BSBITU211

Produce digital text documents

Topic 3: Finalise documents
Finalise documents
• Thoroughly check and proofread a document before distributing it.
• This helps to ensure the correct message and corporate image are
being delivered to the appropriate people.
Prepare documents within time lines and
requirements
• Time lines need to be agreed
with internal/external
customers.
• What time lines are relevant in
your organisation?
• How can you find out what
these time lines are?
Editing and proofreading

Create a checklist which

helps you check:
• spelling
• grammar
• style
• numerical data.
Accuracy of information
Check all information including:
• name and address details
• product information and pricing
• dates
• spelling
• reference details (e.g. previous correspondence)
• document-specific facts (e.g. name of legislation and required action
for the reader to take).
Printing documents
Practise previewing and printing your document.
Data security

• Why is data security important?

• What are some of the ways you can ensure security of
the data?
Create a document to be used by previous
versions of Word
• What should you do if you are using Microsoft 2016 and you need to
send a document to somebody who may be using Microsoft Word 97-
2013?
• Why may you need to do this?
Name, store and close documents
Find out:
• how to correctly name your document
• where and how to save your document
• your organisation’s folder structure and naming standards
• how to save the document in a shared directory
• how to close the application safely
• how to view the document’s properties.
Back up files

• Many organisations have set

procedures for backing up files.
• What are your organisation’s
back-up procedures? Who is
responsible for this?
Hard-copy storage

• Discuss your organisation’s hard-copy storage system.

• How is the system kept up to date?
Close applications
• Work on one document at a time.
• Lock unattended workstations.
• Protect against viruses and software bugs.
• Understand signs of computer malfunction.
• Know application exit procedures.