Unit 219: Knowledge Statement 1.1-1.9
1.1 Explain the purpose of storing and retrieving required information
The main purpose of storing any information is for easy retrieval in the future when it is required. Most companies have procedures for storing information, this is so that relevant information is easier to find.
The purpose of retrieving required information is to provide a service with all the required information. If procedure is followed and data is stored in a procedural manner, it can be easily retrieved. Information might be retrieved for various in house purposes, such as: marketing, communications, monitoring, surveys and any other research that a company might conduct. Information will also be retrieved in situations where information might have to be shared with partner companies.

1.2 Describe different information systems and their main features
Information systems are examples of procedural ways to store or retrieve data. Here are a couple of examples:

Management Information System
This is a system that helps with carrying out tasks required for problem solving and decision making. It helps by generating reports for running and monitoring performance levels and efficiency levels, data for accounting and other transactions. Some examples are sales management systems, budgeting, personnel, inventory control etc.
Office Automation
This is a system that is a computer based information system and helps to create and modify information in digital format. This is used in order to increase the efficiency of office workers, administrative assistants, managers, professionals, receptionists and anyone who uses a computer to store and retrieve information and data. A great example of this would be Microsoft Office.

1.3 Explain the purpose of legal and organisational requirements for the security and
Confidentiality of information
Information security and confidentiality is where data is kept away from unauthorised access, disclosure, destruction, use or modification and the main purpose of this is to protect people from fraud. So this means that any information stored in an organisation or information that is passed over to any people with the correct authority has to follow the security and confidentiality procedures.

1.4 Explain the purpose of confirming information to be stored and retrieved
The purposes of confirming information that is to be stored or retrieved are, to avoid inaccurate or wrong information being collected and to prevent mistakes being made. It is important to make sure that the data is correct and up to date and that this is maintained. This also applies to retrieval of data. So it is important to make sure that systems are kept updated all the time by checking for out-dated data.

1.5 Describe ways of checking information for accuracy
There are many ways to check information for accuracy; you could set up alerts for customers and employees information to make sure they are contacted every so often to keep the system updated, if you use good software for database purposes will help with maintaining information accurately and another way would be external and internal audits.

1.6 Explain the purpose of checking information for accuracy
All businesses and companies need to check to see that the information they have stored is accurate. This is because incorrect information can have serious negative effects and can affect the business financially. If the accuracy of information is good, it will help executives plan ahead for the future and set goals, so then they will be able to avoid shortcomings in advance.

1.7 Explain the purpose of providing information to agreed format and timescales
Every organisation will have their own standard agreed format for all of their documents and also when they are dealing with other companies, there will be agreed formats on how the information will need to be presented. If information is not provided in correct format, it can take