Principles of Managing Information and Producing Documents

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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.

We use databases to manage our customers and our portfolio.
Our External sales people use mobile information technology to keep up to date with emails and to produce quotes when out on the road.

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

The benefit of IT for work tasks is the ease of communication. Many attendees at a meeting may be invited quickly in one go rather than people having to be called individually. Quotes and brochures may be easily sent via email to prospective customers. Everyone who works for the business can access notes and information on customers via databases. The internet can be used to quickly find information by staff.

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 information is to ensure the research that is completed is correct and complete. It allows the person/people conducting the research to be fully briefed before beginning saving time and money as their research will be correctly targeted. If there are not specific objectives and deadlines the researchers may research the wrong thing or take too long to complete the given task which is a waste of time and money and may end up with useless end results and having to start the research from scratch.

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

A clear brief detailing not only what information is required but also how it is to be presented and to who and when is important. It will form the basis of the type of research that is conducted as well as give time frames for when the information is required. Knowing how and when the information is to be relayed and ensure targeted research and effective presentation of the facts. Research and presentation would differ if you were researching for a novice who knows nothing about a subject to an expert who needs facts and figures. The document which forms the basis for the research must be up to date and correct and the reasons behind the requirement must be clearly stated. Once the information collected from the research has begun to be collated the information must be organised, either electronically or in paper records, clearly marked with what it is. This will make the information easily useable for the person who it is intended for. This could be alphabetically or numerically depending on the information itself.

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.

For paper based information that usually arrives by post we would scan the document(s) straight onto our database system and mark it to the relevant customer’s record. The information is usually of a sensitive nature and as such requires us to follow the data protection act carefully. Lease documents are filed into a locked filing system within a secure room in our offices which only people who need access to are able to enter. There is a keypad entry and files which are to be removed are signed in and out using a register. Lease documents are kept on site for the entirety of the lease period; once the lease is over they are moved to another secure location and are kept in paper format for 7 years. After the seven...
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