L01

Question 1

Define protocol

Answer 1

A rule or procedure that must be followed

Question 2

Define authority protocol

Answer 2

procedure employees make in a business when communicating with shareholders, making payments or making decisions.

Question 3

4 reasons why authority protocols take place

Answer 3

1)Allows senior figures to delegate tasks

2)Lowers risk of fraud

3)Allows procedure to be double checked

4) communicating with stakeholders

Question 4

Define confidentiality protocols

Answer 4

Procedures put in place by an organisation to maintain confidentiality

Question 5

What does ‘NDA’ stand for?

Answer 5

Non-disclosure agreement

Question 6

What is a non-disclosure agreement?

Answer 6

A contract -> employees agrees to not share confidentality business information which is shared with them.

Question 7

Give 4 factors on how organisational procedures can maintain confidentiality

Answer 7

1) BCC
2)office documentation limited access
3)IT security
4)’need to know’ basis

Question 8

Give 2 ways confidental information is stored manually?

Answer 8

1) Lockable filling cabinet
2)Fire-proof filing cabinet

Question 9

Give 2 ways confidental information is stored electronically?

Answer 9

1)Hard drives
2)cloud storage systems

Question 10

Give 2 benefits to maintaining confidentiality

Answer 10

1) Prevents law suites
2)Maintains trust and reputation

Question 11

Give 2 drawbacks to maintaining confidentality

Answer 11

1)cost
2)affects image - stakeholders prefer transparent business practices

Question 12

Why is it important to the individual for a business to maintain confidentiality?

Answer 12

1) Prevent identify theft
2)To protect reputation

Question 13

Why is it important to the organisation to maintain confidentiality?

Answer 13

1) To maintain a competitive advantage
2)To protect new project ideas

Question 14

What are the implications of breaching confidentiality?

Answer 14

1) Loss of customers
2)Increase risk of fraud
3)loss of trust

Question 15

What are 2 reasons why cpnfidentiality may need to be breached?

Answer 15

1)Duty of care
2)Evidence of danger or emergency

Question 16

What are voluntary constraints?

Answer 16

Voluntary constraints are constraints that organisations chose to put in place

Question 17

Organisational voluntary constraints

Answer 17

Rules or guidelines specific to the organisation

e.g a specific font

Question 18

Ethical voluntary constraints

Answer 18

An organisations duty to be moral and fair

Question 19

Codes of practice - voluntary constraints

Answer 19

written rules stating what should and not be put within business documents

Question 20

What are legal legislations

Answer 20

Constraints on documents in accordance to the leglisations

Question 21

Copyright legislations

Answer 21

Business must gain permission to use third party material

Question 22

Data protection

Answer 22

The data protect action requires all personal information to be held securely and not shared without permission

Question 23

equal opportunities

Answer 23

no discrimination within advertisments

Question 24

What are the checking protocols?

Answer 24

Procedures put in place to make sure documents are accurate and have correct information

Question 25

Checking of arrangments

Answer 25

Checking the details of the meetigs, travel and accomodation

Question 26

Why is it important to use checking protocols for arrangments?

Answer 26

Ensures accuracy and avoids mistakes and confusion
ensures all parties have correct information

Question 27

What are the 4 implications of poor checking?

Answer 27

Waste of time and money

Loss of customers

Question 28

Benefit to checking document

Answer 28

To maintain reputation

To ensure accuracy

Question 29

Drawback to checking documents

Answer 29

delays

time consuming

Question 30

Define line manager

Answer 30

A person a subordinate reports to

Question 31

Give 3 reasons why confidentiality may be breached.

Answer 31

1) Duty of care - to protect an organisation, such as telling a line manager details of an employee that is selling confidential information to a competitor
2)Evidence of danger or emrgency - need to know the person in danger/emergency person details such as telephone number so you can make contact
3)Embezzlement-access an employees person details to find evidence of fraud

Question 32

Explain the implication of poor checking of travel arrangments

Answer 32

A flight/train missed, time and money wasted

Question 33

5 factors of health and safety legislation

Answer 33

1)adequate heating
2)adequate ventilation
3)fire exit is clear
4)fire extinguisher is clear
5)risk assessments

Question 34

Give 3 examples of minimum standards of professional behaviour

Answer 34

1)Punctuality
2)Dressing
3)Language