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Business Services Syllabus Notes (Workplace Information (Outcomes ((· …

- - - - · considers legislative, regulatory and workplace requirements applying to organising and maintaining workplace information.
      - · explains methods and procedures for the systematic handling of workplace information
      - understands the purpose and value of information and records management systems for a business services workplace
  - - - Messages such as telephone and email
      - Correspondence such as letters, memos, faxes and email
      - Computer files such as reports and research
      - Sales records such as monthly forecasts, targets achieved and sales reports
      - Product information such as price lists, catalogues and brochures
      - Forms such as claim forms, membership forms, order forms and leave forms
      - Electronic databases such as customer records, financial records and library catalogues
      - Account records such as invoices, credit notes and statements (from suppliers and to customers)
      - Personnel records such as employee details, salary rates and annual leave
      - Cash handling records such as petty cash receipts, cash takings and register readings
      - A library collection which could include books, magazines and reports
      - Promotional material such as catalogues, order forms, brochure and poster
  - - - · business equipment and technology commonly used in the business services industry to collect, process, store and maintain workplace information
      - Computers; can be used for tasks such as; searching the library catalogue, using a customer database, accessing the internet and sending and receiving email.
      - Printers: takes electronic information and turns it into paper-based information.
      - Filing systems: paper-based and electronic filing systems include registers, out cards, databases and passing slips.
      - Telephones: useful tool for receiving and sending information quickly, and for leaving messages
      - Voicemail: useful is the person you want to speak to is unavailable or if you are busy when someone calls you. An answering service takes messages on behalf of the person you are trying to contact and passes your message on to them.
      - Fax machines: converts paper-based information into electronic information for transmission. It useful for transmitting and receiving information that requires people to check data, read a report or confirm information.
      - Photocopiers; copy the material that have been found so it can distributed to a number of people.
      - Scanners: machine that converts printers material into images.
      - Mobile devices: such as smartphones and tablets are rapidly becoming an integral component of office business technology.
      - use/operation of a range of business equipment and technology and appropriate selection for tasks/job
      - Computer: Can be used for both information entry and retrieval
      - Steps to follow when entering and retrieving information from an electronic filing system:2
      - Information entry:
      - Confirm the information that is being entered
      - Access the correct file or database using the index.
      - Key in the information required.
      - Check the information is correct
      - Information retrieval:
      - Confirm the information you are seeking, who it is for and when they need it
      - Identify if there is any authorisation needed for access
      - Access the correct file using the index or used a search engine for the internet
      - Check the date of the information to ensure it is current or the correct date if it is an archived file
      - Print out relevant information
      - Handle email:
      - Examples of procedures:
      - Forwarding all messages from customers to a supervisor
      - Printing out some messages and not others
      - Filing messages relating to a particular project in a separate place
      - Seeking permission to delete a message
      - Telephone: Used when information needs to be passed on immediately, the telephone is often the quickest way. This method is appropriate if the information does not need to be processed in any way. This may need to follow up a telephone conversation with a photocopied or printed version of what has been discussed. Remember that the telephone is only appropriate if the person been called is willing and able to answer. Try not to ring people who you know are very busy; often they appreciate an email that they can follow up in their own time.
      - Photocopier: If information needs to be distributed to a number of people, copying information will save time. It may also be an appropriate method if information needs to be send to someone who does not have access to the organisation’s computer network.
      - Fax machine: Faxing information to people is quick and easy way to send information that cannot be emailed; for example, invoices or material that has been copied. Many offices now use machines that have combined printing, faxing and scanning capabilities.
      - Scanner: Scanners are useful for inserting graphics or photographs into a document. To have an electronic copy of a paper-based information, scanning is quick and easy.
      - Binder: Useful to present information in a neat, manageable format. Binding is often used for reports and presentation. Bound documents usually contain a lot of information on a particular topic. There are two varieties of binding machines; heat binder or comb-binding,