There are also methods of retrieval that may not be faster but are more secure, such as using passwords and sign-in sign-out features that enforce strict authorisation policies. Document processingconverts manual forms and analog data into a digital format so that these documents can be integrated into day-to-daybusiness processes. The copyright owner has the final say on where and to what extent their material can be distributed.. Correspondence refers to written communication, such as emails, that has been sent or received either internally or externally to an organisation. Another key point: production size typically determines the appropriate media type. A document created in Open Office writer. When you create the documents for your practical work, you can use as many different types of document formats as part of your work. And, unfortunately, Gallup found that only 12% of employees strongly agree that their organization does a great job of onboarding new workers. Organisations store a wide range of records relating to customers, staff, finances, and suppliers. Agreeing on the quality standards of a document, as with the layout, also influences and is influenced by a documents intended audience. To further ensure that a document is appropriate for its intended audience, factors regarding the layout of the document must be considered. How can I check the accuracy of a business document? You are busy, which means recording things like decisions, statuses, and steps for handling repetitive tasks probably doesnt rank near the top of your to-do list. In all those examples, there are methods of encryption and/or authorisation controls that can be initiated to protect sensitive data, and information can often be duplicated and distributed instantly. Stay informed about industry best practices and incorporate them in to the incident management process. Information and communication technology is a term that describes all components and infrastructure that make modern computing possible. The next factor to consider and agree on is the content of the document. Responsible for delivering the essentials of business . Save this document in your work area as SP2EVIDENCE followed by your candidate number. trademarks) can only be stored for the time specified by the owner, must be declared when distributing, and deletion of the property must be immediate upon the request of the owner. First, review the business requirements of your project or acquisition to identify which major components contain information and communication technology (ICT). structured, unstructured and semi-structured information, Support - Download fixes, updates & drivers. Document Productions In this session you will be looking at how to create and open documents using different sources or files. In this session you will be looking at how to create and open documents using different sources or files. To produce this wide range of business documents, many different pieces of ICT (Information Communication Technology) and software are required. 1.2 Explain the use of different types of information communication technology (ICT) for document production. document.getElementById( "ak_js_1" ).setAttribute( "value", ( new Date() ).getTime() ); DESCRIBE DIFFERENT TYPES OF BUSINESS DOCUMENTS THAT MAY BE PRODUCED AND THE FORMAT TO BE FOLLOWED FOR EACH. As such, agreeing on a documents use ensures that the document adheres to regulatory requirements in light of GDPR and data protection legislation, and guarantees that information is not spread to the wrong people. In these cases, the storage of the documents can only be maintained for the duration specified by the copyright owner, if at all, and copyrighted materials must be clearly indicated and declared when distributing a document. The purpose of preserving data is to mitigate risk. Intelligentdocument processing(IDP) usesAI-poweredautomationandmachine learningto classify documents, extract information and validate data. ICT is a powerful technique that could be utilized in different businesses and services including medicine, healthcare, manufacturing, industry, urban planning, transportation, education and . If you prioritize documentation, theyll have all sorts of helpful guides, directions, and notes that they can refer to as they get up to speed in their new roles. Instructions are often similar to lists, but detail steps or rules to be followed. In rarer cases, security regulations can halt production completely, particularly in cases of breaches in security. For information about producing documents in native format, see, Enter to open, tab to navigate, enter to select, https://content.next.westlaw.com/practical-law/document/I03f4dab7eee311e28578f7ccc38dcbee/Document-Production?viewType=FullText&transitionType=Default&contextData=(sc.Default), Practice Note, The Case for Native Production. Another thing to remember is that data production should take place only after thoroughly reviewing, analyzing, and culling it. By using authorisation controls like password protection to limit the number of people who can access a document, an organisation can almost guarantee that sensitive or confidential information does not fall into the wrong hands. The first relates to agreeing on the use of a document, which covers factors such as a documents security, storage, and distribution. agreeing on a documents use ensures that the document adheres to regulatory requirements in light of GDPR. Copyright not only covers images, but also covers literary works, music/sound recordings, dramatic and artistic works (including film), and typographical arrangements of published editions (e.g. The header is at the top of the page, the footer is at the bottom of the page. Georgia Goddard is a freelance Illustrator and Graphic Designer, also known by the alias "PixieGuts". Word processing, spreadsheet, database, customised, presentation, & desktop publishing software. For this reason, legal teams need to have a system in place for efficiently producing electronically stored information (ESI) during trials and investigations. Staff records usually include banking details for wages, details of emergency contacts, and home addresses for tax reasons or other legal requirements, and will be subject to GDPR. When imported into text editing software the data can be fomatted as a table. This is why its important for organizations to document the experience and technical know-how of senior managers so that the knowledge of the organization does not leave when the employee leaves. Documentation increases the collective knowledge of everyone that you work with. People will hit the road and youll bring some new people into the fold. What are different types of computer software? In addition, they could also affect the naming protocols for identifying stored documents, so that files can only be found with the correct search criteria or code. Authorisation is also a vital factor in adhering to data protection regulations, and making sure that personal data is not leaked to those who are not supposed to have the information. Chapter 1 Types & Components of computer systems, 1.6 Using a computer system to communicate, Chapter 2 input & output devices & presentation authoring, 2.4 How organisations use input, direct data and output devices, 2.7 Adding text, images and multimedia elements to a presentaion, 2.8 Adding animation, transitions and additional elements, 2.9 Finalising and displaying your presentation, Chapter 3 Storage device & media & document production, 3.6 Creating a simple data model and chart, 3.7 Final document checks and presentation, 4.1 An introduction to computer network hardware, 4.4 Computer networks in business environments (1), 4.5 Computer networks in business environment (2). Your team can move, skip, add, and even repeat stages when moving through eDiscovery. It furtherautomatesand speeds updocument processingthroughautomationand structuringunstructured data. [1] 8 Enter your name immediately after the subtitle Event details by: Apply the RW-Subtitle style to this line of text. They can learn at their own pace, with detailed step-by-step instructions, rather than relying entirely on a busy employee to train them. Desktop publishing software (DTP) is used to create documents like leaflets, brochures and newsletters. It says that a receiving party must respond to a request in writing. This requires utmost care and precision. Whats more, if a request doesnt specify a form for producing ESI, the party needs to produce it in an ordinary or reasonable form. You want to educate and empower team members to do their best work, rather than making them feel like theyre thrown to the wolves. Required fields are marked *. Changing the alignment is very easy just choose which one you want. Document processingcan be done usingcomputer visionalgorithms, neural networks or even manual labor. To think through the entire process before committing costly resources and avoid future changes, Documenting the source code and other key technologies involved in creating the product, has an amazing user interface and experience, has a clean editor that supports fast documentation, has a place to store all your documentation in one place, ability to rope in peers in a document for real-time editing and collaboration. magazine layouts and content). What if your most experienced software developer or IT sales rep retires? During eDiscovery, the two sides request and exchange digital evidence as they prepare for their day in court. Important information can be put in the Header and footer. If a breach happens, the storage location of documents may need to be moved for example, if a cloud storage site is hacked and production must be halted for damage reduction to take place. The formatting of an email will often include the name and email address of the recipient, the name and email address of the sender, a subject, and a signature. Data Protection regulations tend to slow down production, as business protocols may dictate that authorisation from managers or individuals from other departments needs to be sought to use sensitive or personally identifiable information. The next layout problem concerns the paragraphs. This must take place within 30 days of the serving date or within 30 days after the parties first Rule 26(f) conference. EXPLAIN THE NEED FOR SAFE STORAGE AND EFFICIENT RETRIEVAL OF INFORMATION. IT Capacity Planning Process. We get it. For example, this may include a portable hard drive, CD, or DVD. Adhering to those data protection regulations, along with other regulations enforced by Copyright, Intellectual Property, and general security legislation and protocols, can sometimes affect the production of business documents in a significant, often negative way. As for the distribution of said documents, confidential documents must only be shared with authorised recipients and, when distributing internationally, international regulatory requirements must be followed. It remains a go-to reference for law firms and corporations across all verticals. As before, the legislation for Intellectual Property is very similar to that of Copyright, in that documents using anothers Intellectual Property (e.g. Preservationprotects ESI from destruction and manipulation during an investigation. This type of software contains functionality for slides, custom timings, and other, subtler features that make it easy to create an attractive and functional presentation. Project Documentation: What is it & How to Manage it? You can document pretty much anything from schedules to important policies, which means there are tons of different types of documentation out there. The EDRM recommends a five-stage process for producing ESI. For example, converting a PowerPoint presentation into an image could render speaker notes invisible. These types can be broken down as follows: Customer Records, Financial Records, Staff Records, Correspondence, Statistical Information, Records of service organisations/suppliers, policies, and procedures. The first step in this process is to conduct an inventory. a. Not only will this process waste a tremendous amount of time and effort on your end, but it is also bound to cost your business a fortune in training and onboarding costs alone. Those standards also tie in with ensuring that the document is appropriate for the intended audience in both its format and its tone. They come in winrar zip files and contain a question paper and the files needed to complete the tasks.. Once they leave, you would have to start your work from scratch, training, and onboarding new employees and getting them up to speed with the rest of the organization. icons, By: DESCRIBE THE FEATURES OF DIFFERENT TYPES OF SYSTEMS USED FOR STORAGE AND RETRIEVAL OF INFORMATION. Risk Management Plan: What is it and How to Create it? This involves exchanging evidence and setting ground rules for the trial. Now that you know what IT documentation is and why its crucial to have documentation in place for smooth business workflow, its time to find you the perfect documentation tool on the market right now. transform: scalex(-1); For the retrieval of information, electronic systems often offer convenient and prompt methods such as file-naming functionality that allows for more effective and accurate search functions. Customer records are records of any individual or organisation that has received products or services from the organisation and would contain personally identifiable information. Get it free. For each item or category, the response needs to state that inspection and related activities can take place. In these cases, it is much more important for production to be inconvenient than for production to be against regulatory requirements, or even against the law. As such, it is important to make sure that multiple reputable sources have shared the same information with the same context. Additionally, some regulations apply to the storage of financial information, too. Most companies today follow theElectronic Discovery Reference Model(EDRM), a widely used industry framework that offers suggestions for managing ESI. This includes the following: Traditionaldocument processingdoes come with some challenges that should be considered before adigital transformationproject begins to avoid delays: These are a few of the most common situations in which you could use document processing: IBM Cloud Pak for Business Automation, IBMs leading offering for document processing, takes your automation a step further by infusing artificial intelligence (AI). 24 Bit.ai Integrations to Make your Documents Powerful! Generic file type mean that you will be able to work with them regardless of the software packages that you are using. ICT is an acronym that stands for Information Communications Technology. Policies refer to guidelines, set either by the government or by the organisation, which act as aids in decision-making and procedures. Keep reading to learn more about document production and also how it fits into the eDiscovery process. Changing font, size and color is very easy. Doing so not only ensures that group collaboration on a document is easier, as it helps different users ensure that they are using the document that is the most correct and up-to-date, but also creates an audit trail that determines who made what change. Often, hard-copy documents must be distributed with secure postal services, such as private couriers or special Post Office services. Her work can be found at www.georgiagoddard.com The difference between a serif and a san-serif font is that Serif on the left have a little marks added on the top and the bottom. Read more:Software Requirements Document: Definition, Steps, and Template Included! VenioOne makes it especially fast and easy to process, cull, produce, and present data. Documentation is a critical part of any organization, especially those that focus primarily on IT. It remains a go-to reference for law firms and corporations across all verticals. In the word processing program select page layout and open the Page Setupdialogue box by clicking the icon at the bottom right. Establish continuous service improvement (CSI) wherein the procedures, policies, roles, technology, and other aspects of the incident management process are reviewed and improved upon. Hard-copy storage systems involve on-site and off-site archiving, such as filing in areas that can only be accessed by authorised persons. If the content of a document is agreed upon and understood, the end result is more likely to meet expectations and serve its intended purpose.. Are viewers allowed to share the document, and with whom? No more hopping around different cloud-storage services or going through pesky email attachments. Here are a few great ones: When your star employee moves on to another company or retires, their job experience is lost, leaving a gaping hole in your workflow. The smartest online Google Docs and Word alternative, Bit.ai is used in over 100 countries by professionals everywhere, from IT teams creating internal documentation and knowledge bases, to sales and marketing teams sharing client materials and client portals. As the EDRM explains, analysis occurs throughout many stages of eDiscovery. With those resources in hand, your team members dont need to be mind readers to maintain consistency of repeated projects like that monthly report or that quarterly presentation. Database software, as mentioned above, is often customised. stream Abacus - is a mechanical device used to aid an . When documentation is in place, searching for information becomes streamlined and quick. Nobody on your current team was actually around during that time. Agreeing on the use determines who is authorised to see and read the document, where the document can be stored and for how long and covers any issue of confidentiality when it comes to data protection issues. 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. Dont take this step for granted. How many times have you started a new project only to find out it had been done before? From covering an unexpected departure or absence of an employee to tackling an unfamiliar project, youll be able to make it over plenty of daunting hurdles together. In other words, theres no rule that says you absolutely need to follow it. involves extracting information from databases, devices, and applications. E-mail this page. Define the process scope. For storage, the electronic systems that can be used include cloud/drive storage (such as Google Drive), USB drive storage, and company networks (shared network drives). In the worst-case scenario, the document could be given a low priority due to the lack of a deadline, take too long to be completed, and become outdated or redundant before it has even been completed and distributed thus failing to meet the needs of its intended audience or purpose. Hard-copy systems for retrieval, much like hard-copy storage methods, are often slower and more cumbersome to retrieve information from. These allow for a basic proofing of your document, at the very least. Increasingly these activities also involve collaboration and communication. The requirements regarding document security often slow down production, due to the extra time that needs to be taken to implement encryption or password protection. This is just one of many examples that speak to the importance of documentation on your team. EXPLAIN THE USE OF DIFFERENT TYPES OF INFORMATION COMMUNICATION TECHNOLOGY (ICT) FOR DOCUMENT PRODUCTION. Those people have since moved on, and now youre left wondering how to bridge this knowledge gap. These ten steps form a repeatable procedure for you to document any size of task or process. Everyday you are likely to come in contact with documents, letters, books, leaflets and printed material that were prepare and edited by using software to developed and edit text documents. The format usually includes the name and address of the recipient, the name and address of the sender, a salutation and complimentary close, and paragraphing. Thus, the production of business documents is slowed while authorisation is sought. is all about discovering facts, circumstances, and evidence for an investigation or litigation. For example, records of spending, or details of the number of employees a business has. A documents ease of use can be affected by font size, the inclusion of imagery, or subheadings; each will be determined by the intended audience, whether the document is for a manager of another department or for the general public. Agreeing on the content not only makes it clear exactly what the document is to cover and contain, but also clarifies what a document should not contain. We assume that sharing our expertise will make us less valuable. But, at the same time, you want to ensure consistent results especially when it comes to things that youre producing on a regular basis. Theres nothing like Bit out there that does it all- from document creation and collaboration to document sharing, managing, and tracking. For more complicated and word-heavy documents, such as newsletters and advertisements, Desktop Publishing software like Adobe InDesign is most suitable. Companies that use documentation to catalog past projects, collect research, and share decisions benefit by reducing re-work that wastes precious time you could be using elsewhere. Documentation thus becomes a driver of success for any organization as it preserves company knowledge, trains new employees, and reduces the ambiguity of operations. API Documentation: What is it & How To Create them? Processes that ensure the efficient retrieval of information also save time and effort for any authorised employee that requires said data. The guide covers all that you need to know to be able to answer questions in the IGCSE ICT practical exams. entails discovering ESI across different databases, devices, and users, and validating sources and systems. Bit.ai is the essential next-gen workplace and document collaboration platform. What are the different types of ICT (Information Communication Technology) that are required for business document production?