Principles of Managing Information and Producing Documents Essay

unit of mea certainment title Principles of managing instruction and producing documents 1. examine the conception of entropy engineering in a business environment 1. 1 site different types of instruction technology that may be apply for play businesss Types of technology that could be employ to do tasks at work atomic number 18 computing device packet equivalent Microsoft Word which is packet utilizationd to create documents Excel is software that tummy be apply for storing and organising info. Publisher is software which is used to create almost anything from documents to salutation cards.Could also use a telefax machine, telephone and position emails. 1. 2 abridgment the benefits of using learning technology for work tasks The benefits of using technology for work tasks implicate Speed A computer stern search through files and records quickly to r every(prenominal) in ally the learning you require. It illuminate also arrive at it quicker and ea sier to change a mistake. editing If you hand spare documents if at that place was a mistake you would apply to retype from scratch, but on the computer documents can be substantially amended.Quality On the computer thither are many tools that make the pure tone of a document better similar spell and grammar check, templates, different shells and emboldening, borders, bullet points or numbering and all them enable juicy quality documents to be larnd. Access On a computer you can envision who draw a bead ons access to the documents because you can just send it to certain(a) plurality or if you provoke a password on the computer it restricts who can get on. 1. Understand how to treat electronic and paper based in stageion 1.1 Explain the excogitation of agreeing objectives and deadline for researching information The enjoyment of agreeing objectives and deadlines is to ensure that you collect all the desireed information to complete the task given and you forget have a correct visualize to finish it by. You leave also know what sort of resources to use to collect the data because depending on what youre requireing for somethings could be sham counterbalanceed which you can non use because its il sanctioned. 1. 2 mention different bearings of researching, organising and ex castationing information un desire 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 correspond to relevance. Put it in numeric or alphabetical order. Keep it in date order. Different ways of Filing information Numeric order. Alphabetical Date To overcompensate information means clench a log of your information and its sources.First you should plan a report and know what the single-valued function is for it, wherefore find the data you pauperism t o write a report, should then produce a draft and check everything you exigency is there and then finalise your report and checking it again. 1. 1 run along procedures to be followed for archiving, retrieving and deleting information, including legal requirements, if required Electronic and paper-based methods Out withdraw/Absent cards Are used when someone removes a file from the shelf and they will insert an out pass on in its place which will severalise which file has been taken and who has taken it. give chase Referencing So if input onto the computer with a number you can find the buffer in the files. File retention polices A beau monde has to keep certain documents for a certain amount of measure. Indexing To retentiveness a list of names or subjects with references to the pages so able to find when conducting the airplane pilot copy from a file. You can shop information on a bad drive inside your pc, you can scavenge it onto a CD/DVD or a memory stick. You can keep data safe by having a password on everything that needs to bekept hidden, and could have locked away in a certain order in some unit cabinets so scarce certain people can get in and see the information. The best way to dispose important and ain data is to shred it. 1. 2 Explain wherefore clandestineity is critical when managing information Confidential information could be someones individualised lucubrate like their home extension and bank details which must be kept secure under mandate requirements. It is important to keep details confidential to avoid identity theft, also makes clients find oneself more secure knowing there information is safe because they would not indigence 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 pattern of producing documents that are fit-for-purpose 2. 1 give away 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 intend for and so that it meets the companion standards. To do this you need to make sure that the document is readable, is stainless on details and enhances the organisations reputation. 2.2 cite 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 assistants overcompensates for providing information to colleagues close to companies have a certain field of operations 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 soundbox with documents. 1. Know the procedures to be followed when producing documents 1.1 let out reasons for agreeing the pur pose, content, layout, quality standards and deadlines for the production of document Reasons may take on ensuring the correct format is used for the type of document being 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 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 project should be finished by.Efficiency Makes the company look more professional and organised. Repetition Doing steady-going 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 accuracy and correctness, and the purpose of doing so Ways of checking finished documents are by us ing the spell and grammar stop 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 forever and a day check that money, date, name and process details are all correct because if the address or money are false someone wrong could be get a lot or not enough money 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 defense procedures when preparing documents You will be observing the information Protection Act (1998) and policies and procedures of the organisation, this covers, Secure stock of documents Who should have access This is to avoid, Loss of personal dataDamage to the business quest 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 disciplinal actions Medical/Insurance records Litigation documents Forms providing requirement contacts Wage forms The information in a personnel file should be private and should have log ins to get into if deliver onto a computer or salvage in locked files and the only people that need access to it for wages etc, will have a key 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 pertinent information being communicated. Letter Printed on company header paper, listing reference, date, name, address, and subject, garner content, from, signature, name and job title. Also if the earn is confidential this must be stated. Report entitle, Introduction, Body 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 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 occasion 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. wee document. Check document.