Unit three: Principles of managing information and producing documents Assessment You should use this file to complete your Assessment. • The first thing you need to do is save a copy of this document, either onto your computer or a disk • Then work through your Assessment, remembering to save your work regularly • When you’ve finished, print out a copy to keep for reference • Then, go to www. vision2learn. com and send your completed Assessment to your tutor via your My Study area – make sure it is clearly marked with your name, the course title and the Unit and Assessment number.
Please note that this Assessment document has 5 pages and is made up of 4 Sections. • Name: Patricia Hayton Section 1 – Understand the purpose of information technology in a business environment 1. In relation to your current business environment (or one that you are familiar with), identify at least two different types of information technology that may be used when completing work tasks. Word processing Databases Information exchange 2.
What are the benefits to businesses (and others) of using information technology for doing work tasks? The benefits are:- share information quickly and efficiently Improve work Cost effective Communicate world wide Flexibility New possibilities More productive Section 2 – Understand how to manage electronic and paper-based information 1. Explain the purpose of agreeing objectives and deadlines when researching information. If possible, refer to specific examples from research tasks you have worked on to support your answer.
It is important to agree objectives and deadlines when researching information so that everybody knows when a task has to be completed by and what it has got to say. It my hold information that helps make business decisions. It help focus on task and stops waste resources. The business may be un efficient if not agreed. If you do not agree deadlines and objectives in tasks you may waste time looking up unneeded information. 2. Identify the different ways of researching, organising and reporting information. a) For your own organisation (or one you know well), describe the procedures that need to be followed when archiving, retrieving and deleting information. Your answer should cover procedures for both electronic and paper-based information. 3b) When following the procedures outlined in Question 3a above, are there any legal requirements to consider? Yes you must consider :- data protection act 1998 Retention periods Industry specific legal requirements 4. Why is confidentiality critical when managing information?
Confidentiality is critical when managing information as it is a legal requirement and may show the business as inefficient and slack if not managed and could lead to the business breaking the law. Section 3 – 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. • 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. Documents |When they are used | | |Inform clients of purchases | |reports |Share budgets with investors and share holders | | | | | |To track funds going in and out | |Accounting documents | | | | | | |Fast way to transit documents in paper format | |fax | | | | | | |Very formal, permanent written document that can be sent to clients | |Business letter |but not as quick as some documents. | | | | Section 4 – Know the procedures to be followed when producing documents
In most organisations, time is taken to agree the purpose, content, layout, quality standards and deadlines for the production of documents. What are the reasons for doing this level of planning? • To know what the customer wants • Avoid problems • Provide the right information • Present in a logical steps 2. Businesses will spend time checking finished documents for accuracy and correctness. a) How is this done? Can use word processing which will check spelling and grammer but may not pick up all mistakes. • Read through the documents to check for grammer and spelling mistakes b) Why is this done? To make sure the document is fit for purpose and is what the client wants with no spelling or grammer mistakes. 3.
Explain the purpose of following confidentiality and data protection procedures when preparing documents. It is a good ethical business practice, 4. In business environments, there is often a requirement to use notes as the basis for text and documents. a) Compare the different types of documents that can be produced from notes and include a description of the format of each document. b) Explain the procedures to be followed when preparing text from notes. Purpose of document Format of document Clarity Details Facts Once you have completed all 4 Sections of this Assessment, go to www. vision2learn. com and send your work to your tutor for marking.
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