Principles of Managing Information and Producing Documents

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Unit three: Principles of managing information and producing documents


You should use this file to complete your Assessment.
• The first thing you need to do is save a copy of this document, either onto your computer or a disk
• Then work through your Assessment, remembering to save your work regularly
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Please note that this Assessment document has 5 pages and is made up of 4 Sections.

Name: Elina Malniece

Section 1 – Understand the purpose of
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You can also insert tables or separate rows, choose line spacing, highlight or highlight in colour words and/or sentences and choose font colour. The important thing is to make sure the person using this software is capable and know all their options and how to use them. We also used database system. Database is considered as an electronic filing system and helps to keep things organised. We used it for guest, staff and supplier information. Guest database was only accessible to the landlord and manager. If the receptionist needed to edit or retrieve something from the guest database, permission needed to be asked. It was for the confidentiality and security reasons as guest telephone numbers, addresses, car registration numbers and credit card details were stored there. You wouldn 't want to breach confidentiality issues of your guests and leave their personal information laying around for everyone to see. We also had a staff database which was also only accessed by few senior people. A receptionist had an access of this database too and was allowed to edit or retrieve information if necessary. The supplier database was accessed by landlord, manager and receptionist, and any other members of staff had no business accessing it as they had no dealings with suppliers. This system helped a lot to be more organised and retrieve, delete and store information more efficiently. All the members of staff and the manager had mobile
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