M1 - Use Business Software Applications Flashcards
Discuss business technology common to an organisation/workplace in the business services industry.
Computers: Researching, sending and receiving emails, storing information
Filing systems: Storing information either paper-based or electronic
Printers and fax machines: Turning electronic information into paper-based visa-versa
How are business technology and software applications maintained?
- Qualified technicians should regularly services devices and repair faults
- Device alerts when service is required
- Help function to independently resolve issues
Discuss relevant business technology and software applications to complete tasks common to an organisation/workplace in the business services industry,
Digital communication: (emails) exchanging messages using computers.
Presentation: vicually present information
Word processing: Creating, storing and printing written documents
What 4 things should be considered when using an application?
Purpose, audience, format and presentation requirements
What are internal sources? provide examples
Data and information from those inside of the workplace. This includes managers team leaders and colleagues
What are external sources? provide examples.
Data and information from those outside of the workplace. This includes suppliers, clients, ATO and customers
What are the points to consider before responding to requests
Level of authority, reasons for request, confidentiality, privacy and security issues, expected timeframes, workplace procedures for responding
What requirements do collected data and information need?
It must be appropriate to workplace needs, from liable sources and accurate by law
What are the methods for checking validity of data and information and it’s sources
– Repeating
– asking customer supplier client to confirm information
– having identification processes
– only obtaining information from reputable sources
What are the methods of collecting data and information?
Email, fax, telephone inquiries, customer surveys
Why must information and data be collected in a timely and resource efficient manner?
Collecting information and records accurately allows records to be beneficial for the business. Completing this in a timely matter insures deadlines are met.
What is the significance of confidentiality and security of data and information?
Confidentiality is essential in a highly competitive workplace. Failure to properly protect business information can lead to loss of businesses/clients as well as loss of employee trust, confidence, loyalty and productivity. Confidential information can also be miss used for illegal activity such as fraud which can result in costly lawsuits for employers.
How should document data and information be collated and recorded?
- All laws and regulations regarding privacy and confidentiality adhered to
- Consistent, logical, predictable file naming methods, easy access, identification
- Version control
- Agree on one method for organization
- Review information stored regularly, no duplicate, out of date
What are examples of security processes?
Security cameras, passwords, alarms, backup system, security personnel, lock the doors, antivirus software
What formats can data and information be organised in?
Location, alphabetically, chronologically, categorically, hierarchy
What are the three methods of distributing information?
Face-to-face: group or individual meetings
Hardcopy: letters memos reports
Electronic: emails, conference calls, intranet, blog post
Explain the security protocols for providing access to files and releasing files
Inactive/dead files are documents no longer referenced on regular basis
Identification
Removal: from filing or storage
Relocation and/or archive:
What are the factors affecting choice of storage of data and information?
- Cost
- Future expansion needs
- storage space available
- how often files access
- security system
What are some forms of storage?
– Fixed: internal media on computers (hard drive)
– portable small hard drive design to hold any digital data e.g. USB
– on site and offsite: business premises or storage units apart from business premises
– data backup and restoration: power failure, equipmet breakdown -> cloud service to backup
Name and explain three sources of support for software failure
– Documentation (workplace manual training material training booklet/manual)
– online help
– technical support
Why is maintenance important?
– Minimising costs
– managing cash flow
– making wise business decisions
– knowing current financial position of the business
– protecting business and compliance to legal issues
What is a version control system and explain its importance
A collection of files with monitored access, checking every change made by who, when and why. This allows collaborative projects to be done efficiently as changes can be reversed.
What are processes for tracking the location of movement of files
– Locking up hardcopy files
– requiring authorization
– using strong passwords
– using encryption
