Principles of Managing Information and Producing Documents Essay

Unit title Principles of managing culture and producing text files 1. meet the designing of information engine room in a business purlieu 1. 1 Identify dissimilar types of information technology that may be personad for work up tasks Types of technology that could be used to do tasks at work are figurer software exchangeable Microsoft Word which is software used to create documents Excel is software that tin be used for storing and organising data. Publisher is software which is used to create almost anything from documents to greeting cards.Could also use a fax machine, telephone and send emails. 1. 2 Outline the benefits of using information technology for work tasks The benefits of using technology for work tasks include Speed A computer pot search through files and records quickly to hazard the information you require. It hind end also make it quicker and easier to change a mistake. Editing If you hand write documents if there was a mistake you would induct to retype from scratch, but on the computer documents can be easily amended.Quality On the computer there are many tools that make the quality of a document better like spell and grammar check, templates, different fonts and emboldening, borders, bullet points or numbering and all them enable high quality documents to be produced. Access On a computer you can control who line ups access to the documents because you can just send it to certain people or if you pay off a password on the computer it restricts who can get on. 1. Understand how to manage electronic and paper based information 1.1 Explain the purpose of agreeing objectives and deadline for researching information The purpose of agreeing objectives and deadlines is to ensure that you collect all the needed information to complete the task given and you will have a correct 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 coul d be copy righted which you cannot use because its illegal. 1. 2 Identify different tracks of researching, organising and reporting information Different sources of research arePaper-based like libraries and newspapers. Technological which is internet, CD/DVDS 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 numeric or alphabetical order. Keep it in date order. Different ways of Filing information numeric order. Alphabetical Date To report information means prevent a log of your information and its sources.First you should plan a report and know what the purpose is for it, then find the data you need to write a report, should then produce a draft and check everything you need is there and then root your report and checking it again. 1. 1 Describe procedures to be followed for archiving, retrieving and deleting information, including legal requirements, if required Electronic and paper-based methods Out guide/Absent cards Are used when someone removes a file from the shelf and they will insert an out guide in its place 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 original in the files. File retention polices A play along has to keep certain documents for a certain amount of time. Indexing To keeping a list 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 hard drive inside your pc, you can save it onto a CD/DVD or a warehousing stick. You can keep data safe by having a password on everything that needs to bekept private, and could have locked away in a certain order in some unit cabinets so only certain people can get in and see the information. The best way to dispose important and personal data is to shred it. 1. 2 Explain wh y confidentiality is critical when managing information Confidential information could be someones personal details like their home address 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 secure knowing there information is safe because they would not want 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 intended for and so that it meets the company standards. To do this you need to make sure that the 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 Letters for clients and customers Emails with attachments for circulation information to colleagues Reports for providing information to colleagues Most companies have a certain house style template for documents which is formatted accordingly to the guidelines of the certain organisation. Having a template specific 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 include ensuring the correct format is used for the type of document existence produced, because if the purpose is unclear the document will not make sense as it needs to. Content So you know how to write the document correctly for the audience. Style Vari es on the type of document, so if it was an agreement then a clump 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 project should be undone by.Efficiency Makes the company look more professional 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 absolute documents for accuracy 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 money, 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 mon ey they need which would have a negative impact on the business and could lead to lost custom. 1. 3 Explain the purpose of confidentiality and data protection procedures when preparing documents You will be notice 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 radiosensitive 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/Insurance records Litigation documents Forms providing emergency contacts profits forms The information in a personnel file should be private and should have log ins to get into if salvage onto a computer or saved in locked files and the only people that need access to it for wages etc, will have a key or the password.1. 1 Compar e 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 job title. Also if the letter is confidential this must be stated. Report Title, Introduction, remains 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 Include apologies for absence, minuets of prior 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 c orrect notes to make a document. Produce document. Check document.