Diploma of Leadership and Management
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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. Australian privacy policy Objective Bizop’s management procedure Entry of information APP 13 requires organisation to follow the suitable steps to do correction of personal information to ensure that regard to the purpose for which it should be correct, up to date, relevant and non-misguiding The information management system provides clear, logical system for saving electronic file on the Bizop’s network, which has easy access to documents Enter and data:To enter dataConfirmation of information that user enters Access to the right file or template Fit the file in existing file or template Check whether information is correct To retrieve data Confirming the information that user is seekingIdentify if there is authorisation Check the date if it is an archived file.Use the file marker to indicate that file has been taken.Storage A record keeper who has passion or control of record that contains personal information should haveRecord should be protected by the security against the loss, against the unauthorised access, use disclosure or modification or another misuse.If it is necessary for the record to be opened, it should only by done the permission of record keeper otherwise record keeper has no authority to disclose the informationThe Bizop’s enterprise maintains both electronic and paper-based information management. The system of keeping filing system is distributed to all other managers. Each department manager is responsible for keeping file cabinets. Each employer maintains filing system. New files which is created should be approved by each manager. Paper based files are indexed and kept name according to the department procedures, all the files or information should be kept in the USB devices, CDs or external hard drive, Image bank in Bizop’s Network are used for the storing the images and videos. Output According to APP, entity should take reasonable steps to protect personal information from misuse, theft, loss including unauthorised access, disclosure or modification. Measures to be taken Information created can be stored in USB sticks, external hard drives, databases, images and Videos can be stored in image bank on the Bizop’s network. Access should be passport protected, Paper files must be placed in the safe placeItem should not be removed from the file unless authorised to do so. Information should be checked time to time on the regular basis. Some files we call inactive file which has not be used for given period of time. Dead file is file no longer in use.
Task two Review the old Bizop’s style guide and Identify the existing requirements for the quality of document design and production Compare it against the requirements you identified in Task one and discuss what need to be amended or addedAccording to the Bizop’s style guideAll 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 sideCover 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 lettersAll 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 managerAll 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. PolicesComply with the legal and regulatory obligationsAccuracy and consistency Security of the records, Provide additional protectionsAccountability Streamline business processProcedures Hard copy cabinet fileAuthorisation of managers for the accessing of restricted paper based electronic files.Using correct passwordsStoring 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 guidelineSecurity or storage: the template should be stored in hard drive or external disk. Languages- the used vocabulary should be easy and understood by others.