ba session 4 unit 02 nov 16

NCFE Principles of Business AdministrationLevel 2 CertificateWatersideTutor: Michelle Walshmwalsh@accross.ac.uk01254 354413

Induction Fire evacuation

Toilets

Smoking

Phone calls / appointments

Commitment = 70%

Absences – To be reported

Brews – 25p per session

Questions?

Learning objectives – Session 4Unit 2 – Principles of business

document production and information management

LO 1 - Understand how to prepare business documents1. 1.1 Describe different types of business documents that may be produced and the

format to be followed for each

2. 1.2 Explain the use of different types of information communication technology (ICT) for document production

3. 1.3 Explain the reasons for agreeing the use, content, layout, quality standards and deadlines for document production

4. 1.4 Explain the importance of document version control and authorisation

5. 1.5 Explain how the requirements of security, data protection, copyright and intellectual property legislation may affect the production of business documents

6. 1.6 Explain how to check the accuracy of business documents

LO 2 - Understand the distribution of business documents7. 2.1 Explain how the requirements of security, data protection, copyright and intellectual

property legislation may affect the distribution and storage of business documents

8. 2.2 Describe different types of distribution channels

LO 1 - Understand how to prepare business documentsIn pairs – discussion/research activity to find appropriate answers (notes) for;1. 1.1 Describe different types (at least 3) of business documents

that may be produced and the format to be followed for each2. 1.2 Explain the use of different types (at least 3)of information

communication technology (ICT) for document production3. 1.3 Explain the reasons for agreeing the use, content, layout,

quality standards and deadlines for document production4. 1.4 Explain the importance of document version control and

authorisation

Take notes to help you with your assignment

1.1 Describe different types of business documents that may be produced and the format to be followed for each

Types of document: short eg memo, email, letter, order form, invoice, agenda, minutes;

extended eg article, newsletter, report, user guide; graphical eg illustrations, charts, flow charts, diagrams; promotional eg advertisement, leaflet, web page;

informal documents eg texting, email, creative writing; formal documents eg agenda, report

Purpose: to meet the needs of the audience eg to inform, to query, to advertise, to record

Audience: types eg commercial customers, individual adults, internal staff, children, friends, the public at large

Using a good software for high quality word processing that can support all popular formats and that is versatile for document creation. Most software will help us to create attractive documents by having a choice of fonts, page layout etc.

Using a good scanner that can copy originals. If you have a quality scanner you can create electronic images and printed copies that look as good as the original picture or document.

Using a good quality printer that can create high resolution documents and neat prints.

Using good quality paper for a nice finish.To make the documents more attractive and more reader friendly we can use pictures and a clear font. We can present lists using numbers, letters or bullets. Structure the information into topics, with headings and subheadings for sections.We can use tables to display information laid out in two dimensions.

1.2 Explain the use of different types of information communication technology (ICT) for document production

1.2 Explain the use of different types of information communication technology (ICT) for document production

Applications: text based eg text editors, word processors; graphics based eg graphic tools in packages, standalone graphic packages; presentation based eg desk top publishing, PowerPoint; other software eg text on mobile phones, email, multimedia

Features: speakers’ notes, different file formats; automated procedures, eg wizards, short cuts, use of templates, mail merge

Information: types eg text, numbers, images, graphics, charts, tables; structured and unstructured information

1.3 Explain the reasons for agreeing the use, content, layout, quality standards and deadlines for document production The audience of a document is the group of people for whom it was written.

Documents should be designed to meet the needs of the expected audience.The purpose of a document can be to:• Inform – letters, memos, emails, texts, invoices, agendas, newsletters, user guides, illustrations, charts and diagrams all provide information for the audience.• Query (i.e. to ask questions) – order forms, surveys and questionnaires capture information from the audience.• Advertise – letters, emails, leaflets, posters and web pages can be used to promote goods and services.• Record – letters, emails, news items, minutes and reports can all give an account of something that has happened.A document can only communicate information if it is written and presented in a way that makes sense to the reader. You should ask ‘Will my audience understand what I am trying to tell them?’If we don’t establish and agree on purpose, style, content quality standards and deadlines, It will be pointless to produce a document because we will waste our time and fail and we will duplicate work by having to produce another document again.

1.4 Explain the importance of document version control and authorisation

Version control is the means by which different versions and drafts of a document (or file or record or dataset) are managed.

Version control involves a process of naming and distinguishing between a series of draft documents which lead to a final (or approved) version, which in turn may be subject to further amendments.

It provides an audit trail for the revision and update of draft and final versions.

To sum up, a functionality that is as easy as versioning could mean the difference between working and working twice as much to get the same results.

15 MINS

Continue with the rest of the criteria

LO 1 - Understand how to prepare business documents

1.5 Explain how the requirements of security, data protection, copyright and intellectual property legislation may affect the production of business documents

1.6 Explain how to check the accuracy of business documents

LO 2 - Understand the distribution of business documents2.1 Explain how the requirements of security, data protection, copyright and intellectual property legislation may affect the distribution and storage of business documents

2.2 Describe different types of distribution channels

1.5 Explain how the requirements of security, data protection, copyright and intellectual property legislation may affect the production of business documents

Intellectual property rights Intellectual property rights protect certain categories of information and

works that are the result of human intellectual endeavour. The main types of intellectual property rights are:

copyright, database rights, patents, trade marks, registered and unregistered design rights.

Ownership of copyright and database right UK law on copyright is defined in the Copyright, Designs and Patents Act

19882. Databases are protected under UK law under the Copyright and Rights in Databases Regulations 19973.

1.5 Explain how the requirements of security, data protection, copyright and intellectual property legislation may affect the production of business documents

A basic guide for data publishers when publishing data sets is to consider the following steps. Data publishers should: 1. Ensure that they consider, understand and take

appropriate measures to protect against misuse of their information.

2. Ensure that they acquire the necessary rights when data is acquired from third parties.

3. Ensure that they are not breaking any confidentialities when publishing data.

How would all this affect the production of documents?

1.6 Explain how to check the accuracy of business documents

Think about the technical accuracy (Is it accurate? Is it fit for the intended purpose?) as well as spelling, grammar, etc

2.1 Explain how the requirements of security, data protection, copyright and intellectual property legislation may affect the distribution and storage of business documents

Using what you know from 1.5 – How does this affect how you may distribute and store documents?

2.2 Describe different types of distribution channels

Distribution channels may include: • physical (post, hand delivered) • electronic (email, file-sharing)

Learning outcomes – Session 3DID YOU……?

LO 1 - Understand how to prepare business documents 1.1 Describe different types of business documents that may be produced and

the format to be followed for each 1.2 Explain the use of different types of information communication technology

(ICT) for document production 1.3 Explain the reasons for agreeing the use, content, layout, quality

standards and deadlines for document production 1.4 Explain the importance of document version control and authorisation 1.5 Explain how the requirements of security, data protection, copyright and

intellectual property legislation may affect the production of business documents

1.6 Explain how to check the accuracy of business documentsLO 2 - Understand the distribution of business documents 2.1 Explain how the requirements of security, data protection, copyright and

intellectual property legislation may affect the distribution and storage of business documents

2.2 Describe different types of distribution channels

Unit 2 Assignment

Make a start on Unit 2 assignment – The assignment is due to be completed by

13/12/2016

The assignment is set on ItsLearning (Our VLE) Once you have completed the

assignment in a Word document, upload it to the VLE

Any questions?

No session next week…..You need to carry on with;

Unit 02Principles of business document production and information management

LO 3. Understand how information is managed in business organisations

  LO 4. Understand the essential requirements of

business documents