Ask yourself this:What does my ideal documentation tool looks like?. While you can create your own eDiscovery strategy, the EDRM can help guide your efforts. When it comes to storing and retrieving data, there is a range of systems an organisation can use. Converting manual data into electronic documents is an essential step in most companies digital transformation. Hence IT has become ICT: information and communication technology. Bit.ai is the essential next-gen workplace and document collaboration platform. Its necessary to deliver ESI in an appropriate form that both parties agree to. This platform brings together all ESI into one complete, secure, and unified system, enabling you to get through eDiscovery with ease. Its a good idea to meet with your technical team early in the process and share the eDiscovery request. Technical Documentation: What, Why, and How? As an extra layer of proofing, its best to ask an authorised person to proofread your document, too, for an objective viewpoint. <> The links below contain Microsoft Word (Document Production) past exam paper questions. Document Production (Word-Processing) Below you will see a guide to using Word 2003 for Document Production. The only problem? 4 UCLES 2020 0417/02/O/N/20 7 Apply the RW-Title style to the title text entered at Step 3. Rule 34(b)(2)(B) offers guidelines for responding to each item. Document Production: Mass Improvement Acquiring full control of resources in every stage of the document process, from design to production and composition, is critical to a business. Bit.ai is new-age software documentation and knowledge management tool that helps employees collaborate, share, track, and manage all company documentation in one place. [house style] determines specific layout and formatting elements such as fonts or imagery.. Here are a few key benefits you can share to illustrate why documentation should be a priority moving forward. No more digging through email or downloaded files for the latest information. 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. The purpose of preserving data is to mitigate risk. Collectioninvolves extracting information from databases, devices, and applications. 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. 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. Often csv file are use in spreadsheet and databases as the data can be read by any of appropiate software. According to these regulations, sensitive or personal data must be stored with access restricted to all but those authorised to view it. IDPmay also incorporaterobotic processautomation(RPA) andnatural language processing(NLP) tools to make the transition from analog to digital faster and lesserror-prone. In the word processing program select page layout and open the Page Setupdialogue box by clicking the icon at the bottom right. On top of this, if youre objecting to part of a request, you need to specify the part youre objecting to and permit inspection of the remaining requests. Design, document, review, and improve processes. What are different types of computer software? It can lower risks and speed up your workflows. As a self-service customer manual to help them teach the proper usage of the software and troubleshooting. Companies should strongly consider developing an internal information governance strategy to secure ESI and reduce information sprawl. Templates - examples to base your own document on. The other steps involve determining which exceptions and standards apply. In rarer cases, security regulations can halt production completely, particularly in cases of breaches in security. Once a document is created, it can be made into a hard copy by printing it. Graphics software: eg Adobe Photoshop and . People will hit the road and youll bring some new people into the fold. It remains a go-to reference for law firms and corporations across all verticals. Correspondence refers to written communication, such as emails, that has been sent or received either internally or externally to an organisation. (Figure 3), Reports are written statements documenting what has been observed, heard, done, or investigated. Documentation increases the collective knowledge of everyone that you work with. Once the data is ready to export, youll need to copy it to an appropriate type of media. 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. fill:none; Theres a template for that! To successfully accomplish this requires thoughtful planning and the rightdocument-processingsolution. These will often be stored for future reference purposes, for example as a reminder of a meeting, or as a paper trail for accountability. Its their collective hard work, expertise, skill, and years of experience that allow them to work in tandem and lead the company towards success. } Finally, if you are using numerical data from a secondary source, repeating your research to confirm the data is important to ensure that the figures included are correct. What are document version control and authorisation, and why are they important? [1] 9 Change the page layout so that the subheading Event Format and all following text is displayed in 2 columns of equal width with a 2 centimetre space between the columns. For example, converting a PowerPoint presentation into an image could render speaker notes invisible. You can document pretty much anything from schedules to important policies, which means there are tons of different types of documentation out there. But, they tend to fall into one of three main types of documentation: team documentation, reference documentation, and project documentation. Factory address (if different from above) b. What are the legal requirements for storing business information? 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. This is just the tip of the iceberg though as the cost of hiring and training a new employee also involves the cost of paperwork, loss of productivity for all parties involved in the hiring and training process, cost of premature turnover, and more. There needs to be some level of cohesion so that you dont look sloppy or uninformed. The EDRM recommends forming a collection strategy, preparing a plan, selecting the right collection method, and then executing the plan and pulling ESI. Records often contain many types of documents, like spreadsheets, files, databases, drawings, and photographs. Rule 34(b)(2) covers responses and objections. The course will cover the entire process of video production, from conceptualization and planning to post-production and distribution. Every business wants to get ahead by doing work swiftly and efficiently, use minimum resources, and maintaining top-notch quality. A document or document file describes an electronic copy or hard copy of reference material for a product. When a presentation is required, there is no better software to use than programs like Microsoft PowerPoint, which are created specifically for presentations. Copyright legislation, or the Copyright, Designs, and Patents Act 1988, only affects the storage and distribution of business documents if they contain the works of others under the following criteria: artistic, literary, music, sound recording, film, dramatic, or typographical arrangement of published editions. Sounds horrible right? Authorisation is also a vital factor in adhering to data protection regulations. If the formats are unrecognizable or inconsistent, the process may need to redirect to human operators to complete the conversion. 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. There may be fewer options for restricting access via hard copy than via electronic, but there are also fewer ways a data breach can happen (as information has to be physically stolen or misplaced). By using adocument-processingsystemtoextract data, a company can digitally replicate the document's original structure, layout, text and images. Intelligentdocument processing(IDP) usesAI-poweredautomationandmachine learningto classify documents, extract information and validate data. These ten steps form a repeatable procedure for you to document any size of task or process. agreeing on a documents use ensures that the document adheres to regulatory requirements in light of GDPR. Before two opposing teams meet in court, they go through a process called legal discovery. EXPLAIN THE NEED FOR SAFE STORAGE AND EFFICIENT RETRIEVAL OF INFORMATION. Updated November 7, 2022. 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. The EDRM recommends a five-stage process for producing ESI. . What types of information can be found in business organisations? } 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. These methods, such as internal pigeonhole systems or Post Office systems, enable an organisation to distribute documents that require manual sign-off. By sharing this information, IT can gain a complete picture of what the other party is requesting, which expedites the process. We think we have made a pretty solid case here. Such activities include gathering, processing, storing and presenting data. It is important to make sure that multiple reputable sources have shared the same information with the same context.. If a business has solid file-naming protocols in place, anyone searching for a specific file will know what search criteria to use. This is just one of many examples that speak to the importance of documentation on your team. There are four types of production forms: native, near-native, image (near-paper), and paper. This must take place within 30 days of the serving date or within 30 days after the parties first Rule 26(f) conference. Add code blocks, math equations, videos, screenshots, PDFs, GITHUB files- or any other rich media you can think of! It can lower risks and speed up your workflows. Authorisation further minimises the chance of inaccurate information being added or distributed. Put an end to information hoarding and set the stage for open communication. The production of documents would cease while the source of the leak is investigated and preventative measures are developed and introduced. See why Confluence is the content collaboration hub for all teams. Create a free website or blog at WordPress.com. 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. DESCRIBE THE FEATURES OF DIFFERENT TYPES OF SYSTEMS USED FOR STORAGE AND RETRIEVAL OF INFORMATION. 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. Word Processing software is most suited for creating documents such as reports and business letters. 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. There are several ways to ensure a document is accurate, as outlined below. 1. 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. During the processing stage, you may also need to convert data to make it presentable in court. Only 4% of companies always document their processes. 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. 4.6 How does ICT help business and personal communication? Finally, it is important to agree on the deadline for which a document must be completed. protects ESI from destruction and manipulation during an investigation. DESCRIBE DIFFERENT TYPES OF DISTRIBUTION CHANNELS. These allow for a basic proofing of your document, at the very least. IT Capacity Planning Process. Templates provide . Your team is starting a project thats new to all of you. In a similar vein, if you have any non-numerical information (such as information from a study posted on the Internet), it is important to cross-reference with at least one other objective source that is entirely unrelated to the first, to avoid using biased or fake information. The process of delivering, or making available for review, documents in response to a request for documents, such as a. Electronic channels emails, for example have benefits in that multiple recipients can be specified and delivered to instantly, files can be added as attachments, password-protection features are available, and most email systems require a username and password for access to be granted to emails. By linking with other topics, document presentation of documents may be considered in a vocational context rather than for its own sake, and give learners a wider range of opportunities to establish and meet user needs and to use tools and techniques to communicate information effectively. EXPLAIN THE REASONS FOR AGREEING THE USE, CONTENT, LAYOUT, QUALITY STANDARDS, AND DEADLINES FOR DOCUMENT PRODUCTION. Additionally, if the property is created for the company by an external designer, that designer still owns the IP (unless otherwise discussed and agreed upon in a contract). EDISCOVERY SYSTEMS|Jul 16, 2021 12:39:00 AM|by Venio Systems. This requires utmost care and precision. An example of Statistical information would be data from an organisations marketing department, where tracking of demographics or engagement on social media takes place. A great documentation tool like Bit can help you do just that, and more. Even if you ended up doing things somewhat differently, at least youd feel like you had an educated starting point. We assume that sharing our expertise will make us less valuable. If information is easy to locate and retrieve, it is far easier to adhere to [GDPR] and continue to avoid monetary reparation.. Georgia Goddard is a freelance Illustrator and Graphic Designer, also known by the alias "PixieGuts". The technology is also referred to as Cognitive Document Processing, Intelligent Document Recognition, or Intelligent . Their format will usually include columns of text and images. Document processingis ideal for converting documents with identical formats. Yes, you guessed it-theres a template for that!! Technical documentation is any piece of writing that describes the application, purpose, creation or architecture of a product or service. Most companies today follow theElectronic Discovery Reference Model(EDRM), a widely used industry framework that offers suggestions for managing ESI. The format of a report will often include a title, subheadings, a conclusion, findings, terms of reference, and recommendations. Nothing that is considered the Intellectual Property of an individual or company must be used without the permission of its owner, and the owner has the final say on how the property is used, edited, stored, and distributed. Additionally, the names and email addresses of recipients can be hidden from the other recipients, using the Bcc: functionality in accordance with GDPR. How eDiscovery Works If information is easy to obtain, the task(s) that require said information can be completed faster, allowing for better productivity. 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. Policies refer to guidelines, set either by the government or by the organisation, which act as aids in decision-making and procedures. A document created in Open Office writer. and Calin Furau, .cls-1 { . 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. In this session you will be looking at how to create and open documents using different sources or files. In the case of storage, security regulations may dictate where hard-copy documents may be stored or archived, such as within areas where only authorised individuals are given access via key cards or coded locks. Hard-copy or paper channels, on the other hand, are not always as secure and instantaneous but are the best option in some circumstances. Presentationinvolves displaying ESI during depositions, trials, and hearings. How might the requirements of security, data protection, copyright, and IP legislation affect how business documents are stored and distributed? Document version control consists of making a copy of a document each time it is edited, instead of overwriting the original, and assigning it a number or name that indicates how up-to-date the information contained within is. Information and communications technology ( ICT) is an extensional term for information technology (IT) that stresses the role of unified communications [1] and the integration of telecommunications ( telephone lines and wireless signals) and computers, as well as necessary enterprise software, middleware, storage and audiovisual, that enable There is no cost for internal distribution systems, and there is a range of Post Office services that offer specific delivery conditions for any type of document (such as courier services or tracked delivery). However, using systems such as alphabetical or numerical filing systems makes retrieval of specific information easier as long as you know what youre looking for. Learn how the latest products work, implement best practices and maximize your tech investments. When documentation is in place, searching for information becomes streamlined and quick. 2. 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. Risk Management Plan: What is it and How to Create it? The good news is, all of this horribleness is completely avoidable at a fraction of the training cost via documentation. API Documentation: What is it & How To Create them? The guide covers all that you need to know to be able to answer questions in the IGCSE ICT practical exams. And, unfortunately, Gallup found that only 12% of employees strongly agree that their organization does a great job of onboarding new workers. While discovery refers to tangible objectsphysical documents and paper formseDiscovery covers digital information, such as files, images, and videos. When the rubber hits the road, documentation will be one of those things that youll be glad that you did. Agreeing on the quality standards of a document, as with the layout, also influences and is influenced by a documents intended audience. Documenting the steps involved for future reference, Creating project proposals and SOPs (standard operating procedures), Creating training manuals to train new employees and get them up to speed with the software quickly. Additionally, processes that ensure the efficient retrieval of information are further key steps that can be taken concerning Data Protection. Additionally, some regulations apply to the storage of financial information, too. This means production can again be delayed if, for example, an edit needs to be made and the designer is absent or out of contact. (Figures 4 & 5), Advertisements are part of the marketing of a business, and have no set format or style unless otherwise specified by an organisations house style. (Figure 6), Minutes of Meetings are a formal record of a meeting that has taken place. Otherwise, the party must label them to correspond to the categories in the request.