Understand how to manage electronic and paper-based information free essay sample

Assessment You should use this file to complete your Assessment. †¢The first thing you need to do is save a copy of this document, either onto your computer or a disk †¢Then work through your Assessment, remembering to save your work regularly †¢When you’ve finished, print out a copy to keep for reference †¢Then, go to www. vision2learn. com and send your completed Assessment to your tutor via your My Study area – make sure it is clearly marked with your name, the course title and the Unit and Assessment number. Please note that this Assessment document has 5 pages and is made up of 4 Sections. Name: ben brady 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. We will write a custom essay sample on Understand how to manage electronic and paper-based information or any similar topic specifically for you Do Not WasteYour Time HIRE WRITER Only 13.90 / page internet printers 2. What are the benefits to businesses (and others) of using information technology for doing work tasks? work gets done faster and more efficient, makes communication easier and more productive. 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 objectives and deadlines when researching, is to make sure the all the needed information is collected on time. 2. Identify the different ways of researching, organising and reporting information. research: internet, library, customer surveys organising: prioritising information, filing information reporting: through presentation or a written report 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. paper work which is no longer needed gets shredded paper work which might be needed at a later date gets filed in the bottom half of filing cabinet. paper work which is needed is left either in a locked draw for easy access or put in the top draw of the filing cabinet. electronic information which is no longer needed gets deleted. electronic information which might be used again gets achieved to the server. electronic information which is been used gets stored on local computer which is password protected. when leaving the computer even for just 5 minutes, the computer has to be locked. 3b) When following the procedures outlined in Question 3a above, are there any legal requirements to consider? due to data protection, the workplace needs to be secure, and the way we dispose of data needs to be adequate enough so it cannot be retrieved by any unauthorised persons. 4. Why is confidentiality critical when managing information? if information got into the wrong hands, it could be used to commit crime, or give competitors inside information to what the company is doing. it is also a legislation that a persons personal details be kept secure. Section 3 – Understand the purpose of producing documents that are fit for purpose 1. Identify at least two reasons for producing documents that are fit for purpose. 1. it meets the company standards. 2. it has all the required information which needs to be there. 3. it is suitable for the people who are going to read it. 2. Use the table below to describe some of the different types and styles of documents that are produced in a business environment, and then explain when these different options may be used. DocumentsWhen they are used Emails To update customers orders, to get information to someone fast. or send attachments, files ect. Letters To appologise about an error Reports When none personal information needs to be given. Section 4 – Know the procedures to be followed when producing documents 1. In most organisations, time is taken to agree the purpose, content, layout, quality standards and deadlines for the production of documents. What are the reasons for doing this level of planning? to make sure proper format and sometimes correct template is used for the type of document being written. 2. Businesses will spend time checking finished documents for accuracy and correctness. a)How is this done? using spell check and grammar check in word documents to ensure accuracy. b)Why is this done? to ensure a professional error free and easy to read document is produced. 3. Explain the purpose of following confidentiality and data protection procedures when preparing documents. it is to ensure confidential and sensitive information is only sent to and read by them who it is intended. 4. In business environments, there is often a requirement to use notes as the basis for text and documents. a)Compare the different types of documents that can be produced from notes and include a description of the format of each document. notes from conversations, over phone or meetings. b)Explain the procedures to be followed when preparing text from notes. Once you have completed all 4 Sections of this Assessment, go to www. vision2learn. com and send your work to your tutor for marking.