O. A

• Petty cash voucher


  A document used to record a small cash purchase
• Receipted bill


  A bill that has been paid and has a receipt attached
• Petty Cash Book


  A book used to record small cash purchases
• Petty Cash Book


  1. Cash received from cashier

  2. Details of cash use recorded

  3. Analysis columns show breakdown of cash use

  4. Totals calculated

  5. Balance carried down
• Cash provided by cashier to replace the amount spent and recorded on petty cash vouchers to restore imprest
• Amount carried down is the cash left in petty cash at the end of the period
• The figure in the amount carried down should be the same as the sum of the analysis columns
• Information management system life cycle

  1. Data input

  2. Data storage

  3. Data processing

  4. Information retrieval

  5. Archiving
• Records


  Sets of information on a particular topic
• Archiving


  Removing inactive files from the system, may be destroyed or moved to long-term storage
• An information system refers to the methods and equipment used to store documents, either manually or electronically
• Documents must be shredded after scanning, or little space will be saved
• Documents cannot be seen without access to a computer in an electronic system
• Duties of a records management clerk

  • Preparing documents
  • Processing data
  • Managing records
  • Retrieving records
• Manual information system


  • Filing cabinets, file folders, dividers, out sheets or charge-out cards
• Electronic information system


  • Computer, scanner, document management software, storage media
• Documents are scanned into an electronic system

  Then indexed by the use of keywords, customer numbers, dates and geographic area
• Users of an electronic system

  Can search for a document by inputting keywords or the approximate date of inputting
• Vertical filing cabinets


  Have between two and five large drawers, often four, made of metal or wood, lockable, fitted with safety mechanism
• Lateral filing cabinets


  Wider and not as deep, like large open cupboards with sliding door/blind, rows of suspended pockets
• Horizontal filing cabinets


  Used for large documents or those that must not be hole punched, such as drawings, maps and photographs
• Storage materials and supplies

  • File folders
  • Index cards
  • Minute sheets
  • Out sheets (or charge-out cards)
  • Dividers
  • Treasury tags
  • Fasteners
  • Microfilm and microfiche
  • External storage media
• Out sheets (or charge-out cards)

  Used to keep a check on borrowed files, enable monitoring of file borrowing and return