Unit title: Principles of managing information and producing documents 1. Understand the purpose of information technology in a business environment 1.1 Identify different types of information technology that may be used for work tasks Types of technology that could be used to do tasks at work are computer software like: Microsoft Word which is software used to create documents
Excel is software that can be used for storing and organising data. Publisher is software which is used to create almost anything from documents to greeting cards. Could also use a fax machine, telephone and send emails.
1.2 Outline the benefits of using information technology for work tasks The benefits of using technology for work tasks include:
Speed – A computer can search through files and records quickly to find the information you require. It can also make it quicker and easier to change a mistake. Editing – If you hand write documents if there was a mistake you would have to retype from scratch, but on the computer documents can be easily amended. Quality – On the computer there are many tools that make the quality of a document better like spell and grammar check, templates, different fonts and emboldening, borders, bullet points or numbering and all them enable high quality documents to be produced. Access – On a computer you can control who gets access to the documents because you can just send it to certain people or if you have a password on the computer it restricts who can get on.
1. Understand how to manage electronic and paper based information 1.1 Explain the purpose of agreeing objectives and deadline for researching information The purpose of agreeing objectives and deadlines is to ensure that you collect all the needed information to complete the task given and you will have a correct date to finish it by. You will also know what sort of resources to use to collect the data because depending on what you’re looking for something’s could be copy righted which you cannot use because it’s illegal.
1.2 Identify different ways of researching, organising and reporting information Different sources of research are:
Paper-based like libraries and newspapers.
Technological which is internet, CD/DVDS and television.
Asking people which is primary research and gathering research yourself is secondary. To organize information you could:
Organise informations according to relevance.
Put it in numeric or alphabetical order.
Keep it in date order.
Different ways of Filing information:
To report information means keep a log of your information and its sources. First you should plan a report and know what the purpose is for it, then find the data you need to write a report, should then produce a draft and check everything you need is there and then finalise your report and checking it again.
1.1 Describe procedures to be followed for archiving, retrieving and deleting information, including legal requirements, if required Electronic and paper-based methods:
Out guide/Absent cards – Are used when someone removes a file from the shelf and they will insert an out guide in its place which will say which file has been taken and who has taken it. Cross Referencing – So if input onto the computer with a number you can find the original in the files. File retention polices – A company has to keep certain documents for a certain amount of time. Indexing – To keeping a list of names or subjects with references to the pages so able to find when needing the original copy from a file.
You can store information on a hard drive inside your pc, you can save it onto a CD/DVD or a memory stick.
You can keep data safe by having a password on everything that needs to be kept private, and could have locked away in a certain order in some unit cabinets so only certain people can get in and see the information. The best way to dispose important and personal data is to shred it.
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