Principles of Managing Information and Producing Documents Essay Example for Free

Principles of Managing Information and Producing Documents Essay Unit title: Principles of managing information and producing documents 1. Understand the purpose of information technology in a business environment 1. 1 Identify different types of information technology that may be used for work tasks Types of technology that could be used to do tasks at work are computer software like: Microsoft Word which is software used to create documents Excel is software that can be used for storing and organising data. Publisher is software which is used to create almost anything from documents to greeting cards. Could also use a fax machine, telephone and send emails. 1. 2 Outline the benefits of using information technology for work tasks The benefits of using technology for work tasks include: Speed – A computer can search through files and records quickly to find the information you require. It can also make it quicker and easier to change a mistake. Editing – If you hand write documents if there was a mistake you would have to retype from scratch, but on the computer documents can be easily amended. Quality – On the computer there are many tools that make the quality of a document better like spell and grammar check, templates, different fonts and emboldening, borders, bullet points or numbering and all them enable high quality documents to be produced. Access – On a computer you can control who gets access to the documents because you can just send it to certain people or if you have a password on the computer it restricts who can get on. 1. Understand how to manage electronic and paper based information 1. 1 Explain the purpose of agreeing objectives and deadline for researching information The purpose of agreeing objectives and deadlines is to ensure that you collect all the needed information to complete the task given and you will have a correct date to finish it by. You will also know what sort of resources to use to collect the data because depending on what you’re looking for something’s could be copy righted which you cannot use because it’s illegal. 1. 2 Identify different ways of researching, organising and reporting information Different sources of research are: Paper-based like libraries and newspapers. Technological which is internet, CD/DVDS and television. Asking people which is primary research and gathering research yourself is secondary. To organize information you could: Organise informations according to relevance. Put it in numeric or alphabetical order. Keep it in date order. Different ways of Filing information: Numeric order. Alphabetical Date To report information means keep a log of your information and its sources. First you should plan a report and know what the purpose is for it, then find the data you need to write a report, should then produce a draft and check everything you need is there and then finalise your report and checking it again. 1. 1 Describe procedures to be followed for archiving, retrieving and deleting information, including legal requirements, if required Electronic and paper-based methods: Out guide/Absent cards – Are used when someone removes a file from the shelf and they will insert an out guide in its place which will say which file has been taken and who has taken it. Cross Referencing – So if input onto the computer with a number you can find the original in the files. File retention polices – A company has to keep certain documents for a certain amount of time. Indexing – To keeping a list of names or subjects with references to the pages so able to find when needing the original copy from a file. You can store information on a hard drive inside your pc, you can save it onto a CD/DVD or a memory stick. You can keep data safe by having a password on everything that needs to be kept private, and could have locked away in a certain order in some unit cabinets so only certain people can get in and see the information. The best way to dispose important and personal data is to shred it. 1. 2 Explain why confidentiality is critical when managing information Confidential information could be someone’s personal details like their home address and bank details which must be kept secure under legislation requirements. It is important to keep details confidential to avoid identity theft, also makes clients feel more secure knowing there information is safe because they would not want anybody to find out there details. You can keep data secured manually which is held in a locked area or cabinet, or keep it electronically that is password controlled. 2. Understand the purpose of producing documents that are fit-for-purpose 2. 1 Identify reasons for producing documents that are fit-for-purpose Documents should be fit for purpose so that it is suitable for the audience it is intended for and so that it meets the company standards. To do this you need to make sure that the document is readable, is accurate on details and enhances the organisations reputation. 2. 2 Describe different types and styles of documents and when they are used Different types and styles of documents have different people to use for – Letters for clients and customers Emails with attachments for circulation information to colleagues Reports for providing information to colleagues Most companies have a certain house style template for documents which is formatted accordingly to the guidelines of the certain organisation. Having a template specific to the company has the benefit of promoting the company image and having consistency with documents. 1. Know the procedures to be followed when producing documents 1. 1 Identify reasons for agreeing the purpose, content, layout, quality standards and deadlines for the production of document Reasons may include ensuring the correct format is used for the type of document being produced, because if the purpose is unclear the document will not make sense as it needs to. Content – So you know how to write the document correctly for the audience. Style – Varies on the type of document, so if it was an agreement then a formal standard style would be used. Deadline – Makes the time frame clear for something to be complete, also gives the client a clear time when the project should be finished by. Efficiency Makes the company look more professional and organised. Repetition – Doing good quality work on time gives a good impression of the company which could mean more work because they will be recommended because of its good repetition. 1. 2 Describe ways of checking finished documents for accuracy and correctness, and the purpose of doing so Ways of checking finished documents are by using the spell and grammar checker to ensure there are no mistakes, or you could ask a colleague to check the document to make sure all the necessary information has been included. You should always check that money, date, name and address details are all correct because if the address or money are incorrect someone wrong could be getting a lot or not enough money they need which would have a negative impact on the business and could lead to lost custom. 1. 3 Explain the purpose of confidentiality and data protection procedures when preparing documents You will be observing the Data Protection Act (1998) and policies and procedures of the organisation, this covers, Secure storage of documents Who should have access This is to avoid, Loss of personal data Damage to the business Prosecution The most sensitive information is anything that belongs in a personnel file like: Forms relating to employee benefits. Complaints from customers/co-workers. Records of attendance Warnings or other disciplinary actions Medical/Insurance records Litigation documents Forms providing emergency contacts Wage forms The information in a personnel file should be private and should have log ins to get into if saved onto a computer or saved in locked files and the only people that need access to it for wages etc, will have a key or the password. 1. 1 Compare different types of documents that may be produced from notes and the formats to be followed Documents that can be produced from notes are: Memo – The format will include â€Å"To†¦From†¦Ref†¦Date†¦Ã¢â‚¬  and then the relevant information being communicated. Letter – Printed on company header paper, listing reference, date, name, address, and subject, letter content, from, signature, name and job title. Also if the letter is confidential this must be stated. Report – Title, Introduction, Body of report, a conclusion, consistency of format is essential i. e. using the same font size and style throughout. Minutes – Title of the meeting, date was held, who attended. Agenda – Include apologies for absence, minuets of previous meeting, what it’s about, date, and time. 1. 2 Explain the procedures to be followed when preparing text from notes Procedures to follow when preparing text from notes Purpose for the notes. Format for the document. Check the notes to confirm right and amend if needed. Check you have all correct notes to make a document. Produce document. Check document.

American Caplitalist Governement Essay -- essays research papers fc

"We hold these Truths to be self-evident, that all Men are created equal, that they are endowed by their Creator with certain unalienable Rights, that among these are Life, Liberty and the Pursuit of Happiness -- That to secure these Rights, Governments are instituted among Men, deriving their just Powers from the Consent of the Governed, that whenever any Form of Government becomes destructive of these Ends, it is the Right of the People to alter or to abolish it, and to institute new Government, laying its Foundation on such Principles, and organizing its Powers in such Form, as to them shall seem most likely to effect their Safety and Happiness." (Thomas Jefferson, Declaration of Independence) When Thomas Jefferson wrote these words, he wrote them with the intent of establishing a new government that would not give anyone favoritism over others. After 224 years, this idea is still believed in by the citizens of America, but not practiced by their government. As the year s passed, the values of America have slowly altered to materialism. The people trusted our government to make the best decisions for the entire country, but some decisions seem to favor the wealthiest citizens rather than all of the citizens. Not to say that the government is completely corrupt, but their priorities seem to have a monetary value, and they must pay for it some how. As a country with a capitalist government, one that has the main focus of making profit through free markets, money has an unfortunately big influence on policies that are made by the government. According to the public, which was based on middle-class adults in the US, business editors and college students, the general consensus came out to be that they believed that "capitalism must be altered before any significant improvements in human welfare can be realized." This can be seen throughout history in the positions taken by the government about free markets, unionization, and . The United State s of America's government is hyper-capitalistic, because the markets are freer than in any other country. We consume more and are more dependent on working. The markets in the US have not always been so free. In the beginning we had small markets that people did not depend so much on because of the fact that they were all farmers and sharecroppers. The existence of slavery was in very recent in history... ...d States put down its unions. In the United States, we have always believed that all men are created equal. Americans, however, know that even though we were created equal, we are not treated equally. The rich are the V.I.P to the government. They are taken care of well, and pampered with money and privileges that the other hard working Americans deserve more than them. We are in the age of profits, and if the government does not see any monetary value in something, they will not bother with it, even if it is its own people. Bibliography Peterson, Robert A.,Gerald Albaum, and George Kozmetsky.Modern American Capitalism. New York: Quorum Books, 1990. Perlo, Victor. Superprofits and Crises: Modern U.S. Capitalism. New York: International Publishers, 1988. Frances Fox Piven and Richard Cloward, Chapter 3 from Poor People's Movements: Why they Succeed, How they Fail,(Vintage, 1977), pp96-180. Lembcke, Jerry. Capitalist Development and Class Capacities: Marxist Theory and Union Organization. New York:Greenwood Press, 1988. Joel Roers and Joshua Cohen, On Democracy, (Penguin, 1983), Chapter Six, "Democracy", pp146-183. "Industrial Revolution" Encarta Encyclopedia

Puberty Rites in Ghana

Puberty Rites After the child naming ceremony, puberty rites are the next set of rituals of social status transformation which children undergo in Ghanaian culture. The most well preserved puberty rites are the Dipo (pictured) of the Krobo ethnic group and the Bragoro of the Ashanti's. These ceremonies mark the entry of young women into adulthood. In Ghana only a small section of ethnic groups usually found in the northern parts of the country have initiation rites for men and where they occur they are done in secret and not given as much prominence as that for young women. In the Akan culture women represent the beauty, purity and dignity of the society and are guarded against corruption by our traditional laws and regulations. The most lasting impressions about life and the character of children are built during their early and formative years, which they spend mostly with their mothers. So the Akans believe that they need properly trained mothers with good morals to bring up good children. It is therefore little wonder that the initiation of women into adulthood is given more prominence in the Akan society than that of men. Under the supervision of the queen mother of the town or village in collaboration with some female opinion leaders, young women who have had their first menstruation are secluded from the community for a period between two and three weeks during which they are taught the secrets of womanhood. During this period of seclusion the girls are given lessons in sex education and birth control. They are also taught how to relate to men properly so that they can maintain a good marriage and their dignity in society. After the period of seclusion, a durbar is held which is attended by the chief and almost everybody in the community. The newly initiated women are dressed scantily with very beautiful African beads and cosmetics showing off their vital statistics. Young men of marriageable age troupe there to feast their eyes on the young women and to select their prospective wives. Amidst drumming and dancing the rituals are carried out with the spirit of Oynankopong Kwame, Asase Yaa and the departed ancestors invoked to bless the participants and ensure their protection, blessing and fertility during their period of motherhood. According to traditional law no woman is allowed to get married without haven gone through the puberty rites and every young woman must remain a virgin prior to this. These laws ensure that young women grow up disciplined enough to control their sexuality and to prevent them from premature motherhood and unwanted babies. So important are these laws that any woman who gets pregnant or breaks her virginity before the rites are performed is sometimes ostracized together with the man responsible for it. On top of that, a heavy fine is imposed on the guilty party after which purification rites are performed to rid the society of the negative repercussions of their actions.

Shakespeares Sonnet 3 Analysis

Shakespeare’s Sonnet 3: Look In Thy Glass, And Tell The Face Thou Viewest is elegantly written and noted for its simplicity and efficacy. The poet reminds us of the fair youth’s self-preoccupation; in the first line, Shakespeare mentions the fair youth looking into a mirror to remind us of his vanity: Look in thy glass, and tell the face thou viewest /  Now is the time that face should form another. The poet informs us that the fair youth is very much like his mother, suggesting that he is quite feminine. This comparison between the fair youth and a woman frequently features in Shakespeare’s sonnets. Shakespeare suggests that his beauty reminds the world and his mother of how pretty she once was. He is in his prime and should act now – if the fair youth continues to be single, his beauty will die with him. This analysis should be read in conjunction with the original text to Sonnet 3  from our collection of Shakespeare’s sonnets. The Facts ofSonnet 3 Sequence: Fair Youth SonnetsKey Themes: Procreation, a child providing evidence of one’s worth and former beauty, to abstain is to deny the world, preoccupation with the fair youth’s feminine features, death prohibiting the continuation of beauty, and obsession with the fair youth’s beautyStyle:  Traditional  sonnet form  in  iambic pentameter  Ã‚   Sonnet 3 Translation Look in the mirror and tell your face that now is the time your face should create another (to have a child). These youthful looks, if you do not procreate, will be lost and the world will be denied, as would the potential mother of your child. The woman who has not been fertilized would not frown upon the way you do the fertilizing. Are you so in love with yourself that you would let yourself perish rather than procreate? You look just like your mother and in you, she is able to see how beautiful she once was in her prime. When you are old you will see that despite your wrinkles, you will be so proud of what you did in your prime. But if you live and you do not breed you will die single and your beauty will die with you. Analysis The poet is frustrated at the Fair Youths refusal to procreate so that his beauty can live on through a child, rather than be lost to aging and death. Furthermore, by refusing to breed, the poet goes as far to suggest that the Fair Youth is denying a woman (or women in general) the pleasure of his beauty. In a later sonnet, it is referred to as a kind of crime to nature! All of this argument is built up to highlight the Fair Youths vanity once again - he was accused once again of self-love.   The poet implores the fair youth to procreate now. This urgency is apparent and the speaker clearly believes there is no time to spare, perhaps because his own feelings for the fair youths beauty are growing and he wants to deny these feelings by urging him into a heterosexual union as soon as possible before his feelings get out of control? The tone of this sonnet is also interesting. It marks the poets growing obsession over the Fair Youth and the intensity of the poet’s feelings towards the Fair Youth floods through. This continues to grow throughout the sonnets.