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 6 pages and is made up of 4 Sections. Name: Darren Atkinson Section 1: IT at work This section will help you to evidence Learning Outcome 1: Understand the purpose of information technology in a business environment. Learning objective Place in Assessment 1.1 Identify different types of information technology that may be used for work tasks Question 1 Page 1 1.2 Outline the benefits of using information technology for work tasks Question 2 Page 1 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. Two types of information technology that I have used in a previous role are e-mail I used this to enquire about pricing for items I was wanting to purchase for the factory it was quick and easy, The second piece of information technology I used was Microsoft excel I used this as I had to type purchase order forms with lots of figures that needed to be totalled at the end Microsoft excel did this for me. 2. What are the benefits to businesses (and others) of using information technology for doing work tasks? There are many benefits of using information technology for work such as: • Speed and efficiency • Accuracy • Large storage capacity for large volume of documentation. Section 2: Managing information This section will help you to evidence Learning Outcome 2: Understand how to manage electronic and paper-based information. Learning objective Place in Assessment 2.1 Explain the purpose of agreeing objectives and deadlines for researching information Question 1 Page 2 2.2 Identify different ways of researching, organising and reporting information Question 2 Page 2 2.3 Describe procedures to be followed for archiving, retrieving and deleting information, including legal requirements, if required Question 3a Page 3 Question 3b Page 3 2.4 Explain why confidentiality is critical when managing information Question 4 Page 3 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. The purpose of agreeing objectives and deadlines when researching information is to ensure the correct information is collected on time so as not to delay any other department . 2. Identify the different ways of researching, organising and reporting information. Different ways of researching are using the internet, going to a library or looking at previous case reports and history, You can organise them in order of relevance to the subject or priority and finally you can report them by compiling a written report or a presentation. 3a) 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. When collecting and storing information you must be able to define the importance of the information that needs to be stored or information that is not necessarily needed you do this by dividing it into four categories which are: Retained and stored this information is extremely important to the company and is actively used on a regular basis, Secondly archived this information is important but not used on a regular basis but keep for future reference, Thirdly use information as appropriate then delete this information may have value for a limited amount of time and finally delete this information is of no value to the company at all 3b) When following the procedures outlined in Question 3a above, are there any legal requirements to consider? Yes there are legal requirements to consider there is the Data Protection Act 1998 which has very strict rules on the type of information you can keep on an individual, Then there are the retention periods which is the law specifying the length of time that an organisation can hold information on their system. And finally there are some industry specific legal requirements that apply to specific industries in terms of information management. 4. Why is confidentiality critical when managing information? Confidentiality is there to ensure that private, personal or professional information is protected. Being confidential is an ethical and professional duty not to disclose or discuss classified information to third parties which might be co-workers, friends, family or other organisations. Respecting client’s confidentiality and staffs personal information should be a high priority for all companies to comply with legislations such as the Data Protection Act 1998 that governs disclosure of information. With this, all organisations need to have policies and procedures that provide guidelines to workers. In business, confidentiality exists to protect the privacy of a business entity, including their critical or sensitive business information. The most valuable assets in a business can be through their confidential information. A competitive edge in the marketplace may rely on a business having certain information which their main competitors do not have. The lack of preplanning regarding the flow of confidential information within the business environment which can result in misunderstandings about the protection of critical business secrets and the prevention of thefts of intellectual property, including property protected by copyrights, trademarks and patents. The need for confidentiality exists when information is designated as confidential that may be stamped or announced. It also applies where the need for confidentiality is obvious or evident which depends on the type of material or content of the situation. It is even required by applicable law, even when the information is not specifically designated as confidential. To ensure confidentiality within the workplace, employees should only be able to access confidential information for work that is covered by their job description and following the policies and procedures the organisation is devoted too when it comes to confidentiality. Employees can only disclose information to other parties where the client or co-worker in relation to their personal information, has consented to the release of the information or where disclosure is required by legislations due to indications of the risk of harm to themselves or others. Furthermore workers need to ensure that any information that is collected is stored securely or disposed of correctly. Section 3: Getting your documents right This section will help you to evidence Learning Outcome 3: Understand the purpose of producing documents that are fit for purpose. Learning objective Place in Assessment 3.1 Identify reasons for producing documents that are fit-for-purpose Question 1 Page 4 3.2 Describe different types and styles of documents and when they are used Question 2 Page 4 1. Identify at least two reasons for producing documents that are fit for purpose. [3.1] There are several types of document that are produced within an organisation and ensuring that each document is finished to a high specification for business use can be difficult. The information within the document can make a substantial influence to the efficiency and success of business. On the other hand, if documents are inappropriate in any way, this could result in harmful and hostile effects on the business. When producing documents there are a couple of ways a business can escalate the chances that a document is fit for purpose such as having a template or format that a business can use for future productions of documents. Another way of boosting the likeliness of documents that are fit for purpose is through discussions with colleagues who are involved to agree what the document should contain and clarifying the content, layout, quality standards and deadlines once the purpose has been cleared. Other types of documents benefit more through having a format more than others for example meeting reports. If you know specifically the purpose of a document and how it should be structured, there is a higher probability that the finished document will be 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. [3.2] Documents When they are used Business Letters Based for external recipients as a form of contacting clients in a professional manner with a very formal format, but may contain large quantities of information such as product information or large insurance policies. E-mail Fast process of information supplied using an internet connection with less formality than business letters. Used for internal and external recipients attaching documents, any format is available Formal Report Clear definition of facts with evidence presented, with a formal structure. Delivered to external sources and some internal users Informal Report Used inside an organisation for communication purposes between managers and employees with clear definition of facts with evidence presented. Section 4: Key procedures for producing documents This section will help you to evidence Learning Outcome 4: Know the procedures to be followed when producing documents. Learning objective Place in Assessment 4.1 Identify reasons for agreeing the purpose, content, layout, quality standards and deadlines for the production of documents Question 1 Page 5 4.2 Describe ways of checking finished documents for accuracy and correctness, and the purpose of doing so Question 2 Page 5 4.3 Explain the purpose of confidentiality and data protection procedures when preparing documents Question 3 Page 6 4.4 Compare different types of documents that may be produced from notes and the formats to be followed Question 4a Page 6 4.5 Explain the procedures to be followed when preparing text from notes Question 4b Page 6 1. 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? [4.1] There are numerous reasons why there is such a high level of planning for the production of documents. It’s very important to know precisely what internal and external customers want. If this information is unspecified or presumed, there will be a high chance the customer will not get what they actually wanted. (plus it is essential that time is taken to reach an agreement on a document and specify the purpose, content, layout, quality standards and deadline that is needed for the document to be produced the first time correctly so that likely complications can be prevented. Once the document has been agreed upon, you can start to plan and prepare the production of the document through following the business agreements and organise tasks that supply the results required. When planning a document it might help to pre9write a draft copy that outlines the purpose, content, layout quality standards and deadlines that is necessary for the production of the document. After the rough copy is finished, you can commence on creating a high quality document for your customer. Firstly it might be best to organise the layout of the document so that the information is presented in an understandable order to ensure the customer can promptly access the information in the document. Even if the document includes all the relevant information that is needed to be communicated, the customer might find it difficult to understand or follow what is being said and not finding the essential information as quickly. For example the layout of a business letter will have the company’s logo and contact details and or return address at the top right or left hand of the letter known as a letter head with the date below. Underneath the letter head will be the name of the person or company organisation you want to contact with their address and postcode presented with the name of the person or company as the first line, the second line is the house number and street name, the third line is the area situated within a town, city, the fourth line is the town or city, the fifth line is the county and the last line finally being the postcode and will look like it is in an invisible rectangular sized box. There may be six lines in the address if the mail is going to other countries so the fifth line would be the country and the last line the postcode. After this there will be a small space and then the greeting or salutation such as Dear Miss Edwards. After the greeting there will be a space followed by three or more paragraphs, depending on how much information needs to be conveyed, with the first paragraph being one or two sentences, the second and third paragraph being body paragraphs. Underneath the paragraphs will be the complimentary close with a signature and name printed below. Since you know what the layout of the document is, it can make it easier to add the purpose, content and quality standards into the document. It is crucial for the document to have a purpose because the document will summarise the desired objective or outcome. If a document does not have a purpose, it is unlikely to address the main issues, with poorer decisions being made resulting in time and resources being wasted and the effort having to be repeated. Additionally projects may fail if they do not have a purpose too. For example a business letter will be aimed at a certain individual or group, with a clear and concise purpose along with an explanation regarding why you are writing to them. Furthermore, the business letter will be influencing and convincing the reader with a specific objective such as a meeting date. The purpose will be mainly being within the first paragraph of a business letter. In addition, the content of a document is also significant as this provides the information that is needed to move things forward and is also the main structure of many business documents. If the content of a document is not produced, some or all of the information may be irrelevant or missing with little ability to deliver the desired outcome. For example the content in a business letter is main body of the letter as this provides all the information, which is in paragraphs. There will be 2 or more paragraphs, depending on the amount of information that needs to be communicated. The first paragraph should be short and clearly stating the purpose of the letter such as replying to a customer’s enquiry. The paragraph or paragraphs in the middle of the letter should contain all the relevant information for the customer in a clear and logical manner rather than expanding too much. The last paragraph should state what actions the customer may need to do next, with the contact number, and thanking the customer for their customer and time. Furthermore, quality standards are essential for the production of documents as this enables readers to specify the main output measures which address simple things like spelling accuracy or the number of words. If these standards are not met, the readers understanding of the document will not be great, which may lead to the reader having difficulty to comprehend the document or have problems getting details as quickly as possible. For example a business letter should have the company or organisation’s letterhead with the date typed at least two line spaces down from the letterhead and using single line spacing after that. One inch is the minimum margin used on all four sides of the document too. All business letters also must be either typed or word processed, which will allow you to check for accuracy of the document while ensuring there are no mistakes and having a file reference which gives the location of the document on the computer. Last of all the deadlines are vital because the client can make arrangements knowing the document will be obtainable from an agreed date or time. This can assist with the efficient use of time and resources so you can organise your work in an effective way to deliver before or on the date of the deadline. If deadlines for documents are not met, both internal and external customers will be irritated by the delay, which may cause frustration and tension between the supplier and customer, resulting in unhappy customers. Also without a sufficient deadline the person producing the document might rush through it or do other tasks first when they are not meant too. For example a client wants some documents within the next few hours sent via email. You can easily reschedule your work diary to meet the client’s needs about two hours before the deadline to ensure the client is greatly satisfied. 2. Businesses will spend time checking finished documents for accuracy and correctness. [4.2] How is this done? Copies of prepared documents are directly sent to the author before being dispatched internally and externally. The author will check for grammar, numerical and spelling mistakes while ensuring that the requirements are met for the recipient, which may also require management’s approval. Furthermore, it will be very useful for the author to have the original and accurate notes so they can double check that everything is correct. The time consumed proofreading documents for accuracy is essential and compulsory to ensure there are no errors within the business documents. Since word processing systems are monitored and accessible to evaluate the documents, which can check for any faults and view word counts. Technical terms must also be checked independently from word processing programs such as Microsoft Word, as It cannot be heavily relied on for technical jargons. Why is this done? Accurate information is essential for all businesses as this allows effective communication as well as good decision making. When a document has been finished, it will be assessed for accuracy and precision through a business’s proofreading team to ensure the document is fit for purpose before it is given to the customer. If the checking stage is not completed, it is possible for there to be mistakes and incorrect or inadequate information to appear into the final document, with the consequences of unsatisfied and frustrated customers and lack of efficiency. When documents are created, thoroughly checking them eradicates the need to examine the documents in the future and making it more efficient for business usage. 3. Explain the purpose of following confidentiality and data protection procedures when preparing documents. [4.3] A great ethical business practice must follow the strict confidentiality and data protection procedures precisely when producing documents for legal and moral obligations. The legal anatomy regulates the system on how personal information is collected, stored, processed and distributed. When businesses or organisations are creating and distributing documents, the confidential information of individuals’ and their rights should being respected continuously. If personal or sensitive information is released, this leads to serious consequences for any business as trust would be broken between the general public and the organisation. The Data Protection Act 1998 controls personal information of individuals that is used by organisations, businesses or the government. For the people which are usually data controllers who are responsible for using data, they must precisely follow the strict rules of the eight data protection principles when personal data is stored and processed, which are listed below. 1. Processed fairly and lawfully 2. Data processed for limited purposes 3. Adequate, relevant not excessive 4. Accurate and kept up to date 5. Processed in line with the rights of individuals 6. Not kept longer than necessary 7. Safeguarded and secure 8. Not transferred to other countries without adequate protection There will be a huge variety of documents a business has that will have immense amounts of information that contain, clients, employees and business files with the majority of them being confidential. A business will apply different levels of confidentiality on their information depending on what kind of information is contained in the files such as business future plans, financial situations, and information about other businesses where data protection applies to individuals or top secret information. Some information might not be recorded electronically or on paper, with maybe a little information on paper that is in an unstructured way that it’s not a relevant filing system. Businesses and organisations should clearly announce to their employees stating who has been granted access, to certain items of data and for which purposes within a group meeting, with discussions about the guidelines and procedures that must be taken when accessing personal or confidential information with paper copies of them given to all the staff members. The issues of access just don’t have to apply to the staff as people outside the organisation can be given access such as other business connections. The limits of confidentiality must be established so people with different security access levels can still access the information they need when required on a need to know basis meaning that no one should have access to information unless it is related to their work. This is likely to eliminate any unauthorised access of documents. Plus the business should institute procedures on who should be informed and how sensitive documents will be protected. When you are preparing documents it is important the data protection and confidentiality issues relate to the content are thoroughly considered. 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. [4.4] When documents are created they will frequently be based on a collection of notes. These notes are usually brief so that they will outline key points of information, names, dates and times. How, where and why the information is collected and collated will vary, depending on the initial source of information. For example, A secretary takes notes during a meeting to have an accurate record of who attended and what was discussed. While in the meeting, they will be listening very carefully to focus on the information which needs to be recorded as they do not want to miss out on any vital information. They will also take notes if they feel that information will be of significant value. Once the meeting is over, they will have a collection of notes which are ready to use to produce the documents required. The notes will help determine and establish which format will be best suited for the documents that need to be produced. Once the format of the documents is identified, they will commence with processing of documents. The notes have provided enough information for the production of an agenda, minutes and memo documents. An agenda will include apologise for absence, minutes of previous meeting, matters arising, any other business to discuss with the time and date of the next planned meeting. This will be formatted and presented in a very formal way with font style and si8e consistent throughout the document. The minutes will include the title of the meeting, the date it was held, the time it commenced, with a person managing the meeting, with a list of names of the people who attended and were absent e.g. apologise. The main issues discussed will be listed and what action needs to take place, with ended time and who ended the meeting. The format of the minutes will be presented in a formal format with the same font style and size used throughout the document. The memo format will include To, From, Ref and Date with the relevant information being communicated and will be presented formally. b) Explain the procedures to be followed when preparing text from notes. [4.5] When preparing text from notes there will be a set amount of procedures that will be followed that may include agreeing to objectives and layouts with the quality standards and deadline to ensure text meets expectations, with the use appropriate technology to format text professionally, to check for accuracy and seek clarification when necessary to establish an professional and appropriate result, storing the text and the original notes using appropriate storage media filing system that is safeguarded and secure and preparing text as soon as possible after taking notes. With procedures being followed this allows yourself and others to maximise the prospects to covey a finished production which is equivalent to the requirements of the recipient of the documents. Additionally the approach of items in a logical and structured manner, the quality of the work will improve on a regular basis. Once you have completed all 4 Sections of this Assessment, go to www.vision2learn.com and send your work to your tutor for marking.