Computerized Record-Keeping - Essay Example

? Confidential information can be processed and stored manually in the organization. In as far as there is no third party who can access confidentialinformation especially about patients with mental healthcare problems, it can be seen that this method is secure. However, the manual strategy of processing as well as storing information has its own weaknesses. For instance, it is slow and the hard files can be destroyed by natural hazards such as fire. On the other hand, computerization can increase both effectiveness and efficiency of information processing and storage. As such, this paper seeks to critically discuss the reasons why it is important for the mental healthcare center outlined in the above case study to adopt computerisation in its operations. Indeed, the Agency Chief Executive Officer should demonstrate that the agency is both efficient and effective and this can be done through adoption of a computer based system. In order to increase both efficiency and effectiveness of the agency, the quality assurance director wishes to utilize a computer system to manage client data, which would be available through three computer terminals. It has been observed that computerisation is likely to increase both the quality and quantity of services provided and this system can maximise the numbers of clients that are served at any given point compared to the manual system that is currently in use. Whilst it may be argued that computerisation can compromise the aspect of privacy as well as confidentiality of information, it can be noted that to a larger extent, there are likely benefits to be drawn from adopting a computer based system in processing and storing information compared to the manual way of performing the same task. The growth and development of the new information and communication technology (ICT) through the use of computers has dramatically changed the way people conduct business during the contemporary period (Haag, Cummings & Dawkins, 2006).The use of computers has revolutionised the communication landscape of which if properly harnessed, it can significantly improve the performance of the organization as a whole. The majority of early studies in management dealt with efforts aimed at technological changes but at the turn of the century, scientific management studies have sought to implement change that is based on time and motion studies meant to increase efficiency in the operations of the organization (Robbins, 2003). Today, the most notable technological change in the operations of many organizations has been the expansion of computerisation (Robbins, 2003). Computerisation enables the organization to use sophisticated management information systems that make it easy to process as well as to store client information in the company database. One major advantage of computerisation in the organization is that it enhances information processing. This in turn improves efficiency and effectiveness in the operations of the company (Robson, 1997). Manual processing of information is time consuming since it involves physical checking of information stored on each hard file. The information that is stored on hard files is not secure since these can be destroyed by physical or natural forces such as bad weather elements like moist if they are stored in a place that is not secure. Hard files can also be destroyed by fire. In contrast, information that is stored on a computer database easy to process. This information can be digitally processed and stored. It is quite simple and fast to search for any information about a client from the computer database by virtue of just clicking the link. Information is stored in alphabetical order is quite easy to locate. It is relatively faster to search for information and to process it using the computer compared to manual way of performing the same task. The other advantage is that information that is stored on the computer database is secure and it uses little storage capacity compared to large volumes of hard files that are often piled on the shelves in the office. A computer disc drive can store information that can fill more than two truckloads of hard files and this is a very convenient way of storing and processing data. No matter how big the volume of information could be, it can be processed at the same rate and the results are wonderful. Efficiency and effectiveness are increased as a result of the use of computers. Information that is stored in digital format can stay a longer period in its original format compared to information that is stored on hard files since these can fade. With age, some files can disintegrate and this can lead to loss of vital information. Therefore, it is essential to store information on a computer since it can last a long period of time. The critics of computerisation argue that privacy and confidentiality can be compromised since information belonging to the clients can be accessed by the third parties. This constitutes what is called cybercrime. According to Huang & Wang (2009), cybercrime can be described as violation of law which involves abuse of information belonging to other people. Aspects such as unlawful access to computer systems belonging to other people, manipulation of data as well as theft of information are some of the risks that are likely to be posed by computerisation. Identity theft can lead to the clients losing confidential information to unscrupulous people who are bent on committing such kinds of cyber crime. This is known as hacking which is described as attempted, or successful, unauthorised entry to a system which is prompted by curiosity especially by internal staffers (Robson, 1997). Once inside the system, the unauthorised user can do anything which can result in theft of confidential information belonging to other people. This can only happen if the database is not secured since it can be accessed by third parties. When this unfortunate scenario happens, confidentiality is lost which exposes the clients to different forms of risk. However, this can only happen in rare occasions since information that is stored on computer databases is secured by passwords. According to Robson (1997), password is a method frequently used to reduce the threat of internal and external hacking and indeed to reduce the chance of accidental damage. Individual group identities as well as group access passwords can be used to secure data that is stored on a computer database. This entails that only authorised people can access the information which minimises the risk of loss of confidential information to unauthorised people. Alternatively, data encryption is another viable method that can be used to secure data as well as passwords. According to Robson (1997, p.515), “encryption techniques turn clear, human-readable material into cipher text in an unintelligible form.” This helps to identify authorised senders and receivers of messages as well as to help prevent any alteration of the message. Privacy is also secured through the use of encryption of data since there is no any person who can access the information without the proper code to decrypt the message. This also gives an advantage of using computer based system at the mental healthcare agency highlighted above since all the fears of loss of confidential information to third parties are allayed. Overall, security of information is enhanced through the use of various strategies discussed above. Over and above, it can be observed that it is a noble idea for the mental healthcare agency to adopt a computer based system to process as well as to store information about its clients. The advantages of adopting this system outweigh the risks that are associated with computerisation such as invasion of privacy as well as loss of confidentiality. There are fears that computerisation can expose confidential information to third parties but this may not be the case since this information can be secured through encryption. The other advantage of adopting a computer based system is that large volumes of data can be stored on a single, small computer disc which is portable. This disc is also secure since it can last a lifetime if it is not tempered with. Information that is stored on a computer database can be easily processed. This significantly helps to increase efficiency and effectiveness of processing and storing information about the clients at the above mentioned mental health care agency. This entails that the overall performance of the organization as a whole is increased which helps to create positive results. References Haag, S., Cummings, M. & Dawkins, J. (2006). Management information systems for the information age. 2nd Edition. Boston: Irwin McGraw-Hill. Huang, W. & Wang, S.K. (2009). Emerging Cybercrime Variants in the Socio-Technical Space. Valdosta and Florida State Universities. Robbins, S.P. (2003). Organisational behaviour. CT: Pearson Education. Robson, W. (1997). Strategic Management & Information Systems. 2nd Edition. London: Pearson education. Read More