M1 - Use Business Software Applications

Question 1

Discuss business technology common to an organisation/workplace in the business services industry.

Answer 1

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

Question 2

How are business technology and software applications maintained?

Answer 2

• Qualified technicians should regularly services devices and repair faults
• Device alerts when service is required
• Help function to independently resolve issues

Question 3

Discuss relevant business technology and software applications to complete tasks common to an organisation/workplace in the business services industry,

Answer 3

Digital communication: (emails) exchanging messages using computers.

Presentation: vicually present information

Word processing: Creating, storing and printing written documents

Question 4

What 4 things should be considered when using an application?

Answer 4

Purpose, audience, format and presentation requirements

Question 5

What are internal sources? provide examples

Answer 5

Data and information from those inside of the workplace. This includes managers team leaders and colleagues

Question 6

What are external sources? provide examples.

Answer 6

Data and information from those outside of the workplace. This includes suppliers, clients, ATO and customers

Question 7

What are the points to consider before responding to requests

Answer 7

Level of authority, reasons for request, confidentiality, privacy and security issues, expected timeframes, workplace procedures for responding

Question 8

What requirements do collected data and information need?

Answer 8

It must be appropriate to workplace needs, from liable sources and accurate by law

Question 9

What are the methods for checking validity of data and information and it’s sources

Answer 9

– Repeating
– asking customer supplier client to confirm information
– having identification processes
– only obtaining information from reputable sources

Question 10

What are the methods of collecting data and information?

Answer 10

Email, fax, telephone inquiries, customer surveys

Question 11

Why must information and data be collected in a timely and resource efficient manner?

Answer 11

Collecting information and records accurately allows records to be beneficial for the business. Completing this in a timely matter insures deadlines are met.

Question 12

What is the significance of confidentiality and security of data and information?

Answer 12

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.

Question 13

How should document data and information be collated and recorded?

Answer 13

• 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

Question 14

What are examples of security processes?

Answer 14

Security cameras, passwords, alarms, backup system, security personnel, lock the doors, antivirus software

Question 15

What formats can data and information be organised in?

Answer 15

Location, alphabetically, chronologically, categorically, hierarchy

Question 16

What are the three methods of distributing information?

Answer 16

Face-to-face: group or individual meetings

Hardcopy: letters memos reports

Electronic: emails, conference calls, intranet, blog post

Question 17

Explain the security protocols for providing access to files and releasing files

Answer 17

Inactive/dead files are documents no longer referenced on regular basis
Identification
Removal: from filing or storage
Relocation and/or archive:

Question 18

What are the factors affecting choice of storage of data and information?

Answer 18

• Cost
• Future expansion needs
• storage space available
• how often files access
• security system

Question 19

What are some forms of storage?

Answer 19

– 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

Question 20

Name and explain three sources of support for software failure

Answer 20

– Documentation (workplace manual training material training booklet/manual)
– online help
– technical support

Question 21

Why is maintenance important?

Answer 21

– Minimising costs
– managing cash flow
– making wise business decisions
– knowing current financial position of the business
– protecting business and compliance to legal issues

Question 22

What is a version control system and explain its importance

Answer 22

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.

Question 23

What are processes for tracking the location of movement of files

Answer 23

– Locking up hardcopy files
– requiring authorization
– using strong passwords
– using encryption