Unit 3

Topics: Computer file, File folder, Data Protection Act 1998 Pages: 12 (4205 words) Published: August 15, 2013
Please note that this Assessment document has 5 pages and is made up of 4 Sections.

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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.

Social Media – in motor insurance, there are a lot of claims that are filed that are suspected to be fraudulent. These cases are either assigned to agents who work from home or in other offices around the country. They would send a friend request on sites such as Facebook or MySpace. If the client has said that they have limited use of their legs or if they've advised that their psycho-social behaviour has been affected, but has posted pictures of themselves at parties or public events without the use of walking aids and obviously enjoying themselves, the claim can be denied. In the event of investigation after payment, the client can face being fined or possible prison time. Telecommunications Systems – in banking, when clients must be alerted of certain activities, they are sent an SMS via the internet. It may be that they are advising the client of a new product, or that the internet banking facilities will be unavailable on a certain between certain hours. As texts are sent and received in what's considered real time, there will be a 90% chance of the clients reading the message right away, as opposed to receiving a letter in the post or by email. SMS can also be used to send short surveys to clients requesting feedback about a recent call or service. At no cost to client, most of the surveys are completed as they are not as personal as a phone call. In any event, sending and SMS over the internet is not time consuming and very cost effective.

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

When using software such as Microsoft Office, which includes programs such as Word, Excel and Outlook, businesses can run more effectively and efficiently. Microsoft Word is beneficial in the creation of reports and letters with a spelling and grammar check application, Microsoft Excel is beneficial in the creation of spreadsheets with precise calculations and Microsoft Outlook is beneficial when sending and receiving emails. With these programs, information can be presented in a format appropriate to the audience and purpose. Templates can be created, which can provide uniformity and hence a more professional look for the company. This would also save time for the user sending out the documents. Telephonic systems are also beneficial in a business environment. Not only is it useful in sending faxes where appropriate, but also when arranging conference calls. This is a very smart method of hosting a meeting as no travel costs are incurred by either side, whether business to business or business to client. It's also more convenient in the event a meeting must called urgently. Using data storage media is also another way information technology reigns in the business arena. Instead of placing files and other documents in cabinets, they can be placed on CDs and USBs. Not only are these documents more cost effective by not having to purchase filing cabinets and finding the adequate space, but they make file management and file sharing easier. If on a USB and a file has to be sent to an office in a different location, it can be sent via email. If on a CD, it will still be cheaper to send by post, than having to send an actual bulky file.

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.

When embarking on a research, it is essential to know precisely what...
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