documents using a variety of software applications. In his spare time, he likes seeing or playing live music, hiking, and traveling. Task 2 - Document You are going to edit a report. Another branch of Data Protection regulations is the requirement that all stored data must be kept accurate and up-to-date. %PDF-1.4 The EDRM suggests reviewing itsProcessing Guideto understand how processing impacts different types of forms. 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. Pin important items to the top, add new members to a workspace, and take your content organization to the next level with hierarchical folders! 26 October 2021 Even if you ended up doing things somewhat differently, at least youd feel like you had an educated starting point. Templates provide . A document file created in Microsoft word 2003 or earlier. Its a good idea to meet with your technical team early in the process and share the eDiscovery request. Those standards also tie in with ensuring that the document is appropriate for the intended audience in both its format and its tone. Companies should strongly consider developing an internal information governance strategy to secure ESI and reduce information sprawl. Important information can be put in the Header and footer. being rushed and therefore fail to meet professional standards, can be distorted or taken out of context to fit a particular bias. Spread sheet Software: Microsoft Excel can be used to produce spread sheet for keeping financial records. ?c1KlGs7asqt77:,7yJJI89_Sr1v.W8-NPTSVR[ TD(7aBBFlJ4y LuK@S=}w 3;4@~X_9[LdZ;Akv'o.=3EG t2wgmeac*p5^n;Ns!o}8AZ>!_n/TrMB5[,TE[w]qKG,j,Xdvk,~Tw,A/$ Companies today are producing more and more data than ever before. Instead, work with IT to determine the best possible approach. 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. } For example, SP2EVIDENCE9999 You will need to place screenshots in this document of the evidence you are instructed to produce. Those people have since moved on, and now youre left wondering how to bridge this knowledge gap. Students develop an understanding of the implications of technology in society and the ways Information and Communication Technology (ICT) can help at home, work and the wider world. The production of documents would cease while the source of the leak is investigated and preventative measures are developed and introduced. 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. ICT skills could also include the ability to use older communication technologies such as telephones, radios, and televisions. Today we are going to introduce you to a tool that has all the above features and more. When a new hire joins the company, training them becomes immensely easy as they can simply go through the documentation and get themselves educated on different business processes, policies, and overall workings of the organization. Suffice it to say that the eDiscovery process can be costly, complex, and risky. Employee Documentation: What is it and Types? A documents usage can be outlined in a business protocol and guidelines, particularly in the case of security. ICT items include such things as software, hardware . 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. With a free account for up to 5 members, theres no reason why you should not give Bit a try and feel its awesomeness yourself! EXPLAIN HOW THE REQUIREMENTS OF SECURITY, DATA PROTECTION, COPYRIGHT, AND INTELLECTUAL PROPERTY LEGISLATION MAY AFFECT THE DISTRIBUTION AND STORAGE OF BUSINESS DOCUMENTS. Skip to document. Your email address will not be published. An objection must state whether youre withholding any responsive materials on the basis of that objection. Document Production (Word-Processing) Below you will see a guide to using Word 2003 for Document Production. Finally, when a specific function is required that no software created for general use will allow, Customised (or bespoke) software can be created for specific organisational functions, such as payroll or phone directories. To clarify, delivery needs to align with the protocol that both parties agree to during the meet-and-confer session and with any directives stemming from judicial proceedings. (Figure 7, 8). Think of this as a foundation or reference point that you can modify and expand as you need to. You want to educate and empower team members to do their best work, rather than making them feel like theyre thrown to the wolves. Andrew Cabral, When a presentation is required, there is no better software to use than programs like Microsoft PowerPoint, which are created specifically for presentations. The next most thorough way to ensure the accuracy of your document is to proofread a document yourself, once it is completed. In the following video, Jamil Spain gives a breakdown of document processing: Advances inartificial intelligence (AI)have enabled companies toautomatedocument processingeven further. 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. Identificationentails discovering ESI across different databases, devices, and users, and validating sources and systems. Hard-copy systems for retrieval, much like hard-copy storage methods, are often slower and more cumbersome to retrieve information from. With this intuitive, cloud-based solution, anyone can work visually and collaborate in real-time while creating internal notes, team projects, knowledge bases, client-facing content, and more. What are the main types of business document within an organisation? The scope of the process document describes which process (es) it will cover, the goals of documenting it, and how those goals help the organization. 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.. The first step in this process is to conduct an inventory. You can document pretty much anything from schedules to important policies, which means there are tons of different types of documentation out there. Concept of ICT Meaning & Definition ICTis technology that supports activities involving information. This is known as paragraph alignment, and you may hear this refereed to as justify. Employees form the foundation of any successful organization. 24 Bit.ai Integrations to Make your Documents Powerful! Design, document, review, and improve processes. These can be categorised as Word Processing software, Desktop Publishing software, Database software, Spreadsheet software, Presentation software, and Customised software. First, review the business requirements of your project or acquisition to identify which major components contain information and communication technology (ICT). They are often listed either numerically or with bullet points, with short phrases in chronological order. It feels an awful lot like closing your eyes and throwing a dart at a board. 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 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 well as the generic file types you could include: The layout of the pages in your document needs to be considered very carefully. Agreeing on this ensures that the document is produced in plenty of time to serve its purpose as, if a deadline is not adequately communicated, the document could end up being rushed and therefore fail to meet professional standards. Particularly in the case of the Internet, figures, statistics, and general information can be distorted or taken out of context to fit a particular bias. What are the features of different types of information storage and retrieval systems? Since documentation preserves the experience of current employees, it acts as a valuable resource for new hires. Lists are documents with information ordered either numerically or alphabetically. Smart workspaces: Gather your IT team and create workspaces around projects, teams, departments, and clients to keep your documents, data, and knowledge organized. Its features are designed to improve both your internal processes and your customers' experiences. . EXPLAIN THE IMPORTANCE OF DOCUMENT VERSION CONTROL AND AUTHORISATION. Get it free. Your team can move, skip, add, and even repeat stages when moving through eDiscovery. Organisations will also often have a house style, as mentioned previously, which determines specific layout and formatting elements such as fonts or imagery. When you create the documents for your practical work, you can use as many different types of document formats as part of your work. 1.2 Explain the use of different types of information communication technology (ICT) for document production. Thus, the production of business documents is slowed while authorisation is sought. 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. Now, imagine instead if you had resources that you could turn to. The process of delivering, or making available for review, documents in response to a request for documents, such as a. This audit trail makes accountability for and correction of mistakes easier, as changes can often be tracked to a specific individual, and documents can be reverted to a previous version to void the mistake(s). As such, legal teams need to exercise caution when producing documents to comply with FRCP rules and avoid court sanctions. For this reason, legal teams need to have a system in place for efficiently producing electronically stored information (ESI) during trials and investigations. While discovery refers to tangible objectsphysical documents and paper formseDiscovery covers digital information, such as files, images, and videos. An example of Word Processing software is Microsoft Word. At work, we tend to treat our knowledge as currency. Intelligent document processing (IDP) uses AI-powered automation and machine learning to classify documents, extract information and validate data. Need more help convincing your team? involves displaying ESI during depositions, trials, and hearings. However, if your company information- the knowledge your employees use to do their work and manage customers- lives inside your employees heads, you are preparing yourself for a massive disaster. For example, many organisations will have disciplinary procedures that all members of staff are made aware of, in case of a policy or protocol violation. Records often contain many types of documents, like spreadsheets, files, databases, drawings, and photographs. DESCRIBE DIFFERENT TYPES OF DISTRIBUTION CHANNELS. 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. For guidance on responding to an eDiscovery request, see, The best way to streamline eDiscovery production is to use an end-to-end eDiscovery platform like. For guidance on responding to an eDiscovery request, seeRule 34 of the FRCP. involves extracting information from databases, devices, and applications. Effective documentation collects all of the must-know information about a task, project, or team (from account logins to step-by-step instructions) in a centralized, organized place. To successfully accomplish this requires thoughtful planning and the rightdocument-processingsolution. Finally, Numerical Information is data that can be presented in the form of tables, charts, and graphs. Desktop publishing: eg Adobe Indesign/Quark Express/MS Publisher to produce newsletters, magazines and other complex documents . Document Production (Word-Processing) Below you will see a guide to using Word 2003 for Document Production. Correspondence refers to written communication, such as emails, that has been sent or received either internally or externally to an organisation. As the part of the practical work you will need to be able to open and edit work that has been prepared for you. Document processingconverts manual forms and analog data into a digital format so that these documents can be integrated into day-to-daybusiness processes. We get it documentation feels like yet another thing to add to your teams to-do list. Share this page on LinkedIn 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. Additionally, processes that ensure the efficient retrieval of information are further key steps that can be taken concerning Data Protection. This platform brings together all ESI into one complete, secure, and unified system, enabling you to get through eDiscovery with ease. different types of information communication technology, principles of business document production and information management. How eDiscovery Works These ten steps form a repeatable procedure for you to document any size of task or process. Hard-copy or paper channels, on the other hand, are not always as secure and instantaneous but are the best option in some circumstances. The court can issue a shorter or longer time under Rule 29. Documentation is a critical part of any organization, especially those that focus primarily on IT. If the method of storage that an organisation uses is secure, breaches and leaks of personal data are unlikely, and the organisation is less likely to be fined or sued for negligence. Procedures are in a similar vein but can be considered as instructions for how to handle certain situations, in case a policy has been violated. Such activities include gathering, processing, storing and presenting data. When youre handing off a task, planning for a new project, or need to have a different team member step in on something, documentation means youre able to keep the gears turning without spending hours trying to track down details, credentials, directions, and more.
