Unit 3 assess Essay

Unit three: Principles of managing information and producing documents

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:

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.

Within the WEA we use various methods of information technology, two of the most common that I use in my day to day work are spread sheets and email. The spread sheet is used to record our learning support system. We can keep track of who we have sent an application form to, who has returned it to be paid and also by using the spread sheets functions how much money is left in the fund. I use emails as a method of obtaining authorisation for pay-claims and clarifying hours worked. By using emails I can obtain the information I need quickly and print them off as audit evidence for the payroll files. It also saves on the cost of posting authorities to be signed.

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

Increasing efficiency is one benefit of using information technology in business. In the case of the WEA it also benefits our learners. We are now able to email our brochure whereas previously the learner was sent a copy through the post. Bearing this in mind it also reduces costs for the organisation. Information Technology also means that in general mistakes can be picked up quicker. In the WEA we produce brochures each term, these are proof read and spell checked to ensure any mistakes can be corrected prior to publication reducing time and cost if they are wrong. Organisations with intranets can provide a variety of forms, policies and procedures for employees to access quickly, increasing efficiency and productivity.

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.

Without knowing what your objective is in research you will waste both time and money. Deadlines give the people involved something to work towards and a sense of completion once that deadline is reached. Depending on the type of research completed it also gives the researcher a snapshot of quantifiable evidence during that time.

An example of a research task I have been involved in is planning the office Christmas celebration. My objective was to find out how many wanted to go and I gave 3 options for venues. I then set a deadline of 2 weeks

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

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.

3b) When following the procedures outlined in Question 3a above, are there any legal requirements to consider?

4. Why is confidentiality critical when managing information?

From a business point of view you have to ensure you are following legislation as the consequences of not are costly. In my role

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