Business & Administration Level 2 Unit 3

Topics: Data Protection Act 1998, Confidentiality, Need Pages: 7 (1544 words) Published: January 29, 2014

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.

Spreadsheets
Database
Word processing

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

The IT allows us to process a greater level of work in a shorter period of time, which leads to business being more efficient and productive. When using IT for completing administrations tasks it allows us to correct and amend documents efficiently with no need to start the document from the scratch. It also allows us to change layout and look of document right away. One of the benefits of information technology is also the capability to store a large amount of information.

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.

The purpose of agreeing of objectives is important for researcher to understand what information he needs for completing the research in the sufficient way. It will also help him understand what specific questions he needs to ask and the level of details he needs for completing research. Without agreeing the deadline of research the researcher would not know when to complete the research and that researcher would not get all the needed information on time and the research could not be completed right.

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

Research:
We need to understand what information we will need for research We need to identify how we will collect information (telephone, focus groups, internet) We need to identify the source where we will find out the information for research If using documents for research we need to make sure that the documents are the updated as so we need to get the current information and we need to read those documents carefully

Organise:
We need to identify if we will store the information on paper or electronically We need identify the way how to store the information to make it easy for researcher to find information the needed information. It could be organise alphabetically or numerically

Reporting:
Verbal presentation
Email/fax
Formal/informal report
Business letter
Text

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.

If information was written on paper it will be stored in the locked cabinet. Electronic information would be kept on the computer in the special file. Information about employees of the company were sent and stored in our central HR. We could retrieve the information from locked cabinet under control of the administration assistant of company and only manager where able to get these information or we could retrieve them from the computer using our own logins. If information needed about employee we would need to ring our central HR and after security questions we could retrieve needed information. When deleting information from locked cabinet we would use the shredder and put it in the box used only for confidential documents.

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

When archiving we need to comply with the Data Protection Act 1998 to protect people’s privacy when storing information about individuals. There is Retention period law which define how long some data must be...
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