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Unit F2 Assignment 2

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Submitted By Jaye15
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Unit F2
Assignment 2
Filing systems

1. Why are filing systems essential when giving a thorough consultation to customers and completing their personal documentation?

It will give a positive impression to clients and look more professional
It is vital in maintain client confidentiality
To build client trust in order that clients will feel safe giving you their personal information
The salon will be more organised as client records will be easy to access

2. List the various methods of recording customer details and explain their importance.

* Computer systems – Keeps client records safe and secure on the computer system. Professional and up to date records can be recorded. * Filing cabinets – Having a lockable and up to date filing system ensures that client records can be located easily. Can also be used as a back-up to the computer system. * Record cards – Individual client cards that are kept up to date are easy way of recording information whilst the client is with you.

3. What are the key points to consider when completing confidential documentation?

* Follow Data protection Act. * Complete document and store away, do not leave lying around * Make sure it is legible * When gaining sensitive information from client ensure it is in a private area, away from other clients/staff

4. What principles will ensure that a filing system works efficiently and maintains confidentiality?

* Situated in a convenient place, with easy access * Organised in Numerical/Alphabetical order * Document must be easy to use and complete: - * All staff must be shown how to complete the forms correctly * All staff must be able to complete the forms quickly and easily
All staff must be kept up to date with any changes in the system being used. * Must be confidential - All files must be

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