A property agency is changing from paper records to a shared digital system. Each house listing has photographs, an energy certificate, a floor-plan image, ...
Question 1 Report
A property agency is changing from paper records to a shared digital system. Each house listing has photographs, an energy certificate, a floor-plan image, a text document for the description and a spreadsheet used to calculate advertising cost. Staff currently save files on the office desktop. This means that a colleague cannot always identify the newest document, and a listing may be removed from the website while its files remain on the computer. The office manager wants a file-management procedure that can be used by every branch.
(a) Create a folder structure for one property listing. It must show how active listings, withdrawn listings, images, legal documents and marketing documents will be stored. [6]
(b) Use a consistent filename format for the document and image files of a property at 18 Willow Mews. Give three example filenames, including a version number where appropriate. [5]
(c) Create a procedure for moving a withdrawn listing from the active area to an archive. Include checks that prevent staff from losing information or using an out-of-date document. [6]
(d) Identify two file-management permissions that should be different for a trainee and for the office manager. [4]
Answer Details
(a) A suitable structure is [6]:
Property_Listings/ ├── Active/ │ └── 18_Willow_Mews/ │ ├── Images/ │ ├── Legal/ │ └── Marketing/ └── Withdrawn_Archive/
The property-specific folder keeps all files for one listing together, while the active and archive areas make the listing status clear.
(b) Suitable examples are 18WillowMews_Description_v03.docx, 18WillowMews_FrontElevation_01.jpg and 18WillowMews_FloorPlan_v01.png [5]. The same property identifier is used consistently; extensions match the file type, and the revisable description has a version number.
(c) First confirm the listing identifier and that the property has been withdrawn [6]. Check that every required image, legal document and marketing document is present. Move or copy the whole property folder, retaining its subfolders and filenames, to Withdrawn_Archive. Update the status in the index or spreadsheet, and restrict or clearly mark old marketing documents so they cannot be used as current material.
(d) Suitable differences include [4]: a trainee may have read-only access while the manager can edit; a trainee may be unable to delete while the manager can delete or archive; a trainee may not change permissions while the manager can; and a trainee may be denied legal/confidential files that the manager can access.
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