Unit 2

1. NCFE Principles of Business
Administration
Level 2 Certificate
Waterside
Tutor: Michelle Walsh
mwalsh@accross.ac.uk
01254 354413

2. Induction
 Fire evacuation
 Toilets
 Smoking
 Phone calls / appointments
 Commitment = 70%
 Absences – To be reported
 Brews – 25p per session
 Questions?

3. Learning objectives – Session
3
Unit 2
LO 1 - Understand how to prepare business documents
1. 1.1 Describe different types of business documents that may be produced and
the format to be followed for each
2. 1.2 Explain the use of different types of information communication technology
(ICT) for document production
3. 1.3 Explain the reasons for agreeing the use, content, layout, quality standards
and deadlines for document production
4. 1.4 Explain the importance of document version control and authorisation
5. 1.5 Explain how the requirements of security, data protection, copyright and
intellectual property legislation may affect the production of business documents
6. 1.6 Explain how to check the accuracy of business documents
LO 2 - Understand the distribution of business documents
1. 2.1 Explain how the requirements of security, data protection, copyright and
intellectual property legislation may affect the distribution and storage of
business documents
2. 2.2 Describe different types of distribution channels

4. LO 1 - Understand how to
prepare business documents
In pairs – discussion/research activity to find
appropriate answers (notes) for;
1. 1.1 Describe different types of business documents
that may be produced and the format to be
followed for each
2. 1.2 Explain the use of different types of information
communication technology (ICT) for document
production
3. 1.3 Explain the reasons for agreeing the use,
content, layout, quality standards and deadlines for
document production
Take notes to help you with your assignment

5. 1.1 Describe different types of
business documents that may be
produced and the format to be followed
for each Types of document: short eg memo, email, letter,
order form, invoice, agenda, minutes;
 extended eg article, newsletter, report, user guide;
 graphical eg illustrations, charts, flow charts,
diagrams;
 promotional eg advertisement, leaflet, web page;
informal documents eg texting, email, creative
writing; formal documents eg agenda, report
 Purpose: to meet the needs of the audience eg to
inform, to query, to advertise, to record
 Audience: types eg commercial customers,
individual adults, internal staff, children, friends, the
public at large

6.  Using a 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 and 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
1.2 Explain the use of different types
of information communication
technology (ICT) for document
production

7. 1.2 Explain the use of different types of
information communication technology
(ICT) for document production
 Applications: text based eg text editors, word
processors; graphics based eg graphic tools in
packages, standalone graphic packages;
presentation based eg desk top publishing,
PowerPoint; other software eg text on mobile
phones, email, multimedia
 Features: speakers’ notes, different file formats;
automated procedures, eg wizards, short cuts, use
of templates, mail merge
 Information: types eg text, numbers, images,
graphics, charts, tables; structured and unstructured
information

8. 1.3 Explain the reasons for agreeing
the use, content, layout, quality
standards and deadlines for document
production
 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, memos, emails, texts, invoices, agendas, newsletters, user
guides, illustrations, charts and diagrams all provide information for the
audience.
• Query (i.e. to ask questions) – order forms, surveys and questionnaires
capture 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 should ask ‘Will my audience
understand what I am trying to tell them?’
If we don’t establish and agree on purpose, style, content quality standards
and deadlines, It will 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.

9. 1.4 Explain the importance of
document version control and
authorisation
 Version control is the means by which different
versions and drafts of a document (or file or record or
dataset) are managed.
 Version control involves a process of naming and
distinguishing between a series of draft documents
which lead to a final (or approved) version, which in
turn may be subject to further amendments.
 It provides an audit trail for the revision and update of
draft and final versions.
To sum up, a functionality that is as easy as versioning
could mean the difference between working and
working twice as much to get the same results.

10. 15 MINS

11. 1.5 Explain how the requirements of security, data
protection, copyright and intellectual property
legislation may affect the production of business
documents
Intellectual property rights
 Intellectual property rights protect certain categories of information
and works that are the result of human intellectual endeavour. The
main types of intellectual property rights are:
 copyright,
 database rights,
 patents,
 trade marks,
 registered and unregistered design rights.
Ownership of copyright and database right
 UK law on copyright is defined in the Copyright, Designs and
Patents Act 19882. Databases are protected under UK law under
the Copyright and Rights in Databases Regulations 19973.

12. 1.5 Explain how the requirements of security, data
protection, copyright and intellectual property
legislation may affect the production of business
documents
A basic guide for data publishers when publishing
data sets is to consider the following steps.
Data publishers should:
 1. Ensure that they consider, understand and take
appropriate measures to protect against misuse of
their information.
 2. Ensure that they acquire the necessary rights when
data is acquired from third parties.
 3. Ensure that they are not breaking any
confidentialities when publishing data.

13. 1.6 Explain how to check the accuracy of
business documents
Think about the technical accuracy (Is it accurate?
Is it fit for the intended purpose?) as well as
spelling, grammar, etc

14. 2.1 Explain how the requirements of
security, data protection, copyright and
intellectual property legislation may affect
the distribution and storage of business
documents
Using what you know from 1.5 – How does this
affect how you may distribute and store documents?

15. 2.2 Describe different types of distribution
channels
Distribution channels may include:
• physical (post, hand delivered)
• electronic (email, file-sharing)

16. Learning outcomes – Session 3
DID YOU……?
LO 1 - Understand how to prepare business documents
 1.1 Describe different types of business documents that may be
produced and the format to be followed for each
 1.2 Explain the use of different types of information communication
technology (ICT) for document production
 1.3 Explain the reasons for agreeing the use, content, layout, quality
standards and deadlines for document production
 1.4 Explain the importance of document version control and
authorisation
 1.5 Explain how the requirements of security, data protection, copyright
and intellectual property legislation may affect the production of
business documents
 1.6 Explain how to check the accuracy of business documents
LO 2 - Understand the distribution of business documents
 2.1 Explain how the requirements of security, data protection, copyright
and intellectual property legislation may affect the distribution and
storage of business documents
 2.2 Describe different types of distribution channels

17. Unit 2 Assignment
Make a start on Unit 2 assignment – The
assignment is due to be completed by 04/04/2016
You do not need to complete the assignment all at
once and could complete parts of it and then
submit it. This would need referencing so that I
know which learning outcome/criteria you are
referring to.
The assignment is set on ItsLearning (Our VLE) so
you will be able to complete it on there.

18. Any questions?

19. No session next week…..
You need to carry on with;
Unit 02
Principles of business document production
and information management
 LO 3. Understand how information is managed in
business organisations
 LO 4. Understand the essential requirements of
business documents