Administration

Tony Mantou is ultimately responsible for all records in the Administration Department.

• Both paper and electronic records are held

• Paper records, such as incoming correspondence, are kept in alphabetical order in four-drawer filing cabinets. These files are available to all staff in the department, but an out card must be completed and inserted in place of the file removed

• Records, other than for staff, are placed in inactive files after two years, then destroyed after a further three years

• All records concerning the setting up of Fountain Art, such as the Memorandum and Articles of Association, along with any changes to ownership or details of company directors, must be archived indefinitely to meet legal requirements

Reception

Victoria Thompson and any staff member relieving on reception has access to an electronic database of Fountain Art customers and can enter details of visits by customers. The database is maintained by the Sales and Marketing Department.

Victoria maintains an appointments book. It is a blue covered A4 sized book located on her desk. Staff are welcome to view the appointments book and to add notes, but the book must remain on Victoria's desk at all times.

Human Resources

• All staff details and payroll records are kept electronically

• These records are strictly confidential. HR staff have access to all records but must not under any circumstances reveal any details to other staff members or anyone outside Fountain Art

• Staff records are kept as active files for seven years and then archived indefinitely

Accounts

• Mal Underwood is ultimately responsible for all records in the Accounts Department

• After payment of accounts payable, the invoices and statements are filed alphabetically under supplier. Shannon O'Hara manages these paper records

• Electronic records are kept of all accounts receivable documents, such as invoices, statements, credit notes and receipts on request. Tim Woodley manages these records

All records in the Accounts Department are placed in inactive files after two years then disposed of after a further three years.

Manufacturing

• Russell Briggs is ultimately responsible for all records in the Manufacturing Department

• An electronic database of all items manufactured is maintained

• Paper records, such as incoming correspondence and brochures, are kept under a subject filing system

• All records in the Manufacturing Department are placed in inactive files after two years then disposed of after a further three years

Service

• Mark Petersen is ultimately responsible for all records in the Service Department

• All paper documents relating to installation, repairs and maintenance, and landscape design are kept in subject order according to the item

• All records in the Service Department are placed in inactive files after two years then disposed of after a further three years

Sales and Marketing

Alan Selbourne is ultimately responsible for all records in the Sales and Marketing Department.

• An electronic database of all products and services is maintained, along with a database of customers

• A separate database is maintained of books available in the bookshop

• Paper records of order forms and delivery dockets are kept in the warehouse for verification of goods received and despatched

• All records in the Sales and Marketing Department are placed in inactive files after two years then disposed of after a further three years