USE OF DOCUMENTS

SUMMARY

Let’s define what a document is.

A document is a form of information . A document can be put into an electronic form

and stored in a computer as one or more files. Often a single document becomes a single file.
An entire document or individual parts may be treated as individual data items. As files or
data, a document may be part of a database . Electronic Document Management ( EDM )
deals with the management of electronically-stored documents. Sometimes you can collect a
considerable amount of data without asking anyone anything. Document- and records-based
research uses existing data for a study. Attendance records, meeting minutes, and financial
records are just a few examples of this type of research.

Written documents can take many forms and satisfy different purposes. They can
include reports, knowledge-based articles, fliers, reviews, etc. Though differing in style, all
written documents are common in delivering information through text. Creating a written
document can be easy and effective.

So, on the activity that has been given, we are given to present the use of documents.
Which means that, researchers who make use of vital statistics, such as number of
households, birth rates, death rates and marriages find the use of documents and other
existing records available in both private and government offices very economical not only in
terms of cost but also in terms of time and effort. Sometimes you can collect a considerable
amount of data without asking anyone or anything. Document- and records-based research
uses existing data for a study. Examples of documents are sales invoices, wills and deeds,
newspaper issues, individual newspaper stories, oral history recordings, executive orders,
product specifications, attendance records, meeting minutes, and financial records.

The Importance of Documentation

 Documentation is essential to quality and process control.

 Documentation cuts down duplicative work.
 It makes hiring and onboarding so much easier.
 Discover new knowledge
 Create or develop studies
 Can be a comparison
 Using documents and records can be efficient and inexpensive because you’re
predominantly using research that has already been completed as it relies on the compilation
and analysis of existing organisational records, documents and information. However, since
the researcher has less control over the results, documents and records can be an incomplete
data source.

Advantage of using a document

 It reuses existing information, making it often inexpensive and often free.

 The impact on daily routines is minimal.
 Information is typically recorded in real time rather than retrospectively.

Disadvantage of using a document

 You will need patience and work to complete it.

 Documents might be inflexible, incomplete, and inconsistent.
 It could be prone to hidden bias when it comes to information recording.
 There could be outdated information, as well as ethical or confidentiality concerns.

When analysing documents, always remember to ask yourself:

1. Who wrote/created this?

2. When was it written/created?
3. Why was it written/created? What was its original purpose?
4. Who was the original audience?

There are different types of documents that can be used. But upon doing this activity
we perhaps, know that in using the documents we should do it properly, mostly when
collecting and gathering the date data needed. Use of documents shows that it can be exist,
when the researcher cost their time and effort. The use of documents is significant because it
is one of the most important things that a researcher requires in order to finish a work.

There are many reasons why, documentation is important, for example, when the
robber hits the road, documentation will be one of those things that you’ll be glad that you
did. Whether a team member is unexpectedly absent or you aren’t sure how to move forward
with an unfamiliar initiative, those records will be an undeniably handy resource.