Principles of Managing Information and Producing Documents Essay example

2313 Words Apr 13th, 2012 10 Pages
Section 1 – Understand the purpose of information technology in a business environment

1. In relation to your current business environment (or one that you are familiar with), identify at least two different types of information technology that may be used when completing work tasks.

We use databases to manage our customers and our portfolio.
Our External sales people use mobile information technology to keep up to date with emails and to produce quotes when out on the road.

2. What are the benefits to businesses (and others) of using information technology for doing work tasks?

The benefit of IT for work tasks is the ease of communication. Many attendees at a meeting may be invited quickly in one go rather than people
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We also receive other sensitive data via the post. We may have been asked to sign non-disclosure agreements (NDA) particularly when it relates to company bank statements, unreleased accounts or personal information on private individuals. Any information which is sent under an NDA is scanned to the system into password protected files and only those who need to look at the information have the password to. Once scanned the information is shredded to ensure it cannot be used further. We would keep this on file in the password protected folder (which states information under an NDA) for seven years or indefinitely.
In a similar way information gathered by email would be treated exactly the same as the paper copies except where shredding is mentioned for obvious reasons.

3b) When following the procedures outlined in Question 3a above, are there any legal requirements to consider?

We have to consider the data protection act when dealing with information at work as it is usually sensitive information about individuals or companies finances. We also be bound by non-disclosure agreements. We also have to follow the seven years rule for keeping information as we are a financial services company.

4. Why is confidentiality critical when managing information?

Confidentiality is critical when managing information because not all information is suitable for all employees/customers. For example personnel files for employees should
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