Principles of Managing Information and Producing Documents Essay

Unit title Principles of managing info and producing written documents 1. Understand the think of culture engineering in a business environment 1. 1 Identify varied types of instruction engineering that may be apply for work tasks Types of technology that could be enforced to do tasks at work argon ready reckoner softw atomic number 18 like Microsoft Word which is software used to create documents leap out is software that toilette be used for storing and organising entropy. Publisher is software which is used to create almost anything from documents to greeting cards.Could also use a autotype machine, telephone and send emails. 1. 2 Outline the benefits of development information technology for work tasks The benefits of using technology for work tasks intromit Speed A computer shag search through tears and records quickly to find the information you require. It can also make it quicker and easier to change a mistake. redact If you hand write documents if there w as a mistake you would realise to retype from scratch, only if on the computer documents can be easily rectifyed.Quality On the computer there are many tools that make the quality of a document better like spell and grammar check, templates, different pillowcases and emboldening, borders, bullet points or numbering and all them enable high quality documents to be produced. glide slope On a computer you can control who gets access to the documents because you can just send it to authoritative good deal or if you adjudge a password on the computer it restricts who can get on. 1. Understand how to exert electronic and paper based information 1.1 Explain the goal of agreeing objectives and deadline for querying information The purpose of agreeing objectives and deadlines is to en legitimate that you collect all the needed information to complete the task given and you impart have a moderate date to finish it by. You will also know what sort of resources to use to collect the data because depending on what youre looking for somethings could be imitation righted which you cannot use because its illegal. 1. 2 Identify different shipway of researching, organising and reporting information Different sources of research arePaper-based like libraries and newspapers. expert which is internet, CD/videodiscS and television. Asking people which is primary research and gathering research yourself is secondary. To organize information you could Organise informations according to relevance. Put it in numeral or alphabetical order. Keep it in date order. Different shipway of Filing information Numeric order. Alphabetical Date To report information means slide by a log of your information and its sources.First you should stick out a report and know what the purpose is for it, then find the data you need to write a report, should then produce a lottery and check everything you need is there and then finalise your report and checking it again. 1. 1 Describe p rocedures to be bonded for archiving, retrieving and deleting information, including legal requirements, if required Electronic and paper-based methods Out accept/Absent cards Are used when someone removes a shoot down from the shelf and they will insert an out guide in its ship which will say which file has been taken and who has taken it.Cross Referencing So if input onto the computer with a number you can find the skipper in the files. File retention polices A company has to keep certain documents for a certain amount of time. Indexing To keeping a tend of names or subjects with references to the pages so able to find when needing the original copy from a file. You can store information on a seriously drive inside your pc, you can save it onto a CD/DVD or a memory stick. You can keep data harmless by having a password on everything that needs to be unbroken private, and could have locked away in a certain order in some unit cabinets so only certain people can get in a nd see the information. The best way to dispose fundamental and individualised data is to shred it. 1. 2 Explain why confidentiality is diminutive when managing information Confidential information could be someones personal details like their home woo and bank details which must be kept secure under legislation requirements. It is important to keep details confidential to avoid identity theft, also makes clients feel more than secure knowing there information is safe because they would not demand anybody to find out there details.You can keep data secured manually which is held in a locked area or cabinet, or keep it electronically that is password controlled. 2. Understand the purpose of producing documents that are fit-for-purpose 2. 1 Identify reasons for producing documents that are fit-for-purpose Documents should be fit for purpose so that it is suitable for the audience it is mean for and so that it meets the company standards. To do this you need to make sure that t he document is readable, is accurate on details and enhances the organisations reputation. 2.2 Describe different types and styles of documents and when they are used Different types and styles of documents have different people to use for garner for clients and customers Emails with attachments for circulation information to colleagues Reports for providing information to colleagues Most companies have a certain mob style template for documents which is formatted accordingly to the guidelines of the certain organisation. Having a template particular proposition to the company has the benefit of promoting the company image and having consistency with documents. 1. Know the procedures to be followed when producing documents 1.1 Identify reasons for agreeing the purpose, content, layout, quality standards and deadlines for the production of document Reasons may imply ensuring the correct format is used for the type of document being produced, because if the purpose is un weak the document will not make sense as it needs to. Content So you know how to write the document mightily for the audience. Style Varies on the type of document, so if it was an agreement then a formal standard style would be used. Deadline Makes the time frame clear for something to be complete, also gives the client a clear time when the confinement should be finished by.Efficiency Makes the company look more professional person and organised. Repetition Doing good quality work on time gives a good impression of the company which could mean more work because they will be recommended because of its good repetition. 1. 2 Describe ways of checking finished documents for verity and correctness, and the purpose of doing so Ways of checking finished documents are by using the spell and grammar checker to ensure there are no mistakes, or you could ask a colleague to check the document to make sure all the necessary information has been included.You should always check that coin, date, name and address details are all correct because if the address or money are incorrect someone wrong could be getting a lot or not enough money they need which would have a negative impact on the business and could lead to lost(p) custom. 1. 3 Explain the purpose of confidentiality and data protection procedures when preparing documents You will be observing the Data Protection Act (1998) and policies and procedures of the organisation, this covers, Secure storage of documents Who should have access This is to avoid, Loss of personal dataDamage to the business prosecution The most sensitive information is anything that belongs in a personnel file like Forms relating to employee benefits. Complaints from customers/co-workers. Records of attendance Warnings or other disciplinary actions Medical/ redress records Litigation documents Forms providing emergency contacts Wage forms The information in a personnel file should be private and should have log ins to get into if saved onto a computer or saved in locked files and the only people that need access to it for wages etc, will have a divulge or the password.1. 1 Compare different types of documents that may be produced from notes and the formats to be followed Documents that can be produced from notes are Memo The format will include ToFromRefDate and then the relevant information being communicated. letter Printed on company header paper, listing reference, date, name, address, and subject, letter content, from, signature, name and credit line title. Also if the letter is confidential this must be stated. Report Title, Introduction, be of report, a conclusion, consistency of format is essential i.e. using the same font size and style throughout. Minutes Title of the meeting, date was held, who attended. Agenda involve apologies for absence, minuets of previous meeting, what its about, date, and time. 1. 2 Explain the procedures to be followed when preparing text from notes Procedures to follow when preparing text from notes Purpose for the notes. Format for the document. Check the notes to confirm right and amend if needed. Check you have all correct notes to make a document. commence document. Check document.