Business Document Design and Development Report (Assessment)

The executive summary

The establishment of the documentation is the vital activity seen in any of the reputed organizations. the establishment of documentary standards include a certain set of the documentation standards like the data, information, input, and the output of the information, it helps identify the various strategic and the operational process of the organization in a wholehearted manner and the identification of the various needs and the wants of the organization.

There are varieties of documents according to the organization’s requirements. A certain set of quality factors are also of major concern to the organization. To establish the document standard the research and the design task are to be taken in pace with the data and information available, technology dynamics, and the budgetary conditions.

Document standards

It goes devoid of saying that in whichever organization, it is understood that anything accessible on numerous stages before the developments or the change can produce improvement or even commence a new venture. Document design is an individual part where there is a reason. In a performing industry, the official procedure has constantly worn so this ought to be evaluated and succeeding conclusion made concerning any latest document principles.

“Business documents are documents or copies of documents that:

• relate to the carrying on of a business by any person, and
• are part of any person’s statutory records.

Both of these points must be fulfilled for a document to be a business document” (Inspecting documents: Documents-definition, n.d).

The business documents vary from the organization to organization, the standard of the organization vary from the business organization and the various kinds of the standards are defined as the “standards and guidelines in place for document preparation and production.

The procedure of the document preparation consists of the certain criteria:

• Headline: Include the headline, the topic and the number of the procedure, policy and the effective data and the page number etc.
• Procedure detailed: Include the goals, functions and the objective in designing and the accomplishing the circumstances.
• Responsible areas: This includes the list of the procedure where they are related to the certain heading in the responsible area of the operation. This gives the description of the certain kind of the areas we are dealing with.

In larger companies these guidelines are quite formal and can be found either in print form or electronically on the company’s intranet. In smaller companies these guidelines are quite often informal and are based on documents that have been prepared in the past or on standards developed by one or two people who produce the bulk of the documents” (Manage business document design and development BSBADM06A-microsoft word 2003, 2004, p.9).

There are much benefits of business documentation, there are certain business organization which rely on the traditional methods of the documentation despite of the new technology advancement, the main need of the documents is for preparing memos, resumes, etc. “Estimated savings from more efficient document handling system can add up to 1% to the bottom line; Many organisations have over 50% of invoices requiring some sort of investigation to solve issues such as, incorrect prices and wrong delivery quantities – one large US retailer reporting up to 70% of invoices with accuracies” (New internet solution for business documentation, n.d, p.1).

The main benefits of the business documents identified are:

• Expose features regarding the business which were not known much.
• Achieve imminent into the competitor and encompass a better appreciative where the business can improve further.
• Eradicate the requirement to ‘commence’ the business from the start time and back.
• Categorize skillfulness within the business group which are unaware of.
• Put obvious goal and objectives for the business.
• facilitate functioning jointly throughout reliability in the labor attempt evaluate development, instance, financial plan and assets

If it is a preferred goal, apply for an ISO (International Standardization Organization) certification in excellence invention research offer the system and classify restrictions make available an instrument for uninterrupted development.

Policy and standards

The policy sketch safety roles and tasks, describe the capacity of information to be confined, and provide a sky-scraping stage explanation of the control that are to be in place to guard data. In totaling, it is ought to make suggestion to the principles and strategy that support it. Business may have a particular surrounding policy, or numerous detailed policy that aim diverse areas, like email policy or adequate employ policy.

From a lawful and acquiescence point of view, an information safety policy is frequently view as a obligation from higher management to guard information. “The content of these policies and documents needs to be both legally accurate and easy to understand. Both employees and managers within a business must be able to work with the procedures; otherwise they have very little value to a business” (Pearce 2010).

Principles and the standards consist of precise low down stage compulsory controls that assist implement and sustain the information safety policy. “Documentation is intended for use in conjunction with publicly available standard specifications, computer language design and implementation art. It assumes that the reader either is familiar with this material or has access to it. The documentation provides the following levels of audience support” (Microsoft exchange server and outlook standard, 2010).

Standards aid to make certain safekeeping constancy transversely the business and typically enclose safety controls linking to the accomplishment of explicit technology, hardware or software. “This important document is essentially a contract between the business owner, who is paying for the project, and the IT departments, who will develop, implement and operate the solution” (Bowman 2009).

Implementation of the standards

“When businesses decide to commit to documentation, standardization probably doesn’t always rank high on what’s considered important” (Baldwin 2005).

There are certain steps to be followed prior to the implementation of the standards in the organization:

• Recognize area and subject that might root prospective customer service problems, identify the areas where the business standards are lacking in the organization.
• Maintain a hand book to identify and to categorize the various standards according to the specifications of the study and the plans for the improvement. To create an awareness in the people about the need and the benefits of the documentation and how they are useful for them in maintaining the operations.
• The meeting or get-together should be arranged and the employees should be given the opportunity to know about the various standards and how they can be implemented in the organization, the training sessions should be arranged and the various instances for the interaction and the equal participation of the employees and the trainer should be involved.
• Create a feedback scheme that allow criticism from customer. If there is no response method in place, the method for the certain standards to follow are to be used and the certain set of standards are to be incorporated fro the same.

The documentation and the implementation has to be carried out by the two phases of the operation and the two phases of the implementation include the Identifying, documenting, and ranking the problem driving the scenario

1. identify the industry and technical surroundings of the situation and document it in situation models
2. identify and document the preferred objectives , they mainly use the “SMART” goals which are abbreviated as the precise, measurable, actual, reliable and the time bound. In this case the documentation style and the method should be clear and much precise to the people who use the same, the same goal should be measurable and they should lead to the completion at the specified time.
3. recognize the participants and their position in the company model
4. Classify computer elements and their position in the technology model and classify the various kind of the role exhibited by the each of the elements of the documentation.
5. recognize and documenting role, tasks, and actions of accomplishment per performer; document the necessary scripts per actor, and the consequences of managing the situation
6. inspection for “suitable for a purpose” and cleansing only if essential

“Documentation control is a critical element of International Standards Organisation (ISO) certification. The greatest reason why companies fail their ISO audit—document control problems—causes twice as many failures as the second most common reason. Documentation review is usually the second of six steps in the certification process” (Novak n.d, p.2).

Reference

The certain areas from where the referencing has been done for the completion.

• Annexure: This table gives the training programme, classes and the other source of the assisting the documentation.
• The process design: The process design of the documentation deals with the various steps involved, they are mainly classified as:
• Planning: This include creating a plan with various members involving and discussing about the responsibilities, role, procedures and the expectations with the deadline, it consists of the defining of the scope of the documentation, the various benefits of them and the budgetary constraints.
• Drafting the content: This helps in collecting the various kinds of the drafts and the reports which are useful in the analyzing of the process and to identify whether the project are accurate and updated.
• Designing: The designing include the designing by the previously incorporated agency and the designing should be done after the eminent research conducted by the various technical staff who are involved in documentation.
• Revising the data: The data found are to be analyzed and whether any kind of the discrepancies identified are to be abolished and they are to be passed on to the next phase of implementation.
• The implementation: The implementation is the final phase where they are ready after reviewing and the implementation is done after the different kind of the correction in the phase, the evaluation is conducted after the same.

Reference List

Baldwin, P., 2005. Let standards guide your documentation. Web.

Bowman, D., 2009. Documentation standard. [Online] Information Management Checklist. Web.

Inspecting documents: Documents-definition, n.d. [Online] HM Revenue & Customs. Web.

Manage business document design and development BSBADM06A-microsoft word 2003, 2004. Web.

Microsoft exchange server and outlook standard, 2010.

New internet solution for business documentation, n.d. Web.

Novak, J., n.d. The key issue of implementation and certification of ISO 9001 quality control system in Geodis Brno. Web.

Pearce, S., 2010. Why employee policy documentation is important to companies of any size.