Business Administration Level 2Principles of Business Document Production and Information Management

Using IT

Types of software

word processing (used for text production and formatting – letters, reports) spreadsheets (used for manipulation of figures, producing accounts and graphical

representations) database (used to store and query records such as stock, customer records or personnel) presentations software (used to create active presentations) desktop publishing (used to create newsletters and leaflets) email (for communication) internet browser (to enable access to the internet) web editing.

Benefits of using computers to produce documents

speed editing collaborative working quality access security.

How IT speeds up tasks

Most people input their data themselves instead of handwriting or dictating and then sending for typing.

Storing text allows users to copy and paste. Standard paragraphs can be stored and inserted via shortcut keys. Existing text can be copied and repurposed. A computer can search through documents, files and records and quickly find information.

Editing and collaborative working

Information stored can be easily edited, amended and deleted. Files can be accessed and worked on by several people via a network or using the Internet. Documents and files can also be sent to others for editing and their comments and edits

tracked using reviewing tools.

Quality

Spelling and grammar checkers.

Templates to set out letters, reports, minutes. Formatting features such as font styles and emboldening, borders, bullets and numbering. Images, tables, charts and other non-text items can be integrated into documents.

Access and security

Files can easily be accessed by many people via a network. Email and internet mean that people no longer have to be in the office to work on files. Documents can be attached to emails and distributed to many recipients. Passwords can be set to restrict access to sensitive or confidential documents.

Producing documents

Types of document

letters memos/emails faxes reports minutes/agendas newsletters flyers/posters forms and invoices.

Letters

clearly structured and well presented – reflect image of organisation standard conventions exist must be accurate house styles may be required.

Example letter

Memos

Internal documents which are sent to one or more members of staff. Some staff are direct recipients while some are copied in. Short memos have been replaced by email. Government departments use memos for formal inter-departmental correspondence.

Email

Your organisations may also have a house style for email. Check the person you are sending the email to is the correct person. Never use capital letters throughout the email as this is seen as being aggressive and is

almost like SCREAMING at the recipient. Always put the subject or topic in the subject box.

Reports

researched information clear structure – introduction, main body, summary main body contains the findings supported by the evidence summary of recommendation references and sources of information.

Report structure

Report layout

Agenda and Minutes

Formal meetings require an agenda and minutes. A formal meeting with an agenda will be recorded in minutes. Minutes outline what was discussed and act as a record of the meeting. They record action points relating to work to be carried out.

Forms

Tables can be used in word processing to make effective forms. Most word processing software has the facility to add check boxes and drop-down boxes

for completing online.

House style factors

font style and colour size of font style and position of headings spacing justification of the text size of the margins position of date, references and addressee’s details on letters.

Templates

Many of the standard documents an organisation uses will be held as templates. A blank copy of the document which is saved for future use over and over again. Organisations use templates because documents are produced according to the house style It saves time.

Fit for purpose

Ensuring that any document :

is readable in terms of the language used is accurate in detail is easy of use in terms of its layout has the impact required in terms of formality and message maintains or enhances the organisation’s reputation.

Accuracy

Carefully check all documents for sense and accuracy before sending them. Use the spell and grammar check on your word processor, but beware also of homophones

where mistakes can often occur – their/there; site/sight; to/too/two; etc. Watch out for keying errors like out/our or form/from. No spell checker will identify homophonic or keying errors. The secret lies in careful proofreading.

Version control

Where documents undergo edits and revisions, it is sensible to use a version control system from the beginning.

Document should be given a name and number, eg Report V1.docx. Revisions to the document should be saved with the number incremented, eg Report

V1.docx. Date and version number should appear on the first page and, when possible, is

incorporated into the header or footer of the document. A table should list the dates and version numbers and the changes made.

Security, Data Protection and Copyright

Security

The majority of organisations store their records and files, as well as other information, electronically.

The advantages of this are huge in terms of accessibility, speed and ease of retrieval and updating, and in saving space.

It is therefore important that files held are secure from loss or damage.

Storage media

INTERNAL:

hard disk network server.

REMOVABLE:

removable hard drive CD-RW/ROM DVD USB/memory stick memory cards.

INTERNET:

‘cloud’ drives

Managing information

A recognised system is needed that is understood and used by all in the organisation. Advantages of storing information electronically are space saving speed of access/retrieval may be used by many people at the same time ease of updating.

Naming of the folders and files

Use a recognisable name to ensure easy retrieval. Group related items in folders. Use the Windows search option if you are unable to find a file. Organisations may have controlled documents where the document file name is on the

document (usually in the footer). Eg: C:\Documents\Smartscreen\Handout22.doc\Version1

Preventing loss and data security

To find files quickly:

name them appropriately store them correctly in folders (directories) according to content.

Precautions against unexpected data loss:

autosave backing-up write-protect by changing the File Properties.

Individual files can be password protected to prevent

opening modifying the file.

Corruption

Sudden power loss while files are on screen. Viruses. Protect computers with anti-virus software which, once purchased, must be updated

regularly.

Archiving

When files are no longer in regular use they should be archived. Archiving is subject to organisational policy and any legal requirements. Data/documents for archiving could be

destroyed by shredding stored in a storage area photographed and stored on microfiche or microfilm.

Archiving electronic information

You may delete them if appropriate. Organisations may have procedures for archiving that depend on why they need to be

archived and the legal requirements for retention. Files can be archived to storage media like floppy disks, CD-ROMs, memory sticks or can be

compressed using WinZip© software.

Data protection

In producing documents, you must be careful not to include personal information about third parties. Personal data:

Anything that identifies a living individual, eg name, contact details. Anything that can be related to a living individual, eg unique account number, showing the

current salary of a job post when there is only one person carrying out that job.

Working with personal or confidential material

Password protect files. Do not allow others access to your user area/user password. Do not leave files open on screen. Use a screensaver that requires a password. Do not leave printouts waiting to be collected. Shred unwanted copies of documents. Angle computer screen so that it is not easily viewed by passers-by. Anti-glare screen enables viewing only from directly in front. Ensure back-up copies of sensitive material is securely stored and also password protected.

Copyright and intellectual property

The Copyright Designs and Patents Act 1988 limits what you can copy or distribute to others. An author automatically owns the copyright to any material/book they write provided ‘they

have expended more than negligible labour, skill and effort in the creation of the work’. (http://www.ipo.gov.uk)

You can only use extracts from the material or book under certain circumstances, eg if you acknowledge the source of the material, ie the author, the title, the date it was published and the publisher’s name.

Photocopying is also not permissible unless the document or book states otherwise. Using newspaper or magazine cuttings also requires the permission of the publication they

appeared in.

Types of intellectual property

The four main types of IP are:

patents for inventions – new and improved products and processes that are capable of industrial application

trade marks for brand identity – of goods and services allowing distinctions to be made between different traders

designs for product appearance – of the whole or a part of a product resulting from the features of, in particular, the lines, contours, colours, shape, texture or materials of the product itself or its ornamentation

copyright for material – literary and artistic material, music, films, sound recordings and broadcasts, including software and multimedia.

Document distribution

Introduction

Documents are created primarily for distribution. By their very nature they require the involvement of more than one person before they serve their purpose.

For example, letters involve the writer and the reader. Documents may require the involvement of many people. For example, one person might

create a document, others might review it and add or change content, and a manager might then approve it for publication.

In advance of meetings or during conferences, relevant documents may be distributed to attendees.

Possible problems

Readability/accessibility. Security. Unintended disclosure of protected information. Ease of delivery/receipt. Keep written information secure by taking relevant precautions when preparing,

reproducing and circulating documents. The method of circulating documents, either electronically or in written form, must be

appropriate to their sensitivity.

Distribution lists

Where a document is to be distributed to several recipients, a distribution list needs to be compiled to include all those who should receive it.There should be a way to record that the document has been sent to each recipient.

Manual distribution

Circulation slips – are a form of internal distribution for circulating non-sensitive material. Copies of letters that are marked ‘cc’ need to be sent out with a compliments slip to the

person copied in. When distributing sensitive material, internally or externally, by hard copy, it should be

sealed in an envelope and marked as Confidential.

Electronic distribution

Documents can be sent via e-mail to one or more recipients. Documents can be posted on online bulletin boards for downloading by interested parties. If documents contain sensitive or confidential material they should be password protected

against opening/download.

Wider distribution

Some documents may need to be distributed to the wider public. When documents are intended for distribution as a download they should be created in a widely available format, eg PDF documents and protected from alteration.

Protection can also prevent unauthorised access by requiring passwords to open and view the documents. For example, PDF documents can be locked against modifications with password protection.

The Data Protection Act applies to the distribution and storage of any personal data by requiring that personal details are not circulated to third parties and stored data is accurate, up-to-date, relevant and not kept for longer than necessary.

Storing information

The management of information

The method an organisation adopts for this will depend on :

the information held the size of the organisation. Information can be held manually electronically.

Manually held (paper) information

paper files card indexes – eg client addresses petty cash records – petty cash account, vouchers stock control records – stock control cards, requisitions, etc business transaction records – invoices, orders, etc.

Manual filing cabinets

lateral vertical Horizontal.

Lateral systems

Files are held in hanging wallets in rows in large often open wall cabinets. The suspended files have a tab stating the name of the file. Make the most of the space available as they can be extended as far as the ceiling. Several people can use the system at once. Not so secure as other systems. Files can become dusty.

Vertical systems

Files are placed in drawers in suspension pockets that hang from side to side. The top of the suspension pocket will have a tab that will indicate the name of the file. Only one person at a time can use the system.

The most popular system. Easy to use. Files can be kept clean and secure in locked drawers.

Horizontal systems

Used for storing small quantities of documents lying flat in shallow drawers. Suitable for plans and drawings. Surface can be used for other equipment.

Document holders

Information can be held in : ring binders box files wallets hanging files.

Electronically held information

Must be controlled like manual information. Recognised system is needed that is understood and used by all in the organisation. Electronic records are likely to be held in databases. Advantages of storing information electronically are 1. space saving2. speed of access/retrieval3. may be used by many people at the same time4. ease of updating.

Security and confidentiality

The security and confidentiality of the information is critical. The Data Protection Act controls the use of personal information. Confidential – it must be secured if manual, then held in a locked area or cabinet if electronically held, password

controlled.

Filing classifications

Classification systems

alphabetical numerical

alphanumerical chronological.

Alphabetical

Documents will be placed in alphabetical order:

by name of the company or the person concerned, a system which is often used for customer files or for personnel files

by location (known as geographical filing) where the place is important, eg when a branch is the important issue

by subject when the reason for the document is the most important issue. MacDonald comes before McDonald and J McDonald comes before M McDonald. Surname comes first – where there are two the same, the first name would be considered.

Numerical

Information is stored by number.

A separate alphabetical card index is required to provide the key to the file number. This system is easy to expand as new files are simply assigned the next number.

Alphanumerical

Information is filed first of all alphabetically and then by number, eg A1, A2 etc. A card index is required.

Chronological

Information is in date order. Used when the date is the most important information, eg the date of a bank statement. The most recent date is at the front.

Cross-referencing

Where a document could be in one or more files. A decision is made on where the most appropriate place is for the document. A card is placed in the other locations giving reference to where it has been filed. This saves the document being copied to each file

Absent card/Outguide

Individual documents should not be removed from files. If they are required a photocopy should be given instead, so as not to split up the file. When a whole file needs to be borrowed, a card should be put in its place stating the date

and name and contact details of the borrower.

This avoids time being wasted in looking for files.

File accurately

Failure to correctly file documents makes them difficult or impossible to find. Failure to find a document can be expensive and time consuming. It is important that a filing procedure is established for any manual system to ensure that no

documents are lost.

Missing files

Check if someone else has taken it. Check the files nearby in case of misfiling. Report it missing and work with others to find it. Overfull files should be split into two or three separate files clearly labelled to show what

they contain. Filing should be done on a regular basis to safeguard documents. Storage should be regularly assessed for adequacy.