The following information is included in Unit 3, Session 2, Pages 7, 9, 10, 11 and 12 of the course materials: Information in documents can make a significant contribution to the effectiveness and efficiency of a business.
What are the benefits to businesses and others of using information technology for doing work tasks?
A failure in one area may significantly undermine all the work done in other areas. Would you like to merge this question into it? Then revise your document in stages, savingstylistic changes for the last stage.
Instead much will depend on what the user needs. Information concerning individuals can also be confidential.
Once the purpose of the document is clear then key aspects of the report — such as content, layout, quality standards and deadlines — can be agreed. Quality — the quality of work can be improved through IT, for example, spell checkers and templates enable professional-looking documents to be created with minimum fuss.
Reports To communicate with people within the department you work within. Section 4 — Know the procedures to be followed when producing documents 1. Access to confidential information should only be viewed by certain people within the business to comply with legislation such as the data protection act.
People need to know what they can and cannot access and the repercussions that may follow if confidence and trust are broken. Poorer decisions are made. Using notes When documents are created they will often be based on a collection of notes.
Access to confidential information should be strictly limited and secure. Because it is requested by law and would be good to the business practice. It can help to have a quantifiable output too — such as a research report or a word limit. Failure to get it right may result in the business breaking the law.
A mint, or unused, copy would be 45 cents. Businesses should have clear procedures on data protection and confidentiality when producing documents.
These questions can be used to form this simple procedure. Within the files, the information should be kept in an order that will make it easy to use when the information is passed on to the recipient. There are generally three different processes that businesses go through when dealing with information — archiving, retrieving and deleting information.
The use of IT is central to many job roles. Customers are delayed as the document is not ready on time. At other times, it will involve reading through and checking the parts of a long report as they are drafted.
Check the spelling and grammar in the document. DocumentsWhen they are used Letters Letters are used to let customers know of changes or asking them to call if necessary Reports When a manager needs a detailed information on the business changes or statistics on what the sales have been for the year.
Organising information When carrying out research, it is important that the information being collected is kept in an organised fashion.
The recipient and what they already know The type of information required Why it is required When it is required. When documents are checked carefully when they are created, this eliminates the need for further checking down the line. Making a copy of the final draft document that is waiting for approval from someone higher up in the business then making sure that the document adheres to any specifications that were set out, then the document should be compared with the specification that was provided and last but not least spelling and grammar must be checked to make sure everything is worded correctly.
Is the required amount of detail available? Why is confidentiality critical when managing information? Section 2 — Understand how to manage electronic and paper-based information.
How much do 5c weigh? What is the purpose of note-taking? Compare the different types of documents that can be produced from notes and include a description of the format of each document.3. PreParing BUsiness docUments In the previous section, you carried out a series of activities that attractive documents that are fit for purpose.
At the same time, you you will follow a series of activities that introduce you to different packages used in businesses for producing documents. After you have you have reviewed these. Apr 29, · Two reasons for producing documents that are fit for purpose.?Status: Resolved. Are your business documents fit for purpose?
Plain English editing (or re-writing) can cause discomfort, because it often reveals hidden weaknesses in the original document.
But companies willing to accept the treatment and put in any work necessary will produce a document that shines. BESbswy BESbswy BESbswy BESbswy BESbswy BESbswy BESbswy BESbswy BESbswy BESbswy BESbswy BESbswy BESbswy BESbswy BESbswy BESbswy BESbswy BESbswy BESbswy BESbswy.
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Understand the purpose of producing documents that are fit for purpose. 1. Identify at least two reasons for producing documents that are fit for purpose.
Principles of managing information. Another reason for producing documents that are fit for purpose is to make sure everything is understood.
2. Use the table below to describe some of the different types and styles of documents that are produced in a business environment, and then explain when these different options may be used.Download