Written test

Please provide answers to the questions below.

1. Name three (3) formatting methods used to organise company information and describe
how these methods assist with the analysis, interpretation and dissemination of
information.

Header and footer (identifies document and include name of document)

Graph and Chat

Using symbol and legends

2. Name three (3) pieces of technology that are used in the workplace to maintain
information and how they assist organisations maintain information?
Computer

Telephone

Fax

Copies

scanner

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3. Name one (1) piece of technology that you use in the workplace to maintain information.
Give three (3) instances of how you used it to maintain information.
Computer we used for recoed data and save document for long term and communicate via

internet

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4. Describe the functions of the following systems:
a. Information Management System

All the processes by which an organisation controls the processing and delivery of
information in the past it was like having an effident filling system

The system that are in place to make sure the right person gets the right information E.g a
group email address

b. Knowledge Management System

Process used to identify, distribute and utilise knowledge in concerns knowing who has what
knowledge and ensuring it flows throught the organisation

E.q electronic database or library (format system), discussion forums, mentoring (informal
system)

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c. Records Management System

For maintaining an organisations information on business activities

Covers storage, collation, distributing archiving and destruction on information

Nature of the business dictates what is kept on premises and off premises and for how long
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5. What is the purpose of in an information management strategy?

To make sure that right person have the access to the information at the right time. _

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6. Name two (2) internal and two (2) external groups that require information, what
information they require and how that information can be communicated.

Who? What information? How communicate?

Internal

Supervisor Sales Report Email

Colleague Business Report

External

Customer Product Information Email

Supplier Catalogue

7. Name three (3) issues or common problems when organising and accessing information.

Those who need information can not access to technical difficulty

Too much information to confuse employee

Lack of information management policies can be an problem ___________________

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8. Describe an instance in which you overcame one of the above common problems using
a technological solution.

Have support staff always

Manage information in a way that is easy to understand and easy to find _________

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9. Describe the 5 Whys problem-solving technique and the benefits of this technique.

It helps quickly to determine the care of the problem

Its easy to learn and apply ______________________________________________

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