Business and Administration

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 youve 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: Jon Wilson

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 Question 1 Page 1
be used for work tasks

1.2 Outline the benefits of using information technology for Question 2 Page 1
work tasks

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. [1.1]

Two types of information technology that I have used in the past are e-mail and
Microsoft word.
Email was used to send and receive documents containing anything from stock
orders to staff memos.
Microsoft word was used to create documents of all types for many uses within the
company

2. What are the benefits to businesses (and others) of using information technology
for doing work tasks? [1.2]

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The benefits to businesses using information technology for doing work tasks are. It
can greatly improve the efficiency of staff members enabling them to get work
completed a lot faster and more accurately.
Computers can store large amounts of data securely and enable you to send and
receive data at the touch of a button.
Computers allow a business to research, purchase and hire all from the same
platform making I.T. the one of the most valuable tools at its disposal.

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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 Question 1 Page 2
for researching information

2.2 Identify different ways of researching, organising and Question 2 Page 2

reporting information
2.3 Describe procedures to be followed for archiving, retrieving Question 3a Page 3
and deleting information, including legal requirements, if Question 3b Page 3
required
2.4 Explain why confidentiality is critical when managing Question 4 Page 3
information

1. Explain the purpose of agreeing objectives and deadlines when researching

information. [2.1]

If possible, refer to specific examples from research tasks you have worked on to
support your answer.

Setting objectives and deadlines work hand in hand, the objectives are
important so that you are aware of the information that is required. This saves
time resources. So that you only focus on what is required making it easier for
you to meet your deadlines.
Deadlines are set in place to help you too complete a task within a certain
time frame. Make sure that you know exactly what information is required and
how it is to be presented. If you find that you are not going to meet the
required deadline, you should speak to your supervisor and inform him/her.
This is because if a deadline is missed it can effect other departments down
the line and may be the cause of costly consequences.

2. Identify the different ways of researching, organising and reporting information.

[2.2]

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Firstly the researcher will need to outline what exactly it is that they are intending to
research. Clear objectives, bullet points of the areas that will need to be researched
should be drawn up prior to proceeding. These should be written or included within a
Word document or journal so the researcher can expand on any such bullet points.
The researcher should also add caution to ensure that any information being
researched is up to date and accurate.

Organising the research can be in any format that assists the individual. This can be
the use of Microsoft Word. Looking at an introduction that outlines what's the
research is about, the core of the work, followed by a conclusion and bibliography of
how the research was accumulated and resources should be included. An outline
app whether online or computer based may be useful to organise the ongoing work
when putting together the research document.

In terms of reporting, again a multitude of platforms can be used. Hard copies can be
delivered to individuals; this may be useful for reading when online accessibility is
not available. In addition individuals can make notes against key messages within
the research. Additionally it can also be distributed amongst groups of people, at
speed, and conveniently via email.

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. [2.3]

Company information prioritised from, the most important documentation to

information that may not be imperative to a business should be determined prior to
archiving, retrieving or deleting information.

Important documentation can be stored both in the cloud, with hard copies to back
up should such data be lost or systems go down or not accessible. Information that
is important to the business, yet classed non-essential should also be stored.

However documentation that may be sensitive to a business but should not be kept,
say no longer, than five years for example, may include client documentation or
associated details. These should be shredded by management or a professional
company who specialise in destroying documentation.

Electronic storage systems such as cloud based solutions offer convenience.

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Various solutions offer flexible capacity for documentation. The information should be
organised whether by category, date, or based on the information contained within.
An advantage for cloud based storage is that it can be accessible on numerous
platforms and made accessible by people with associated privileged rights
designated to view the information.

For manual accessibility of information and documentation especially when sensitive

information is concerned, this should be controlled by senior staff or directors.
Viewed information should be signed in and out ensuring sensitive documentation
and private contents are returned and only accessible to essential key staff only.

In addition employees who need access to sensitive information should sign

restricted covenant clauses which form contracts of employment stipulating that
individuals cannot disclose, reveal, or share sensitive information with suppliers,
customers or indeed competitors during or after the employment period.

3b) When following the procedures outlined in Question 3a above, are there any
legal requirements to consider? [2.3]

The sensitive information especially when it comes to client and customer

information and date. Information contained within documentation may stipulate
sensitive or indeed private details about a customer. If such information is viewed by
individuals who have no rights to the information then this may well be a breach of
confidentiality. In addition if an employee discloses the information to a third party
without consent then again this may be classed as a breach of confidentially.

4. Why is confidentiality critical when managing information? [2.4]

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Respect for both employee and client confidentiality is essential in a business. If an

employee discloses confidential information to their employer then they will expect
the information to be kept confidential as failure to do so do may impact employee
productivity whilst possibly leaving the business exposed to possible litigation in the
form of an employment tribunal.

Maintaining confidential information may well provide a business with a competitive

edge, trust can very much form a fundamental reason why other businesses will
chose to do business with you

Legal Requirement
This means that a Company must comply fully with the legislation of the Data
Protection Act of 1998. Or the content of any legally enforceable contracts. I.e. any
non-disclosure clauses.

Commercial Requirements

This means that a Company must keep any confidential information a secret, If not it
could cause the Company to be seen to have a lack of competence. This can be felt
both internally and externally.

Moral Requirements

We all have a moral obligation to respect peoples privacy and confidentiality and it is
no different in business. However, in business if this is broken it could lead to serious
repercussions and the loss of business.

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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- Question 1 Page 4
purpose

3.2 Describe different types and styles of documents and Question 2 Page 4
when they are used

1. Identify at least two reasons for producing documents that are fit for purpose. [3.1]

Providing contracts of employment and employee handbooks serve numerous

purposes. Firstly, they outline the terms and conditions of employment
stipulating hours of work, pay, the working premises and what is expected of
the employee along with terms and conditions of employment. Furthermore
the documentation also helps the employee settle into work and answers any
questions a new employee may have.

Printing documentation also contain relevant documentation that both internal

and external clients and staff can refer to. For example, communication to
external clients may contain information that they will need to reference or
distribute to their own client base. Documentation can be viewed at any time
without the need of computers, email or internet based tools and notes can be
made against any key elements of the documentation.

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

Email with information or a certain
Email. message whether to staff, suppliers,
clients or customers.

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Employee handbook.
Letters.
Terms and conditions of employment.
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To outline what is expected of the
employee, rules in place, employee
rights and definition of working terms
relevant to the job.
Letters can be used to portray a
message, offer a job, or indeed stress
importance. Again can be used to clients,
suppliers, potential clients or staff.
Defines the terms relating to the job that
includes, hours, pay, holiday entitlement,
place of work, etc.
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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, Question 1 Page 5
quality standards and deadlines for the production of
documents
4.2 Describe ways of checking finished documents for Question 2 Page 5
accuracy and correctness, and the purpose of doing so
4.3 Explain the purpose of confidentiality and data protection Question 3 Page 6
procedures when preparing documents

4.4 Compare different types of documents that may be Question 4a Page 6

produced from notes and the formats to be followed

4.5 Explain the procedures to be followed when preparing text Question 4b Page 6
from notes

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 many reasons for agreeing on purpose content for the production of
documents and they are as follows;
One of them is to make sure you fully understand what the document needs
to contain, this is so you do not make multiple mistakes that render the
document completely wrong and useless.
There is also the reason of agreeing on a layout that is clear enough that
everyone is able to understand what it says and also to make sure that it is in
the correct format.
Another reason for agreeing on quality standards are that you will need to
know who and what the document is for; for instance, if its for a production
worker then the agreed standard doesnt need to be set as high as if it were
for a manager.
Finally, you need to be as fully aware as anyone else who is working on the
document and when it needs to be finished.

2. Businesses will spend time checking finished documents for accuracy and
correctness. [4.2]

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a) How is this done?

This can be done in the form of proof reading whether it is by management or an
external organisation. One can also utilise Word if the document is being drawn
up on the computer, which will help outline errors and suggest grammar changes.

b) Why is this done?

The accuracy of a document is important in ensuring that it portrays the right
message. This is important especially if the document is being used internally, in
the form of a memo to communicate a message. However if the documentation is
being used externally by a client then it is important that there are no errors such
as spelling or grammar as this can portray negatively and tarnish the reputation of
the business.

3. Explain the purpose of following confidentiality and data protection procedures

when preparing documents. [4.3]

All businesses have to follow a code of ethics, and should have procedures clearly
set in place when producing documents or data. This means that they should respect
confidentiality. If a customer feels that this is not the case they would not be willing to
give them their business. This relates to confidentiality in their business dealings with
regards to customer data and also the confidentiality of their employees details.
The Data Protection Act 1998 refers to any information that is required to process or
fill up by recording the forms of filling system. There are eight protection principles
included in this, they are:

Processed fairly and lawfully

Processed for limited purposes
Adequate, relevant and not excessive
Accurate and up to date
Not kept for longer than is necessary
Processed in line with the rights of individuals
Secure
Not transferred to other countries without adequate protection.

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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]

We can produce all kinds of documents from notes such as:

Standard word documents: Use for the creation of most documents such as letters,
memos, minutes, etc.
Spreadsheets: A spreadsheet is an interactive computer application for
organization, analysis and storage of data in tabular form.
Slide Show: A slide show is an on-screen presentation of information or ideas
presented on slides. A slide show enforces the ideas, comments, solution or
suggestions presented in the slide.
Memos: A memo is a short note to someone else in the same organisation. It can be
sent by email, handwritten or printed out and delivered by hand. Memos are usually
informal in style, but most organisations have a set format to ensure that essential
information is not missed out, such as subject, date, senders name and contact
details.

b) Explain the procedures to be followed when preparing text from notes. [4.5]

Once notes have been taken, the author is ready to produce the required
document. There are some simple steps to follow if the best document
possible is to be produced.
First we must know what the purpose of note taking is. Then what is the
specified format for the document that is being produced.
Make sure the notes are clear and easy to understand and if the required
amount of detail is available. Last we must confirm the accuracy of the
material and make sure we known where the final copy will be stored.

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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