Protocols Within Business - 1

Question 1

1.1 Authority Protocols

Answer 1

Provide a framework for employees to follow, usually associated with the different levels of responsibility that managers have within the business.

Question 2

1.1 Reasons for Authority Protocols

Answer 2

Enable a manager to give out tasks to someone while still overseeing the outcome.
Provides a checking procedure e.g. documents and things are checked by the manager to make sure they are accurate.
Lower the risk of fraud

Question 3

1.2 How to maintain Confidentiality Protocols

Answer 3

Ensure that only people that need specific information have access to it.
Requiring employees to sign a non-disclosure agreement if they have access to confidential information
Businesses can put in job descriptions that disclosing confidential information is gross misconduct.

Question 4

1.2 How to store data and documentation safely

Answer 4

Manual - secured filing cabinets for hard copies of documents
Ensure that confidential documents are not removed from the premises.
Electronic - secured by password protected computers.

Question 5

1.2 Implications of breaching confidentiality

Answer 5

It is considered gross misconduct, employees would be unlikely to receive a reference so future employability may be effected.
Legal action could be taken by the business against the individual because of breach of legislation such as the Data Protection Act.

Question 6

1.2 Reasons confidentiality may need to be breached

Answer 6

If employees are suspected of embezzlement or fraud it may be necessary to access their emails and documents to identify weather this is the case.
An employee may need t be connected urgently so their home or telephone number will need to be provided so they can be contacted.

Question 7

1.3 Voluntary constrains on document content

Answer 7

Organisational - businesses will have requirements to ensure consistency across all employees e.g. finishing emails with their surname, job title and contact details.
Codes of Practices - e.g. the code of practice for social care worker requires that workers maintain clear and accurate records.

Question 8

1.3 Legislation: Copyright

Answer 8

Can result in sewing and fines if breached e.g. logos

Question 9

1.3 Legislation: Data Protection (GDPR)

Answer 9

The purpose of this is to protect peoples data.
The data protection act is about how data is used and how it is handled as well as how ti is stored.
if an organisation or business is going to ask for data they must state how they are asking for it and how they are going to use it.
Physical: locks on cabinets or doors
Digital: usernames and passwords

Question 10

1.3 Legislation: Consumer protection

Answer 10

Safety for the customer
Safety checks on things such as laptops in case of fires and dangerous incidents.
they are obliged legally by the government to make sure that all things are safe for the customer.

Question 11

1.3 Legislation: Equal Opportunities

Answer 11

Equality act.
Job adverts, application form and interviews.
Businesses are seen to not ask for ages when applying for jobs unless your required to be over 18.
They do not ask for gender on job appications (equalising the pay men and women get)
Disability is also not asked about so the business can not judge you before they think about employing you.

Question 12

1.4 Checking Protocols

Answer 12

Documents should be checked for errors of possible miscommunication.
They can be carried out by more senior employees, specialists or those who the document concerns.
These checks may take time and cost money in the short term but prevent problems in the long term, and prevent a damaged reputation to the business.

Question 13

1.4 Checking of arrangments

Answer 13

When arrangements are made )e.g. for meetings, travel) arrangers must make sure that all relevant staff have received the details and all the details have been copied over correctly.

Question 14

1.4 Implications of poor checking

Answer 14

Travel - Flights or trains could be missed
Time and money could be wasted and possible business opportunities could be missed.
Reputation and professionalism of the business could be questioned.

Question 15

1.5 IT Security Protocols

Protection of information against unauthorised access

Answer 15

Password protected documents, computers and networks.
Installing anti-virus software and anti-spyware software
Granting staff different levels of access rights.
Have a screensaver time out for when the computer islet unattended, which required a password to unlock it.
Positioning the computer screen so that the general public can’t see it.

Question 16

1.5 Inappropriate use of IT equipment and software

Answer 16

Using workplace computers for non-work activities e.g. social media
Installing unauthorised software e.g. games
installing software that is only licensed for business use on a home computer.

Question 17

1.6 Employment Protocols

Health and Safety legislation

Answer 17

These include providing adequate lighting and ventilation, providing regular eye tests for employees that use computer screens and ensuring that risk assessments are carried out.

Question 18

1.6 Contractual Obligations

Answer 18

Once a contract of empoyment has been signed by employer and employee it becomes legally binding, so both parties must follow what is set, such as work hours, annual leave, pay and benefits.

Question 19

1.6 Minimum standards of professional quality

Answer 19

Punctuality, appearance and dress code, use of appropriate language.