Diploma of Leadership and Management

Task one

Review the Bizop’s information management procedure and Australian principles 2014, and list the requirements for information’s entry, storage and output now and in the future. 

Task two

Review the old Bizop’s style guide and

1. Identify the existing requirements for the quality of document design and production
2. Compare it against the requirements you identified in Task one and discuss what need to be amended or added

According to the Bizop’s style guide

• All the letter is sent on the Bizop’s letterhead, which requires the document to be set out with the left and right margin of 2.5cm and a 7cm space at the top to accommodate the letterhead.
• Justify the all the document on the left side
• Cover page is required for the faxes which is prepared on the fax cover template.
• Font for the printed text such as memos faces and letters should be Arial 10 point.
• Name and position title of send should be done in all the letters
• All the faxes are sent with a completed Bizop’s fax coversheet as their first page.
• All the correspondence to the customer concerning complaints must be authorised by the customer service manager
• All the internal and external communication requires a subject heading and is to be dated.
• A copy of all written communication is required for the filling
• All communication to the customer should address with the generic title of MS or Mr unless otherwise advised by the customer.

All the files should be stored in the USB and or online so that that can be easily retrieved at any time.

All the files or information created should be kept online system so that every one who has authority to do can retrieve data online anywhere anytime.

Task three

Review the Bizop’s information management policy and information management procedures and evaluate the impact the current procedures will have on developing new documentation standards including design and production

The purpose of Bizops information management policy and information management are to ensure that full and accurate records of Bizops Enterprises business activities are created and used maintained, made accessible, stored and legally disposed of in a manner that meets legislative and business requirements.

Polices

• Comply with the legal and regulatory obligations
• Accuracy and consistency
• Security of the records,
• Provide additional protections
• Accountability
• Streamline business process

Procedures

• Hard copy cabinet file
• Authorisation of managers for the accessing of restricted paper based electronic files.
• Using correct passwords
• Storing the confidential computer information on thumb drive or external hard disk and should be stored in cupboard.
• Keeping paper file in safe place if the system is not working or hanged.
• Not removing the items from the file unless authored person told you to do so
• Using Bizop’s off site back up storage when authorised to do so.

We can evaluate them on basis of a specific aspect of a document under these headings.

Purpose: all the contents in the template should be included which meets the organisational purpose and has been tested by the user before distributed and feedback is collected.

Compliance: the template and form should meet the legislative requirement including organisational law, privacy and style guideline

Security or storage: the template should be stored in hard drive or external disk.

Languages- the used vocabulary should be easy and understood by others.

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