Understand the purpose of information technology in a business environment Learning objective Place in Assessment 1. Identify different types of information technology that may be used for work tasks Question 1 Page 1 1. 2 Outline the benefits of using information technology for work tasks Question 2 Page 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 us De when completing work tasks. [1. 1] Microsoft Word word processing tool using a lot in my work place to prepare formal and informal reports. Microsoft Excel spreadsheets In my workplace we using this toll to make a logs as Lost Property log where you can log the items or events everyday and in the end of the month it is easy to count it or to make a charts with monthly results. O creating careers Ltd 20112014 Page 1 of 7 2. What are the benefits to businesses (and others) of using information techno logy for doing work tasks? Saving time for example to prepare the presentation with chart it will took you a few days if you will do it by hand and it will take a few seconds with the IT.
Accuracy it tools can check your spelling in a few seconds or to calculate big figures more accurate than human. Standardization helps to keep the business letters and reports more professional. Helps to save the space easier to archive all the documents or to found them when you need it. Section 2: Managing information This section will help you to evidence Learning Outcome 2: understand how to manage electronic and paperboard information 2. Explain the purpose of agreeing objectives and deadlines for researching information Question 1 Page 2 2. Identify different ways of researching, organizing and reporting information Question 2 Page 2 2. 3 Describe procedures to be followed for archiving, retrieving and deleting information, including legal requirements, if required 2. 4 Explain why confidentiality IS critical when managing information Question GA Page 3 Question b Page 3 Question 4 Page 3 Explain the purpose of agreeing objectives and deadlines when researching information. [2. 1] If possible, refer to specific examples from research tasks you have worked 0 to support your answer.
It is important to have agreement between researcher and who ask for a re search. Then the researcher can set up the plan how is he going to do research and p resent them on time. If he need a help he can ask his colleagues or set the team to if knish the research on time. When objectives is agreed it helps to make sure that only useful information will be found in the research and it will help to save a time and cost too. Last month my supervisor asked me to prepare the quarterly accidents and in accidents in the hotel audit when I have spare time he mentioned.
I started to do audit the @ Creating Careers Ltd 20112014 Page 2 formal report style with a lot of details and facts. My supervisor contacted me after the week and said that he needs to deliver the accidents and incidents report audit prepared as a presentation with the charts and Stats. I had to ask my coworker errs to help me to make sure that its done on time. Identify the different ways of researching, organizing and reporting information on. [2. 2] Researching : Database Internet websites Surveys ( feedback from the clients or colleagues) Phone calls and Emails ( for example when you researching suppliers)
Organizing : Results present in alphabetical order Results present in importance order Results present in chronological order Easy to understand professional presentation Ensure that no unnecessary information Reporting: Formal/informal report Slide shows Spreadsheets presentation with written reports and verbal explanations AAA) For your own organization (or one you know well), describe the procedures t hat need to be followed when archiving, retrieving and deleting information.
You answer should cover procedures for both electronic and paperboard informal ion. [2. 3] For the most Of paper documents in our workplace we have the same proceed ere. We have to make sure that it is signed and then to scan it. Very important to assai suitable file name and categorize your saved documents. This will help you to find related documents easier in the future. The original copy of document is store d in the appropriate file folder and digital version must be sent to the emails written I n the distribution list.
Different types of the documents have different distribution Ii SST. For example a witness statement goes only to HER department. Line manager is expansible for how long we have to keep paper based documents and where they will be kept. When file or document source is out of date or not important an yammer it will be deleted. When the case exist of important information held, which mum SST not be deleted, the retrieving and deleting process must be authorized or control De for O Creating Careers Ltd 201 12014 page 3 data security purpose.
All out of date or not important paper documents muss t be destroyed using the shredding machine. b) When following the procedures outlined in Question AAA above, are there any legal requirements to consider? 2. 3] Some Of the documents were are dealing with at work have a mark internal use only do not distribute. The distribution list is very accurate and sensible this way it helps us to make sure that information will reach only the ones who needs to get it. If you don’t know where the info should be sent it is better contact your supervise sore or line manager. . Why is confidentiality critical when managing information? [2. 4] It is important and it helps to prevent unauthorized disclosure of personal info rumination which is sensible. To make sure that confidential information is dealt properly eve to follow requirements of the Data Protection Act (1998) and policies an d procedures of organization If we not following the procedure it might strongly effect the business if the la wise broken or ignored. It might effect business if the lack of confidentiality will beck name known to clients or customers.
Section 3: Getting your documents right This section will help you to evidence Learning Outcome 3: producing documents that are fit for purpose 3. 1 Identify reasons for producing documents that are potpourris Question 1 page 4 3. 2 Describe different types and styles of documents and when they are used Question 2 Page 4 Identify at least two reasons for producing documents that are fit for purpose e. [3. 1] Reduces complaints and time spent correcting mistakes.