Principles of Business Document production and information management

Scenario

A company uses documents to communicate, transact business and analyse its performance. Business documents range from brief email messages to complex legal contracts. Some documents are prepared by employees and business owners, while others are prepared by professionals from outside of the company, such as accountants and lawyers.

Since documents provide proof of an organisation’s dealings and may be referred to for years to come, it is important that they are prepared well and in accordance with laid down format. Business documents include: Emails and Memorandums, meeting minutes documents, Business Letters, Business Reports, and Financial Documents.

You are working for a business services consultancy and have been asked by your manager to carry out the following tasks:

Task 1.1

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

Task 1.2

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

Task 1.3

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

Task 1.4

Explain the importance of document version control and authorisation

Task 1.5

Explain how the requirements ofsecurity, data protection, copyright and intellectual property legislationmay affect the production ofbusiness documents

Task1.6

Explain how to check the accuracyof business documents

LO.2: Understand the distribution ofbusiness documents

Task 2.1

Explain how the requirements ofsecurity, data protection, copyright and intellectual property legislationmay affect the distribution andstorage of business documents

Task 2.2

Describe different types ofdistribution channels.