Typically, the process of digitizing analog data into digital data follows these steps: If youre using intelligent document processing, itenhances traditionaldocument processingby doing the following: Whether your organization is digitizinghealthcarerecords or looking tostreamlineinvoice processing, it helps to do some prep work and follow best practices to avoid costly, time-consuming problems once you begin. Identificationentails discovering ESI across different databases, devices, and users, and validating sources and systems. a. Every business wants to get ahead by doing work swiftly and efficiently, use minimum resources, and maintaining top-notch quality. that helps teams share knowledge by connecting any type of digital content. Spread sheet Software: Microsoft Excel can be used to produce spread sheet for keeping financial records. Share this page on Facebook As before, the legislation for Intellectual Property is very similar to that of Copyright, in that documents using anothers Intellectual Property (e.g. Another key point: production size typically determines the appropriate media type. 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. When producing documents in court, you distribute nonprivileged ESI to a requesting party. Internal documentation refers to the records that your organization keeps and uses to inform decisions within your company. Sleek Editor:Bits minimal and distraction-free editor makes a great tool for documentation. Word processing, spreadsheet, database, customised, presentation, & desktop publishing software. Principles of business document production and information management What are document version control and authorisation, and why are they important? Agreeing on the content also ensures that the document follows both protocol and regulatory requirements when it comes to information sharing, along with copyright, intellectual property, and data protection legislation. Intelligentdocument processing(IDP) usesAI-poweredautomationandmachine learningto classify documents, extract information and validate data. For more complicated and word-heavy documents, such as newsletters and advertisements, Desktop Publishing software like Adobe InDesign is most suitable. It feels an awful lot like closing your eyes and throwing a dart at a board. An example of Word Processing software is Microsoft Word. Get it free. Suddenly that new project wouldnt seem quite so daunting. Increasingly these activities also involve collaboration and communication. Documentation of Contract Quantities is administered by Illinois Center for Transportation offering documentation certification (IDOT class S-14). In both cases, these can be categorised under electronic and hard-copy systems. Its tough to think about anybody leaving, but the reality of business is that your team wont stay the same forever. People will hit the road and youll bring some new people into the fold. PDF INFORMATION AND COMMUNICATION TECHNOLOGY 0417/02 - GCE Guide Employee Documentation: What is it and Types? Pin important items to the top, add new members to a workspace, and take your content organization to the next level with hierarchical folders! Thats why its little surprise that one survey found that 60% of employees have had a difficult time getting their colleagues to share information that is vital to their work. Processinginvolves reducing data volumes. When the rubber hits the road, documentation will be one of those things that youll be glad that you did. Organisations store a wide range of records relating to customers, staff, finances, and suppliers. During the processing stage, you may also need to convert data to make it presentable in court. This can have a problem with the layout which mean when you print it would be a poor quality printing. Cambridge IGCSE Information and Communication Technology (0417) What Is Technical Documentation? (And How To Create It) These requirements dictate that, like sensitive data, financial data should only be accessible to authorised personnel. 7 0 obj A documents usage can be outlined in a business protocol and guidelines, particularly in the case of security. VenioOne makes it especially fast and easy to process, cull, produce, and present data. [dir="rtl"] .ibm-icon-v19-arrow-right-blue { <> As mentioned previously, business information (particularly personal or sensitive information) is subject to strict regulations enforced by GDPR and data protection guidelines, and the storage of said information is no different. Step 1: Inventory Your ICT | Section508.gov Information and communication technology is a term that describes all components and infrastructure that make modern computing possible. You want to educate and empower team members to do their best work, rather than making them feel like theyre thrown to the wolves. Often csv file are use in spreadsheet and databases as the data can be read by any of appropiate software. What is ICT (Information and Communications Technology)? 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. Those standards also tie in with ensuring that the document is appropriate for the intended audience in both its format and its tone. IT Documentation: What is it & How to do it Right? - Bit Blog But, at the same time, you want to ensure consistent results especially when it comes to things that youre producing on a regular basis. . Everything You Need To Know About Project Management, The Best Online Software Documentation Tools of 2021. Theres more than one way to get things done, and you want to give your team the flexibility to approach their work in a way that suits them best. Technical documentation is any piece of writing that describes the application, purpose, creation or architecture of a product or service. E-mail this page. 3.4 North America ICT Production. There are four types of production forms: native, near-native, image (near-paper), and paper. Assessment Criteria: Describe different types of business documents that may be produced and the format to be followed for each Explain the use of different types of information communication technology (ICT) for document production Explain the reasons for agreeing the use, content, layout, quality standards and deadlines for document production Explain the importance of document Share this page on LinkedIn Why is it important to agree on the use, content, layout, quality standards, and deadlines for document production? Read more:Software Requirements Document: Definition, Steps, and Template Included! EXPLAIN THE USE OF DIFFERENT TYPES OF INFORMATION COMMUNICATION TECHNOLOGY (ICT) FOR DOCUMENT PRODUCTION. Finally, it is important to agree on the deadline for which a document must be completed. Document Production (Word-Processing) | IGCSE ICT The style of a font(sometime called the font face) can e described as being a serif or sans-serif. Or, it must state the grounds for objecting to the request and why. Analysisis all about discovering facts, circumstances, and evidence for an investigation or litigation. This software makes it easier to create layouts that are more complicated and to incorporate imagery. Youll make smarter decisions because essential information wont be locked away on just one persons hard drive - or worse yet - their head. 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. PDF Unit 4: Principles of Business Document Production and Information If information is easy to obtain, the task(s) that require said information can be completed faster, allowing for better productivity. Another set of regulations that affect the storage and distribution of business documents is Data Protection legislation, particularly GDPR. Regardless of your tech-related experience and background, knowing what information and communication technology is can help you improve your knowledge of the field and pursue related . Database Software: Database software can be used to keep customer records, but in Medical Physics Department, I. 1. There are several types of technical documents, each intended for a certain audience. It is also similar to data protection laws in that this data should only be stored for the permitted time although guidelines regarding these limits are provided. DESCRIBE DIFFERENT TYPES OF DISTRIBUTION CHANNELS. R. Gimarino BTLED-ICT 3210 (DMP) Video Production Syllabus If strict and universal care is taken in the security of data, the company will find it easier to comply with all current and future Data Protection regulations. Desktop publishing. This would mean that agreements from multiple parties must be received, and more individuals must be involved in the process including the owner of the data in question. EXPLAIN THE REASONS FOR AGREEING THE USE, CONTENT, LAYOUT, QUALITY STANDARDS, AND DEADLINES FOR DOCUMENT PRODUCTION. IGCSE ICT Document Production 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. Changing font, size and color is very easy. 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. ICT skills could also include the ability to use older communication technologies such as telephones, radios, and televisions. and Calin Furau, .cls-1 { Further, it permits entry onto the responding partys property for inspection and testing. How might the requirements of security, data protection, copyright, and intellectual property legislation affect the production of business documents? The court can issue a shorter or longer time under Rule 29. 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. 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. These can be, for example, health and safety policies, or dress code policies. Document. Add code blocks, math equations, videos, screenshots, PDFs, GITHUB files- or any other rich media you can think of! 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. Content Management: Need a place to store your media? We bet your ideal tool has the following features: Well, guess what? For example, records of spending, or details of the number of employees a business has. How eDiscovery Works PDF Application for Type Certificate, Production Certificate, or While some may do the job quickly, others are likely going to waste time and effort figuring stuff out from scratch. 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. The purpose of preserving data is to mitigate risk. However, apart from explaining an acronym, there's no universally accepted defininition of ICT. Your team is starting a project thats new to all of you. Policies refer to guidelines, set either by the government or by the organisation, which act as aids in decision-making and procedures. 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. Processes that ensure the efficient retrieval of information also save time and effort for any authorised employee that requires said data. Document version control and authorisation enable all of the above factors to be monitored and maintained, and make it easier for a business to adhere to data protection regulations. Permissions: Bit allows users to manage permissions and information access that suits your organizational needs. Why reinvent the wheel when you can just build on the work thats already happened? 26 October 2021 Customer records are records of any individual or organisation that has received products or services from the organisation and would contain personally identifiable information. Once a document is created, it can be made into a hard copy by printing it. 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. Companies should strongly consider developing an internal information governance strategy to secure ESI and reduce information sprawl. Theres a template for that! Nothing like your standard Word Docs, Bit docs are I-N-T-E-R-A-C-T-I-V-E! 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. EXPLAIN THE IMPORTANCE OF DOCUMENT VERSION CONTROL AND AUTHORISATION. Rule 34 allows a party to serve a request for ESI, such as writing, drawings, charts, graphs, photographs, images, sound recordings, and other data and tangible things. Therefore, document management solutions are particularly important to ensure that all the data can be tracked and monitored. fill:none; 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. Information and Communications Technology is a concept identifying the many components that come together to make a successful communications stack in today's business world. IBM Cloud Team, By: The other types of information correspondence, statistical information, policies, and procedures are less likely to fall under data protection regulations, but are still important to retain for the running of an organisation. If that was the case, youd be equipped with a well of valuable information that you could draw from. Abacus - is a mechanical device used to aid an . Document Production The process of delivering, or making available for review, documents in response to a request for documents, such as a request for production and a subpoena. Whether a team member is unexpectedly absent or you arent sure how to move forward with an unfamiliar initiative, those records will be an undeniably handy resource. PDF ISO 9001 Auditing Practices Group Guidance on: REMOTE AUDITS These house style guidelines will also affect the quality of the completed document, in addition to ensuring that there is consistency throughout all documents produced on behalf of the organisation. A quick email notification sent across an organisations internal server will likely have far less strict quality standards than a newsletter sent to the stockholders of a business, and agreeing on these standards beforehand ensures that the document represents the company positively. 1.2 Explain the use of different types of information communication technology (ICT) for document production. 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. While discovery refers to tangible objectsphysical documents and paper formseDiscovery covers digital information, such as files, images, and videos. A document created in Open Office writer. In rarer cases, security regulations can halt production completely, particularly in cases of breaches in security. It will often contain considerably more complex functionality than basic word processors and allow a user to, for example, adjust typography and add decorative elements. Keep reading to learn more about document production and also how it fits into the eDiscovery process. 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. Information and communications technology - Wikipedia 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 IT capacity planning process provides insight into business needs, existing capacity, gaps, and financial strain, and offers an impact assessment. Q 1.2) Explain the use of different types of ICT for document production? 4.6 How does ICT help business and personal communication? No more digging through email or downloaded files for the latest information. By sharing this information, IT can gain a complete picture of what the other party is requesting, which expedites the process. Document Production (Word-Processing) Below you will see a guide to using Word 2003 for Document Production. It also concerns the distribution can the document be published online? Most companies today follow theElectronic Discovery Reference Model(EDRM), a widely used industry framework that offers suggestions for managing ESI. 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. The technology is also referred to as Cognitive Document Processing, Intelligent Document Recognition, or Intelligent . A Simple Explanation. 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. Document Production (Word-Processing) Below you will see a guide to using Word 2003 for Document Production. So, thats bad news. How might the requirements of security, data protection, copyright, and IP legislation affect how business documents are stored and distributed? of the document. While there are nine stages to EDRM, they do not have to take place in any particular order. If were the person with all of the answers, it provides us a sense of security,as if were the most irreplaceable person on our team. Standard Operating Procedures (SOP): What, Types and How to Write? 4.7 Keeping computer network data confidential and secure, 4.9 Using HTML to create and edit webpage, 4.11 Creating Stylesheets using website authoring software, Chapter 5 The effects of Using IT & Spreadsheets, 5.2 The effects of IT on working patterns, 5.4 Commercial and ethical considerations, 5.7 Microprocessor-Controllled device in the home, 5.8 Data analysis: Spreadsheet modelling skills, 5.9 Developing your spreadsheet modelling skills, 7.2 The systems life cycle: Design and development, 7.3 The systems life cycle: Testing and implementation. (Figure 6), Minutes of Meetings are a formal record of a meeting that has taken place. No more digging through email or downloaded files for the latest information. What Is Document Processing? | IBM This is just one of many examples that speak to the importance of documentation on your team. It defines the rules that certification bodies and their auditors shall follow to ensure that ICT are used to optimize the efficiency and effectiveness of the audit/assessment, while supporting and maintaining the integrity of the audit process. Presentationinvolves displaying ESI during depositions, trials, and hearings. Their format will usually include columns of text and images. The first relates to agreeing on the use of a document, which covers factors such as a documents security, storage, and distribution. Document Production | Practical Law This is especially useful when creating standard operating procedures. Once the type of document has been established and the appropriate software selected, it is important to agree on the use, content, layout, quality standards, and deadlines of a document, for the reasons outlined below. 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. Documentation is a critical part of any organization, especially those that focus primarily on IT. With documentation in place, you can refer to past work and learn from it, instead of doing it all over again with the same results. To see VenioOne in action,request a free demo today. This involves exchanging evidence and setting ground rules for the trial. Save this document in your work area as SP2EVIDENCE followed by your candidate number. What if she goes on a long vacation? The course is a prequalification for all IDOT consultants who will perform construction inspection (Phase III) work, including staking, material testing, inspection, documentation of materials and . While discovery refers to tangible objectsphysical documents and paper formseDiscovery covers digital information, such as files, images, and videos. Employees form the foundation of any successful organization. They come in winrar zip files and contain a question paper and the files needed to complete the tasks.. Desktop publishing - Software applications - KS3 ICT Revision - BBC Create a free website or blog at WordPress.com. IT capacity planning is part of the capacity management process. What Is Information and Communication Technology? - Indeed Authorisation is also a vital factor in adhering to data protection regulations. Theres nothing like Bit out there that does it all- from document creation and collaboration to document sharing, managing, and tracking. 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). At a core level, discovery ensures a fast and fair experience for both parties. magazine layouts and content). Put an end to information hoarding and set the stage for open communication. When you create the documents for your practical work, you can use as many different types of document formats as part of your work. DESCRIBE THE TYPES OF INFORMATION FOUND IN BUSINESS ORGANISATIONS. Word Processing software is most suited for creating documents such as reports and business letters. Companies today are producing more and more data than ever before.
