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Review the Bizop’s information management procedure and Australian principles 2014, and
list the requirements for information’s entry, storage and output now and in the future.
Task two
Review the old Bizop’s style guide and
a. Identify the existing requirements for the quality of document design and
production
b. Compare it against the requirements you identified in Task one and discuss what
need to be amended or added
All the letter is sent on the Bizop’s letterhead, which requires the document to be set
out with the left and right margin of 2.5cm and a 7cm space at the top to
accommodate the letterhead.
Justify the all the document on the left side
Cover page is required for the faxes which is prepared on the fax cover template.
Font for the printed text such as memos faces and letters should be Arial 10 point.
Name and position title of send should be done in all the letters
All the faxes are sent with a completed Bizop’s fax coversheet as their first page.
All the correspondence to the customer concerning complaints must be authorised
by the customer service manager
All the internal and external communication requires a subject heading and is to be
dated.
A copy of all written communication is required for the filling
All communication to the customer should address with the generic title of MS or Mr
unless otherwise advised by the customer.
All the files should be stored in the USB and or online so that that can be easily
retrieved at any time.
All the files or information created should be kept online system so that every one
who has authority to do can retrieve data online anywhere anytime.
Task three
Review the Bizop’s information management policy and information management
procedures and evaluate the impact the current procedures will have on developing new
documentation standards including design and production
The purpose of Bizops information management policy and information management are to
ensure that full and accurate records of Bizops Enterprises business activities are created and
used maintained, made accessible, stored and legally disposed of in a manner that meets
legislative and business requirements.
Polices
Comply with the legal and regulatory obligations
Accuracy and consistency
Security of the records,
Provide additional protections
Accountability
Streamline business process
Procedures
Hard copy cabinet file
Authorisation of managers for the accessing of restricted paper based electronic files.
Using correct passwords
Storing the confidential computer information on thumb drive or external hard disk
and should be stored in cupboard.
Keeping paper file in safe place if the system is not working or hanged.
Not removing the items from the file unless authored person told you to do so
Using Bizop’s off site back up storage when authorised to do so.
We can evaluate them on basis of a specific aspect of a document under these headings.
Purpose: all the contents in the template should be included which meets the
organisational purpose and has been tested by the user before distributed and feedback
is collected.
Compliance: the template and form should meet the legislative requirement including
organisational law, privacy and style guideline
Security or storage: the template should be stored in hard drive or external disk.
Languages- the used vocabulary should be easy and understood by others.
Approval: final document should be edited or proofread on the basis of organisational
guidelines before distributing.
Format: format should be clear and uncluttered
Task four
Review the Bizop’s list of documents and
a) Under the heading that follow, list the names of the Bizop’s documents or
templates required for each department
Human resources
Finance
Sales
Administration
Workplace health and safety
b) Considering the Bizop’s list of documents, add the names of any forms or
templates that should be available and used by each department to your list
c) For each document listed in item a and those added in item b explain what
technical software functions should be used for the better efficiency.
You may choose to present response in a table format
Human resources: position description and role template, training and development
template facsimile template
Added new form or template: candidate relationship management template, Email
template
Finance: Budget preparation template, and project budget report template, letter template
Added new form or template: profit and loss template, financial template, purchase order
form.
Sales: progress report template, supplier evaluation template
Added new form or template: sales tracker template, supplier evaluation template,
progress report template
Administration: presentation template, feedback template, project scope template, staff
meeting template
Added new form or template: training record of attendance and project proposal form
Workplace health and safety: safe work method statement template and risk management
template
Added new form or template: health and safety audit template incident report form,
induction form, risk assessment template
Technical software functions used in each template
Task nine
Develop checklist to be used to check new document before publishing to ensure they meet
organisational a legislative requirement.
Here is checklist for the new documents.
Task ten
Develop a plan to regularly review the relevance and effectiveness of the new Bizops style
Guide against the changing needs to the organisation. you may refer to the Bizops
continuous improvement policy to help complete this task.
Documentation is very important for any organisation to sustain in the environment of
changing needs to the organisation. style guide should be effective. To measure and review
the relevance and effectiveness of the Bizops style guide can be done by following method
a. Finding out changes: auditing and regular review and template and comparing with
previous templates and documents.
b. Continuous improvements: finding out requirements with experienced personnel and
meeting the user of templates and finding out the views of end user of the documents.
c. Feedbacks: feedback is very important for the any review and drawback of the
documents and necessary changes can be made after that.
d. Utilizing the feedback from customers, stakeholders and making amendment on the
basis of the feedback as appropriate.