. It is expensive than alphabetical classification.
b. It consumes more space.
c. Difficult to arrange miscellaneous papers. (records)

Geographical classification:
The process of classifying the records or files on the basis of different location is called
geographical classification. Under this filing, files are arranged or classified in geographical
order. Separate shelves are maintained for each location and the files are kept in respective
shelves. Geographical classification is suitable to those organizations which have business in
many geographical locations.

Advantages:
a. Easy to locate files or records if the location is known.
b. It makes possible to evaluate region wise sense progress.
c. It is direct and simple method of filing.

Disadvantages:
a. It requires the support of indexing.
b. It is time consuming.
c. Little knowledge of geographical location creates problem.

Subjective filing:
The process of classifying or arranging records based on the subject matter of correspondence or
record is called subjective classification or filing. Under this classification records are classified
based on different subject matter such as sales, production, account, etc. and records related to
one subject are kept in one file. When the subject matter of dealing carries high importance that
subjective filing becomes essential.

Advantages:
a. It has possibility of unlimited expansion.
b. Easy to locate files or records.
c. It provides complete information about same subject.

Disadvantages:
a. It is time consuming.
b. It is very difficult to classify the subject matter.
c. It is costly.

Chronological classification:
The process of classifying and arranging the records and documents on the basis of date is called
chronological classification. It is the popular method of arranging vouchers, bills, reports of
purchase and sales, newspapers, etc. It is easy method of filing but not suitable for the big
organizations having large number of records.

Task 3 identifying filing equipment.

File Cabinets
 In many companies, vertical and lateral file cabinets are common types of filing
equipment. Both are designed to vertically store paper records and documents, either
letter or legal size paper. Both lateral and vertical cabinets come with your choice of the
number of drawers, depending on your needs -- from two drawers to six or more. The
main difference between the two styles of filing cabinets is that the drawers of the lateral
cabinet are much wider, opening 16 inches.
 Automatic Filing System
 An automatic filing system is another type of equipment. When a file is needed, all the
operator has to do is enter a code. The system directs a conveyor to the location of a
particular file. The benefits and features of this type of filing equipment include file
security, standardized filing procedures, automatic charge-out features as well as space-
saving systems.

Digital Storage
 Digital storage is a popular type of filing equipment. Computers, office system software,
OCR systems and optical discs are all types of digital filing equipment that allow
companies to effectively and efficiently secure and maintain vital data. For example,
OCR systems read all forms of writing information, whereas optical discs are designed
for filing many different types of records and files.

Choosing Equipment
Choosing the appropriate filing equipment is important when considering such things as
accessibility,
cost, security and site. Filing equipment should match the size and format of the documents to be
stored.
Users should have easy access to the equipment as well as sufficient room to move around the
equipment. Furthermore, if the filing equipment involves cabinets, locks may be needed to
protect
confidential records. Also consider the cost of operating, maintaining and repairing the
equipment.
When selecting filing equipment, consider the following:
 Volume of records requiring storage
 Number of retrievals
 Type of records being stored
 Space limitations
 Building code regulations
 Need for fireproofing
 Rate of growth or expansion
 Floor weight restrictions

Task 4 identifying ways of handling of confidential information

Confidential information generally consists of non-public information about a person or an entity that, if
disclosed, could reasonably be expected to place either the person or the entity at risk of criminal or civil
liability, or damage the person or entity's financial standing, employability, privacy or reputation. Such
information maybe handled in the following ways;
- Clearly defining and identifying what information is confidential and the extent of that
sensitivity (ie. in what circumstances and to whom it can be communicated)
- Securely storing any documents containing confidential information.
- Tracking copies of documents containing confidential information.
- Implementing procedures for removing confidential information as soon as possible from
laptops and other mobile computing devices.
 - Implementing processes for protecting confidential information before engaging in any
sharing arrangements with another organisation.
- Assigning overall responsibility for protecting confidential information to a senior
employee(s).
- Maintaining, wherever possible, control over intellectual property rights.
- Releasing publicly available information promptly, reliably and cost effectively.

Task 5 explaining ways of storing data

Data storage is the holding of data in an electromagnetic form for access by a computer
processor. There are two main kinds of storage:
Primary storage is data that is held in in random access memory (RAM) and other memory
devices that are built into computers.
Secondary storage is data that is stored on external storage devices such as hard disks, tapes,
CD's.

The following are the main methods of data storage

Hard disks - Often called a disk drive, hard drive or hard disk drive, this method of data storage
stores and provides relatively quick access to large amounts of data. The information is stored on
electromagnetically charged surfaces called 'platters'.
Floppy disks - A floppy disk is a type of magnetic disk memory which consists of a flexible disk
with a magnetic coating. Almost all floppy disks for personal computers now have a capacity of
1.44 megabytes. Floppy disks are readily portable, and are very popular for transferring software
from one PC to another. They are, however, very slow compared to hard disks and lack storage
capacity. Increasingly, therefore, computer manufacturers are not including floppy disk drives in
the products as a built-in storage option.
Tape storage - Tape is used as an external storage medium. It consists of a loop of flexible
celluloid-like material that can store data in the form of electromagnetic charges. A tape drive is
the device that positions, writes from, and reads to the tape. A tape cartridge is a protectively-
encased tape that is portable.
Optical disks - An optical disc is a storage medium that can be written to and read using a low-
powered laser beam. A laser reads these dots, and the data is converted to an electrical signal,
finally converted into the original data.
CD-R - Compact Disc-Recordable ("CD-R") discs have become a universal data storage medium
worldwide. CD-Rs are becoming increasingly popular for music recording and for file storage or
transfer between personal computers. CDR discs are write-once media. This means that - once
used -they cannot be erased or re-recorded upon. CD-R discs can be played back in any audio
CD player or CD-ROM drive, as well as many DVD players and drives.
CD-RW - Compact Disc-Rewritable (CD-RW) disks are rewritable and can be erased and re-
recorded upon over and over again. CD-RW discs can only be used on CD players, CD-ROM
drives, and DVD players and drives that are CD-RW playback-compatible.
DVD A DVD (Digital Versatile Disc or Digital Video Disc) is a high density optical disc with
large capacity for storage of data, pictures and sound. The capacity is 4.7 GB for single sided,
singe layer DVD disc - which is approximately 7 times larger than that of a compact disc.

Task 6 identifying ship’s records and certificates that are kept and maintained onboard

International Tonnage Certificate (1969)

 An International Tonnage Certificate (1969) shall be issued to every ship, the
gross and net tonnage .

 International Load Line Certificate

 Intact stability booklet
Every passenger ship regardless of size and every cargo ship of 24 metres and over shall be
inclined on
completion and the elements of their stability determined. The master shall be supplied with a
Stability
Booklet containing such information as is necessary to enable him, by rapid and simple
procedures, to
obtain accurate guidance as to the stability of the ship under varying conditions of loading. For
bulk
carriers, the information required in a bulk carrier booklet may be contained in the stability
booklet.
 Damage control plans and booklets
On passenger and cargo ships, there shall be permanently exhibited plans showing clearly for
each deck and hold the boundaries of the watertight compartments, the openings therein
with the means of closure and position of any controls thereof, and the arrangements for
the correction of any list due to flooding. Booklets containing the aforementioned
information shall be made available to the officers of the ship.
 Minimum safe manning document
Every ship shall be provided with an appropriate safe manning document or equivalent issued by
the Administration as evidence of the minimum safe manning.
 Fire safety training manual
A training manual shall be written in the working language of the ship and shall be provided in
each crew mess room and recreation room or in each crew cabin
 Fire Control plan/booklet
General arrangement plans shall be permanently exhibited for the guidance of the ship’s officers,
showing clearly for each deck the control stations, the various fire sections together with
particulars of the fire detection and fire alarm systems and the fire-extinguishing
appliances etc. Alternatively, at the discretion of the Administration, the aforementioned
details may be set out in a booklet, a copy of which shall be supplied to each officer, and
one copy shall at all times be available on board in an accessible position. Plans and
booklets shall be kept up to date; any alterations shall be recorded as soon as practicable.
A duplicate set of fire control plans or a booklet containing such plans shall be
permanently stored in a prominently marked weather tight enclosure outside the
deckhouse for the assistance of shore side fire--fighting personnel..
 On board training and drills record
Fire drills shall be conducted and recorded .
 Fire safety operational booklet
The fire safety operational booklet shall contain the necessary information and instructions for
the safe operation of the ship and cargo handling operations in relation to fire safety. The
booklet shall be written in the working language of the ship and be provided in each crew
mess room and recreation room or in each crew cabin. The booklet may be combined
with the fire safety training manuals
 International Oil Pollution Prevention Certificate
An international Oil Pollution Prevention Certificate shall be issued, after survey to any oil
tanker of 150gross tonnage and above and any other ship of 400 gross tonnage and above
which is engaged in voyages to ports or offshore
 Oil Record Book
Every oil tanker of 150 gross tonnage and above and every ship of 400 gross tonnage and above
otherthan an oil tanker.
 Shipboard Oil Pollution Emergency Plan
Every oil tanker of 150 gross tonnage and above and every ship other than an oil tanker of 400
gross tonnage and above shall carry on board a Shipboard Oil Pollution Emergency Plan
approved by the Administration.
 International Sewage Pollution Prevention Certificate
 Passenger Ship Safety Certificate1
A certificate called a Passenger Ship Safety Certificate shall be issued after inspection and
survey to a passenger ship