Cluster 1 2024 Technology and Software PDF

LET’S GET TECH SAVVY BSBTEC201 Use business software applications BSBTEC202 Use Digital Technologies to Communicate in a Work Environment HSC CONTENT CLUSTER 1 - 2024 TECHNOLOGY AND SOFTWARE Innovation and technology...

LET’S GET TECH SAVVY BSBTEC201 Use business software applications BSBTEC202 Use Digital Technologies to Communicate in a Work Environment HSC CONTENT CLUSTER 1 - 2024 TECHNOLOGY AND SOFTWARE Innovation and technology – mandatory focus area (TECHNOLOGY) Scope of learning of the HSC technology and software ▪ business technology and software applications common to an organisation/DFplace in the business services industry: – general features, purpose and limitations – selection appropriate for task/job requirements – use/operation and maintenance ▪ selection and use of relevant business technology and software applications to complete tasks common to an organisation/workplace in the business services industry, including: – digital communication – database – graphic design – presentation – spreadsheet – word processing ▪ importance of using an application that suits the nature and purpose of the work task, intended audience and format and presentation requirements formatting data and information ▪ working knowledge of: – common features and functions within applications to prepare and present documents: for entering and editing content: o alpha/numeric text o images and graphics o interactive components including forms, fields, buttons and drop-down lists o links including hyperlinks and embedded links o reviewing, including spell and grammar check for structuring content: o columns o indentations o pagination, including page identification, page breaks, worksheets and web pages o new lines and paragraphs o sections o tables and tabulating information for formatting content: o alignment o fills or shading o lines and borders o merge and split cells o styles o text direction o typeface and font size for file management: o document automation (macros, scripts, shortcuts) o permissions o security and protection o sharing o templates o version control – additional features and functions specific to a word processing application to prepare and present documents: automated referencing formatted lists mail merge track changes sort table of contents – additional features and functions specific to a spreadsheet application to prepare and present documents: charts conditional logic conditional formatting data validation formulae and functions import and export data mail merge pivot tables sort Word processing Key terms and concepts Term Definition Referencing is the process of inserting tables of contents, footnotes, citations, indexes and Automatic bibliographies into a word processed document. referencing Some word processors have the facility to automatically update the referencing in a document which is achieved by the insertion of relevant markers in the document. Can be represented by a range of symbols, usually round dots, which are used to set apart Bullets points in paragraph style. A facility in the program to store items of text or graphics when they have been cut or Clipboard copied, so they can be pasted to a different location - up to 12 items at one time. Cut & Paste A feature that allows you to move information from one place to another. Dialogue box Dialog boxes prompt the user to enter information. Edit To make changes to existing text. Embedded objects become part of the destination document. When an object is embedded, the user creates the object in the source application as is done when linking; Embedding however, there is only one copy of the object and that resides within the destination document. When embedding the ‘source’ and ‘destination’ files are the same file. Are a special characteristic which enhances the use of a software application. An example Features is the auto-spell check in word-processing which underlines incorrectly spelt words. The ability to automate the creation of multiple letters using ‘mail merge’ is another feature. Font All the characters in a particular typeface. The look of a document, text, graphics, characters (noun) or to change the way a Format document looks (verb). Lines of text in a word processed document can be displayed in a list format, using either Formatted lists bullets or numbers. A bulleted list is an unformatted list; a list using numbers is a formatted list. Insertion point The flashing vertical bar that indicates where the text will be entered – current position. Justification Paragraph alignment left, centre, right or fully justified. Landscape The orientation of the document when printed it is wider than it is long. When a user links an object, a copy of the original data appears in the second (destination) application. As an example, if one uses object linking to copy data from Excel to Word, the data remains in Excel, but a copy of the data also appears in Word. To change the data in Linking Word, the user needs to change it first in the original (source) Excel file; this in turn will update the data in Word because of the linking. Note: Changing the data in Word would only change the data in Word and not in the source Excel file. Macros are a recorded set of instructions, usually assigned to a keyboard shortcut. Many programs allow users to create macros so a task can be performed quickly by a single key stroke. As an example a user may want to indent every third line five spaces. In the Macros ‘Developer/Macros’ command of Microsoft Word the user could make a macro based on the relevant key strokes and allocate that macro to a keyboard key (maybe ‘I’). Thus whenever the user wants to indent lines, they just press 'I'. A macro can be assigned to a symbol, name or key. To attach a data file or database to one main word document, enabling multiple copies to Mail merge be created. In Word pull-down menus give a choice of options to make it easier to use the program, Menu e.g. File, Edit, View An item which can be individually selected and manipulated. As an example a table in Object Word is an object. Object Linking and Embedding refers to technology developed by Microsoft which allows OLE the user to create work in one software application and share it with another software application.  Can be accessed to explain and help the user with any questions or problems relating to Online help the application being used. Portrait The orientation of the document when printed – longer than it is wide. Are special key-stroke combinations which can be used in some software applications to Shortcuts access commands quickly. For example using ‘CTRL+V’ to copy. A feature which allows the user to arrange data in a table, in a required sequence, E.g. A to Sort Z Underlines spelling errors with a red wavy line; when used gives other spelling options, Spellcheck can add to the dictionary or ignore. Located at the bottom of the screen and displays information for the user, e.g. Page no, Status bar Section, Total pages, line, column. A facility which allows the user to make columns with or without borders and can be used Table instead of tabulating. Table of The TOC is shown at the beginning of a document and lists the parts and relevant page Contents (TOC) numbers in the order they appear for each topic. Are pre formatted documents, set out for a specific purpose or function; to assist the user Templates in creating their own document. For example, an invitation or business letter. Thesaurus Provides synonyms and antonyms for words or phrases. A toolbar can contain buttons with images (the same images you see next to Toolbar corresponding menu commands). When used these give Microsoft Word instructions about what you want to do. A facility which allows the author of a word processing document to see what changes Track changes have been made to the document. The author can then decide to either accept or reject the changes. Undo Allows the user to reverse up to the last 16 actions performed. Spreadsheet Key terms and concepts Term Definition Cells The rectangles created at the intersection of columns and rows. The process of taking (exporting) data from an application, i.e. a spreadsheet, and Export placing it into another application, i.e. a database. Formula An equation that performs operations on worksheet data. A predefined formula that performs calculations by using specific values, called Function arguments. The process of bringing (importing) data into an application, i.e. spreadsheet, which Import has been saved in another applications format, i.e. database. Computerised worksheet on which text, numbers and formulas can be entered for fast, Spreadsheet accurate calculations. A workbook file that contains pre-designed worksheets that can be used as a pattern Template for creating other similar sheets in new workbooks. Workbook A spreadsheet file containing one or more worksheets A sheet within a spreadsheet workbook; used for displaying rows and columns of Worksheet figures and labels Worksheet tab The tab at the base of a worksheet; default tab names in Excel are Sheet1, Sheet2 etc. Charts (sometimes called graphs) are a pictorial way of displaying Charts data. There are a number of different chart formats designed for different purposes. Conditional A style function which allows certain cells to be highlighted when they formatting meet a user set condition. As an example, a range of cells could contain $ values, a conditional format could be set to highlight with red  shading any cells that contain a value greater than $20. A common use of spreadsheets is to analyse data or use data for predications which is done by using ‘IF’ functions. The IF function allows the user to test a certain criteria (condition) and display a result. Conditional logic As an example in a spreadsheet containing ‘Sales by Month’ a user may want to know in which particular month sales exceeded a certain value, say $200. The ‘conditional logic’ would be something like ‘=IF(A1>200, "Exceed", "Not Exceed")’. This is used to restrict the type or value of data entered into a cell. This is useful when the user shares a workbook with others and wants to ensure they use the correct format when entering or changing data. As an example, a range could be set which only allows the input of Data validation numbers between 10 and 50; a data validation message could be created so if a user tries to enter a value outside the input range a pop-up message would appears saying to ‘enter a value between 10 & 50’. Most spreadsheet applications have the facility to import data from another source and to export data to another source. For example, Import and export data from a database application (e.g. Microsoft Access) can be data imported into a spreadsheet using the in-built import from Access function. These are tables created to easily summarise data and highlight desired information. Pivot tables are especially helpful when looking at Pivot tables workbooks which contain a large amount of data. Pivot tables, once created, can easily be changed to filter for different results as required. Technology and software Choosing the correct application Read BSBTEC201 - Use business software applications (Release 1) Learner Resource Produced 2 December 2021 © Precision Group (Australia), Two main types of software are used in modern computers: operating systems application software Operating system An operating system (OS) consists of one or more programs which manage the operations of the computer. These programs function as an interface between the user, the applications, programs and the computer equipment. For a computer to operate, the essential and most frequently used instructions in the operating system are loaded into main memory (RAM). The remaining parts of the operating system are usually stored on the hard disk and are loaded into memory as required. There is a number of different operating systems in use. Some of these are used for particular specialist applications and will only be found on certain types of computers: Windows XP, Windows vista, Linex, Apple OS X Most IBM compatible PCs will be using Windows 10 version of the Windows operating system. Apple Macintosh users will be familiar with the Apple operating system called Mac OS X. Application software Application software is the program you use to perform a specific task, or to do a particular job. A word processor program is used to create business letters, reports, or almost any kind of text document. A spreadsheet program allows you to manipulate large amounts of numerical data. A database management program is used to manage large amounts of data. Communications software provides a method of connecting to other computers to exchange data. Commercial software packages Software has three basic categories: system software which is used to control the hardware components of a computer. utility software which helps protect and maintain a computer, and application software which allows a user to complete a specific task. Commercial software is software that is mass-produced to sell or distribute and to meet a business need. It may be free or sold and it can be system, utility or application software. Commercial software is often referred to as ‘off-the-shelf’ software as it comes readily packaged and is available for sale or distribution to the general public. Open-source software - Most commercial software is sold under licence, where the end-user licence restricts what the user can do with the software. Open-source software is distributed with the source code available to the user. This allows the user to modify the source code if they wish. Open-source software is not necessarily free software. Software package is a term used to refer to most software programs today. A package will usually contain a single file (usually an executable file), the file containing the actual program (source code) plus the necessary files to install the program. In addition, a software package will provide advice on how to install the software, plus support information on how to use the program. This support information may be included as paper-based with the software or usually as advice on how to access a relevant website. Software packages are sold for system, utility and application software. Software suites are a group of software that share a common user interface and integrated components. An example is the Microsoft ‘Office’ suite that provides a user with a series of applications; each for specific a purpose. The Office suite, as other suites, has a common look for navigation and functionality. Enterprise or customised software - This is software developed or used for a specific purpose by an organisation. An enterprise created application is developed by programmers to meet a unique business need, eg a hospital patient’s records system. Choosing the correct application As a competent ICT user, you should be able to determine the most suitable software application to meet a specific need. This does not mean which is the best brand, but which software has the functionality to produce a required output. As an example, if you want to create a document that will attract readers’ attention by using fancy headings and indenting, then a word-processed document would be better than a spreadsheet. Target Audience When creating a word document or a spreadsheet or webpage it is important to firstly identify the purpose and target audience. Steps to help you identify your audience include: 1. What information are you readers looking for? 2. What is the age range of your audience? 3. What is their existing level of knowledge of the subject? 4. What is their cultural background?  5. Is there a key interest you can use to connect to your audience? Spreadsheet or word document Once you identified your subject matter and target audience, you need to decide the relevant application. In the case of spreadsheets and word-processing the following steps can help you decide. When to use spreadsheets: 1. Your data includes the use of rows and columns with numbers. 2. Your data includes numbers, $ signs and decimals points. 3. Your data includes calculations, especially complex ones. 4. You are using rows of text that contain words or symbols that are repeated in other rows. When to use word-processors: 1. Your data contains a lot of paragraphs and space between lines or paragraphs. 2. You want headers and footers that stand out. 3. The layout of your document is complex, i.e. requires section breaks. 4. Within your text there is a mixture of characters, numbers and symbols. In addition to the above, it should be remembered that when using word-processing and spreadsheets it is possible to link or embed, parts or all of a spreadsheet into a word document. This can help when you need to make complex calculations (in a spreadsheet) and want to present the information in one document (a word document). Spreadsheets A spreadsheet is a computer based document that uses rows and columns to organise data. This allows for the data to be easily sorted and allow for calculations to be carried out. Originally spreadsheets were developed as an electronic version of accounting paper-based worksheets. However, the use of spreadsheets has been further utilised to sort data for a wide range of functions where lists of data are used. Document purpose and audience It is essential that the target audience of a spreadsheet is identified. This allows the creator of the spreadsheet to use the program settings and formatting to ensure information is presented as needed. Any document is a form of communication and for it to be effective it needs to address three basic criteria: 1. Who is the audience? 2. What information do they hope to obtain? 3. What information do you wish to present? When compiling an effective document consider the following: Content what is the information readers are seeking. Organisation and layout how the information is presented, is it relevant, helpful and easy to follow. Language is the language of the document relevant to and understood by the audience. Simple formulas and functions A formula is a mathematical relationship expressed by using symbols. As an example, to add the numbers three and four you could write 3 + 4. A function is a pre-defined formula within a program. As an example, in a spreadsheet program there may be a function SUM used to add values together. Spreadsheet settings As with most software, the ability exists in spreadsheet software to make changes to basic settings to meet the users’ needs. Examples of settings that can be adjusted include menu ribbons, printing options, creating macros, format styles, creating templates and automating reports. Customising spreadsheets to meet a user’s needs makes it easier to read and manipulate data. Spreadsheet software There are a number of spreadsheet software available, one of the most well-known is Microsoft’s ‘Excel’. Other spreadsheet software includes LibreOffice Calc’, OpenOffice’s ‘Calc’, Lotus’s ‘Lotus 1-2-3’, Google ‘Sheets’ and Corel’s ‘Quattro Pro’ Word processing Word processing can be defined as using a computer device to input and manipulate text to create a printable output. Word processing software There is a variety of software programs for word processing. The most well-known would be Microsoft ‘Word’ which is part of their Office suite. Other software includes ‘Writer’ by OpenOffice, ‘Writer’ by LibreOffice, ‘WordPro’ by Lotus, ‘Quickword’ by QuickOffice and ‘Google Docs’. The usual method for word processing is to input data via a keyboard, however, there exists voice activated software that can allow the user to create a word document via voice, eg ‘Dragon Home 12’. Document structure and layout Organisations may have their own guidelines (style guide) on how to design text-based business documents. A key requirement in designing documents is to be consistent. Some examples are: headings are a larger font size then the body text generally, no more than 2 different coloured fonts should be on the same page generally, no more than 2 font styles on the same page. Following such guides ensures that the reader is not distracted from the intended message of the document. Consistency in the use of fonts, margins, and other formats ensures a more readable document. Naming and storing of documents It is essential that any document (or file) can be easily retrieved when needed, so there needs to be consistency and relevancy of document names. For example, a document describing July’s sales figures could be called ‘July_Sales_2014’ as opposed to just ‘Sales’. Most businesses have their own rules and guidelines when it comes to naming documents and this need to be followed so that not only yourself, but all staff can easily identify a document. Similarly, the storing of documents needs to be consistent and relevant, eg the ‘July_Sales_2014’ document could be saved in a folder ‘Sales’ as opposed to a folder ’MyWork’. Most businesses have rules about folder names and structures. It is good practice to have such document naming and filing conventions in your own work so you can practice industry standards in this area. Organisational requirements for text-based business documents Word-processing software comes with its own in-built format & style templates such as Microsoft Word’s ‘normal.dot’. However, businesses often have their own requirements as to how word-processed documents are to be formatted and styled and this can be saved as a template. For example, a business may decide all documents are to use a 12pt Verdana font and text to be black; headings to be 16pt bold text. The business may also require that all documents have the company logo on the top left corner and need to include the business’s contact details. A user needs to be aware of the business requirements and ensure they follow these guidelines when producing business documentation. WHS - ergonomic, work organisation, energy and resource conservation requirements As with any computer usage, the use of software such as word-processors requires adherence to basic WHS guidelines. Correct ergonomics, such as seating position is essential. Organising work in a manner that means lowering or removing potential stress, due to factors such as work overload or poor time management is essential. As with any computer usage, it is necessary to consider energy and resources. For example, using screen savers or automatic stand-by functions can conserve energy. Additionally, emailing a document instead of printing can conserve energy and resources. Printing specifications These include page set-up, print area, page orientation, paper size and the number of pages to be printed. In addition, there may be more than one printer available, so the relevant printer needs to be selected. It is essential that a user not only follows any business guidelines regarding printing, but also the actual printer specifications. As an example, a particular printer may not have the drivers to print ‘legal’ size and can only print ‘A4’ size paper. Technical functions and formatting Word-processing technical functions include templates, style sheets, callouts, columns, macros, section breaks, page numbering and footnotes. Formatting is the process of changing how the text appears and how it is placed in a document. Functions such as text size, font style, font colour, line spacing, use of bold, underlining and italics all relate to formatting. Formatting data and information Students undertake a series of tutorials for both Microsoft Excel and Microsoft Word. Note many of the advanced features of software that students must learn are not available in software such as Google Docs, Google Sheets and Office 365. Students should also be familiar with the functions and operations of PowerPoint and Access (database) https://edu.gcfglobal.org/en/word/ https://edu.gcfglobal.org/en/excel/ https://edu.gcfglobal.org/en/powerpoint/ https://edu.gcfglobal.org/en/access/ Students will understand the following course content: Entering and editing content: o alpha/numeric text o images and graphics o interactive components including forms, fields, buttons and drop-down lists o links including hyperlinks and embedded links o reviewing, including spell and grammar check For structuring content: o columns o indentations o pagination, including page identification, page breaks, worksheets and web pages o new lines and paragraphs o sections o tables and tabulating information For formatting content: o alignment o fills or shading o lines and borders o merge and split cells o styles o text direction o typeface and font size For file management: o document automation (macros, scripts, shortcuts) o permissions o security and protection o sharing o templates o version control Additional features and functions specific to a word processing application to prepare and present documents: automated referencing formatted lists mail merge track changes sort table of contents Additional features and functions specific to a spreadsheet application to prepare and present documents: charts conditional logic conditional formatting data validation formulae and functions import and export data mail merge pivot tables sort For file management: document automation (macros, scripts, shortcuts) permissions security and protection sharing templates version control File Security https://www.microsoft.com/en-au/microsoft-365/business-insights-ideas/resources/secure-file-sharing-for-small- businesses Many include the following features to help protect your files: Password protection. You can send links to password-protected files. Only recipients who know the password can access the file. Expiring links. Expiring links revoke access after a certain amount of time. They allow recipients to access files for a limited amount of time. Varied permissions. With file access permissions, you select who can view, comment on, edit or reshare files. For example, you limit access to one person, a group, all company employees or anyone. Version history. Someone might add unwanted edits to your shared file. Version history lets you restore a file back to a prior draft. Recycle bin. You might delete a file without meaning to. In this case, you can restore files from the recycle bin. Mass file deletion protection. You might delete a large number of files by accident. If so, your cloud storage provider will send an alert. It will also list the steps to recover those files.  Activity monitoring. Providers watch for and block suspicious sign-in attempts. Automated surveillance prevents unauthorized access to your account. Encryption. With cloud storage, a type of cipher code always conceals your files from prying hackers. Virus scanning. Files are scanned during the download process for known viruses. Physical protection. The data centers where your content is stored have security officers and motion sensors. They also use video surveillance and intrusion detection alerts. Network protection. The networks inside and outside of data centers have firewalls. These limit traffic from unauthorized locations. System monitoring. Software teams monitor and fix security concerns as they arise. Vaults. You have to verify your identity before you access these secure folders. They protect files in case someone accesses your device or account.  BSBTEC201 Use business software applications BSBTEC202 Use Digital Technologies to Communicate in a Work Environment HSC CONTENT CLUSTER 1 - 2023 WORKPLACE DATA AND INFORMATION Innovation and technology – mandatory focus area (TECHNOLOGY) Scope of learning of the HSC workplace data and information ▪ respond to requests for data and information: – from internal and external sources – points to consider when responding to requests: level of authority/scope of responsibility reason(s) for request confidentiality, privacy and security issues expected timeframes task, purpose, audience, format, presentation requirements – workplace procedures for responding to information requests ▪ collect workplace data and information: – importance of ensuring that collected data and information is: appropriate to workplace needs from reliable sources accurate – methods for checking the validity of data and information and its source(s) – methods of collection – in a timely and resource-efficient manner – workplace practices to maintain the security and confidentiality of data and information ▪ importance of privacy, confidentiality and security in relation to data and information management ▪ process data and information in accordance with workplace requirements and task requirements, within designated timeframes: – collate, record and document data and information – format data and information, including spreadsheets, forms, letters, minutes, presentations – distribute data and information to relevant personnel ▪ electronic filing in accordance with workplace requirements: – establishing and assembling new electronic documents and files: conventions for saving and naming: o file names, locations and pathnames o folders o directory structures methods for classifying files: o alphabetical o alpha-numerical o chronological o geographical o numerical o by subject security protocols for providing access to files and releasing files – dealing with inactive and dead files: identification removal relocation and/or archive ▪ storing workplace data and information: – factors affecting choice of storage – forms of storage:  fixed portable on-site and off-site data back up and restoration problem-solving ▪ sources of support commonly used to trouble-shoot when equipment fails and/or solve software-related problems: – documentation (workplace manual, training material, vendor/supplier guides) – online help – technical support ▪ solve routine problems associated with using database, digital communication, presentation, spreadsheet and word processing software applications ▪ maintaining workplace electronic data and information: – understand the need for maintenance – workplace procedures for updating and modifying workplace data and information – importance of version control when maintaining files – processes for tracking the location and movement of files What is information? Each organisation must have access to information and data if it is to function efficiently. This information needs to be collected (or created), stored and cared for and be easily accessed or retrieved. Records, then, are sources of information (documents or other items) which the organisation wants or needs to retain. Collection of information needs to be timely and relevant to organisational needs The overall objective of any records management system is to provide the right information, at the right time, to the right person(s) at an affordable cost. Information is stored so that specific information is available when it is needed and in such a way that security and confidentiality is maintained. Types of information Examples correspondence faxes, letters, memos, email computer databases customer records, library catalogue computer files copies of letters, memos, other documents sales records monthly forecasts, targets achieved forms membership forms, insurance forms invoices accounts from suppliers; to debtors personnel records personal details, salary rates minutes of meetings staff meetings, board meetings Requests for workplace information Requests for information are made all the time in the workplace. It is important that the organisation can respond efficiently and effectively to these requests. Requests for information might come from people within the organisation (internal) and from people outside the organisation (external). Requests might arrive by telephone, letter, email or face-to-face communication. Staff need to be aware of issues surrounding: Receiving and recording requests for information Understanding the request for information Locating the required information – information may be internal or externally sourced Responding to the request Level of authority to access the information eg, do you have the required access to provide the information, does the person requesting the information have the required level of authority to access the information Scope of responsibility in providing the information, is it within the scope of responsibility of the person requesting the information/or providing the information? Privacy Legislation https://www.oaic.gov.au/privacy/the-privacy-act and the Privacy Principles The organisation’s policy and procedures manual should outline the types of details that you should record when releasing information. As a general guide the following information is normally recorded: The name of the person making the request The name of the organisation making the request (if relevant)  The contact details of the person making the request The date of the request The information requested The action taken. The reason for the requested information may also be required. Task, purpose, audience, format, presentation requirements When responding to requests for data and information, you may be required to prepare the information to be presented to those requesting it. Things that will need to be considered when responding to requests include: Task – how will you go about getting the data or information? Do you have the skills, knowledge and understanding to gather the information? Purpose – what is the information to be used for? What format should the information be in, digitally or paper based? Audience – who is the audience for the data and information, this may influence the choice of medium, along with the terminology and technology used. Format – digitally, paper based, software, file format, delivery platform are all things that need to be considered. Presentation requirements – paper, web, projector, email, electronic document, audio, video Collecting information Workplace information needs to be held in a manner appropriate for the needs of the workplace. The information needs to be reliable (from reliable sources), accurate and up-to-date. Data that is not reliable, accurate or up-to-date may be misleading and lead to poor business decisions being made, which can be very costly to a business. In order that the customer (internal or external) receives the information that they require or request it is very important that their request is understood. A straightforward matter can usually be dealt with quickly and efficiently. Appropriate questions might be needed to clarify exactly what information is required. This will also ensure that the recipient only receives the information that is needed. Some information may be easily found, however other requests may require some research or may need to be carried researched externally. Locating information to respond to a request may involve one or more of the following: Locating the information from an internal source o Filing systems o Computer databases or spreadsheets o Work colleagues o Office library Locating the information from an external source Referring the request to an appropriate person or department; make sure you understand the process in place. When you refer a request to another party, keep a record of who the request was referred to and when. This will allow you to easily follow up on a request if necessary. Validity of data and information To ensure the validity of data and information within the workplace, both external and external data sources: Identify the source of the data/information Assess data bias – is it biased in any way? Identify the age of the data/information – is it the most up to date information Examine the credentials of the source’s author Cross check the data/information from other sources, for example an address database may be out of date and you can manually cross reference the data with other sources such as web searches Processing within timelines In a business environment it is usual to have a specific amount of time in which to locate files or records, either for others in the organisation or to complete a task yourself. You need to be able to process information efficiently and effectively; understanding the organisation’s policy and procedures, the filing systems, technology, and equipment used will assist you in meeting these timeframes while maintaining security and confidentiality procedures. Workplace records Workplace record-keeping systems need to consider the: nature of information to be stored and retrieved security and access of files and information (particularly computer records) validity and reliability of the information collected and the system on which it is recorded resources and training required length of time that the records should be kept (general legal requirement is seven years) Business equipment/technology available in the work area is used to obtain information effectively. A variety of technology or business equipment can assist in the effective collection of information: photocopier computer printer binder filing systems – manual, computerised or electronic answering machine fax machine telephone All staff should know how to use this technology and equipment. If in doubt staff should ask for training or help to become familiar with the manufacturer’s instructions. Someone in the organisation should ensure that regular maintenance is carried out and that any faults or hazards are reported immediately; this will ensure the efficient collection of information continues.  Forms of paper based storage Examples Filing cabinets 3-drawer, 4-drawer, 2-drawer Flat flat box file, horizontal plan file Lever arch binder Suspension folders hanging files Shelving lateral cabinets, compactus Other trolley, rotary file, concertina file Modern-day businesses need secure, reliable, and speedy access to their data, making their choice of electronic storage device an important one. There are a wide range of storage types available, each with its own advantages in terms of performance and accessibility. Forms of electronic storage Examples Microsoft Access, Microsoft Excel, IBM DB2, Database specific industry database software Computer files Microsoft Word, Excel files Email google mail, Yahoo A model of computer data storage in which the Cloud storage digital data is stored on remote servers accessed from the internet, or "cloud." Paper-based documents are scanned and Digitised files converted to a digital format Forms of image based storage Definition Micrographics involves filming documents to reduce their size and recording this Micrographics information on microfilm or microfiche ‘pages’ allowing large quantities of records to be stored conveniently and with huge space reduction. a backup process for a computer or that creates a copy of the operating system and all Image based backup the data associated with it. The backup is saved as a single file that is called an image. Records continuum The records continuum is the whole extent of a record’s existence. It refers to a consistent and coherent regime of management processes from the time of the creation of records (and before creation, in the design of recordkeeping systems) through to the preservation and use of records as archives. Source: Adapted from Bettington et al, eds. Keeping Archives. 3rd ed. Canberra: Australian Society of Archivists, 2008, p. 634. This work is licensed under a Creative Commons Attribution 4.0 International Licence. Enterprise policy will specify how information is managed, throughout the life cycle of the information. Record keeping obligations Laws that apply to the business will determine how long records need to be kept. The following are examples of records which must be retained: best practice is to keep them for 5-7 years but this should be checked against State legislative requirements: a cash book or financial accounting program — records of cash receipts and payments, bank accounts, cheque books, deposit books, bank statements employment records — hours of work, overtime, remuneration or other benefits, leave, superannuation benefits, termination of employment, details of employment, personal details of workers and performance reviews training records — for both you and employees to comply with work, health and safety laws including evacuation and emergency training attendance, employee accreditation certificates and licences — copies of permits, registrations and licences employees need to do their jobs sales records — invoice books, receipt books, cash register tapes, credit card documentation, credit notes for goods returned and a record of goods used by the business owner personally, quotes given and won proof of purchases — cheque butts (larger purchases), petty cash system (smaller cash purchases), receipts, credit card statements, invoices, documents relating to purchases including copies of agreements or leases work, health and safety (WHS) records — workplace incidents, risk register and management plan, names of key WHS people, chemical storage records, first aid incident register, workplace assessments, Material Safety Data Sheets (MSDS). customer records — personal details, products purchased and product enquiries that are useful for finding new customers, customer complaints — details of complaints about products, service, staff or anything else, and steps taken to resolve them details of any disputes with other businesses — including how you went about resolving disputes Information systems Security and confidentiality Offices generally store large amounts of information and a percentage of it will be confidential and should not be accessible by everyone. All classified or sensitive information should be stored in secure areas with access restricted to authorised staff. All organisations will have policies and procedures designed to maintain security and confidentiality of information. Examples might include: transferring telephone calls to a private area so that confidential discussion cannot be overheard ensuring mail is not left unattended or open to general public view using passwords to restrict access to computer records; some staff have more access than others restricting access to organisational email storing specific hard-copy files in a lockable cupboard, filing cabinet or vault using encryption of computer files  requiring a written request for release of files; the request might require signed authorisation from a supervisor having policies and procedures in place to ensure secure data is not hacked, leaked or stolen having security measures in place on all computer systems, such as firewalls, anti-virus software policies relating to the safe use of mobile devices, for example not to use them on unsecured wifi networks Legislation and Codes of Practice Privacy Act 1988 (Australian Government) (as amended) regulates the way individuals’ personal information is handled. The Privacy Act gives an individual greater control over the way personal information is handled by both large and small organisations within Australia. The Australian Privacy Principles (or APPs) are the basis of the privacy protection framework in the Privacy Act 1988 (Privacy Act). The APPs govern standards, rights and obligations around the collection and use of personal information, an organisation’s accountability and governance responsibilities, the integrity of personal information and the rights of individuals to access their personal information The Perfect Property Group Privacy Policy embedded here Double click to open Confidentiality Organisational requirements relating to security and confidentiality are applied to information handling. Confidential data may include: Personally identifiable information of staff and customers Trade secrets such as customer lists, supplier lists, inventions, processes, source codes etc Restricted business data – such as confidential financial business information Data must be protected from unauthorised access (internal and external), data breaches and unintentional disclosures. Offices generally store large amounts of information and a percentage of it will be confidential and should not be accessible by everyone. All classified or sensitive information should be stored in secure areas with access restricted to authorised staff. All organisations will have policies and procedures designed to maintain security and confidentiality of information. Examples might include transferring telephone calls to a private area so that confidential discussion cannot be overheard ensuring computer screens, documents or mail is not left unattended or open to general public view using passwords to restrict access to computer records; some staff have more access than others restricting access to data including organisational email physical security measures such as storing specific hard-copy files in a lockable cupboard, filing cabinet or vault, surveillance cameras using encryption of computer files  confidentiality and non-disclosure agreements/policies data protection and retention policies and procedures cyber security programs requiring a written request for release of files; the request might require signed authorisation from a supervisor Enterprise policy will also specify how the retrieval and movement of files is monitored so that files are not misplaced or misused. Record-keeping in accordance with workplace requirements Business equipment/technology is used to process information in accordance with organisational requirements. Organisations establish filing systems to accommodate the type of records they need to keep. A business might establish a centralised filing system (all the records are kept in the one place) or a non-centralised system (departments within organisations have control of their own records). Staff need to know about the types of technology and equipment used in the organisation and how it is used to organise information. Most organisations will train staff in their own procedures for record keeping, filing systems and security procedures. Organisation of information Electronic files Electronic records include document files, databases, spreadsheets, electronic mail and internet documents. Electronic records need to be kept securely and at the same time, be easily accessible for retrieval. Organisations also need to have appropriate processes in place to ensure that the electronic records are backed up and recoverable in the event of a computer or system failure. It is essential that all staff understand the electronic file management procedures of the organisation, such as how files are named and how folders (directories) are used. If an electronic record keeping system is used it may be necessary to have the capacity to produce hard copy evidence for some agencies if requested. Paper-based files Most organisations have filing practices in place that allow the movement of paper-based files to be monitored at all times. File Movement Register – a book, binder or electronic file, recording file name, number, date borrowed, borrower, date returned etc. Entering details into the register allows others to know the whereabouts of the file and saves valuable time in tracking the file. File Movement Marker – an ‘outcard’ which is placed in the hard copy filing system where the file came from, or a note in an electronic system showing the borrower’s details and date borrowed. Some organisations use a barcode borrowing system for paper-based files (similar to borrowing a library book) or ‘passing slips’ (similar to circulation slips or envelopes) recording the movement of files. If a file could be located in more than one location it may be necessary to cross reference the file. A marker is inserted in the filing system in the alternate location, directing you to the actual location of the file. Good filing practices include setting a regular time aside for filing removing paper clips or pins which might damage files mending any damage before filing attaching small documents to an A4 sheet before filing establishing new files rather than overfilling existing files avoiding the use of plastic covers returning files to the system as soon as possible  paying attention to Work Health and Safety issues for example closing filing cabinet drawers when not in use; using a trolley when heavy or bulky items need to be moved; using a ladder when retrieving files from a high location; not storing files where they could overbalance or be tripped over Classifying files The most common types of classification for records and information are alphabetic, numeric, alpha-numeric, geographic, subject, keyword and chronological. Alphabetical The most commonly used method of filing, the alphabetical system places files in alphabetical order according to the customer or business name eg the telephone book. Note: computer filing systems will usually sort numbers before letters and would file 24-7 before the ‘A’ entries in a database listing Filing rules can vary between organisations so staff should always check the procedures and rules at a workplace. There are a number of rules to remember when using the alphabetic system. Disregard ‘joining’ words and titles such as “and”, “the”, “&”, “Mr”, “Sir”, “Dr”, “Miss” etc Hyphenated or compound names are treated as one word for example Jones-Smythe and van der Lynden are both indexed as one word Initials come before names (in filing ‘nothing comes before something’), for example B Thompson would be filed ahead of Brian Thompson Company names are treated in the order they are written, except if they contain a family name, for example both Grace Bros and Robert E Grace & Sons are filed under ‘Grace’, but Robert & Hickey would be filed under ‘Robert’ Abbreviations are treated as if the word was written in full St is indexed as Saint, Ltd as Limited. This means that St and Saint entries are treated as if spelt the same way, and inter-sorted. Mac and Mc are also inter-sorted eg J McDonald would be filed ahead of John MacDonald Numbers which are part of a business or company name are regarded as though spelled for example 24-7 is indexed as twentyfour seven Numerical Each file or piece of information is filed in number order, from lowest to highest, according to the number on the document eg Tax Invoice number the customer number, account number or membership number another numbering system eg Dewy decimal system used in libraries Numerical systems are usually an indirect method of filing and need to be cross-referenced to an alphabetical index eg an alphabetical list of customer names showing their account number. Alpha-numeric systems combine both letters and numbers in a file reference number. Geographical Information is indexed alphabetically according to geographical location. Australian States and Territories are indexed first, followed by the city, town or suburb, then other appropriate information eg customer name. Subject Records are sorted according to the subject matter and filed alphabetically. This allows information on the one topic, or subject, to be easily located. Key word A particular word is used as the subject classification and specific descriptors are also allocated to further classify the information. Keyword systems are usually used in large organisations where the keywords are specifically designated. Chronological Chronological filing is used in conjunction with other filing methods and involves sorting records according to their date. In a client file for example, correspondence would be filed with most recent on top. Copies of Purchase Orders would be filed with the most recently sent order on top. Processing information When a document is stamped or noted ‘file’ or ‘F’ or ‘released’, all appropriate action has been taken and it is ready to be filed. The person who has dealt with the document will often indicate where it is to be filed. Indexing is the process of deciding where the document is to be stored – the indexing unit may be the keyword, customer number, business name, individual’s surname, geographic location etc. Coding makes it clear where the document is to be stored – either by highlighting the keyword or the name under which it is to be filed or writing the file number or a subject or code on the document. Requests for information should be dealt with in accordance with the instructions received. Circulation of some materials may involve photocopying, collating (or bringing together) a variety of materials or pages of information, binding these pages together or inserting into a folder, marking the information as ‘confidential’ or ‘urgent’ and dispatching the information or records (eg internal mail, post, email) within a certain timeframe. Maintenance of information systems Businesses rely on having accurate information available. Files, records and information are in daily use throughout the office. New files are being created and old files removed from both the system and file index, and information is modified and updated within files. The integrity or accuracy of information in the system must be maintained at all times. Records will need to be: updated for example adding a new customer to the database, changing the answering machine message over a holiday period, altering the prices on a price list modified for example changing a customer’s phone number on the database, using the newsletter template but changing the contents These changes should be done in a timely manner and in accordance with organisational requirements – updating an address after the monthly statements are sent would be ineffective; regularly updating the message on the answering machine makes a positive impact on callers. Establishing new files Steps in establishing a new file: Identify the need to create a new file Assign a file name or number Prepare a hanging file or folder for paper based files or a sub directory or folder on the computer for electronic files Enter the new file in the file register or database Enter the file into the file index if necessary  Gather items into the filing system in correct order Store as appropriate Updating reference and index systems In order to maintain the integrity of the system, any reference or file index will need to be updated regularly to show the current status of records on file. An out-of-date index system will cause confusion and waste valuable time. Name changes or changes in file numbers or codes should be regularly maintained and modified Dead files must be removed from the index A records disposal register may also be maintained showing which records have been removed from active storage, when and with whose authorisation. Computer systems should be regularly checked and purged of dead or inactive files. Records disposal It is necessary to identify, record and store dead files or inactive files in order to make way for new files. Inactive or dead files are identified, removed and/or relocated in accordance with organisational requirements Organisations have procedures for routinely checking for dead or inactive records and transferring them from the active filing system to secondary storage at regular intervals. Once records have been identified as no longer active: some will be retained for a specific period of time eg financial records are retained for seven years as a legal requirement some records, usually of historic value, will be retained indefinitely as archive files some dead or inactive files can be immediately destroyed by shredding (if confidential) or recycling the file index will be updated to show current status of records on file, removing dead files from the index. A records disposal register may also be maintained showing when and which records have been removed from active storage. Relocation of dead or inactive files may include periodically archiving or deleting files – relocating them to secondary storage elsewhere in the organisation or offsite electronic storage of files storing information, including printed and photographic materials, on microfilm or microfiche scanning information and storing electronically secure recycling or shredding – ensure that privacy and confidentiality is maintained in all disposed records.  0. Activity Access the https://www.records.nsw.gov.au/recordkeeping/resources/for-public-schools website. What Act does the school need to follow in relation to record keeping? Describe how school records should be kept. Locate FA0387 Primary and secondary education.pdf. How long should work placement paperwork be retained? How long should excursion records be kept? Electronic filing systems Organisations will have rules and policies regarding: where to save files naming conventions folders and sub folder hierarchies archival of documents backing up of documents Most organisations would not find it acceptable practice for staff to be saving files on their local computer. Some Tutorials on managing files and folders on your computer https://edu.gcfglobal.org/en/googledriveanddocs/managing-your-files/1/ https://edu.gcfglobal.org/en/windowsbasics/working-with-files/1/ Read The PPG internet Double click on the icon to open. Workplace Data Storage A business can store data onsite or externally such as in the cloud. Fixed data storage – refers to data storage that is usually internal to the computer/laptop or server within a business. Some businesses may store al their electronic files in a central location such as on a file server. This allows for greater security and control over access. It also allows for sharing of files amongst the company along with access level controls based on user account credentials. It also allows for all the data to be backed up at once to ensure data is safe. This is a more costly way of storing files centrally than on each individual computers (distributed). Access to data that is stored on a server is usually limited to those who are working within the business premises, unless other access software is used. Portable devices such as external hard drives, USB flash drives, CD/DVDs can often hold large amounts of data and frequently used as backup devices. They are relatively cheap, however pose a security risk unless they are stored safely, and access protected by password and/or encryption. Off site storage relates to data being stored at another location. Google drive, Dropbox, OneDrive are all examples of offsite storage. They are using the online environment to store data and are known as online storage. These are relatively cheap (or even free, depending upon the amount of data) and provide different levels of data security. They also provide access to data from anywhere with internet access. Backing up means making a copy of your files, in case your computer hard disk fails and your original files become ‘corrupted’. Although for the majority of time the computer’s hard disk will not have any problems, occasionally a disk may fail unexpectedly. Some reasons why a hard disk may fail include: a sudden power failure computer virus damaging the hard disk damaged caused by knocking or moving the hard disk. Backups need to be done on a regular basis, so if there is a problem you will still have a recent copy of your files. It is also a good idea to keep backups in another location away from your computer. Make sure where you store your backup information is away from sunlight, dust and magnetic fields. Offsite storage is often used to backup data. Backups should: Be secure from hackers, fire, theft, malicious damage, water damage Be regular Be tested regularly Back Up Policy A backup policy should state what decisions have been made and what should be happening. It does not detail specifically how the backups will be carried out on a day-to-day basis. For this, you may need to create backup procedures based on your individual policy. There can be no ‘best-practice’ or ‘ideal’ policy because each organisation has different needs. The best policy will be the one that is easy to implement but ensures that all the data that you may wish to restore, at some point in the future, can be recovered. By completing a policy document for your organisation, you can become aware of what data is being backed up, how it is being backed up, and whether the existing processes can be improved. It is also a way of assigning responsibility for tasks, to designated roles or persons, so that there is accountability for the processes. A backup and trial-restore policy is a document that lists all the important strategic decisions about your backup and restore scheme. For example, the policy may state the following: the organisation backing up the data what files/folders are to be backed up which PCs will be backed up how often the files/folders are to be backed up what backup media is to be used what backup drive is to be used how the backup will be performed what time the backup will be performed what backup software will be used what backup type is to be used what backup options will be used how often the media will be rotated how often the media will be replaced when the media is next due for replacement what disk/tape maintenance procedures will be carried out what media maintenance procedures will be carried out how often the disk/tape drive will be maintained how often the media will be maintained how often trial restores will be carried out who is responsible for backups who is responsible for restores who is responsible for maintenance who is responsible for replacements where the media is stored (both on-site and off-site) how the media is to be stored (both on-site and off-site) who is responsible for delivering and storing the off-site media what is the availability of the off-site media Backing up your files – Tech Savvy Tips and Tricks https://edu.gcfglobal.org/en/techsavvy/backing-up-your-files/1/ Recovery or restoration from a backup A recovery utility is used to undelete a file that has been accidentally deleted. Many operating systems now include special recovery utilities to help you restore files that have accidentally been removed. Microsoft Windows includes a Recycle Bin and Macintosh operating systems include Trash. Both of these utilities allow you a second chance to undelete any files on the hard disk. There is also a recovery utility in recent version of Microsoft Windows called System Restore. The System Restore utility keeps a regular log of all current settings so if, for example, a new installation of a program is causing problems System Restore will be able to reset all settings back to how they were before the installation. Google Drive uses a temporary Trash bin where deleted files remain for 30 days. From time-to-time backups may need to be used to restore data. The process to restore files from a backup will depend on the process used to back up the files in the first place. If utility software is used, then this will be used to restore the files. Operating systems often have their own backup utility software or businesses may purchase specialised backup software. Problem Solving Sources of Information for troubleshooting There are many different sources of information to help you solve problems with software and/or hardware. These include: User manual – often printed or online Vendor website – knowledge base, forums Websites – search for specific problems, forums, social media, youtube videos Help within the application Technical support – online, telephone, web chat, internal / external IT support, Workplace Documentation – training guides, workplace manuals Colleagues It is important that you do not try to “fix” equipment that you are not qualified to do. For example, trying to fix electrical equipment may put you at risk of harm/injury or void your warranty. Solving Problems Below is a table with some routine problems with software. In the column provide details of how to fix this problem. List all the problem-solving steps you take, including any search criteria you may use to search online for the problem, along with the solution. The first example is done for you as an example. Problem Steps to solving the problem and solution Enter into Excel help cells display ### in excel Cell displays ### in excel Follow the steps to make the column wider and displays the whole number. Mail merge can’t find data source in Word Won’t let me log in How to use master slides in PowerPoint How to calculate repayments for my loan in excel Email won’t send Type mismatch error in Microsoft Access Database Printer offline Maintaining workplace electronic data and information Business systems create and manage digital records as data and datasets. Identifying digital records created by business systems is the essential first step in determining and applying appropriate information management strategies for managing those records. Successful identification and management of these digital records will depend on factors such as the nature and purpose of the business system, the type of data created, the system’s information management functionality, and the ability to export representations of system content. https://www.naa.gov.au/information-management/disposing-information/retaining-managing-and-disposing-data -and-datasets It is important that electronic data is maintained to: Improve performance and ensure efficiency of filing systems – for example, too many files in electronic folders may make it hard to locate the files you are looking for. Routine archival of dead or inactive documents may be required Maintaining security – including procedures to protect data when employees leave the organisation Ensure safe destruction of data (and that stored on devices being disposed of) Keep the data up to date, meaningful and of value to the business Workflow - Documents may be maintained by a document management software system. There are many document management software tools available. Videos on Document Management Software https://www.youtube.com/watch?v=TmpxQulxadU https://www.youtube.com/watch?v=bxHbP-q9InU 1. Version Control Document version control management helps you keep all your files and versions organized. Done well, it takes the thought out of naming documents and makes sure everyone knows which version is the latest. https://filestage.io/blog/document-version-control Using version control on your documents will: Save time finding the correct file/version Avoid working with older versions of the file Version control of documentation can be achieved by using file naming conventions that use the same file name but different version number for example: Legal_Policy_v1 Legal_Policy_v2 Legal_Policy_v3 Often the file name can be printed in the footer of the document to assist with file maintenance. Key terms and concepts Key term or concept and Definition Archive files Records retained because of their research or historical value Collate To put together (a document) by sorting its pages into correct order Computerised filing Storage of data using computers eg backup copies of system correspondence, database files Confidentiality Maintaining privacy and/or security of information Creditor One to whom money is owed Dead files A closed file which must be kept for a specific period of time, usually as a legal requirement eg financial records Debtor One who owes money Dispatch To send off eg dispatching the mail Electronic filing system Electronic storage of data using computers, server or cloud storage, removal devices such as Flash drives, portable hard drives Filing system A means of storing and providing easy access to business information Forecasts Predictions Inactive files Files that contain information that is no longer used but which might be used in the future Modify Information Make changes to, or alter, information eg update, reformat, add or delete information Insurance A safeguard against risk or harm Invoice An itemised bill or account Manual filing system A paper-based filing system containing for example letters, forms, contracts, journals Meeting minutes An official written record of what took place at a meeting Personnel Staff or employees Reference and index A means of locating files within the filing system eg a card index systems of file names, a database of file numbers, a paper index of keywords Relocation (of files) Moving files to another location usually to make the filing system more efficient Sales records Records of sales transactions eg sales reports, invoices, budgets and forecasts Secondary storage An alternate or backup location of a file Security of information Maintenance of strict confidentiality of information ensured by appropriate handling and storage of sensitive information Supplier Provider of goods or services Targets Goals to be reached Time frame A specified amount of time within which an action is to be completed Update To bring up to date