Professional Documents
Culture Documents
2011 E.C
1.1 Explain the different resources required to produce high quality and
attractive documents?
Resources you might need to produce high quality and attractive document are
For Production
1. A high quality photocopier and photocopier user so that you get a neat and clear print
2. A high quality printer for quality print outs
3. Scanner, so that you are able to scan documents in their original form.
4. Computer to process and operate all the above machines
5. High quality software i.e. Microsoft Word for word processing
6. A capable or qualified typist to produce the document so that the document is prepared in the
required format and layout
1.3 What are the benefits of agreeing the purpose, content, style, and
deadlines for the production of documents?
All documents
are written to a specific audience;
have a consistent message
should have information in the document that is easy to access, clear, accurate, and
readable;
Actually reach the intended audience.
Should reach the intended audience on time
When you write documents or prepare documents, there always has to be a purpose. There also
has to be a certain layout or style for the document depending on the purpose, there will be
deadlines too for the document. So all these aspects have to be taken into account and agreed
with your manager or the organization or the team, whichever is the policy and procedure. This
will decide if the document will be an exact replica of what is required for the organization and
will help you create one with no errors and one that is consistent with the requirements of
audience you reach. So by planning all these well ahead, you finish preparing the document on
time with minimal waste of time and errors.
1.4 Describe the ways of integrating and laying out text and non-text?
Text and non - text can be integrated easily with Microsoft Office Word. Microsoft office word
enables you to insert pictures, graphs, clip art and wrap text around and it helps you to work
around with its different features to get that consistent format. There are a variety of different
features that can be used too. Also there are various other office applications that help with
integrating and laying out text and non-text, for example excel and PowerPoint, help with
integrating text and non-text in spreadsheets and slides. Whichever application is used, the
formatting and other processes have to be done, bearing in mind how you need the output
document to look like.
How would you check completed documents for accuracy, such as spelling and grammar,
punctuation, correctness? Why would you do this?
Most word processors have spell checkers. So as you type anything into a computer it will
constantly be spell checking it. Spell checkers are not totally accurate and also if you type a
different word instead of the one required, spell checker will not identify it. You will need a
dictionary. The spell checker will not have all the words, so you will always have to need to add
new words when you need them in the dictionary. Also words and names that you repeatedly use
1.5 Explain why you would store documents safely and securely. Give
examples of how you would do this?
Important documents whether minor or major have to be stored securely and safely following the
organizations policies and procedures. It can be either digital storage or physical storage
depending on needs and taking into account its confidential nature. Digital storage can be the
organization’s server, drive or flash drives which are all secure. Physical storage can be filing
cabinets. Either way they are stored for future references and hence are important. One has to
also abide by the Data Protection Act.
Files and records should be stored to comply with the regulations to ensure the safety of said
documentation/data and is vital for a business to run smoothly. Information must be securely
stored so it can not be disclosed to third parties without the relative permissions. It is important
because any data that is not secure can be spread all over the internet. Also make sure you save
your work and secure it properly.
Also you should always, save the changes to the document, drawing or spread sheet you are
working on as often as possible- in the event of a power cut or computer crash.
Most businesses rely on electronic data these days and hence it is best to have a good backup
solution. Our organization does back up data every night to its server and possible to external
media wherever necessary to avoid loss of data under unavoidable crashes.
1.6 What is the purpose of confidentiality and data protection when preparing
documents?
The release of personal information can lead to serious consequences. There is probably no more
important aspect of any business than data protection and confidentiality. It helps save the
company, its values, and trust from customers.
Document layout analysis is the union of geometric and logical labeling. It is typically
performed before a document image is sent to an OCR engine, but it can be used also
to detect duplicate copies of the same document in large archives, or to index
documents by their structure or pictorial content.
Popular Q&A
Q: What is the important document design principles for word processing
A: Don't know look for yourself.
Q: What are the Principles of Design?
A: The principles of design help you to create pleasing artwork. Included are balance,
gradation, repetition, contrast, harmony, dominance, and unity.
Q: How to Understand Design Principles
A: Balance Balance in design refers to creating equilibrium using the visual weight
and size of an object, not the actual numerical weight.
Q: What are the principles of good design?
A: There are going to be many different opinions and viewpoints on this, but I usually
defer to Dieter Rams's 10 principles for good design:
3.2 types of documents that may be produced for the business environment
and explain different styles that can be used?
There are many different types of documents that may be produced in a business environment.
These include: fax documents, business cards, memo, agendas, minutes, spreadsheets, analysis
charts, data sheets, letters, slide shows and many more. They all have different purposes and
uses;
Business cards:
These are used to give the customer information on how to contact the company. It can be small
cards.
Fax Document:
3.3 What is the purpose and benefits of producing high quality and attractive
documents?
The documents that you produce for your organization are an image or representation of your
organization. So it automatically creates an impression on the reader about the standards of the
organization and how it values its customers. A good quality document also looks good on the
reader's eyes, and is easy to follow and read.
Good quality documents attract customers and suppliers, thereby increasing the profit for the
organization. It helps with the improvement of various fields and increases creativity in what you
do, which in turn will attract customers. A neatly produced document will have step by step
explanation or plan or statistics of what is asked for and will help identify, manage and monitor
risks. This will in turn help the organization care and be responsible for their customers. Also,
the quality of your documents is a reflection of you.