Produce, Record & Maintain Business Documents

Admas University
Accounting
and Finance Level II
Learning guide
Unit of Competence: Produce, Record & maintain Business
Documents
Module Title: Producing, Recording & maintaining Business
Documents
TTLM Code : LSA ACF3M 08 1221
LO1: Select and prepare resources
LO2: Design document
LO3: Produce document
LO4: Finalize document
LO5: Collate business records
LO6 Update business or records system
LO7: Prepare reports from the business or records system
Occupational Standard: Accounting and Finance Level II
Unit Title Produce , Record & maintain Business Documents

Unit Code LSA ACF3 08 1221
Unit Descriptor This unit describes the performance outcomes, skills and
knowledge required to maintain the records ,design and
produce various business documents , record systems
and publications in good order on a day to day basis. It
includes selecting and using a range of functions on a
variety of computer applications.
Elements Performance Criteria

1. Select and
1.1 Appropriate technology and software applications
prepare
are selected and used to produce required business
resources
documents
1.2 Layout and style of publication are selected
according to information and organizational
requirements
1.3 Document design is ensured to be consistent with
company and/or client requirements, using basic
design principles
1.4 Format and style are discussed and clarified with
person requesting document/publication
2. Design
2.1 Files and records are identified, opened and
document
generated according to task and organizational
requirements
2.2 Document is designed to ensure efficient entry of
information and to maximize the presentation and
appearance of information
2.3 A range of functions are used to ensure consistency
of design and layout
2.4 Input devices are operated within designated
requirements
3. Produce
3.1 Document production is completed within designated
document
time lines according to organizational requirements
3.2 Document produced is checked to ensure it meets
task requirements for style and layout
3.3 Document is stored appropriately and document is
saved to avoid loss of data
3.4 Manuals, training booklets and/or help-desks are
used to overcome basic difficulties with document
design and production
4. Finalize
4.1 Document is proofread for readability, accuracy and
document
consistency in language, style and layout prior to
final output
4.2 Any modifications to document are made to meet
requirements
4.3 Document is named and stored in accordance with
organizational requirements and exit the application
without data loss/ damage
4.4 Document is printed and presented according to
requirements
5. Collate
5.1 Identify individual records or information which
business
should be incorporated into business or records
records
system according to organizational criteria
5.2 Records are sorted in accordance with workplace
requirements
5.3 Adhere to security and access requirements in
accordance with organizational procedures
6. Update 6.1 Control information is identified and recorded for
business or describing new records to be incorporated into
records business or records system
system 6.2 Control information describing movement or use of
records is updated within business or records system
6.3 Control information in business or records system is
accurately recorded and updated
6.4 Records of completed business activities are
identified and removed from current system for
disposal
1. Prepare 7.1 Requests for reports are interpreted and the
reports from content and frequency sought are clarified, where
the business necessary
or records 7.2 Reports are prepared from business or records
system system in accordance with instructions or request
7.3 Reports are prepared in accordance with
organizational security and access procedures
Variable Range
Technology May include but not limited to;
 computers
 photocopiers
 printers
 scanners
Software May include but not limited to;
 accounting packages
 database packages
 presentation packages
 spreadsheet packages
 word processing packages
Business May include but not limited to;
documents  accounts statements
 client databases
 newsletters
 project reviews
 proposals
 reports
 web pages
Organizational May include but not limited to;
requirements  budgets
 correctly identifying and opening files
 legal and organizational policies, guidelines and
requirements
 locating data
 log-on procedures
 manufacturers' guidelines
 occupational health and safety policies, procedures
and programs
 quality assurance and/or procedures manuals
 saving and closing files
 security
 storing data
Functions May include but not limited to;
 alternating headers and footers
 editing
 merging documents
 spell checking
 table formatting
 using columns
 using styles
Input devices May include but not limited to;
 keyboard
 mouse
 numerical key pad
 scanner
Naming May include but not limited to;
documents  appropriate file type
 Authorized access
 file names according to organizational procedure e.g.
numbers rather than names
 file names which are easily identifiable in relation to
the content
 file/ directory names which identify the operator,
author, section, date etc
 filing locations
 organizational policy for backing up files
 organizational policy for filing hard copies of
documents
 security
Storing May include but not limited to;
documents  storage in directories and sub-directories
 storage on CD-ROMs, disk drives or back-up systems
 storing/filing hard copies of computer generated
documents
 storing/filing hard copies of incoming and outgoing
facsimiles
 storing/filing incoming and outgoing correspondence
Records May include but not limited to;
at different stages of use:
 active
 archival
digital:
 remote drives
 servers
 CDs
 DVDs
 imaging systems
 PC-based applications
 mainframe
physical:
 audio-visual or multimedia
 graphic
 microform
 paper-based (acid free or multiple copies)
from a variety of sources:
 already in the custody of the organization
 in the process of being transferred between
organizations
Information May include but not limited to;
customer relationship management
expenditure
human resources management
invoicing/sales
legislative/regulatory/licensing compliance
risk management
stock control
taxation, asset management
Business or May include but not limited to;
records systems archival control systems
business systems
cash register-based systems
characteristics relating to:
 aggregations
 context
 entities
 metadata
current business or records systems
electronic records and document management system
informal
paper-based accumulation and card systems
PC-based accounting systems, employee and tax records
systems
proprietary recordkeeping package
storage facilities systems
systems unique to individual workplaces and
organization
Security and May include but not limited to;
access individuals or positions of individuals
requirements protection of privacy
security restrictions
trade secrets or commercial-in-confidence information
Reports May include but not limited to;
ad hoc
computer generated
hand prepared
part of a management solution for another
support/operational function
regular records management reports
system management reports
LO1. Select and prepare resources
1.1 Explain the different resources required to produce high quality and
attractive documents?
Resources you might need to produce high quality and attractive document are
For Production
1.A high quality photocopier and photocopier user so that you get a neat and clear print
2.A high quality printer for quality print outs
3.Scanner, so that you are able to scan documents in their original form.
4.Computer to process and operate all the above machines
5.High quality software i.e. Microsoft Word for word processing
6.A capable or qualified typist to produce the document so that the document is
prepared in the required format and layout
7.Probably a cover or binding for that neat and finished look
For Quality
1.Pictures to make documents look attractive and more friendly
2.Legible Font for everyone to read without any difficulty
3.Decent Font Size so that it is readable by everyone
4.Simple Layout for the neat and agreeable look.
In what ways can you use different resources to produce high quality and
attractive
Documents?
By using high quality papers, quality laser jet printers and good editing software’s, a high
quality
and attractive document can be produced.
1.2 Describe different types of technology available for inputting, formatting

and editing text, and their main features?
The different technologies available for inputting, formatting and editing text are:
 Computer with monitor, keyboard and mouse or a Laptop
 Printer, scanner
 Word processing software
A normal or standard way of inputting text into a computer (or in olden days
was a typewriter) is through a keyboard. It can be a wireless or wired
keyboard or a touch-pad depending on the device you are using. In a
keyboard, the user presses the specific key for each character that needs
input and this is transferred on to the word processing software that is
available, installed or being used on the device. Usually it is the Microsoft
word application that is normally used for word processing in most
organizations.
Another form of inputting text is through a scanner. Scanner can scan as

JPEG or PDF, depending on the needs. Also scanned documents can be
converted to word and changes made,
in some cases. There are software‟s available
Technology available for inputting text:
Keyboards (and mouse) are for manual entry of text. Can be slow and/or
error prone depending on skill of keyboard operator. These are universally
available and are usually supplied with a PC. Documents are scanned using a
scanner and then can be converted to text using optical character
recognition software. The accuracy of the conversion depends on the quality
of the system. Original document needs to be very clear and in a suitable
font. Not all systems can cope with graphics on original.
Technology available for formatting and editing text:
The simplest text editor available is the notepad. It can only be used for
basic editing. you cannot go for too many fashionable fonts or formats or
insert characters. This is basically used for editing and correction and it does
not occupy too much space in memory as its size is too small compared to
other word processors.
When you need to go for fashionable styles and layouts, the best Word
Processor to use will be Microsoft Word. It has a variety of i built features
that allow for higher levels of editing, correction and text enhancement. It
has innumerable choice of fonts, layouts, templates, functions, colors, etc
available. Due to these advantages, the size of the file is relatively large
when compared to notepad or word pad as all these formatting details are
saved along with the characters.
Other software (spreadsheet, database applications) are used for sorting

of text and other data. These are also used for statistical and analytical
purposes.
1.3 What are the benefits of agreeing the purpose, content,
style, and deadlines for the production of documents?
All documents
 are written to a specific audience;
 have a consistent message
 should have information in the document that is easy to access,

clear, accurate, and readable;
 Actually reach the intended audience.
 Should reach the intended audience on time
When you write documents or prepare documents, there always has to be

a purpose. There also has to be a certain layout or style for the document
depending on the purpose, there will be deadlines too for the document. So
all these aspects have to be taken into account and agreed with your
manager or the organization or the team, whichever is the policy and
procedure. This will decide if the document will be an exact replica of what
is required for the organization and will help you create one with no errors
and one that is consistent with the requirements of audience you reach. So
by planning all these well ahead, you finish preparing the document on
time with minimal waste of time and errors.
Describe ways of organizing content needed for documents?
Before you start work on a document you need to find out

 How the document is to be presented
 The information that is to be included.
 Who the document is for
 How long the document can be
 Purpose of the document
 What formats will be necessary
 Work out a rough draft
 Choose the correct language (formal / informal)
All the information needed to prepare the document should be stored

safely with clear file names, a list or database of resources. How the
finished document is presented and organised will depend on what the
document is to be used for, the format and the content. So this must be
Designing and Producing Business Documents Page

5
agreed with the originator and updated regularly to make sure the
finished product is fit for purpose. Sub-headings are useful so that a
particular point of information is easy to find.
1.4 Describe the ways of integrating and laying out text and non-
text?
Text and non - text can be integrated easily with Microsoft Office Word.
Microsoft office word enables you to insert pictures, graphs, clip art and
wrap text around and it helps you to work around with its different features
to get that consistent format. There are a variety of different features that
can be used too. Also there are various other office applications that help
with integrating and laying out text and non-text, for example excel and
PowerPoint, help with integrating text and non-text in spreadsheets and
slides. Whichever application is used, the formatting and other processes
have to be done, bearing in mind how you need the output document to
look like.
How would you check completed documents for accuracy, such as

spelling and grammar,
punctuation, correctness? Why would you do this?
Most word processors have spell checkers. So as you type anything into a
computer it will constantly be spell checking it. Spell checkers are not totally
accurate and also if you type a different word instead of the one required,
spell checker will not identify it. You will need a dictionary. The spell checker
will not have all the words, so you will always have to need to add new
words when you need them in the dictionary. Also words and names that
you repeatedly use but not in the dictionary can be added to prevent spell
checking them always. After spell check is complete, it is good to do a
grammar check too although the grammar checkers are not that good and
will not pick out all the grammatical errors. So it is best to read the
document yourself once or twice even after all these checks are done and if
you can, it is good to get it read by another experienced person, because we
always do not see all the errors in our own written document. Accuracy and
correctness are checked as documents are an image of the organisation and
they have to be of high standard. It also helps the reader to easily
understand what you are trying to explain or present.
1.5 Explain why you would store documents safely and

securely. Give examples of how you would do this?
Important documents whether minor or major have to be stored securely

and safely following the organizations policies and procedures. It can be
either digital storage or physical storage depending on needs and taking into
account its confidential nature. Digital storage can be the

6
organization‟s server, drive or flash drives cabinets. Either way they are stored for
future references and hence are important. One has to
also abide by the Data Protection Act.
Files and records should be stored to comply with the regulations to ensure
the safety of said documentation/data and is vital for a business to run
smoothly. Information must be securely stored so it can not be disclosed to
third parties without the relative permissions. It is important because any
data that is not secure can be spread all over the internet. Also make sure
you save your work and secure it properly.
Also you should always, save the changes to the document, drawing or
spread sheet you are working on as often as possible- in the event of a
power cut or computer crash.
Most businesses rely on electronic data these days and hence it is best to
have a good backup solution. Our organization does back up data every
night to its server and possible to external media wherever necessary to
avoid loss of data under unavoidable crashes.
1.6 What is the purpose of confidentiality and data protection when

preparing documents?
The release of personal information can lead to serious consequences. There

is probably no more important aspect of any business than data protection
and confidentiality. It helps save the company, its values, and trust from
customers.
What is the purpose and benefits of meeting deadlines?

It's important to meet deadlines because it saves time, money, and
resources and we always want to be ahead of our competitors.
The purpose and benefits of meeting deadlines are you save on the
financial things like cutting costs, and saves you precious time. If deadlines
aren't met, you spend more money on the work that is pending completion
and it affects the overall turnover thereby affecting your budget
drastically.
Not meeting deadline indirectly affects various other inter-related

departments too. Examples can be the finance department, the payroll
department and the accounts department, and for sure all other
departments that are connected. It then affects the overall income or profit
for the organization, which in turn will have an effect on employee salaries,
pay rise and bonuses.
Describe different formats in which text may be presented
Designing and Producing Business Documents Page 7

The different formats in which text may be presented are they are font
typefaces, headings, font size, effects (bold, italics, underline, etc.), colors
etc. We can format the text in paragraphs, tables and columns. We can add
bullets or numbers, headers and footers.
Files can be created in applications in a number of standard formats. You can

tell which format is being used by looking at the last part of the full file
name, known as the file name extension. For example, the filename
dogs.bmp has the filename extension .bmp, which tells us that this is an
image file stored in bitmap format.
• Text –filesalsoknown as(ASCII.txt)files,these are created by text editors

and simply contain basic characters in the ASCII character set. You can also
save a word processed document in text format, but you will lose all the
character formatting and any special characters that you have used. They
are used to produce very simple text files for technical use. The simplest
text editors, such as Microsoft® Notepad, allow you to write and save text
files.
• Rich text–areproducedfilesbyword(processors.rtf)and preserve a

certain amount of character formatting, such as colours and fonts.
They can usually be exchanged between applications from different
software companies.
• Word processed–usedifferentformatsfilesdepending on which application

has been used. Microsoft® Word® files use the filename extensions .doc
or .docx. They are not always compatible with other word processing
applications. Used to produce letters, reports, simple publications and
labels, Word processors are the most widely used software packages.
• HTML–textfilesthatcontain the programming code for web pages. They
are saved with the filename extension .htm or .html, which tells a browser
that they can be interpreted as web pages.
• Plain text emails–usetheir ownandfileformats,textbut

theymessagesarebasedonsimple text files. Used to create, send, receive,
store and organise emails and text messages email client software –such as
Outlook, which communicates with your Internet Service Provider (ISP) and
handles all the emails for you. Webmail software such as Hotmail, Gmail or
Yahoo Mail, which is provided by an online provider and which you can only
access online
Explain the purpose and benefits of producing high quality and attractive
documents
The purpose and benefits of producing high quality and attractive documents is to
promote a
good image of our organization. A poor presen our customers/colleagues/managers.

Documents have to be produce to a high standard, with a simple and
clear format, easy to understand and well presented.
Quality improves customer satisfaction, improve profitability, support

improvement and innovation, help to identify and manage risk and
ensure corporate care and responsibility.
Describe the types of resources available for producing high quality

and attractive
documents
Resources you might need to produce high quality and attractive document
are:
 Good software.
 A good quality scanner.
 A good quality printer.
 A computer.
 Good quality paper.
Outline ways of using different resources to produce documents
The ways I can use different resources to produce documents are:
-Using good software for high quality word processing that can support all
popular formats and that is versatile for document creation. Most software
will help us to create attractive documents by having a choice of fonts, page
layout etc.
- Using a good scan that can copy originals. If you have a quality
scanner you can create electronic images and printed copies that look
as good as the original picture or document.
- Using a good quality printer that can create high resolution documents an
neat prints.
- Using good quality paper for a nice finish.
To make the documents more attractive and more reader friendly we can
use pictures and a clear font. We can present lists using numbers, letters or
bullets. Structure the information into topics, with headings and
subheadings for sections.
We can use tables to display information laid out in two dimensions.
Describe different types of technology available for inputting,

formatting and editing text,
and their main features
The different types of technology available for inputting, formatting and

editing text are:
A computer with which you interact through a user interface. This consist of
a visual display on the screen, which you control using a key board and a
mouse and other device. Some user interfaces incorporate sound as well.
Most interfaces take input from the user via a keyboard or
9
mouse.
Specialist input devices can analyse sound and accept speech instead.
Voice recognition input devices are particularly helpful for visually
impaired users and also for those who have difficulties with movement
and are unable to control a mouse or keyboard.
We can use scanners to transfer documents into the computer and

transform this document to other text formants for example a PDF
document can be converted into a Word document and vice versa.
Manufacturers of software often develop suites of applications. An

integrated package provides all the common office tools, for example Word,
Excel, Access, PowerPoint etc, wrapped up into one application.
Files can be created in applications in a number of standard formats such

as: Text files (.txt), Rich text files (.rtf), Word processed files, HTML files
Etc.
Features and design varied between manufacturers and models but there
are some common ones that we can find. Word processing typically implies
the presence of text manipulation functions that extend beyond a basic
ability to enter and change text, such as automatic generation of:
• batch mailings using a form letter template
• indices of keywords and their page numbers;
• tables of contents with section titles and
• tableswithofcaptionfiguretitlesandtheir page numbers;

• cross-referencing with section or page numbers;
• footnote numbering;
• new versions of a document using variables
Other word processing functions include spell checking (actually checks

against wordlists), "grammar checking" (checks for what seem to be
simple grammar errors), and a "thesaurus" function (finds words with
similar or opposite meanings). Other common features include
collaborative editing, comments and annotations, support for images and
diagrams and internal cross-referencing.
Explain the benefits of agreeing the purpose, content, style, and deadlines for
producing
documents
The audience of a document is the group of people for whom it was written.
Documents should be designed to meet the needs of the expected
audience.

The purpose of a document can be to:
• Inform–letters,emos, emails, texts, invoices, agendas, newsletters, user

guides, illustrations, charts and diagrams all provide information for the
audience.
• Query (i.e.–
ordertoforms,asksurveysquestions)andquestionnairescapture information
from the audience.
• Advertise–letters,emails, leaflets, posters and web pages can be used

to promote goods and services.
• Record–letters,emails, news items, minutes and reports can all give an

account of something that has happened.
A document can only communicate information if it is written and presented in a way

that makes
sense to the reader. You shouldIamasktrying„Willtomyt If we don‟t establish and agree

on purpose, s be pointless to produce a document because we will waste our time and
fail and we will
duplicate work by having to produce another document again.
Outline different ways of organizing content needed for documents
Before we start work in a document we need to think:
• Is the document intended for one individual
• Is itfriendswrittenorforabusinessforaudience?
• Is it written for other members of the same
external to the organization, like customers?
And with this is mind we should plan:
• The information. that is to be included
• Is it written for friends or for a business
• Purpose of the document.
• How the document is to be presented.
• How long the document can be.
• Is it written for other members of the same
external to the organization, like customers?.
• The resources I need to complete the job.
All the information needed to prepare the document should be stored

safely with clear file names, a list or database of resources. How the
finished document is presented and organized

will depend on what the document is to be used for, the format and the
content. So this must be agreed with the originator and updated regularly
to make sure the finished product is fit for purpose. Sub-headings are
useful so that a particular point of information is easy to find.
Outline ways of integrating and laying out text and non-text
Text and non - text can be integrated easily with Microsoft Office Word.
Microsoft office word enables you to insert pictures, graphs, clip art and
wrap text around and it helps you to work around with its different features
to get that consistent format. There are a variety of different features that
can be used too. Also there are various other office applications that help
with integrating and laying out text and non-text, for example excel and
PowerPoint, help with integrating text and non-text in spreadsheets and
slides. Which ever application is used, the formatting and other processes
have to be done, bearing in mind how you need the output document to
look like.
There are many ways of laying out a document, using columns,

graphics, blocks of text, headings, background colors, images and
white space.
Many organizations use a logo on all their printed materials and their
documents often have a very specific style. This will be achieved by always
using the same fonts, font sizes, text and page colors and page layout. This
is known as the house (or corporate) style of the organization.
Know the resources available to design and produce documents and how to
use them
1. Types of resources needed to design and produce high quality and attractive
documents are:
 High quality photocopier/printer
 High quality computer software
 Computer
 High quality paper
2. The purpose of using different types of resources to design and produce

high quality at attractive documents is to promote a positive image of the
organization and yourself to your colleagues. By creating high quality and
attractive documents, you are showing the reader that you take every
aspect of your work into consideration and it will make people see that you
put every effort into making your work a high standard. If work produced
was not high quality or attractive, people may think that you are not serious
about what your organization is offering and
you aren‟t really tryingWhenthings toarewellbringpresented,peopleinfeelmoreit

cus

is easier to read through or look over. If the quality is bad then people will
not be able to read what is in the document and might not pay attention
to it.
3. Different types of technology available for inputting, formatting and

editing text are:
 Computer (with monitor & keyboard or a laptop)
 Printer, scanner
 Computer software –Microsoft word, notepad.
Computers are the quickest way of inputting, formatting and editing text
when using the correct software for what you need. Microsoft word is
generally the most used software as it is compatible with most computers.
Microsoft word has a variety of built in features that allow for higher levels
of editing, and formatting. You can change and edit fonts, sizes, layouts,
templates, and colors. For simpler editing, Notepad and or WordPad can be
used. Pad files are generally quite small compared to other word processors.
Another way to input text is through a scanner through a JPEG or PDF. Using
character recognition software, you can convert scanned documents into
word documents and make changes as necessary. To do this however, the
system you are operating and the document itself need to be a high quality
for the software to read the scanned document.
Understand the purpose and value of following procedures when

designing and producing
documents
1. It is important to agree the purpose, content, style and deadlines for the
design and production of documents so that everyone is clear on what is
expected and the document outcome is fit for purpose. The benefit of
agreeing the purpose, content, style and deadline is so that the information
reaches the intended audience in the best possible way suited to them. You
can also save time if you have a clear idea of what is expected from you and
you will avoid any misunderstandings.
2. Ways that you can research content needed for documents could be
through:
 Company files or handbooks
 Colleagues
 Internet
 Organization house systems (reports/data etc.)
You can organize the content and research for documents by collating
similar information into clear folders before you start to put it all together
with clear headings so you know where to find

13
information when you need it. You should also make sure you know the
purpose of the document so you can make sure that the style of the
document is appropriate (e.g. formal/ non-formal, target audience). By
knowing these you can create a rough draft and from there you can show
the originator of the document to make sure that you are covering all the
agreed areas and it is fit for purpose.
3. A simple way of integrating and laying out text and non-text is to use a
word processor such as Microsoft Office Word. Microsoft Word enables you to
input text and images such as graphs,
clip art and other images. You can „wrap‟ tex document easy to read. You can also
change the layout of the page by adding columns or using a
built in template. Other Microsoft Office publications such as Excel,

PowerPoint and Publisher also have similar features to integrate and lay
out text and non-text.
4.The purpose of checking finished documents for accuracy is to make sure

that what you have written is understandable for the audience. It also gives
a positive image of the organisation if the documents that are produced are
of a high standard and quality. By making sure the document is accurate in
terms of spelling, grammar and punctuation you will avoid
misunderstandings if a word is spelt wrong or incorrect punctuation is used.
Ways that you can check finished documents for accuracy are:
 Spell & Grammar check
 Proof reading
 Asking a colleague to proof read
 Make sure the facts you have included are correct
5.Storing documents safely and securely will enable sureness that sensitive
information will not be disclosed to unauthorized people. Storing documents
safely complies with the data protection act and ensures information is not
disclosed to third parties who have not received permission.
Ways that you can safely store documents are:
 Filing cabinets that are lockable (for hard copies of files)
 Digitally filing documents on a computer (protected with passwords)
 Back up copy of digital files (back up should be carried out regularly

in case there are any losses or power cuts when documents are
opened.)
6.The purpose of confidentiality and data protection when preparing documents is to

protect a
persons‟ privacyplywith legalandregulationsto . Byalsomaking surecomyou are

complying

with the rules, you can earn peoples trust with their personal data and
also you are giving the organization a good reputation. If personal data is
disclosed, it could lead to serious consequences.
7. The purpose of meeting deadlines is so that up others‟Thebenefitworkofmeeting.

deadlines is that it prevents any unnecessary delays and
keeps the work task running smoothly so that it can be completed on time.
When you do not meet a deadline it can affect other
department‟sdeadlinesif of your work relates to some of theirs.
LO2. Design document
2.1 How to Write a Design Document
Overview
 Be sure to read through this entire page. It's all relevant
 Each design document is worth 40% of the project. While it will

likely take less than 40% of the time you spend on the project, you
should take it very seriously.
 We will grade your designs harshly. The design is essentially the

most important part of the project. Having a good project design can
literally cut your total coding time by a factor of 10.
 Design documents should be around 2,000 to 4,000 words long. If it's

longer than 5,000 words, we won't read it. So keep short and to the
point
 Design documents will be submitted online, in PDF, HTML, or text
format. We encourage you to use your favorite word processor to
make your design document, but you must convert it to PDF or text
when you're done. We'll provide basic directions on how to do that.
 Here's a sample project and a sample design for it. The sample
project is only a fraction of the length of your projects, though.
2.2 What goes into a design document?
A design document is a complete high-level solution to the problem

presented. It should be detailed enough that somebody who already
understands the problem could go out and code the project without having
to make any significant decisions. Further, if this somebody happens to be

an experienced coder, they should be able to use the design document to
code the solution in a few hours (not necessarily including debugging).
So what actually goes in?
 A high-level description of your solution, including design decisions and

data structures
 Declarations for all new classes, procedures, and global/class variables
 Descriptions of all new procedures (unless you can tell exactly what it
does from the name), including the purpose of the procedure, and an
explanation of how it works and/or
pseudo code
For example, this is the pseudo code I would write for the existing
Condition::Wait: Your pseudo code has to be precise. For instance,
in describing your solution for the Communicator class, it is not
enough to say
Also, another important thing to remember is that a design document

needs to include the correctness invariants and testing strategy. The
testing strategy includes a clear plan of the testing methodology and may
include a description of test cases that will be used to test correctness
invariants. Focus on the testing strategy. If you want, you may itemize
things that will need testing.
2.3 What doesn't go into a design document?

Keep in mind that your TA understands the project very well. Do not restate
the problem in your design document. Your TA is far more interested in your
solution than in knowing that you understood the problem.
Your design document should contain very little actual code, if any at all.
Include pseudo code for all complex procedures, but do not include Java
code.
The purpose of pseudo code is to avoid all the annoying aspects of

programming languages that make code both harder to write and harder to
read. The purpose of pseudo code is not to be imprecise about how you
solve a problem. Comments are welcome, but ASSERT and DEBUG
statements, for example, do not belong in pseudo code.
Remember that we have to read your design documents. If you don't

think we want to see it, don't put it in!
How do I submit a design document?
Place your design in a file called projN-initial-design. Where N is the project

number, for project 1, your design document should be called project.

16
Design and Produce Business Documents (Workplace Technology)
This program enhances the skills and knowledge required to design and
produce various business documents and publications. It includes following
advance application of Micro soft word and Microsoft Excel skills in day to
day Workplace applications.
-Design and produce word processed documents using relevant

Occupational Health and Safety practices, manuals and on-line help to
solve operational problems, create, save, edit, format and print a word
processed document, spell check, proper design and layout, borders,
indentation, page breaks, appropriate fonts and formats, mail merge,
headers and footers, create and print a simple table and import a
spreadsheet file
-Design and produce a spreadsheet using relevant Occupational Health and

Safety practices, manuals and on-line help to solve operational problems,
good design, layout and documentation to meet required outcomes, simple
formulae and functions including SUM, AVERAGE, MAX, MIN; efficient linking
between worksheets, format and print a spreadsheet document according
to specified criteria; Construct and print charts using spreadsheet data, link
and embed into a word processing document
-Design and create a simple PowerPoint presentation using relevant

Occupational Health and Safety practices, manuals and on-line help to solve
operational problems, slide sorter, promoting and demoting points, graphics
including charts, simple transitions and animations, design template,
viewing the slide show and printing handouts
2.4 The Importance of Design Documents

The second phase in the ADDIE process is design. I recommend developing a
design document for review and approval during the design phase of your
training projects. Doing so provides an opportunity to design the training
course at a high level, while also reaching agreement with your client on the
overall approach before you dive into development. Securing approval on
the design document will ensure that you are developing what both you and
the client envision for the project.
Most design documents include the following elements:
 Background: The business motivation for the training.
 Scope of the Training: The content included in the training and how
long the training course will be.

17
 Benefits: The benefits of the course to the learner and the organization.
 Resources and Assumptions: Resources needed to design and develop

the training, including subject matter experts, source documents, access
to software, etc., and any necessary assumptions regarding technology or
timing issues.
 Target Audience(s): The different learner groups, including the role and
experience level with the subject matter for each.
 Approach: How the content is going to be delivered: as an instructor-led

course, e-learning, self-study, etc.
 Level(s) of Interactivity: How the course will be designed (linear,

case-based, interactive exercises, quizzes/assessments, etc.).
 Mockup: A quick mockup of the look and feel of the course.
 Detailed Outline: A more detailed outline of the content, including

learning objectives, the length of each section/module, key content
points, how the content will be delivered, and how the learner will be
assessed.
Although creating a solid design document can be time consuming, the

effort is well worth it. If you and your client can secure agreement at the
design phase, there should be no surprises when you begin developing draft
versions of the actual course.
Why Is Document Design Important?
Document design is the field concerned with creating texts that is books,
pamphlets, posters and others that integrate words and pictures in ways
that help people to achieve their specific goals for using texts at home,
school, or work.
"Why Is Document Design Important"
How to Import a Word Document into In Design
1. Open an existing document or create a new one. 2. Click the "File"

menu and choose "Place. 3. Choose "Replace Selected Item" to
replace the contents of
Why is Documentation Important?
The reason why documentation is important, especially in a medical

setting, is because if it was not written it was not done.
Documentation provides a written account of activities
Why is it important to be detailed when

documenting your design? Just try to detail
everything, don't ask questions.

18
Why is it important to be detailed when documenting your design?
Detail is important because writing effective
Popular Q&A
Q: What is the important document design principle for word

process...
A: Don't know look for yourself.
Q: What are the Principles of Design?
A: The principles of design help you to create pleasing artwork.

Included are balance, gradation, repetition, contrast, harmony,
dominance, and unity.
Q: How to Understand Design Principles
A: Balance Balance in design refers to creating equilibrium using the

visual weight and size of an object, not the actual numerical weight.
Q: What are the principles of good design?
A: There are going to be many different opinions and viewpoints on

this, but I usually defer to Dieter Rams's 10 principles for good
design:
Q: What Are Green Building Design Principles?
A: Passive Solar Design Successful passive solar design means

being able to naturally heat and cool a building without dependence
on a mechanical system.
2.5 Definition and importance of the Software Design Document
The definition of the process of Software Design Document is similar

to the function of designing a map or structure of any construction,
car or other physical element that is created by the individuals who
are expert to develop those things. For example, if we talk about a
building architect designer who is responsible for making the whole
structure of a building according to the requirements and
specification of the owner of the building. The architect creates a
documented shape of the building for the owner. Then the owner
examines his specification and expectation in that map, is it fulfilling
the requirements that he expected. Once the owner passed the map
the construction engineer starts work on it. This building structure
design on paper ease the situation for the construction engineers
and also saves the time and money of the owner.
Similarly, in the field of software developing the application

developing team writes a software design document before
developing the actual software. As the building

19
construction field there are several individuals who are responsible
for different tasks. As this in the field of software developing there
are the several individuals who perform their tasks to make a
software product. First of all the customer who wants to get a
software tells the requirements of his working process. The expert
of software designer writes the software developing document
according to the customer. The designer creates the whole
processing structure on the paper before the customer. Once, the
customer passes the design the software developing document
moves on to the software developing department to be in the actual
form. The software developing team follows the document and
develops the software using different tools in which these
developers are expert. This software developing document creates
ease for the developer and also keeps him away from the mistakes
and complexity that he could face during the development.
Now we analyze the importance of the software design document for

the software for different organizations. As the technology is moving
on fast the use of computer systems is making an essential element
in human life. If we see in our surrounding we will examine that there
is no any field that is not related to the computer technology. For
example we talk about the banks and airline systems. These two
industries are some of the essential industries in the world. We can
see that these fields are depending on the computer system very
much. If we talk about the banking field we can see the complexity of
this field as it has now facilities like online banking, credit card and
ATM services. The software or computer system being used by these
banks should be effective and designed properly to perform well. If
the software of such computer system is not fully examined before
actual use then it can create a big problem for the industry. Similar
thinks are with the airline and other industry.
So, it is good to have a software design document process before
making the actual software system. As this is essential for the users
who are expecting better from this software. At the end we can see
that Software Design Document is really important and a big part of
the software developing industry.
2.6 The importance of the solution design document
When partnering with a company during the launch or updating of their

website, the

20
process can be expedited if the company utilizes a Solution Design
Document (SDD) from a tracking implementation standpoint. There
are many benefits of using an SDD, which I will explain later on, and
a few foolish excuses not to use it. An SDD can be used with any
analytics tool; however, for the sake of this post, I will be
referencing and using examples from Site Catalyst.
People who are unfamiliar with a Solution Design Document might

ask about its purpose and capabilities. An effective SDD should
contain all of the parameters being considered within the report
suite. It does not have to be complicated to be useful; in fact, if the
model is more simplistic, there will be fewer opportunities for error
or miscommunication. Here is a basic Solution Design Document
that I have used to help keep all of the moving pieces for tracking a
website housed within one document. I prefer to use Microsoft Excel
to create and maintain the SDD document because the columns and
rows within the Excel program facilitate organization, but other
programs could also be sufficient. To begin, the SDD for Site Catalyst
will contain all of the sprops, evars, events, custom links, and
campaign parameters in one column; I would even recommend
adding all of the default parameters that get used like s.pagename.
The other columns in the example provide more detail about what
should be collected when the image request is sent, when an event
should be fired, and any useful notes for the other teams you are
collaborating with. The example provided only has five columns, but
do not hesitate to implement your own improvements. Another
column that could be added is for custom variables with full or basic
sub relations and traffic variables with one, five, or twenty
correlations.
The beauty of this Solution Design Document is that it allows all

parameters to be displayed together at once, eliminating the
need to navigate all of the menus in Site Catalyst or any
alternative analytics tool that is used. There are many benefits of
creating and maintaining this document throughout the life of the
website you are tracking, some of which are:
 Mapping out tracking for site changes
 Everyone involved in tracking the website will know which

sprops and evars are able to be used for future tracking
 Outlines what will be measured/tracked on the site

21
 Can be utilized by the team that configures the code for tracking
 Reduce ramp up time on establishment of new tracking/for

new members of the team
 Can easily display informati,”orn evab
 All of the information is stored within one central document
Before deploying a new website or implementing changes to an

existing one and after all requirements gathering has been finished,
an SDD should be used as the drawing board for how the analytics
tool will be configured. Mapping out all of the parameters will
reduce confusion when everything is completed, can help ensure
that nothing was forgotten, ensure the reports are populating with
proper data, and conversions are captured.
Keeping the SDD current with the continuously evolving website will
be the biggest obstacle to overcome. Someone needs to be
delegated with the task of maintaining the document when changes
are made and occasionally verifying information from the document
with data from the interface.
Feel free to share if you have used a Solution Design Document

before and have your own tweaks for improvement or success
stories!
2.7 Document layout analysis
In computer vision, document layout analysis is the process of

identifying and categorizing the regions of interest in the scanned
image of a text document. A reading system requires the
segmentation of text zones from non-textual ones and the
arrangement in their correct reading order. Detection and labeling of
the different zones (or blocks) as text body, illustrations, math
symbols, and a table embedded in a document is called geometric
layout analysis. But text zones play different logical roles inside the
document (titles, captions, footnotes, etc.) and this kind of semantic
labeling is the scope of the logical layout analysis.
Document layout analysis is the union of geometric and logical

labeling. It is typically performed before a document image is sent
to an OCR engine, but it can be used also to detect duplicate copies
of the same document in large archives, or to index documents by
their structure or pictorial content.

22
Popular Q&A
Q: What is the important document design principles for word

processing
A: Don't know look for yourself.
Q: What are the Principles of Design?
A: The principles of design help you to create pleasing artwork.

Included are balance, gradation, repetition, contrast, harmony,
dominance, and unity.
Q: How to Understand Design Principles
A: Balance Balance in design refers to creating equilibrium using the

visual weight and size of an object, not the actual numerical weight.
Q: What are the principles of good design?
A: There are going to be many different opinions and viewpoints on

this, but I usually defer to Dieter Rams's 10 principles for good
design:
Q: What Are Green Building Design Principles?
A: Passive Solar Design Successful passive solar design means

being able to naturally heat and cool a building without dependence
on a mechanical system.
Produce Documents in a Business Environment

This unit is about preparing high quality and attractive documents to
agreed layouts, formats, styles to meet agreed deadlines.
Outline different types of documents that may be produced and

the different styles that could be used
A document is information produced in either printed or electronic (on-

screen) format. All documents can be produced using standard
applications packages.
We can use different kind of formats:
Standard word documents: Use for the creation of most documents

such as letters, memos, minutes, etc.
Template: it is a sample document that can be completed either by hand

or through a software assistant word processing templates enable the
ability to bypass the initial setup and configuration time necessary to
create standardized documents such company response letter. Most
companies use templates now a day as is good way to have a standard
document for everyone to use.
Spreadsheets: We will use Spreadsheet for storing, calculating, filtering,

verifying, sorting, displaying, creating graphic charts etc . Its use is much
extended now days to show large amount of data. We can use spreadsheet
electronically or be printed for show.
Slide Show: A slide show is an on-screen presentation of information or

ideas presented on slides. A slide show enforces the ideas, comments,
solution or suggestions presented in the slide. Slide shows are conducted by
a presenter using an apparatus, such as a carousel slide projector,
23
an overhead projector or in more recent years, a computer running presentation
software.
Short
documents
Memo
A memo is a short note to someone else in the same organisation. It can be

sent by email, handwritten or printed out and delivered by hand. Memos are
usually informal in style, but most organizations have a set format to ensure
that essential information is not missed out, such as
subject, date, sender‟s name and contact deta
Business email message
Emails are widely used for formal business purposes, as well as for informal
notes to friends. Because anything said in an email is legally binding, many
organisations insist that business emails follow the same conventions as
business letters. A business email should always end with a signature.
Letter
A formal letter is a type of correspondence from an organisation to a client

or other contact. Business letters normally have a standard structure and
should include business heading, address of the recipient, date the letter
was written, salutation, ending and signature of the sender.
Order form
This will have been designed so that it captures all the information that the business
needs:
Agenda
An agenda is a list of items to be discussed at a formal meeting. A typical

agenda might have these items: apologies for absence, minutes of the last
meeting, matters arising from the minutes items for discussion, date of next
meeting and any other business.
An agenda should be circulated in good time so that the people attending

the meeting have time to think and read about the issues.
Minutes
The minutes of a meeting are a summary of what was discussed and the
decisions made. The minutes should follow the same structure as the
agenda. Someone at the meeting is given the task of taking the minutes,
which means making notes and writing them up.
Extended
documents
Article
An article may be written for the staff newsletter. The style of an article falls
somewhere between a report and an essay. Many organisations produce
newsletters for their staff or customers, keeping them up to date with new
products and news about the company. Newsletters can incorporate photos
and graphical headings.
Report
A report is any document that is written to explain a project, provide facts

or generally convey information. Internal reports will be used by managers
to help them make decisions.
We can use graphical documents such an illustrations, charts,

flowcharts, diagrams and promotional documents ( advertisement,
leaflets and web pages ).
Documents can be informal, for example emails to colleagues, or formal. Formal

documents are

used in organizations for important business meetings. They are stored for
a long time after the meetings as evidence of the discussions that took
place and the decisions that were made. Examples of formal documents
include agendas and reports
How to Write an Effective Design Document
Day by day, programmers are able to get more languages, development environments,
tools and the “rapid a both programmers and managers have become accustomed to
extremely fast development cycles.
Programmers are now more inclined to jump directly into development,

fearing that every hour they are not writing code will result in an hour of
overtime the weekend before the deadline.
The process of designing before coding is becoming outdated. Documenting

designs is becoming even rarer. Many developers have never written a
design document and cringe at the idea of doing so. Many who are required
to, typically generate a lot of interaction diagrams and class
diagrams, which don‟t often express the devel
This article will discuss how to do write an effective design document

concisely with no special tools, and without needing to know UML. It will
also discuss why a well written design document is one of the most
valuable tools a developer can have when entering a new project.
Why write a design document?
A design document is a way for you to communicate to others what your design
decisions are
and why your decisions are good decisions. Do and don‟t worry if you didn‟t
biggestusefactor thatspecial m determines if your design document is good is whether or
not it clearly explains your intentions.
This presents a problem, however. In order to convey design decisions, you

have to consider the audience that you are writing for. A peer developer will
understand why a well-crafted class abstraction is a good design, however
your manager will probably not. Because your peer developers and your
manager have different concepts of what makes a design good, there is a
need for two design documents; one for peer developers and one for
managers. Each document serves a different and equally valuable purpose
as you begin your project development.
If this seems like too much work, it‟s not. T documentation reuse.
What makes a good design?
A design will typically be considered good if it fulfills the requirements in a

meaningful way. If any aspect of the design cannot be justified, then it is
probably worth reevaluating. Many programmers try to incorporate design
patterns into their work, and they often add unnecessary complexity. You
should be able to list at least one compelling reason, related to the
requirements, for why a design decision was made. That reason must then
be documented. If you can‟tmeup withcoa clear reason for a design
decision, then it is probably not adding value. Diagrams are a great tool for
visualizing your design, but they cannot convey the motivation behind your
design decisions. That is why it is so important to let diagrams supplement
your design document, not be your design document.
In addition, it is also extremely important to document any benefits that
result from a design decision. By doing so, others who read your document
will understand what value they can gain. Likewise, any associated risks
must also be documented. More often than not, other programmers have
faced the same risks and may have helpful pointers or solutions that you
may not have thought about. By listing these items, you also get others to
think about what the potential risks could be as well. Teammates will often
be able to see potential pitfalls that you
didn‟t see when you created your design. It i than it is to rewrite hundreds of lines of
code when an assumption fails or when you hit an
unforeseen snare during coding. A good design document minimizes

unexpected complications by addressing them before the code is written.
Finally, a document will provide you, your manager and your team with a
common vocabulary for talking about the project. A design document can be
a powerful tool for a manager because it
gives them a view into the project that they
By listing the benefits you give your manager tangible items that describe
why your design is sound. By documenting the risks of your design before
development, you pass the responsibility of that risk to your manager,
which is where it belongs.
Lastly, the design document is a written contract between you, your

manager and your team. When you document your assumptions,
decisions, risks, etc, you give others a chance to say,
“Yes, this is exactly what I expect.” Once yo for limiting changes in project scope.
Obviously, requirements are going to change sometimes,
but with a baseline document you have the power to say that no
change in scope is due to a misunderstanding of the requirements.
Writing for a Peer Developer
The goal of a peer developer design document is to make sure that your ideas are valid
and that
your approach works with what others are doin plans, disaster is sure to strike when
modules or classes begin to interact. The following items
describe a general guideline for writing this type of document:
Section 1 –State the purpose of your project/sub-system: In this

section, write a few paragraphs that describe what the project or sub-
system does. What is the problem it is trying to solve? Why does it need to
exist? Who will use it? By answering these questions, you establish the
scope of your design. If you find it hard to write a few paragraphs in this
section, then you
probably don‟t understand the domaincriptionas much within a few paragraphs, then
perhaps the scope is too large. Use this section as a tool to verify
that the scope of your design is reasonable.
Section 2 –Define the high level entities in your design: High level
entities are objects, or groups of objects, that constitute major constructs of
your design. Good examples of entities are
a data access layer, a controller object, a s example of a .

In this section, explain in a few sentences what each entity does. The descriptio be
verbose, just enough to explain what each reasoning for defining the entities in your
diagram and what their roles are.
Section 3 –For each entity, define the low level design: This section is
where your objects and object relationships are defined. For each object (or
set of objects) define the following:
Usage
Describe in a paragraph how the object is used and what function it serves. If
an object will interface with an external object or system, it is a good idea to
show the interface for the object. Most importantly, you must again describe
your thought process for defining the object as you did. List the benefits and
risks. If an object provides an encapsulation, describe in a sentence why
the encapsulation adds value. Use your descri have to be verbose, just enough to get the
point across.
Configuration
If your object needs any special configuration or initialization, this is a good

place to describe it. If not, this section can be left out.
Model
Figure 2 shows an example of a to supplement the System Security entity

from figure 1. It is not perfect UML, but has some aspects of UML. Most
importantly, it describes the design.
Don‟t worry about perfection in your models, the diagram. Here, two concrete security
objects derive from a base security object, and a
security factory will create one or the other for a client depending on the
security model of the system.
Interaction
This is also a good section for interaction diagrams. An interaction diagram

shows how a set of objects or entities communicate with each other to
perform a complex task. Figure 3 shows an example of an to show how a
user might log in. It uses objects from the various entities shown in figure 1.
Again, this diagram is not perfect UML, but it explains the communication
sequence to accomplish a complex task. Interaction diagrams are most
useful when you want to diagram how an object in your system will
communicate with an object in another subsystem. This type of diagram will
let the other developer verify that the interaction is correct.
Section 4 –Benefits, assumptions, and risks/issues: In this section,

make a list of 5-6 top benefits of the design, a list of ALL known risks/issues
and a list of ALL assumptions. Some of
this may simply be rehashing what you wrote i important is getting all of these items into
whole document to understand what the benefits, risks and assumptions are.
Never remove anything from this section! As risks become non-risks,

document that they are now non-risks and why they became non-risks.
Never erase them from the document. The same holds true for
assumptions. You should be able to look at this section and know instantly
what the current risks are to your design.
Writing for a Manager
The goal of a design document for your manager is to make sure that your
manager understands what the main entities of the system are, what the
benefits are and, most importantly, what the risks are. The document is
your chance to show that you understand the requirements and that you
have come up with a plan to meet those requirements.
If you have written the peer developer document well, t simple, because it is just made
up of sections 1, 2 and 4. By dividing the peer developer
document up as described previously, the parts which are typically not

meaningful to a manager have been contained in a single section of the
document which may be removed.
LO3. Produce document
3.1 What is Document?
1)In general, a document (noun) is a record or the capturing of some event

or thing so that the information will not be lost. Usually, a document is
written, but a document can also be made with pictures and sound. A
document usually adheres to some convention based on similar or previous
documents or specified requirements. Examples of documents are sales
invoices, wills and deeds, newspaper issues, individual newspaper stories,
oral history recordings, executive orders, and product specifications.
A document is a form of information . A document can be put into an

electronic form and stored in a computer as one or more file s. often a
single document becomes a single file. An entire document or individual
parts may be treated as individual data items. As files or data, a document
may be part of a database . Electronic Document Management ( EDM )
deals with the management of electronically-stored documents.
When using certain computer application programs such as a word

processor , a document is the unit of saved work. Each document is saved
as a uniquely named file.
In the computer industry, documentation is the information provided to a

customer or other users about a product or the process of preparing it.
2)To document (verb) a fact, event, or other thing is to record or annotate

it, meaning to put it into some relatively permanent form so that it can be
retrieved later.
The purpose of producing high quality documents, know what resources

are available in the organization / company and how to use them, follow all
the policies and procedures to produce documents and use resources and
stay by the specifications.

3.2 types of documents that may be produced for the business
environment and explain different styles that can be used?
There are many different types of documents that may be produced in a

business environment. These include: fax documents, business cards,
memo, agendas, minutes, spreadsheets, analysis charts, data sheets,
letters, slide shows and many more. They all have different purposes and
uses;
Business cards:
These are used to give the customer information on how to contact the
company. It can be small cards.
Fax Document:
Another type of document used in business is a Fax document; These are

very useful in business and are the fastest ways to transmit documents.
These are in paper format, either in colour or black and white.
Agenda:
Agendas tell you what is going to take place. They help people get
organized so that they know exactly what they should do and what is going
to happen. These are in paper format when taken to meetings, and can be
distributed electronically.
Memos:
Memos are used for informal communication with an organization and can
be in either paper or electronic format.
Minutes:
These have details of what took place at a meeting. These can be

printed off in paper for meetings and can be distributed electronically.
Spreadsheets:
These can be used for various purposes, from statistical to analytical.

These are in electronic formats, can be managed in same book or as
different sheets according to needs.
Analysis charts:
These can be either graphs or diagrams that help to monitor

performance statistics. These are also in electronic format and can be
printed off in paper when required.
Data sheets:

29
These sheets can be in either word or excel format. These can be used to
collate particular data to be communicated within or out of organizations, or
also to monitor statistics and performances.
Letters:
These are documents used for different types of communications in all

departments for various purposes. There are various types of letters,
formal, informal, business etc.
Slide shows:
These are PowerPoint documents and are used for demonstration

purposes in meetings. These are in electronic format and can be printed
off if need be.
Give examples and explain different formats used for text?
When you save a document you can set the file name and where you
want to store the file on your computer.
You can change the file format as well. When changing the format, it is
the design, the layout or the fonts that changes. It is a totally different
format whereas the content remains the same. Each word processor has its
own storage format. Many text files use plain text(.txt), Rich Text Format
(.rtf) as well as Microsoft Word (.doc) and now .docx. But there are
facilities to import and export in Word format.
RTF files can be read by every word processing package and their size is
smaller.
PDF is another portable file format that is not editable. However there are a
few editable ones which allow for certain fields which have text boxes that
allow inputting data. PDF files can be converted to word and formatted and
then converted back to PDF if necessary. But PDFs are always used for
finished documents that do not require further editing. If you are sending
out documents out to others that do not require or should not be edited, it
is best to send it out as PDF.
3.3 What is the purpose and benefits of producing high quality and
attractive documents?
The documents that you produce for your organization are an image or
representation of your organization. So it automatically creates an
impression on the reader about the standards of the organization and how
it values its customers. A good quality document also looks good on the
reader's eyes, and is easy to follow and read.
Good quality documents attract customers and suppliers, thereby increasing

the profit for the organization. It helps with the improvement of various fields
and increases creativity in what you

30
do, which in turn will attract customers. A neatly produced document will
have step by step explanation or plan or statistics of what is asked for and
will help identify, manage and monitor risks. This will in turn help the
organization care and be responsible for their customers. Also, the quality
of your documents is a reflection of you.
LO4. Finalize document
4.1 Storing a Document
You can store and send a document at the same time. You can also just store a
document.
File names
Scanned documents are automatically assigned
User Names
You can set this function if necessary to know who and what departments
stored documents in the machine.
Password
You can set this function so as not to send to unspecified people.
1. Place the original, and then specify the scan settings you require.
Specify the “Original Orientation”omorientationsettingof co the original will not be

displayed correctly in the preview.
For details about the setting, see “Setting t
2. Press [Store File].
3. Select [Send & Store] or [Store Only].
Select [Send & Store] to send documents after they are stored.
Select [Store Only] to store documents.
4. Set the user name, file name, and password as necessary.
If you are not setting a user name, file name, or password, proceed to step 5.
You cannot change multiple documents at once.
5. Press [OK].
The file name appears to the left of [Store File].
6. If you have selected [Send & Store], specify

the receiver. If you have selected [Store Only],
proceed to step 7.
7. Press the [Start] key.

 You can change file names and user names.
4.2 The Best Way to Name Your Files
There are two types of files on your computer. The ones you make, and
the ones you collect. You are either making stuff and saving it to your
hard drive or you are collecting things like
images, utility bills, PDF‟s,scenes,textureinvoices,files,etc.You 3d mo choose what these

files are called and where they are stored. Where they are stored is becoming
less and less of a decision with things like I Cloud and the super-quick Spotlight search. I
Cloud
don‟tlet you decide where to store files because
Spotlight searches everywhere regardless of where you keep your things saved.
If you become disciplined with file naming, where you put the file almost d anymore. I‟m
not saying you should just throw folder, but it‟spoinstartingwhere
tohatgetistoacceptablethe. will make it so you could do just that if you choose... But
please don‟t :) Like I folder structures in another article. The following 5ish tips are
platform agnostic.
6 Basic File Naming Rules of Thumb
1. be descriptive
We no longer live in a world whereracters longyou.Yes, I can on
used computers then. I‟m old. And that‟s-you real

will get old and forget what you named things. The goal here is to come up with a recipe
that has
a structure easy enough to follow that you‟ll actually use it. Don‟t m include enough
information so the names are organized and easy to discern. In other words,
don‟t make names so that you have to decode t
I love how David says to assume senility in his article:
Don‟t get cryptic. Pretend future you will be filenames and make the name easy to
understand.
Be descriptive so you can search with normal language to find your files later.
What do you do two years down the road when you need to find a 3d model for your
portfolio to
get a new job and the file is named “Study Fi How many other files do youStop
it.haveThat withisn‟tthedscriwor your big words. It isn‟t a good idea to name

Paper” either, even if they are in a folder w matters are the FILE names when searching
later on down the road
Finally
Never use the word “final”Srsly.Itseemsthat inarchitecture filestudentshavename. Ev this

problem the most, but the pros do it too. Maybe it has to do with wanting to be done. We
all
know it inalisn‟tversionthef. You know there‟s still s and probably never will be. Just Save
As… and
2. be consistent
Once you develop your own (or steal my) technique, you need to use it. All
the time. Every day. Everywhere, Use project or client names in every file,
every time.
3. Use lowercase letters only
This is part of our “consistency” conceptlooks. Wh better when you use the same case
conventions. And we care how things look, don't we?
4. Don’t use special characters
Letter and numbers are fine of course, but co characters and symbols. Stick with
the.Even basics the internet has learned how to deal with spa If you don‟t like or can‟t
read that, - use und this. Those are much more internet and website friendly. It seems
like almost everything ends up
on the web nowadays, so save yourself some time in the future by
naming things web-ready today if you think your work will end up there.
5. Use dates in your file names
Why? Don‟t we alreadydatefor eachhavefile?Yes,abut

modificationhavingthedatethe beginning of a file name ensures no matter where
the file ends up that it is sorted the same way everywhere.
6. Use version numbers in files you create
To use an analog term, create a paper trail with your digital files. Not to mention this will
totally
save your life when the current file you‟re w Oh yeah! You don‟t have to because you
have a just go for crazy intricate 3d models. This goes for TPS reports too.

Describe ways of checking finished documents for accuracy –
including spelling, grammar
and punctuation –and correctness, and the purpose of doing so
When you have finished creating a document, you should review and
check it very thoroughly before making it public or submitting it for
assessment.
Most applications that handle text offer a number of tools for checking
the suitability of the language you have used.
You should have the automatic spelling and grammar checker switched on
as a matter of course when you are using a text-based application.
Even if you are good at spelling you will still make typing errors. Make
sure that the spell checker is set for UK English spellings.
If you use the spellchecker, you will still have to use your own intelligence to
decide between the alternatives offered.
If you have imported a document, or have not been using the automatic
checking tools, you can check a whole document at once.
When a whole document is checked the readability statistics can be

displayed, along with other useful information, such as the number of
words in the document You check for accuracy and correctness because it
makes it easier for someone to understand you. When you use correct
grammar, you make it easier for people to understand your ideas. Correct
spelling helps people know what word you are using.
4.3 Explain the purpose of storing documents safely and securely,
and ways of
doing so
Any documentation of even minor importance should always be stored

safely via, digital storage or physical storage E.g. filing cabinet as it may be
required in the future for other projects, thus increasing its importance. Plus
if it is of a confidential nature the record/s must be kept safe as not to
breech the Data Protection act.
Files and records should be stored to comply with the regulations to ensure
the safety of said documentation/data and is vital for a business to run
smoothly. Information must be securely stored so it can not be disclosed to
third parties without the relative permissions. It is important because any
data that is not secure can be spread all over the internet. Also make sure
you save your work and secure it properly.
Also you should always, save the changes to the document, drawing or
spread sheet you are

34
working on as often as possible- in the event of a power cut or computer
crash.
Most businesses which rely on electronic data should have a good backup
solution, so that data is being backed up every night to an external storage
media.
Explain the purpose of confidentiality and data protection when

preparing Documents
Confidentiality is very important in preparing documents because this

involves a lot of private data, thus in order to protect the users and the
owner, confidentiality must be observed. Data protection is also significant
to assure that nobody will be able to get the data and spread it to
anybody else
4.4 Explain the purpose and benefits of meeting deadlines
It is important that you produce your work to the best possible standard in
order to meet the requirements of the person who set you the task. This
shows that you are responsible and trustworthy and that you can be relied
upon to get things done. You do not know who else might be waiting for
your work; it could have to be passed on to someone else. This could cause
problems in a business environment and affect your team relationship. Your
line manager will expect you to meet all your deadlines, this could have a
detrimental effect on your progress is you regularly fail at this.
LO5. Collate business records
8. Identifying individual records or information which should be

incorporated into business or records system
o Sorting records in accordance with workplace requirements

o Adhering security and access requirements
5. What customer data to collect
You need to collect as much of the following as possible:
 Name and contact details:
o Allows you to market directly to them.
o Also lets you make communications personalized.
You may also need to contact them if an order is running late.
 Transaction history:
Indicates user preferences - which products they're most

inclined to buy, when and how often.
o Reveals how valuable a customer they are: how much they

spend and how often.
 Communications from you to customers and any response they make:
o You need to keep records of this to make sure you

space out your communications correctly (i.e. not
too often).
o It also lets you monitor how effective different types of

communication are and which the customer best respond best
to. If you compare their transaction history with the
communications record, you may find one method of
communication encourage them to buy more than others.
 Profile: age, gender, profession, income, hobbies, and so on:
o This information is harder to obtain (see advice below), but

can be useful for more advanced marketing strategy.
 Once you have the info for a number of customers, you can
build up clearer picture of who exactly your target
customer is.
- It allows you to better focus your advertising and marketing

efforts, as well as affiliate opportunities and sponsorships. If you
know your target customer goes to the gym three times a week,
it opens up a new place to advertise, a new line of
Page
3
gym-related products and an opportunity to do a deal with the
local gym to offer discounted membership if they shop with you
X number of times.
• Knowing their age and profession (and so an idea of their

income) helps with pricing strategy.
The better and more detailed picture you have of your target
customer, the more you can tailor and develop products to
please them.
• Spending habits: how your customers shops - such as impulse

buys, considered purchases, comparing the prices from different
businesses, always with you on a regular basis, and so on:
You can display goods and structure deals around consumers'

spending habits - think of how supermarkets put magazines
and chocolate bars at the checkout: impulse buys.
o Can be difficult to assess - you may need the help of a market

research agency or detailed surveys with trusted customers. Or
you can try out different strategies and see which work. You can
also take an educated guess based on your knowledge of the
market.
 Birthdays:
o Sending out a birthday text or card can add a personal touch

and make a customer feel valued.
 Whether or not they pay on time:

o This is obviously important for cash flow reasons rather than
marketing ones, but it's worth adding to the list anyway if you're
thinking about data collection.
• How to collect customer data
First and foremost, do not harass customers for data. Endless form
filling is enough to put a consumer off a purchase. Data collection has
to be either un intrusive or incentivized. Collect it bit by bit to build up
a fuller picture of your customer gradually and in a non-annoying way.
From orders:
Obtain contact details and name from orders and begin

building a transaction history, whether on or offline (although
online makes things even easier as data
can automatically be entered into a

database). o You can add in a birth
date as optional.
o If the transaction is happening online, you can add in an optional

section requesting more information. Phrase it in a way that
appeals to the customer, such as: "So that we can learn more
about you and provide you with a service more
Page
4
suited to your personal needs, please fill in...." You can also use
this technique if a customer has to register an account with you
at any point.
 Surveys:
o If you run a survey on your business, you can obtain a fair

amount of information by asking details about their profile
(gender, age, etc). While some respondents may be reluctant to
give their name, some will. For those that don't, you get a
clearer picture of your overall target customer anyway, which is
the aim here.
 Competitions:
o Run a competition asking for email address and a couple of

other details - customers will be more inclined to share personal
data when they have something to gain from it.
 Online:
o Online can help you track spending habits and user

preferences, though you may only be able to get an overall
picture of your target customer rather than profiles of specific
users - use Google Analytics.
 Research:
Statistics and research already out there can help you build a more detailed
picture of your target customer (though of course they won't provide
information on individuals).
Look at demographic-related reports and spot trends. There's almost
certainly other people targeting the same demographic as you, which means
you can simply look at the research they've done and any statistics on the
matter to find out more about your target audience.
A market research agency will be able to provide you with the most detailed
picture of your target customer and their habits, but this is quite
expenditure. You probably only need to go into this much depth when you're
marketing techniques are very advanced - and you'll recognize your need for
an agency as and when that happens.
Noticing things when you see customers face-to-face can of course also
give you a very general idea about who the bulk of your customer are and
what demographic and age group they're part of.
1.3 Collect information
 Record: a written or electronic document to preserve information or

keep a record of a transaction,
 Records management: the practice of maintaining business

records from their creation and up to their eventual disposal,
including classifying, storing, securing, archiving and/or destruction.
What is information?
Each organization must have access to information and data if it is to
function efficiently. This information needs to be collected (or created),
stored and cared for and be easily accessed or retrieved. Records are
sources of information (documents or other items) which the organisation
wants or needs to retain.
Types of information Examples
Correspondence faxes, letters, memos, email
computer databases customer records, library catalogue
computer files copies of letters, memos, other documents
sales records monthly forecasts, targets achieved
Forms membership forms, insurance forms
Invoices accounts from suppliers, accounts to debtors
personnel records personal details, salary rates

minutes of meetings staff meetings, board meetings
The overall objective of any records management system is to provide the

right information at the necessary time to the correct person(s) at an
affordable cost. Information is stored so specific information is available
when it is needed and in such a way that security and confidentiality is
maintained.
Who may request information?
 supervisor
 colleague within your area/department
 colleague outside your area or department
 person outside of the organization (e.g. a client)
Points to consider when responding to requests for information:
2.3 Document the request - it is important to record who

requested the information, what information was requested, the
date and time of the request, when and how the information was
delivered and any problems encountered.
 Urgency of request - responding within an appropriate timeframe
which may or may not be specified.
 Prioritizing requests - deciding in what order to respond to requests,

with the most urgent request being answered first (to enable your
time to be used efficiently and ensuring everyone gets their
information when needed).
 Information required - fully understanding the type of information

which is required and knowing where to access the most up-to-date
and relevant information.
 Level of security of the information - knowing who is able to

gain access to the information being requested.
o confidential - generally restricted to a few people who

have been given the authority to access that information
o high security - not for general use, may have restrictions

attached relating to when, where, how or who may access
the information
o General access - available to any person.
 Location of information - information may be available from a source

within the business (either in print or digital form); if not, you may
need to seek information from outside sources, archives or the
Internet which could involve more time.
 Delivery of information - could be in print or digital form. It is important

to keep a record of when and how the information was delivered, E.g.
personally, electronically, posted.
 Tracking of information - if paper files are removed from a centralized

area, it is important to keep a record of when the file was removed,
who borrowed it and when it is to be returned. If the file is passed on
to someone else, this record must be updated. Any person wishing to
access a removed file will then know where it is.
What types of technology or business equipment can assist in

the effective collection of information?
 photocopier
 printer
 binder
 filing systems - manual, computerized or electronic
 answering machine
3) fax machine
4) telephone
5) computer - including the following peripheral devices, software

or applications: o input devices including keyboards, mice,
scanners, and cameras
o output devices including printer, speakers, dvd or cd rom
o internet - vast computer network linking smaller computer networks

worldwide
4. intranet - computer network with access restricted to

within a particular organization
o email - electronic system of sending messages
o electronic diary
o word processing and spreadsheet programs
All staff should know how to use this technology and equipment. If in doubt staff
should ask for training or help to become familiar with the
The organization should ensure that regular maintenance is carried out and
any faults or hazards are reported immediately; this will ensure the efficient
collection of information continues.
1.4 Organizational requirements relating to security and confidentiality
All organizations must comply with this Commonwealth legislation, to

protect individuals from unwanted intrusion into their private lives and
guarantee fair dealing with their personal information.
Information Privacy Principles under the Privacy Act 1988 deal with the
manner and purpose of collection of personal information, solicitation of
personal information, storage of this information, access to records of
personal information, alteration of records, the checking for accuracy of
records before use, relevant use of personal information, and limits on the
use of collected information.
National Privacy Principles under the Privacy Act 1988 deal with the
collection, use and disclosure of data, it's quality and security, access to
and correction of data, anonymity, trans border data flows and sensitive
information.
1.5 Organizational requirements
Offices generally store large amounts of information and a percentage of this

will be confidential and should not be accessible by everyone. All classified or
sensitive information should be stored in secure areas with access restricted
to authorized staff.
All organizations will have policies and procedures designed to maintain
security and confidentiality of information. Examples might include:
8. transferring telephone calls to a private area so confidential discussions

cannot be overheard
9. ensuring mail is not left unattended or open to general public view
10. using passwords to restrict access to computer records; some staff have
more access than others
11. restricting access to organizational email
12. storing specific hard-copy files in a lockable cupboard, filing cabinet or vault
13. using encryption of computer files
14. requiring a written request for release of files; the request might
require signed authorization from a supervisor
15. Regular updating of computer virus software and scanning of all computers
for viruses to protect information.
Enterprise policy will also specify how the retrieval and movement of files is monitored
so that files are not misplaced or misused.
LO6:- Update business or records system
o Identifying and recording control information for describing new records to be

incorporated into business or records system
o Updating control information describing movement
o Recording and updating control information accurately in business or records

system
 Identifying and removing records of completed business activities from current

system for disposal
5. Business record
A business record is a document that records business dealing. Business records

include meeting minutes, memoranda, employment contracts, and accounting source
documents. It must be retrievable at a later date so that the business dealings can be
accurately reviewed as required.
A document that is used to store information from business operations, Types of

operations having business records include meetings and contracts, as well as
transactions such as purchases, bills of lading and invoices. Business records can be
stored as reference material and reviewed later.
Why you need to keep records
If you have to fill in and send us a tax return, the law says that you should
keep all the records and documents you need to enter the right figures. If
we need to check your return, we may ask to see the records you used to
complete it.
Record keeping penalties
If you do not keep adequate records or you do not keep your records for
the required period of time, you may have to pay a penalty.
Penalties for an inaccurate return
If you send us an inaccurate return you may have to pay a penalty.

Complete, readable and accurate records will help you fill in your return
correctly and so help you to avoid this penalty.
However, people do make mistakes. You will not have to pay a penalty if
you can show us that you took reasonable care to get your return right but
still made a mistake. Some of the ways in which you can shownable
careyou‟veinclude: taken reaso
• keeping full and accurate records which are
•Checking with HMRC or an agent or accountant if there is something

that you don‟t understand.
Keeping accurate records helps you
Having an accurate record keeping system which you keep up to date will help you:
• pay the right amount of tax
• avoid paying any extra tax or penalties
• keep track of your expenses
• see quickly what you are owed by others and

• ask for redita bankifyouneed toloan or c
•Save time and accountancy costs
• receive the right amount of benefits or cre
How to keep your records
The law does not say how you must keep your records. You need to
keep some original documents which show that tax has been
deducted.
Most records can be kept electronically (on a computer or any storage

device such as disk, CD, memory stick or microfilm) as long as the method
you use:
• captures all the information on the documen
• allows thetobe presentedinformationtousreadableformat, if we need to see it.

How long you need to keep your records
As a general rule, you should keep your records for a minimum of six
years. However, if you are:
•An employer, you need to keep Pay as You Earn (PAYE) records for three
years (in addition to your current year)
•A contractor in the Construction Industry Scheme (CIS), you need to keep

your CIS records for three years (in addition to your current year)
• keeping records(nonto-
business)completetaxreturn,youonlyaneedpersonaltokeepthem to which they
relate.
If you need to keep records for requiresotherlimitedreasons companies to keep specific

records and you also use those records for tax purposes, you need to
be aware that there may be different time limits for retaining them. Be
careful not to destroy any records you also use for tax purposes too soon.
Getting things right from the start
It is especially important if you are starting a new business that you get a
proper record keeping system in place from the beginning.
Simple record keeping applications for mobile devices
To help small businesses with record keeping on the go, the commercial
software industry, following consultation with HM Revenue & Customs
(HMRC), have produced simple record keeping mobile applications for
businesses below the VAT threshold.
These applications may help you with maintaining good records and include links to
HMRC guidance related to record keeping that you may find useful.
The companies listed at our website below have commercial mobile

applications for record keeping that meet the HMRC specification.
2.2 Record
1.Document that memorializes and provides objective evidence of

activities performed, events occurred, results achieved, or statements
made. Records are created/received by an organization in routine
transaction of its business or in pursuance of its legal obligations. A record
may consist of two or more documents.
2. All documented information, regardless of its characteristics, media,

physical form, and the manner it is recorded or stored. Records include
accounts, agreements, books, drawings, letters,
magnetic/optical disks, memos, micrographics, etc. Generally speaking,
records function as evidence of activities, whereas documents function
as evidence of intentions.
2.3 Daily Recording of Business Transactions
In order to take control of your financial recordkeeping, you must

accurately record pertinent transactions. Specifically, you need to record:
 sales and revenue transactions
 cash transactions
 accounts receivable, if you extend credit to your customers
 accounts payable, if you purchase from your suppliers on credit
 summaries of transactions in your general ledger
Considering Separate Accounting
Do you have more than one product line or department? If so, you may
want to keep a separate set of books for each. Many entrepreneurs find
separate accounting provides more meaningful information for their
products. The practice may reveal that one product line or department is
profitable and another is not.
Unfortunately, it may be difficult to keep a separate set of books for each

product line or department. For example, some or all expenses may not
apply to only one department, but must be allocated among departments.
Selecting the Right Accounting Software
Shop around for the right accounting software, and be sure to ask for your
accountant's opinion. With so many options like QuickBooks, MYOB,
Peachtree and online options, take the time to consider the pros and cons
of each.
While many accountants will do their best to accommodate their clients'

already installed software, their experience with companies of you size and
(hopefully) your industry will provide real insight. If your accountant knows
the software you've chosen, he or she will probably help you set it up.
If you have employees, look for accounting software that permits the use of
passwords to control access to all or some of your accounting transactions.
In order to prevent irregularities by your employees or others, it's wise to
restrict access to your accounting records.
Whether your business is a sole proprietorship, partnership or corporation,

always keep your personal transactions separate from your business
transactions in your accounting software. For
example, using business funds to pay for personal expenditures
complicates your recordkeeping and can lead to serious tax problems. It
can also result in some hefty accounting fees as you pay your accountant
to sort it all out.
2.4 Maintaining Sales and Cash Receipts Journals
You record daily sales in a sales journal. To simplify your bookkeeping, we

recommend a combined sales and cash receipts journal. With a journal
that combines sales and cash receipts, you record all sales (cash and
credit) and all cash receipts, including collection of accounts receivable,
in one journal, which your software should be able to accommodate.
Entries in your sales and cash receipts journal come from the source
documents you use in your business every day. These documents are sales
invoices, daily cash register totals, daily cash sheets and daily sales
registers.
Keeping Tabs on Sales Invoices
If you use sales invoices, you will post the information from each invoice to
an entry in the sales journal. If you maintain customer charge accounts, you
will also be posting entries to
the accounts receivable ledgers so that each customer account is up-

to-date. Sales invoices should be numbered.
While you can store paper copies in file cabinets, with triplicates saved
here, there, and everywhere, tracking invoices digitally makes much more
sense. If you prefer a paper method, though, prepare two copies: one copy
for the customer, one for you.
Preferably, you should prepare the invoices in triplicate, with two copies
retained by you. File one by customer name, the other by invoice number.
Include canceled or voided invoices when filing by number so you can
account for all of them. The invoice should show:
 the date of the sale
 quantity, if applicable
 price or rate
 an extension column, if applicable (quantity multiplied by price)
 a payment due date
Don't worry about creating a sales invoice template. Most office suites (such
as Microsoft Office or OpenOffice.org) contain a number of invoice templates
that may be used as a starting point to design your own sales invoice. And a
quick "sales invoice” Googlesearchwill In addition, free templates may be
found on a number of websites.
2.5 Recording Cash Register Receipts
If you use cash registers, daily sales can be totaled on the register. Most
relatively new cash registers (those produced within the last 10 or 15 years)
should be able to separately record cash sales and charge sales, and keep
track of sales tax.
Some should also be able to record cash received on account. At the end
of the business day, record your cash register totals in the sales journal.
Set up a record keeping system
A well organized filing cabinet is the best way to keep all your records filed.
The recommended way to file is by date to help with your tax return as it's
logical and easily understood, but you can choose whatever method works
for you.
Write down the procedure you use for filing so if someone has to do it for you
they know what to do. As your business grows, this is a job you could give
someone else to do. Use our financial policies and procedures manual
template if you don't have one already.
Financial record keeping
For any transaction that has a financial element keep:
 copies of invoices and receipts you provide for goods sold or services
rendered
 invoices for goods or services you purchase or bills you pay such as
rent, rates, insurance, license fees etc
 payments to employees and to other organizations on behalf of
employees e.g. super funds, PAYG tax
 financial statements including profit and loss statement and balance

sheet
 tax return information
 bank account and credit card statements
 End of year stock take records, assets register etc.
Good practice records management should include preparing and using

both the profit and loss budget and cash flow forecast.
2.6 Business record keeping
In addition to your ATO financial records requirements other government

departments require you to keep records relating to your business and
employees.
When setting up your record keeping system, keep:

 contracts, insurance agreements and other legal documents
 your lease if you're renting
 licenses and permits
 employee records including time sheets, copies of pay slips etc
 safety records e.g. risk assessment for occupational health and safety
 Any other records which are 'business activity' specific and

required by law for the operation of your business e.g. for a café
your food safety plan.
A business record is a document that records business dealing. Business

records include meeting minutes, memoranda, employment contracts, and
accounting source documents. It must be retrievable at a later date so that
the business dealings can be accurately reviewed as required.
Business record
A business record is a document that records business dealing.

Business records include meeting minutes, memoranda, employment
contracts, and accounting source documents.
It must be retrievable at a later date so that the business dealings can be

accurately reviewed as required. Since business is dependent upon
confidence and trust, not only must the record be accurate and easily
retrieved, the processes surrounding its creation and retrieval must be
perceived by customers and the business community to consistently
deliver a full and accurate record with no gaps or additions.
Most business records have specified retention periods based on legal
requirements or internal company policies. This is important because in
many countries (including the United States) documents are required by law
be disclosed to government regulatory agencies or to the general public.
Likewise, they may be discoverable if the business is sued. Under the
business records exception in the Federal Rules of Evidence, certain types
of business records, particularly those made and kept with regularity, may
be considered admissible in court despite containing hearsay.
How should I record my business transactions?
A good recordkeeping system includes a summary of your business

transactions. Business transactions are ordinarily summarized in books
called journals and ledgers. You can buy them at your local stationery or
office supply store.
A journal is a book where you record each business transaction shown

on your supporting documents. You may have to keep separate journals
for transactions that occur frequently.
A ledger is a book that contains the totals from all of your journals. It is
organized into different accounts.
Electronic Records: All requirements that apply to hard copy books and
records also apply to business records which are maintained using
electronic accounting software, point of sale software, financial software or
any other electronic records system. The electronic system must provide a
complete and accurate record of your data that is accessible to the IRS.
Whether you keep paper or electronic journals and ledgers and how you
keep them depends on the type of business you are in. For example, a
recordkeeping system for a small business might include the following
items:
 Business checkbook
 Daily and monthly summary of cash receipts
 Check disbursements journal
 Depreciation worksheet
 Employee compensation records
Note: The system you use to record business transactions will be more
effective if you follow good recordkeeping practices. For example, record
expenses when they occur, and identify the sources of income. Generally,
it is best to record transactions on a daily basis.
Starting a Small Business: Record Keeping

Creating and maintaining thorough business records is essential. These
records will help you analyze your business's profitability, stay out of trouble
with tax authorities, maintain positive relationships with clients and vendors
protect your business from lawsuits and win lawsuits if you are harmed. For
the most part, you can choose any record keeping system that works for
you. However, laws and best practices require/suggest specific methods of
record keeping and lengths of time to keep different types of records. Which
specific regulations and practices apply to you will depend on your line of
business. Certain records are key to all businesses
Client Files
You should have paper files and/or electronic files for every client and every
project. It's important to keep a record of the work you've done and the
business agreements you've made in case you or the other party has a
question about it after the fact. Also, sometimes you can use your past
assignments and agreements to inform your future ones, saving you time.
Client files are also a good place to store notes about a client's preferences
or anything else unique to that client that you want to remember. Set aside
some time once a day, once a week or once a month to keep your files
organized.
Contracts
If your business provides a service, you should sign a contract with your
client every time you begin doing business with a new person or company.
If you provide a product, you may have contracts with suppliers,
distributors and the like. And if you have employees, you'll definitely want
to draw up employment contracts.
If you're working with an established business, it will often have an existing

contract for you to sign. Of course, it may be beneficial if you're the one who
writes the contract, as it may give you bargaining power over the terms of
the business relationship that way.
As for smaller businesses and individuals, you'll usually need to bring your
own contract to the table. Before you open for business, you should create
a standard contract that lays out the basic areas you want to cover in every
business agreement, such as time frame, pay, and what the job entails.
Your contract may also cover issues such as confidentiality, records, liability
and ownership of work product. You will want to tailor the contract to each
business agreement you create, but that process will be faster if you have a
starting point. Working from a form contract can also ensure that you don't
leave anything important out.
Contracts serve the obvious purpose of making it easier for you to file a
lawsuit if you don't get paid or if your client commits any other harmful
breach of contract. But contracts also serve a few less obvious functions.
They spell out the details of the work to be performed, providing both you
and your client with an opportunity to make changes or clarifications before
the work begins, when it is cheaper and easier to do so. Contracts also help
weed out people who have no intention of paying you and show your clients
that even though your business may be small and new, you are a
professional and you take your work seriously. Both you and your client
should keep a copy of the signed contract for your records.
Accounting and Tax Records
If your business has complicated financial records or if you want to be able

to prepare financial statements with the click of a button, business
accounting software like QuickBooks can be a big help. Be warned, though,
that to use business accounting software accurately and effectively requires
some accounting knowledge. If you don't know what debits, credits and
journal entries are, this software may just cause you headaches. You can
always keep records by hand or by spreadsheet. In many cases, spreadsheet
software can serve all of your accounting needs - at least while your
business is small.
The types of records you need to keep for accounting and tax purposes
include the following:
 Business expenses
 Credit card statements
 Bank statements
 Annual tax returns

 Quarterly tax filings
 Payroll
 Inventory
 Sales
 Income
 Petty cash
 Travel log
 Cash register tapes
 Credit card sales receipts
 Invoices
 Canceled checks
 Other Records
While this is not an exhaustive list and the types of records you will need to
keep depend on your line of work, other records you should hold onto
generally include the following:
 Purchase orders
 Employment applications
 Emails and other business communications
 Inventory logs
 Personnel records
 Accident reports
 Articles of incorporation
 Permits
 Licenses
 Trademark registrations and patents
What books and records should my company keep?
In order to provide guidance to directors of small proprietary companies in

answering this question, ASIC has reviewed the requirements of the
Corporations Act 2001 (Corporations Act) and has sought input from a
number of professional bodies and associations to compile a schedule of
appropriate books and records. If you are in doubt about the form and
content of financial statements or other records which should be prepared
or maintained you should seek professional advice.
The Corporations Act in s 286(1) states that a company must keep written
financial records that: correctly record and explain its transactions and
financial position and performance, and would enable true and fair financial
statements to be prepared and audited.
Financial records are defined in s9 of the Corporations Act as including:

 invoices, receipts orders for the payment of money, bills of
exchange, cheques, promissory notes and vouchers
 documents of prime entry, and
 working papers and other documents needed to explain:
 the methods by which financial statements are made up, and
 Adjustments to be made in preparing financial statements.
Financial records may be kept electronically and there are numerous

accounting software packages available for this purpose. Hard copy must be
made available within a reasonable time to a person who is entitled to
inspect the records. If financial records are kept on a computer which is
owned and operated by a third party (e.g. your company's accountant), you
still have the responsibility to provide a hard copy.
Schedule of suggested books and records to be kept
Here are some of the basic financial records that accountants might expect a
company to keep:
 Financial Statements
 Profit & Loss accounts (see Note 1)
 Balance Sheets
 Depreciation Schedules
Taxation Returns e.g. Income tax, group tax, superannuation, fringe

benefits tax, business activity statements and all supporting
documents
 General Ledger
 General Journal
 Asset Register
 Computer Back-up Discs
 Frequency - suggest at least monthly
 Cash Records
 Cash Receipts Journal
 Bank Deposit Books
 Cash Payments Journal
 Petty Cash Books
 Bank Account Statements, Bank Reconciliations and Bank Loan

Documents
 Sales/Debtor Records
 Sales Journal
 Debtors Ledger
 List of Debtors
 Invoices & Statements issued

 Delivery Dockets
 Work in Progress Records

 Job/Customer Files
 Stock Listings
 Creditors Records
 Invoices & Statements Received & Paid
 Creditors Ledger
 Unpaid Invoices
 All Correspondence, Annual Returns and ASIC forms
 Wages Records and Superannuation Records
 Registers
 Members
 Options
 Debenture Holders
 Prescribed Interests
 Charges
 Unclaimed Property
 Minutes of Meetings of Directors and/or Members

 Deeds (where applicable)
 Trust
 Debentures
 Contracts & Agreements
 Inter-company transactions, including guarantees.
2.7 Create a Business Record Keeping System
Creating a business record keeping system means capturing all the

information about income, expenses, and assets, and then using that
information to generate business reports, This section shows you how to
set up a simple records system for your business.
What kind of records should I keep?
You may choose any recordkeeping system suited to your business that
clearly shows your income and expenses. The business you are in affects
the type of records you need to keep for federal tax purposes. Your
recordkeeping system should include a summary of your business
transactions. This summary is ordinarily made in your business books (for
example, accounting journals and ledgers). Your books must show your
gross income, as well as your deductions and credits. For most small
businesses, the business checking account is the main source for entries in
the business books.
Some businesses choose to use electronic accounting software programs

or some other type of electronic system to capture and organize their
records. The electronic accounting software program or electronic system
you choose should meet the same basic recordkeeping principles
mentioned above. All requirements that apply to hard copy books and
records also apply to electronic records. For more detailed information
refer to Publication 583, Starting a Business and Keeping Records.
2.8 Supporting Business Documents
Purchases, sales, payroll, and other transactions you have in your business
will generate supporting documents. Supporting documents include sales
slips, paid bills, invoices, receipts, deposit slips, and canceled checks. These
documents contain the information you need to record in your books. It is
important to keep these documents because they support the entries in
your books and on your tax return. You should keep them in an orderly
fashion and in a safe place. For instance, organize them by year and type of
income or expense.
The following are some of the types of records you should keep:
 Gross receipts are the income you receive from your

business. You should keep supporting documents that show the
amounts and sources of your gross receipts. Documents for
gross receipts include the following:
o Cash register tapes
o Deposit information (cash and

credit sales) o Receipt books
o Invoices
o Forms 1099-MISC
 Purchases are the items you buy and resell to customers. If you are a
manufacturer or producer, this includes the cost of all raw materials or
parts purchased for manufacture into finished products. Your
supporting documents should show the amount paid and that the
amount was for purchases. Documents for purchases include the
following:
o Canceled checks or other documents that identify payee,

amount, and proof of payment/electronic funds transferred
o Cash register tape receipts
o Credit card receipts and statements
o Invoices
 Expenses are the costs you incur (other than purchases) to carry on
your business. Your supporting documents should show the amount
paid and a description that shows the amount was for a business
expense. Documents for expenses include the following:

o Cash register
tapes o Account
statements
o Credit card receipts and

statements o Invoices
o Petty cash slips for small cash payments
 Travel, Transportation, Entertainment, and Gift Expenses
If you deduct travel, entertainment, gift or transportation expenses,

you must be able to prove (substantiate) certain elements of
expenses.
 Assets are the property, such as machinery and furniture, that you
own and use in your business. You must keep records to verify certain
information about your business assets. You need records to compute
the annual depreciation and the gain or loss when you sell the assets.
Documents for assets should show the following information:
o When and how you acquired the assets
o Purchase price
o Cost of any
improvements o Section
179 deduction taken
o Deductions taken for depreciation
o Deductions taken for casualty losses, such as losses resulting

from fires or storms o How you used the asset
o When and how you disposed of

the asset o Selling price
o Expenses of sale
The following documents may show this
information. o Purchase and sales
invoices
o Real estate closing statements

Employment taxes
there are specific employment tax records you must keep. Keep all records
of employment for at least four years.
2.9 5 Steps to a Business Record Keeping System that Works
Here are five easy steps in creating a simple financial record keeping
system: Capture, Check, Record, Review, and Act
First, CAPTURE the information. If it isn‟t there, it get in the habit of capturing
everything, so and the most important part ofhabit ofthecollectingprocess; i information.
Keep track of every amount you spend for your business and every amount you take
in as sales. Don‟t worry at this point about everything you capture includes (a) a
description of the item, (b) the amount, and (c) the date.
Second, CHECK. Every two weeks, spend an hour going through everything
and checking it. Check to see that all the information you have is ready for
recording. Be sure you have included
the date and amount, and enough detail on what the expense was for that you can
record it accurately. For example, a note for “paper, $
What was the paper for? Was this a newspaper you bought for the office? Or
did you buy a ream of paper for the computer?
Set up a specific time for an appointment with yourself at the end of alternate weeks
(every other
Friday, for example) to check everything. Don more difficult it will be to remember and
collect information.
Third, RECORD. Recording means putting your financial information into

useable form. After everything is checked, turn it over to your bookkeeper to
record, or record it yourself. Do this monthly. Input the information into a
spreadsheet or accounting software. You might also find that online software
works for you, so you and your bookkeeper can both see the information and
discuss it. Just be sure you get everything recorded each month, so you can
review it.
Fourth, REVIEW. After your financial information has been recorded each
month, print out four reports:
 balance sheet
 income statement
 accounts receivable aging report, and

 Accounts payable report.
For each report, include a comparison with the same report information
from last month. Pay special attention to specific information within these
reports.
Finally, ACT. In most cases, “ACT” can mean doing no other cases, it might mean
making a change. C compels you to act. Here are some suggested trigger points:
1. Balance Sheet. If you see liabilities are increasing each month for
three months (which probably means assets and/or expenses are
also increasing), cut back spending.
2. Income Statement. If you see that a particular expense is increasing as a

percentage of
sales, ask yourself why it‟s increasing. I spending on other expenses, to maintain
your profit level.
3. Accounts Receivable Aging. Be assertive in going after slow

payers. The longer you let the debt go unpaid, the less likely it is that
you will receive the money. Set up a
collections system, as I discussed above, to make sure you‟re paid payers are not
left to assume you don‟t wa
4. Accounts Payable. Pay what you can as quickly as possible. Try to pay
early to get discounts. If you can‟t payause youalltoincuryour bills penalties,
or which will affect your credit rating. Even if someone else is responsible for
paying bills, you are the person who is ultimately

responsible for making sure your business debts are paid.
Even if you‟re ncialnotsystems,familiaryoushouldbeable withtosetthis

onefinamotion and keep it running. The most difficult part is collecting
the information. Once you have formed
the “collection habit,” you‟ll find the rest
Remember, CCRRA- Capture financial information for your

business, Check it every other week, Record and Review the
information monthly, then Act as necessary to keep your
financial situation moving smoothly. If you follow this simple five-step system,
you‟l the “garbage” and the problems that come with
A well-organized financial system will keep your business financially

viable for many years to come.
LO7: Prepare reports from the business or records system
o Interpreting requests for reports and clarifying the content

and frequency sought o Preparing reports from business or
records system
o Preparing business reports
3.1 Business system
Definition
A methodical procedure or process that is used as a delivery

mechanism for providing specific goods or services to customers.
Record to report
Record to report or R2R is the management process for providing

strategic, financial and operational feedback to understand how a
business is performing. It covers the steps involved in preparing and
reporting the overall accounts which are typically stored in a general
or nominal ledger and managed by a Controller. The detailed steps
involved are:
 data extraction
 data collection
 data validation
 data transformation (generation of voucher)

 voucher posting (to general ledger)
 storing vouchers in de-normalized and compressed format
 generating analysis account trial balance or consolidated analysis account

trial balance
 generating user-defined financial and management reports
In general the Record to Report function is not engaged in processing

transactions, but rather the aggregation of existing data in computer
systems to enable meaningful performance reporting to
be prepared for management. However, the R2R function may be a

part of a broader accounting department.
In accounting terms an ideal IT platform (or ERM system) would be

one which presents the data management need at the press of a
button, however, various factors such as legacy systems, complexity,
changing information needs and so on usually mean a team is needed
on an ongoing basis to ensure the correct format reports are
prepared.
What to expect in such a report:
- Financial performance and position - key performance

indicators/metrics - business commentary on the performance -
reconciliation of actual results to budget, forecast and prior year
results
3.2 How to store customer data
 Initially, you can store things on Excel or similar spreadsheet software.
 But as your data becomes more detailed, you'll need specific

database software to manage your customer data.
 Ask a software and computer shop or supplier to recommend

you some software, explaining your needs both present and
future to make sure they provide you with the right level of
complexity. You don't want to end up with something either
far too complicated or far too basic for your needs.
 Make sure your data collection spans all different departments

and members of staff. Everyone should be contributing to the
same document. Use CRM software to manage this.
3.3 Guidance and the law on storing customer data
 There are complex laws surrounding business' collection of data.
 See our guide on the data protection act to find out more
and to make sure you don't accidentally break the law.
 Make sure you ask customers' preferences when you take their
contact details. Allow them to opt out of receiving marketing
material - you don't want to get on the wrong side of them, after
all.
3.4 Create a Business Record Keeping System

Creating a business record keeping system means capturing all the
information about income, expenses, and assets, and then using that
information to generate business reports, This section shows you
how to set up a simple records system for your business.
Financial records and audit requirements
Every „large‟ company must prepare financial
 a company that has opted out of compliance; and
 A subsidiary of a company incorporated
„Large‟ overseas companies and „large‟ compan appoint an auditor and are
required to register financial statements
A company, that does not10or more

meetshareholdersthemust„large‟prepare cri
and audit financial statements each year unless the company has opted not to
A company, that does not meet the „large‟ cri and audit financial statements each
year the company has opted to do so
If an auditor is to be appointed, the appointment is made at each annual meeting.
The board of a company must ensure that the company keeps

accounting records. These records must:
 correctly record andactions;explain the company‟s

 at any time enable the company to ensure that the financial
statements comply with generally accepted accounting practice
(if required under the Companies Act 1993 or any other
enactment); and
 Enable the company‟s financialyandproperlyaudited statements(ifrequired

to be audited).
Related information
Security interests over personal property (for example, secured

loans, leases or hire purchases) can be registered and searched on
the Personal Property Securities Register (PPSR) online at
www.ppsr.govt.nz. You must be a registered user of the PPSR
website to search the PPSR.
A search of the PPSR for any registered security interests in respect

of a specific company can also be conducted via the Companies
Register at www.companies.govt.nz
How long are you required to keep company financial records?
We have prepared a Records checklist to provide more guidance

on which records companies should keep (including time frames).
3.5 Maintaining Financial Records
Maintaining financial records is very important for the effective

planning and management of your micro-business, as well as making
sound business decisions. You may also be required to present
financial and performance records to banks, financial institutions and
other potential investors, in order to provide a snapshot of the
business. There are also legal requirements that relate to record
keeping. Therefore, keeping and maintaining up-to-date records in
an orderly manner is very essential to managing your micro-
business.
The records that you are required to keep include:
 Sales and expense invoices
 Sales and expense receipts
 Cash register tapes
 Credit card statements
 Bank account statements
 Employee records such as copies of tax file number

declarations, wages books, time sheets and superannuation
records
You may also need to keep the following specific income tax records for each
financial year:
 Motor vehicle expenses, including logbooks
 Debtors and creditors lists
 Records of depreciating assets
 Stock take records

 Records of any use of any business purchases or assets for private purposes
 Records of assets for capital gains tax purposes
3.6 How to Write a Business Report
Business reports are one of the most effective ways to communicate in Although
business reports' objectives are broad in scope, businesses or individuals can
use them
to help make important decisions. To write an effective business

report, you first need to understand what it is and how it can be
used.
Deciding What Type of Report to Write
1. Present an idea. A report that presents an idea is called a

justification/recommendation report. You can use these reports
to make suggestions to management or other important
decision makers. This report typically contains a summary and
body. The summary
highlights your request. The report‟s body associated with your request.
o For example, you want a 3D printer for your division. To

convince your manager to requisition one, you would
write a justification/recommendation report to formally
ask the management team for the printer.
2. Present risks involved with a specific opportunity. An

investigative report helps determine the risks involved with a
specific course of action. This type of report is great for helping a
company anticipate repercussions. The report will contain an
introduction, body and conclusion. The introduction highlights
the problem under investigation. The body is used to discuss the
facts and results of the investigation. The conclusion is used to
summarize.
For instance, say pharmaceutical company X wants to partner with

pharmaceutical
company Y but has some concerns. Company X that has current financial
problems or has had financial problems in the past. Company X
conducts an investigation and uses an investigative report to

discuss in-depth financial information on company Y and its
directors.
3. Present compliance information to a governing body.

This report, known as a compliance report, helps companies
show accountability. A company will use a compliance report to
show proof to a governing body (city, state, federal
government, etc.) that it is following all applicable laws/rules
and that it is spending money properly. The report contains an
introduction, body and conclusion. The introduction typically
includes an overviewions. Theofbodythecontainsreport‟sthespecificdata,

major facts, etc., that the regulatory entity needs to know. The conclusion is
used to summarize.
For instance, CALPERS (California Public Employees Retirement

System) needed to show its board of administration that it
followed all applicable laws and rules in 2010. It put together an
annual compliance report to show their activities for the year.
4. Present the feasibility of an idea or proposed project.

An exploratory report to determine whether an idea will
work is called a feasibility report. The report should contain
a summary and body. The summary presents the idea. The
body covers the benefits, potential problems, associated
costs, etc., of the proposed idea. A company might use a
feasibility report to explore questions such as these:
Can this project be completed

within its budget? Will the
project be profitable?
Can this project be completed within the allotted time frame?
5. Present research found in a study. A research studies report

presents research on an issue or problem-depth.
lookIt‟sataveryanspecificinissue. The report should contain an
abstract (summary), introduction, methods, results, conclusion
and recommendation. It should also cite the study or studies
involved.
For example, a business might conduct a company-wide study

on whether to ban smoking in its employee lounge. The
person who writes up the study would produce a research
studies report.
6. Help a company improve its policies, products or

processes via consistent monitoring. This report, called a
periodic report, is written at fixed intervals, such as weekly,
monthly, quarterly, etc. It may examine efficiency, profit and
loss, or any other metric over the chosen interval. For instance, a
pharmaceutical sales representative might provide a monthly
summary of his or her sales calls.
7. Report on a specific situation. A specific situation — as

opposed to a fixed interval — calls for a situational report. The
situation can be as simple as the information provided at a
conference or as complex as a report on the response to a
natural disaster. These reports contain an introduction, body
and conclusion. Use the introduction to identify the event and
briefly preview what you cover in the body of the report. The
conclusion discusses the undertaken or necessary actions for
the situation.
As an example, a state‟s governing body wo
8. Present several solutions for a problem or situation. A

yardstick report weighs several potential solutions for a given
situation. Based on the results, the writer would recommend a
particular course of action. A yardstick report should contain an
introduction, body and conclusion. The int presents the situation or

problem followed by potential solutions/alternatives. The conclusion reveals
the best solution or alternative.
For instance, ABC Auto Manufacturing, Inc., wants to open a plant in Asia.
The report
might narrow down three country options ba would then conclude which of
the three countries is the best location for the new plant.
3.7 HOW TO PREPARE TO WRITE
BUSINESS REPORTS Understanding
Report Basics
Reports are used very often in today‟s busine project, for instance. Business
reports always solve problems and answer questions. In the
following paragraph we will explain what are the different

functions, patterns, formats, and writing styles that can be used
when writing a report.
First of all, you need to know what the

function of your report is. Your report can be
informational or analytical.
An informational report only aims to inform the reader about the

subject matters. You simply need to collect and present the data
without analysis, interpretations, or recommendations. An example
of informational report is the financial statement of a company.
Whereas an analytical report is generally made to persuade,
convince someone. In an analytical report the writer provides data,
analyses, conclusion and, if needed, recommendations.
There are also two possibilities of patterns. You have to know if you
are going to organize your report directly or indirectly.
The Direct pattern is, as its name suggest, direct; this means that the
report starts with the introduction, show the facts and finishes with a
summary. When a direct pattern is used the conclusion and
recommendations are placed near the beginning of the report.
Informational reports generally use direct pattern. But direct patterns
are also used for analytical reports, when the reader do not want to
waste time reading the facts, finding, discussion, and analysis, in
other words, when only the conclusion and recommendations matters
for the reader. But if the reader is not familiar with the problem, the
report can easily become confusing. Using an indirect pattern means
explaining, justifying, and analyzing before giving the conclusion
recommendations at the end. This type of pattern is useful when the
reader is not familiar with the topic, or when you need to persuade
people that may not appreciate the conclusion.
You will also need to choose among four types of possible format.
The format chosen depends on the length, topic, audience, and
purpose.
The Letter format is used when writing a short informal report

addressed outside an organization. This kind of report is presented
almost the same way as a letter with the date, inside address,
salutation, and complimentary close. But letter reports are longer, it
contains more information, and are better organized than any random
letter. The memo format is approximately the same as the letter
format, in a sense that it is useful when writing a short informal report.
Only, memo reports stays within the organization. They are longer,
include headings, and are better organized
than regular memo. Memo reports begin with “D
If you are writing a long formal report an adapted format is manuscript

format. These reports begin with a title and use headings and
subheadings. Most of the time they are printed on plain paper as opposed
to the memo format and letter format reports; finally, for reports made on
a regular basis such as sales report or financial report, the corresponding
format is printed form (prepared or preprinted forms). These reports are
useful because they help saving time, and remembering all the
information needed.
Finally you the writing style depends on the purpose and audience, they
can be formal or informal. The Figure below shows and compares the
characteristics of each of the two possible writing styles.
3.8 Determine the Purpose of the Business Report
A Business report has to be developed methodically in order to be

consistent, interesting, and to meet the expectations. Thus, writing process
is adaptable and useful when writing a report.
In order to write a good business message, the easiest way is to make

have systematic plan to follow.
When writing a business report it is smart to adapt technique. Obviously,

since you are writing a business report some steps will be more important
than others and you will have to spend more time on them. Thus we can
divide the writing process into seven steps:
1-Analyze the problem and purpose

2-Anticipate the audience and issues
3-Prepare a work plan
4-Implement your research strategy
5-Organize, analyze, interpret, and illustrate the data
6-Compose the final draft
7-Revise proofread, and evaluate.
The 3 first steps are the most important, and the ones we will discuss here.
Before beginning the report you need to “anal have to identify and understand perfectly
why you are writing this report and what for. The best
way to do this is to prepare a written problem statement, i.e., to write the

exact question that you should try to answer in your report, this question
will define the focus of your report so that you keep the project on target. In
order to do this, you also need to know what your boss exactly wants
(analyze, choose, investigate, compare, justify, evaluate, recommend and
so on). You will also have to consider three other factors:
1-The scope that tells you what issue or element will be investigated
(usually told by you boss). 2-The significance of the project, which simply
tells you why you are doing what you are doing
and may actually help you realize that the topic doesn‟t worth investigat 3-The
limitations, which can be time, geography, culture etc now you can write a relevant
statement of purpose
The next step is “Anticipate the audience and
every people that might read your report, and ask yourself some key
questions about them. For instance, “What do my readers need to know abo
“how will they react tothese questionsthisyou information”willknowwhoyour.
Th report is addressed to, but they also help the writer determine what to
talk about in the report,
how much detail to add, the kind of language, what presentation to use and
so on. Once you have answered all these questions, you can start breaking
the major problem into sub problems, which will mainly be the different
alternatives that you found to the problem, and develop these subparts of
your report.
The last major part of the writing process is an overview of the project:
resources, priorities, course of action, and schedule.
Now that we understand the function of a report and how to apply writing
process, the most fundamental aspect of the report writing process begins:
Research and the collection of data. It is the most important aspect of the
preparation process since the report will be measured primarily on how good
the data is. Below are five forms of data that can be used to stimulate the
right questions to get the most accurate and pertinent information for the
report.

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Admas University

Occupational Standard: Accounting and Finance Level II

Unit Title Produce , Record & maintain Business Documents

Elements Performance Criteria

2.A high quality printer for quality print outs

4.Computer to process and operate all the above machines

5.High quality software i.e. Microsoft Word for word processing

7.Probably a cover or binding for that neat and finished look

1.Pictures to make documents look attractive and more friendly

2.Legible Font for everyone to read without any difficulty

3.Decent Font Size so that it is readable by everyone

4.Simple Layout for the neat and agreeable look.

1.2 Describe different types of technology available for inputting, formatting

 Computer with monitor, keyboard and mouse or a Laptop

 Word processing software

Another form of inputting text is through a scanner. Scanner can scan as

in some cases. There are software‟s available

Technology available for inputting text:

Technology available for formatting and editing text:

Other software (spreadsheet, database applications) are used for sorting

 are written to a specific audience;

 have a consistent message

 should have information in the document that is easy to access,

 Actually reach the intended audience.

 Should reach the intended audience on time

When you write documents or prepare documents, there always has to be

Describe ways of organizing content needed for documents?

Before you start work on a document you need to find out

 The information that is to be included.

 Who the document is for

 How long the document can be

 Purpose of the document

 What formats will be necessary

 Work out a rough draft

 Choose the correct language (formal / informal)

All the information needed to prepare the document should be stored

Designing and Producing Business Documents Page

How would you check completed documents for accuracy, such as

punctuation, correctness? Why would you do this?

1.5 Explain why you would store documents safely and

Important documents whether minor or major have to be stored securely

Designing and Producing Business Documents Page

also abide by the Data Protection Act.

1.6 What is the purpose of confidentiality and data protection when

The release of personal information can lead to serious consequences. There

What is the purpose and benefits of meeting deadlines?

Not meeting deadline indirectly affects various other inter-related

Describe different formats in which text may be presented

Designing and Producing Business Documents Page 7

Files can be created in applications in a number of standard formats. You can

• Text –filesalsoknown as(ASCII.txt)files,these are created by text editors

• Rich text–areproducedfilesbyword(processors.rtf)and preserve a

• Word processed–usedifferentformatsfilesdepending on which application

• Plain text emails–usetheir ownandfileformats,textbut

good image of our organization. A poor presen our customers/colleagues/managers.

Designing and Producing Business Documents Page 8

Quality improves customer satisfaction, improve profitability, support

Describe the types of resources available for producing high quality

 A good quality scanner.