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: Simeon Campbell.
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. When completing business tasks, the main types of information technology that I use are Microsoft office word, to draw up memos and reports I also use Microsoft Office Word on a daily basis to do my assessments and type my novel that I’m currently working on. Another type of information technology I also use on a daily basis is Vision2Learn learner portal.
As my college is 3hours away from where i live, its easier to study at home and communicate with my tutor. The easy links allows me to upload and send my assessments to her without delay and confusion of not receiving it. It also has a email feature which is linked directly to her, so we can update each other on my progress and if I need extra help and support on a question. 2. What are the benefits to businesses (and others) of using information technology for doing work tasks? The benefits to businesses using information technology for doing work tasks is that it makes work time more efficient.
For example sending and receiving emails, minimises the time of sending a letter unless it is important. Managers are able to send out information about meetings and up-coming events in one go rather than individually. Work that is typed up can be corrected quickly and effectively, businesses are also able to create and update databases without re-doing it from scratch as it can be saved in multiple places. 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. Why is it important that you know what you are required to research and having a date to have the research completed by? It’s important and vital to have a purpose of agreeing objectives and deadlines, as this will outline exactly what you need to do, you will also be able to produce the relevant information required for the task you have been given. Having a deadline enables you to complete a task quickly and efficiently giving you time to look over and check mistakes for grammar and punctuation.
If we didn’t have deadlines and objectives, I wouldn’t know what I am doing and giving information that is not relevant for the question. I would also have a million uncompleted tasks that would be sitting down catching dust if I didn’t have a deadline for my coursework or projects. 2. Identify the different ways of researching, organising and reporting information. The different ways of researching information is by using search engines. The most popular search engine I use is Google; there are also other search engines such as Yahoo and Bing.
You could also use your local library to collect researchable information. Magazines and reference sites also play a suitable role for gathering information. The way I organise information is by bookmarking key points and highlighting the parts i need for reference. I also make a checklist of what I need to follow so that I am doing it in the correct order. I am able to report the information I have gathered by making a brief report using Microsoft Office Word. I am also able to produce my reported information by making slideshow presentations on Microsoft Office PowerPoint.
This would be more efficient and beneficial if I had to present this information in a meeting. Another fact you have to take into consideration is that the document and the information you are researching is up to date and that the information is valid. This will ensure there are no mistakes with the documents you produce. 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 organising information that needs to be archived, you firstly need to sort through them putting the most important in one pile and least important in another pile. After finishing sorting the paper based information, you then store them in their own personal boxes and put into a locked cabinet away from unauthorised personnel. Sorting electronic based information, it’s roughly the same process. To do this electronically, you have to make a folder with a name marked ‘Information to be achieved ’, after doing this you can select the information you wish to be achieved.
Depending on what software you are using the option to automatically archive is normally visible. Paper based information retrieval, is done after all the files have been sorted and put into their correct place. A colleague can then go to the marked boxes which are all in alphabetical order and select the file they want. Usually to do this you would need access if it’s in a locked room and to sign in and out. However this is done differently if you are retrieving information electronically. You can do this by going into the database and searching for the file you want, which should have a specific code/ reference number on it.
Deleting information is simple as all information that needs to be removed is shredded if it is paper based information. This is usually done in the office and then emptied. Deleting electronic information is done by having a list of what files need to be removed and deleted. You can do this by highlighting the file and clicking the delete button. This will send the file to the recycling bin which is then checked by management so that important files are not deleted. 3b) When following the procedures outlined in Question 3a above, are there any legal requirements to consider?
The legal requirements that are needed to be taken into consideration are the Data Protection Act 1998. This is in place so secure the amount of information a company is allowed to keep on any one person. This is aimed to protect everyone’s privacy. Another legal requirement is Retention Periods. Retention periods are a law that specifies the length of time records should be held and kept. The maximum length for this is 3-5years. If files are saved within the NHS and medical services there is a law in place called Industry Specific Legal Requirements.
This is in place to ensure managers keep strict to patient confidentiality. All businesses must carefully consider the way information is managed. The requirement to keep important records AND respect the privacy of people places considerable responsibility on businesses and organisations. Failure to get it right may result in the business breaking the law. 4. Why is confidentiality critical when managing information? When managing information, confidentiality is important to keep safe, the reasons below highlight the specific reasons as to why: 1.
Legal requirements, including complying with legislation such as the Data Protection Act or the content of legally enforceable contracts. 2. Commercial requirements, such as keeping confidential information secret. A lack of confidentiality can show a lack of competence and/or trust. 3. Moral requirements. There is a strong moral obligation to respect people’s privacy and confidentiality. If this is broken then people will withhold information and lack trust. 4. People need to know what they can and cannot access and the repercussions that may follow if confidence and trust are broken.
The different levels of confidentiality are separated into 4 categories. These are: Confidential Contracts are contractual agreements between the business and staff / customers / suppliers are likely to include information that parties would like to keep private. In many contracts there are non-disclosure clauses which specify that certain information must not be disclosed to third parties and competitors. Confidential Negotiations these may be internal negotiations (e. g. between managers and unions) or external negotiations (e. g. negotiating with suppliers/customers/buyers).
Information at the heart of negotiations is highly sensitive and could be damaging to one or more parties if it were to be leaked. Business Secrets is many organisations that are successful because they have commercially sensitive secrets. For example, KFC and Coca Cola have closely guarded recipes that they want to keep under wraps. Internally sensitive contracts If a business is planning a restructuring operation or substantial changes there may be options to consider. If this information were to become known it may be very disruptive and unsettling for the organisation.
Confidentiality is critical when managing information because not all files are to be accessed by everyone. Under the Data Protection Act 1998, all files that are marked confidential should be stored safely away so that no unauthorised personnel can get access to it. Only a select few should be able to access these files to protect the interests of the customers/clients. This protects other competitors from finding out information about your clients and who you work with, as this will give them an opportunity to steal customers and make growth to their business.
For example food chain franchises like KFC, McDonalds, Burger King and Subway have to keep their ingredients and recipes secret to maintain the growth of their business this will keep them unique and others guessing why their food is so gooood. Confidentiality contracts, keeps third parties from gaining access to critical information. A lack of confidentiality can show a lack of competence and/or trust within a business leaving the customers feeling slightly sceptical as to where their information is being used. 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. One reason for having documents fit for purpose is that if a specific type of document is not up to the clients/customers standards it could have a negative feedback on the efficiency of the business. That is why it is always good to have important documents checked over to make sure there are no mistakes and that it follows the specific guidelines. Another reason to make sure documents are fit for purpose is to, protect the company’s reputation. Documents with poor standards of layout and errors, could give a bad impression of the company.
This disadvantage may mean that business is lost to competitors. 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 | |Business Letter |Used by external customers, alongside a posted brochure or | | |quotations | | | | | |Emails are informal documents that could be used internally and | |Email |externally. They are used to send general business information such | | |as promotions and deals of the week.
They also have the feature to | | |attach documents which is quicker than post if dealing with someone | | |abroad. | |Memos |Used to give employees instructions/request feedback/inform of small| | |changes to policy. Memos are also used to give short bullet | | |points/small amounts of information to internal customers. | |Notes |Notes are informal pieces of paper that you could quickly write down| | |a name and number which saves time and resources of paper. | | | | Section 4 – Know the procedures to be followed when producing documents 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? In most organisations, time is taken to agree the purpose, content, layout, quality standards and deadlines for the production of documents. The reasons that follow for doing this level of planning, Is that it ensures that there is a standard document template for people to follow to keep company documents consistent. It also ensures that documents are checked thoroughly before leaving the business and sent to suppliers or customers.
One benefit of this is that it keeps the corporate theme running through all external documents. The purpose can help a document move towards a positive outcome of the desired objective, failure to do so can result in resources being wasted along with time and effort. This will leave projects being failed as the documents dismiss the key points. The purpose of agreeing quality standards is that it allows customers to outline a specific key output measures. This also ensures that words are spelt accurately and the word count kept within its boundaries.
If this is not met the customer may feel the document was not produced up to scratch and also leaving the customer unsure of the detail of the document. The purpose of agreeing deadlines is that it aids the efficient use of time and resources. The supplier is able to arrange his / her work in a way that delivers to the deadline. If this is not met the customer will have delayed documents. Without an adequate deadline the person producing the document may rush it or do other things first when they should not do so. The purpose of agreeing content and layout is that content provides the information needed to get the work done.
If this is not taking into consideration, some or all of the information may be irrelevant. Some or all of the information that is needed may be absent. The ability to deliver outcomes is undermined. However the purpose of layout allows customers to readily access the information as long as it is presented in logical steps. Failure to do so can result in the customer finding it difficult to follow what is being said and to find the required information as promptly as required. 2. Businesses will spend time checking finished documents for accuracy and correctness. a) How is this done?
This is done by having a final draft copy produced of the document for checking. Having a draft copy of the document specification to hand ensures its fit with company guidelines. It may also be necessary to have the specification that was agreed between supplier and customer to check that the correct information has been delivered. The document can then be checked against these two specifications making sure spelling and grammar is correct. The person who created the document first is likely to have done this to ensure that they have done what was asked of them.
It is then helpful to have another person check over the document as they may notice things the person who created the document may not. Spelling and grammar checks can be made using a word processor but this may not pick up every mistake as some spelling mistakes can also be words in their own right example who and how. b) Why is this done? This is done to ensure that the document is fulfilling the criteria to which it was requested. It is also done to ensure documents that are leaving a company is correct with no spelling or grammatical mistakes which can have a negative look, on the company and lose them business. 3.
Explain the purpose of following confidentiality and data protection procedures when preparing documents. The purpose of following confidentiality and data protection procedures when preparing documents are to ensure that any confidential information within the document is available to only those that need to be informed of it. There should be procedures in place which say who can and who can’t have access to documents and these need to be fail safe to ensure that only those who need to be involved have access to the information. The procedures should cover how documents containing sensitive information should be protected.
The purpose is to not let others access or see private and confidential data it protects the building, employees and information. The data protection act requires businesses to handle personal information held on individuals within certain principles as listed below: 1. it must be fairly and lawfully processed 2. It must be processed of limited purposes 3. The information held must be adequate, relevant and not excessive 4. Details should be accurate and up to date 5. Personal info should not be kept for longer than necessary 6. Personal info should always be secure 7.
Personal documents should be processed in line with individual rights 8. Personal information should not be transferred or sent to other countries without protection The purpose of following confidentiality and data protection procedures when preparing documents are to ensure that any confidential information within the document is available to only those that need to be informed of it. There should be procedures in place which say who can and who can’t have access to documents and these need to be fail safe to ensure that only those who need to be involved have access to the information.
The procedures should cover how documents containing sensitive information should be protected 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. Notes can be used to create various documents including business letters and business reports. A business letter should be set out as follows: • Salutation – Mr/Mrs/Miss/Rev etc • You can include a head line if you want to – this is optional.
• Credibility statement – This gives the reader information on you and why they should read the letter and consider its information • You can include a how and why statement – if you are proposing a product or service you may want to highlight special information about them – this is optional. • Benefits for your target audience – useful to have but again this is optional. • Follow up or action statement – This allows the reader to know what will happen after the letter i. e. a phone call to book a meeting. • Sign off – Yours Sincerely/Faithfully and your specific contact details.
• PS Statement – This can include useful information that is not necessarily needed in the main body of the letter. This is optional. The notes needed to create this letter may have come from a meeting’s minutes or a mind mapping session. They may also be from one or multiple people’s ideas/notes on a particular topic. A business letter should be used to transfer information that is not too much as it can lose its effectiveness. A business report should be set out as follows: • Title, author, date of the report • Contents page to show what is in the report
• Introduction and aim or scope of report • Executive summary (maximum of 1-2 pages containing main points of evidence, recommendations and outcomes) • Background to the report • Implications/issues/opportunities/threats, with referenced facts and figures • Solutions • Recommendations with actions, values and costs • Appendices (figures, additional information) • Optional bibliography and acknowledgements Again, the notes needed to create a report may come from minutes or research into the subject.
A report is usually used to transfer a lot of information in a sensible to interpret format which allows for the critique of the information the report is about. A report can be formal or informal depending on the intended recipient. b) Explain the procedures to be followed when preparing text from notes. Notes don’t tend to be of full sentences they are mainly used to cover topics with key points of information, including key dates and times and names. It also helps when taking notes to understand what they will be used for and have an understanding of the specific format of the document that will be produced from them.
Notes should always be taken so they are easy to understand and clear so that they can be made into the new document easily. They should be detailed enough for the end document to be produced from them. If you are producing a document based on the material within the notes it should be checked and confirmed as correct. Knowing where the final copy of the document will be stored will assist in the production of it. Once you have completed all 4 Sections of this Assessment, go to www. vision2learn. com and send your work to your tutor for marking.