BSBADM506 Manage Business Document Workbook IBM PDF

BSBADV602 - Section 1 – Define campaign objectives
Page 0 of 135
BSBADM506 Manage business document design and development – Introduction
Edition :1
Written by : Anil K Don (MBA (UK), MPA (Aus.), Dip L & M, DipM, FAIM (MCIM, Chartered Marketer – Fmr))
Date : January 2020
Review date : March 2020
Structure of the workbook
Part 1 - The workbook is structured to provide knowledge component in the first part including the
introduction to the theoretical aspects of the unit and detailed description of the unit of competency
knowledge development.
Part 2-The development of your skills and knowledge which are sectioned to cover the unit elements
and performance criteria including post learning activities to apply your skills and knowledge to gain
competency for effective vocational outcomes.
How to use the workbook
First develop your knowledge

1. Read the workbook starting with the introduction to the subject of unit of competency and the
details to develop your knowledge application.
2. Once reading is complete, attempt the review questions to ensure you develop your knowledge
related to knowledge evidence required.
Then develop your skills and knowledge for vocational application

1. Actively read the workbook sections which are sectioned in line with unit elements and
performance criteria to confirm the application of skills and knowledge related to achieve
effective and efficient vocational outcome.
2. Attempt and complete all the activities in relevant sections to develop your competency
including use of foundation skills.
Copyright
This publication holds the copyright of its reproduction. All rights are reserved for author and the
Institute of Business Management- Victoria - (IBM) including total or partial reproduction or
adaptation.
The information contained in this manual is drawn from sources believed to be reliable. The author,
the firm, its employees, agents and contractors do not warrant the correctness of the sources used and
accept no responsibility to any person or commercial body for any errors or omissions or for any loss
or damage howsoever caused from the use of this manual.
Page 1 of 135
Table of Contents
Unit Overview.............................................................................................................................. 3
Introduction to business document design ................................................................................... 4
Organisational documents .................................................................................................................. 4
Documentation standards .................................................................................................................. 7
Costs of producing documents ........................................................................................................... 9
Design documents............................................................................................................................. 10
Planning and Producing Documents ................................................................................................. 13
Key provisions of relevant legislation and regulations affecting document production .................. 15
Codes and standards affecting document production ..................................................................... 19
Policies and procedures relating to document production .............................................................. 22
Sources of expertise available externally to the organisation .......................................................... 26
Section 1 – Establish documentation standards .......................................................................... 28
Storage, output, and quality of document ....................................................................................... 34
Present and future information technology ..................................................................................... 41
Types of documents used and required by an organization............................................................. 45
Establish documentation standards ................................................................................................. 47
Section 2 – Manage template design and development ............................................................... 48
Document format ............................................................................................................................. 48
Template ........................................................................................................................................... 53
Test templates, obtain organisational and user feedback, and make amendments ....................... 55
Section 3 – Develop standard text for documents ....................................................................... 60
Requirements of each document with software functions .............................................................. 61
Test macros to ensure they meet the requirements of each document.......................................... 87
Test macros ..................................................................................................................................... 108
Section 4 – Develop and implement strategies to ensure the use of standard documentation .... 118
Standard templates......................................................................................................................... 118
Explanatory Notes ........................................................................................................................... 119
Develop and implement training on the use of standard templates and macros .......................... 119
The master files............................................................................................................................... 123
Naming and storing master files ..................................................................................................... 123
Excel macro to print a list of records individually ........................................................................... 124
Section 5 – Develop and implement strategies for maintenance and continuous improvement of
standard documentation .......................................................................................................... 126
Use of standard documentation templates and macros ................................................................ 126
Evaluate the quality of documents produced against documentation standards ......................... 127
Review documentation standards against the changing needs of the organisation...................... 128
Plan and implement improvements in accordance with organisational procedures ..................... 128
References............................................................................................................................... 131
Appendix ................................................................................................................................. 132
Document Management System FAQs ........................................................................................... 132
What to look for in a document management system ................................................................... 133
Page 2 of 135
Unit Overview
Application of the unit

This unit describes the skills and knowledge required to establish standards for the design
and production of organisational documents and to manage document design and
production processes to ensure agreed standards are met.
It applies to individuals employed in a range of work environments who require well-
developed skills in the use of a range of software packages. They use these skills to
establish, document and implement consistent standards of document design within an
organisation.
Skills and knowledge to develop

Performance
Upon completion of this workbook, ensure you gain your ability to:
• identify the organisational needs, requirements and information technology
capabilities relevant to the design and production of documents
• establish documentation standards to meet organisational requirements
• design, test and amend document templates
• develop and implement documentation and training to support use of standard
templates and macros
• monitor the implementation of standard documentation templates and macros and
make improvements in line with organisational requirements.
Knowledge
To complete the unit requirements safely and effectively, the individual must:
• describe document production processes
• identify costs involved with the implementation of standard documentation
• explain the software applications relevant to document design and development in
the organisation
• identify key provisions of relevant legislation and regulations, codes and standards
affecting document production
• outline organisational policies and procedures relating to document production
• list sources of expertise available externally to the organisation or workgroup.
Page 3 of 135
Introduction to business document design
Organisational documents
Organisational documents are those documents with written communication that is
produced regularly by the organisation for the use of communication with internal and
external stakeholders including public. They include letters, forms, memos, policies and
procedures manual, faxes, reports, templates, flyers, newsletters, brochures, product
catalogues, product lists and price lists, financial documents, budgets and other organisation
specific documents. There are two types (mediums) of organisational documents.
Document types
1. Paper based
2. Electronic based
Paper based document type Electronic Document Type

• Business letters Electronic documents can be delivered via
• Memorandums • HTML (web pages/web site)
• Management reports documents
• Stationary, labels and business cards • Online Help and documents
• Business forms • Electronic forms
• Planning documents • Computer Based Training material
• Policies and procedure documents • CD-ROM documents
• Employee manuals • Video documents
• Marketing materials • Email documents
• Publications • Internet documents
• Legal documents • Intranet documents
• Letters to customers • Extranet documents
• Meetings and events
• Staffing and management
• Finance and accounting reports
• Newsletters
• Posters, flyers
• Notices and circulars
Typical features of documents
The main features of organisational documents are that they maintain particular style with
uniformity and consistency. Organisational documents will have the same or specific design
and layout conforming to the standards, color code and branding. For example, letter head
design will have the specific place for the logo and organisational information. Manuals will
have same color code and the style for different manuals with specific headings.
Page 4 of 135
Uniformity across organisational documents provides the identify of documents for

stakeholders and ensure that the organisation maintains a consistent image.
Consistency across the organisational documents includes the positioning of elements of

documents such as logo, corporate colours, across all written communication materials
maintaining the same format and standards. Ensure consistency – making sure that all staff
uses the same formatting and styles. Ensure professional image for the company –
maintaining consistency will ensure a professional image of the organisation
Reduce costs as staff do not need to spend time recreating document formats or wording,
Saves time (as outlined above)
Example of workplace documents

Communication documents (but not limited to) such as:
• Letterhead: business letters to communicate with internal and external stakeholders
• Forms: information gathering for official connectivity. The main purpose of having
appropriate forms in a business is to ensure consistency and to manage your
workplace participants (including employees and contractors) more efficiently.
• Policies and procedures: guidelines and application steps of policies
• Report: provide information to stakeholders to make decisions or to analyse and
evaluate for decision-making.
• Presentation: to present information of a topic, program or products and services
Information documents (but not limited to) such as:
• Newsletter: information about offerings such as product, service, process, event or
program as a promotional activity
• Prospectus: a printed booklet advertising a school or university to potential parents
or students or giving details of a share offer for the benefit of investors.
• Manual – official information and instructions of the way things need to be acted
upon
Transactional documents (but not limited to) such as:
• Invoice: a list of goods sent or services provided, with a statement of the sum due for
these; a bill.
• Receipt: Receipt is an evidence of making the payment on account of any business
transaction.
• Pay in Slip: This document serves the purpose of providing an evidence that on
particular date, a specific amount has been deposited in the bank.
• Cheque: A cheque in an unconditional order, drawn upon a specified hanker, signed
by the maker, directing the banker to pay on demand a certain sum of money only to
the order of a person or the bearer of the instrument.
• Debit Note: A debit note is a document which shows that the business organisation
has raised debit against the party to whom this document is sent in respect of any
business transaction other than the credit sale.
• Credit Note: A credit note is a document which shows that the business organisation
has given the credit to the party to whom this document is sent in respect of any
business transaction other than credit purchase.
Page 5 of 135
• Vouchers: The documents prepared for the purpose of recording business

transactions in the books of accounts are known as vouchers.
Financial documents (but not limited to) such as:

• The P&L Statement (also called the income, revenue or earnings Statement) -
summarizes revenue and expenses and reports your resulting profit or loss — that’s
what the P and L stand for.
• The Statement of Cash Flows - begins by reporting the net increase or decrease in
cash from your revenue and expenses during the period (which is a different amount
than your profit or loss for the period); this statement also summarizes other sources
of cash you tapped during the period, and what you did with your available cash.
• The Balance Sheet (also called the Statement of Financial Condition) - summarizes
your assets and liabilities at the close of business on the last day of the profit period
and reports the sources of your owners’ equity (assets less liabilities).
• Budget - While other financial documents show you where your business stands, a budget
report is a future projection based on the financial documents in your repertoire,
particularly the cash flow statement and income statement. The numbers in a
budget report estimate your projected income and losses over a specific period of
time, from a month to several years. A bookkeeper or bookkeeping software can
draw up a budget report template that makes the most sense for your unique
business.
• Expense Reports - each expense report is for a single resource in your organization.
They are typically filled out by your resources and cover expenses incurred while
delivering either client or internal projects.
• Vendor Invoice - use vendor invoices to track monies paid to a vendor. For example,
you purchase a server for a client. The vendor sends you an invoice for $2000.
• Subcontractor Invoices - use this document to track subcontractors that enter their
time into Projector.
Human resource documents

• Job profiles
• Organization chart
• Staffing plan
• Applicant tracking system
• Salary structure
• Compensation and benefits overview
• Holiday schedule
• Mission statement/statement of values
• Performance metrics
• Travel and expenses tracking
• Time and attendance standards
• Dress code
• Exit policy
• Training and development materials
• Job descriptions
Page 6 of 135
Documentation standards
Documentation standards are important because documents are the only visible way of
representing the organisation and organisational process. Standardised documents have a
consistent appearance, structure and quality, and should therefore be easier to read and
understand.
There are three types of documentation standards:
1. Documentation process standards These standards define the process that should be
followed for document production.
2. Document standards These standards govern the structure and presentation of
documents.
3. Document interchange standards These standards ensure that all electronic copies
of documents are compatible.
Documentation process standards define the process used to produce documents This
means that you set out the procedures involved in document development and the
software tools used for document production. You should also define checking and
refinement procedures to ensure that high-quality documents are produced.
Document process quality standards must be flexible and able to cope with all types of
documents. For working papers or electronic memos, there is no need for explicit quality
checking. However, for formal documents, that is, those that will be used for further
development or released to stakeholders, you should use a formal quality process.
Document standards should apply to all documents produced in the organisation.

Documents should have a consistent style and appearance, and documents of the same
type should have a consistent structure. Although document standards should be adapted
to the needs of a specific project, it is good practice for the same ‘house style’ to be used in
all of the documents produced by an organisation.
Document interchange standards are important as electronic copies of documents are

interchanged. The use of interchange standards allows documents to be transferred
electronically and re-created in their original form.
Activity 1 – Identify documents

Note: Address this activity related your current workplace or any other workplace familiar
to you and have access to planning information.
Using your own organisation or any other workplace familiar to you and have access to
planning information, identify the documents they use including:
• Paper-based documents and

• Electronic based documents
Page 7 of 135
Design and produce business documents

There are several ways you can tackle the task of planning a document. The following steps are a
useful way of getting started and of ensuring that the result is appropriate, readable and clear.
1. Identify your purpose of the document

2. Consider the recipient of the document and their needs
3. Decide what points and ideas you need to include
4. Identify the format and structure of the document
5. Decide the best way to organise what you want to communicate.
6. Identify legal and ethical requirements
7. Identify the cost of producing the document
8. Consider environment and sustainability requirements
In our transition from a paper-based society to an electronic society, the means of producing
documents are continually improving; however, to take advantage of the improvements, each of us
has to be willing to learn how to use the new capabilities. Word-processing software programs
provide the east-to-use features, plus many others. Organisations need people who can use the
capabilities available in the current software programs and new technologies to write and design
clear business messages that people are able to understand, interpret and translate into action.
Some of the things that you will need to become familiar with are:
1. office equipment and resources

2. relevant software applications
3. examples of style guides
4. organisational procedures
Activity 2 – Design documents

Select a document you have identified in activity 1 and

1. Identify the purpose of the document
2. Consider the recipient of the document and their needs
3. Decide what points and ideas you need to include
4. Identify the format and structure of the document
5. Decide the best way to organise what you want to communicate.
6. Identify legal and ethical requirements
7. Identify the cost of producing the document
8. Consider environment and sustainability requirements
Page 8 of 135
Costs of producing documents

It is important to use the most efficient ways to produce documents and to customise
hardware and software to reduce production time and achieve maximum efficiency.
Costs to consider include:
• the cost of the operator’s time spent keying in information, checking, correcting and
printing the document
• the cost of stationery
• the effectiveness of hardware, including operating speed and configuration for
optimum performance
• the effectiveness of software, which must allow for simple and fast input,
manipulation and output of data.
Cost constraints
There are several cost constraints associated with document design and development
As a documentation manager, you need to take these costs into consideration
Obtain an approved budget for the documentation design and development
A few of the cost constraints may be:
• Printing – is it cheaper to print in-house or external?
• Equipment – do we have the correct equipment available for this project
• Design – do we pay an external designer to develop the document look and feel or
do we undertake this in-house (It may take longer or may not be as professional)
• Stock of paper – In what format are we producing this document – A4 80gsm stock,
specialty stock, etc
• Postage – Do the documents fit in a normal envelope or do we need to pay extra due
to the document size?
Software applications relevant to document design and development

Documents may be created using a range of commercial or organizational packages such as:
• Databases – MS Access, SQL
• Desktop publishing – MS Publisher,
• Spreadsheets – MS Excel
• Word processors – MS Word
• Visual Signage – MS PowerPoint, Web Tools
• Documents & Software Tools
• Word Processors are used for letters, memos, and word processing documents
• Spreadsheets are used for spreadsheets, wages, sales graphs, tables etc
• Publisher used for brochures and PR material
Identify information management tools requirements:

• Version control / version management
• Content management
• Document management
• Knowledge management
Page 9 of 135
Design documents
The design documentation provides written documentation of the design factors and the
choices the designer has made in the design to satisfy the organisational and technical
requirements.
The main design principles for document design are:

1. Balance
2. Alignment
3. Proximity
4. Proportion
5. Order
6. Contrast
7. Unity
8. White space
1. Balance
Balance involves imagining a line dividing a page either vertically or horizontally and then
placing visual elements so they are either symmetrically (formally) balanced or
asymmetrically (informally) balanced.
Symmetrical balance Asymmetrical balance

Symmetrical balance, or formal balance, is Asymmetrical balance, or informal
mirror-image balance. It occurs when all balance, occurs when several smaller items
the visual elements on one side of the page on one side of the imaginary line are
are mirrored on the other side. The visual balanced by a large item on the other side,
elements may not be identical objects, but or smaller items are placed further away
they are similar in terms of numbers of from the centre of the screen than larger
objects, colours, and other elements. The items. Most document design is done using
primary value to readers when you use asymmetrical balance. Asymmetrical
formal balance is that the reader does not balance is generally seen as being more
have to work hard to see relationships interesting and exciting. A message using
between message elements. A document asymmetrical balance is seen as dynamic,
that has formal balance presents stability, fresh, inviting, creative, and friendly.
security, authority, and thoughtfulness.
2. Alignment
Alignment creates a sharper, more ordered design. Aligning elements allows them to create
a visual connection with each other. It tightens the design and eliminates the haphazard,
messy effect which comes when items are placed randomly. Aligning elements which are
not in close proximity with each other, helps to provide an invisible connection between
them. Alignment is one of the most basic and important principles of design. It allows us to
create order and organisation among elements.
Page 10 of 135
3. Proximity
Proximity helps creates organisation. By grouping similar elements together or in close

proximity, you create a relationship between those elements. It also provides a focal point
and can give the reader and idea of where they should start and finish reading. Proximity
does not mean that elements have to be placed together, it means they should be visually
connected in some way. This can be by use of point size, font, colour etc
4. Proportion
Proportion is the spatial relationship between each design element. The eye visually
compares the relationship of each element's area, size, weight, and location to all of the
others on the page. You can create pleasing visual proportion by dividing your page into
thirds. The middle section then would likely be a good place to put your most important
visual element, and it should be in proportion to the rest of the page. The natural centre is
slightly above the exact centre of the page. The natural centre is the most common focal
point when viewing a document. That is why for most newspapers, the major story's
headline/photograph is immediately above the fold in the newspaper. Another term to
know is the message zone, which is the entire page, containing all elements of your
message: text, visuals, and graphics.
5. Order
Order is how you show sequence and importance. Order refers to most readers’ assumption
that what they see first on a page is more important than what they see later on. Studies
have shown that on a printed page the most important information is best positioned at the
top, followed by information of decreasing importance as the reader moves down the page.
You can see that concept on any newspaper page. The important information is at the top
to catch readers’ attention. For brochures, major headings are at the top, followed by less-
important but related information.
6. Contrast
Contrast refers to the dominant focus or element on a page. Use contrast to show
difference and to create emphasis. For example, darker and larger visual elements stand out
on your page. They are considered more interesting and are the focus of your document
design. All good designs should have a focal point that stands out on the page. Readers
assume that a difference in appearance means a difference in function or meaning. Contrast
is a valuable tool to draw attention to such things on a page as warning labels, cautions, and
notes.
Contrast can also apply to the following visual elements:

• Shape–This could mean using a typeface for text that you want to stand out from
text using another typeface, or using a recognizable symbol, such as a stop sign or a
warning triangle.
• All the text for a specific function would be placed in the same typeface. This is
common in newsletters, where headlines are in one typeface, and the text for a
story is in another typeface.
• Size–To draw emphasis to an area on your document, you may want to use text that
is a larger size than the surrounding text. All the text for a specific function would be
Page 11 of 135
in the same size. Again, in most newsletters, headline text is a larger size than the
text used in the stories. The story text for all stories is always the same.
• Color–Any use of color in an otherwise black-and-white document will draw readers’
attention. All the colours—red, for example—would be in the same hue.
• Value–This refers to creating a visual element that has a higher value than the
surrounding objects. This can be done by bolding text or adding a gray box behind
the text.
• Similarity - Where contrast focuses on dominance or emphasis, similarity shows that
design elements are alike. When people see things that look similar, they assume
they have similar functions.
7. Unity
Unity deals with how all of a message’s elements tie together visually. A message with good
unity is one where all its visual elements complement each other. The pages in the
document should hold a reader’s attention, but they should be simple to follow. Each page
also should have a similar structure so that they are consistent—or unified—throughout.
Letting each page have its own shape and form is not the right way to design a document.
8. White space
White space means providing sufficient white space between elements. Increasing white
space increases readability and the page does not become cluttered with text and other
objects. White space can be achieved by applying wide margins, increasing line and
paragraph spacing and reducing text. For example, the less text on a page, the more likely
that the page will be read.
Activity 3 – Analyse document against principles of document design

1. Select a document you have identified in activity 1.

2. Critically analyse the document against above principles of document design.
3. Explain the software applications relevant to document design and development
in the organisation.
Page 12 of 135
Planning and Producing Documents

Effective organisational documents do not just happen; they are the result of a deliberate
and comprehensive design and production process. Although writers may vary some of the
steps, they use to create a document, effective writing typically follows the same general
procedures.
First, establish basic criteria. Five characteristics that apply to all effective document content
writing
1. accuracy,
2. clarity,
3. conciseness,
4. coherence, and
5. appropriateness
Identify the specific purpose of the document by clarifying both the reasons for its creation
and its specific objectives. Often, technical documents are written as answers to a specific
problem, which is articulated in a problem statement. Once you have identified
the document's purpose, you should be able to determine the document's general type.
Define your audience- the person or persons who will be reading the document. Then
determine your audience's level of expertise and their purpose in using the document. It is
also important to assess the attitude of the audience toward both you and the document's
subject matter.
Once you have defined the purpose, the problem and the audience, collect, create, and
assemble your information. Sketch out a preliminary outline to organize it. Keeping purpose
and audience in mind, sketch out graphics and tables to display your important data.
Using your outline and preliminary graphics, write a first draft, a rough working version in
which you get your ideas on paper. At this point in the process, do not be overly concerned
about grammar, style, or usage.
Then revise your document in stages, saving stylistic changes for the last stage. Revise for
organization; then revise the content for accuracy and appropriateness.
Finally, edit your paragraphs and sentences to improve their clarity, conciseness, and
coherence, and to fix any problems in grammar, spelling, punctuation, mechanics, or usage.
The last major step for most documents is one or more reviews. You may be too familiar
with your document to see such things as gaps in information and inappropriate language.
In addition, you may lack certain technical or managerial knowledge necessary for the
document to achieve its purpose. For these reasons, writers of technical and scientific
documents may ask peers to review their manuscripts for accuracy, clarity, coherence, and
appropriateness. In many cases, a technical expert will review the document for technical
content. A technical editor may review the document to ensure that it conforms to the
organization's style and to correct any remaining problems. There may be legal reviews as
well. Finally, a supervisor or a manager may review the document to ensure that it achieves
the organization's purpose and is appropriate to the audience.
Page 13 of 135
A document production process

The process of producing documents is an iterative process involving drafting, checking, and
revising the document. It should continue until a document of acceptable quality is
produced. The acceptable quality level depends on the document type and the potential
readers of the document.
A possible process is illustrated as follows:
Activity 4 – Document production processes

1. Identify costs involved with the implementation of standard documentation

2. Describe document production processes
Page 14 of 135
Key provisions of relevant legislation and regulations

Intellectual property (IP) legislation
IP Australia administers intellectual property (IP) legislation within the portfolio of Industry.
The legislation provides the legislative basis for the patent, trade mark, design and plant
breeder's rights systems of Australia. It includes provisions for:
• administering the patent, trademarks, designs and plant breeder's rights offices,
including the powers and functions of the Commissioner of Patents and Registrars of
trade marks, designs and plant breeder's rights
• establishing and maintaining the patents, trademarks, designs and plant varieties
registers
• making and processing applications for granting standard or innovation patents,
granting plant breeder's rights and registering trademarks and designs
• charging fees
• publishing the Official Journals of Patents, of Trade Marks and of Designs and the
Plant Varieties Journal
• prescribing the means to take infringement proceedings to protect and enforce
rights in patents, registered trademarks, registered plant varieties and registered
designs
• registering patent and trademarks attorneys and prescribing their rights of practice
• accrediting approved persons to supervise and verify plant breeder's rights
applications
• prescribing the right of review of decisions of the Commissioner and Registrars by
the Administrative Appeals Tribunal
• prescribing the jurisdiction of courts in appeals against decisions of the
Commissioner and the Registrars.
IP legislation changes
IP Australia continually undertakes IP law reviews. These reviews often result in changes to
IP legislation with the aim of improving the robustness of IP in Australia such as the IP Laws
Amendment Bill 2014 and the IP Laws Amendment Act 2015. IP Australia aims for a system
that strikes a balance between public and private interest to encourage innovation.
The legislation
• Patents Act 1990
• Patents Regulations 1991
• Trade Marks Act 1995 except Part 13 which the Australian Customs Service
administers
• Trade Marks Regulations 1995
• Designs Act 2003 - this came into force on 17 June 2004
• Designs Regulations 2004
• Plant Breeder's Rights Act 1994
Page 15 of 135
• Plant Breeder's Rights Regulations 1994

Legislation Regulations
Legislation: Privacy Act 1988 Privacy Regulation 2013
Agency responsible: Attorney-General’s Department Agency responsible: Office of the
Office of the Australian Information Commissioner Australian Information Commissioner
The Act regulates the handling of personal information
about individuals, including: The regulations require Australian
• collection Government agencies to take reasonable
• use steps to destroy or de-identify personal
• storage information that they hold once it is no
• disclosure longer needed, unless exceptions apply.
The Act further requires that Australian Government
agencies follow 13 Australian Privacy Principles (APPs) It details the exceptions to the Australian
that cover: Privacy Principles (APPs).
• destruction or de-identification of personal
information (APP 4 and 11) The regulations also list agencies that may
• keeping accurate, up-to-date and complete use or disclose personal information.
personal information (APP 10)
Legislation: Electronic Transactions Act 1999 Electronic Transactions Regulations 2000

Agency responsible: Attorney-General’s Department Agency responsible: Attorney-General’s
The Act allows for the use of electronic transactions and Department
enables business and community to use electronic • The Regulations describe how to
communications in their dealings with government. give or serve documents by
It makes a transaction valid even if it was an electronic electronic communication (Part 3).
communication (Section 8(1)). • Documents sent to an email
The Act outlines requirements for electronic documents address must be in a format that
(Section 11) including: can be saved and printed (Section
• production 10(4)).
• integrity
• retention
• copyright
Legislation: Freedom of Information Act 1982 Freedom of Information (Charges)

Agency responsible: Attorney-General’s Department Regulations 2019
The Act, which applies to Australian Government Agency responsible: Office of the
ministers and most agencies, provides a right of access Australian Information Commissioner
to most government-held documents, other than The regulations set out the charges to be
exempt documents. paid for searching for and retrieving official
It enables individuals to: documents.
• request access to documents about themselves
• request access to other documents, such as
concerning policy development and
government decision-making
• seek amendment or annotation of personal
records.
The Act also requires Australian Government agencies
to publish their information publication scheme,
including:
Page 16 of 135
• which information they propose to publish

• how and to whom it publishes that information
Legislation: Fair Work Act 2009 Fair Work Regulations 2009

Agency responsible: Department of Employment Agency responsible: Department of
The Act gives a framework for workplace relations. Employment
It sets out employers’ obligations in relation to The regulations outline employers’
employee records (Section 535). obligations in relation to employee records
The Act also outlines a permit holder’s rights to: and payslips (Division 3, Subdivision 1).
• access and inspect records (Section 482) It requires employers to:
• make copies of records or documents (Section • keep legible employee records and
483) make sure they are readily
accessible to an inspector
(Regulation 3.31)
• help employees to inspect and
copy their own records (Regulation
3.42)
• keep accurate records at all times
(Regulation 3.44)
Legislation: Evidence Act 1995

Agency responsible: Attorney-General’s Department
The Act describes how documents, analogue or digital,
must be presented as evidence before federal courts,
including:
• original documents, as well as copies, extracts
from, or summaries of, original documents
(Section 48)
• the abolition of the original document rule
(Section 51)
• Commonwealth records (Sections 155, 156 and
182)
Source: https://www.naa.gov.au/information-management/information-management-legislation
Australian discrimination laws

The following laws operate at a state and territory level, with state and territory equal
opportunity and antidiscrimination agencies having statutory responsibilities under them:
• Australian Capital Territory – Discrimination Act 1991
• New South Wales – Anti-Discrimination Act 1977
• Northern Territory – Anti-Discrimination Act 1996
• Queensland – Anti-Discrimination Act 1991
• South Australia – Equal Opportunity Act 1984
• Tasmania – Anti-Discrimination Act 1998
• Victoria – Equal Opportunity Act 2010
• Western Australia – Equal Opportunity Act 1984.
Page 17 of 135
Work health and safety (WHS) legislation
Work health and safety (WHS) legislation in Australia aims to prevent injury and disease to
persons in the workplace. State, Territory or Commonwealth legislation applies.
Work health and safety (WHS) legislation and regulations apply to the process of design and
development of documents in terms of use of equipment, working with people, fatigue,
harassment and use of content.
Importantly, a number of Australian jurisdictions have ‘harmonised’ their legislation from

2012. Harmonised legislation means that each jurisdiction enacts its own legislation, but the
legislation is as much alike as possible in its provisions.
Common to all WHS legislation in Australia are the following features:
• support for WHS in the workplace
• provision of systems of work that are safe and without risk to health
• prevention of injury and disease through the elimination or minimisation of risks
• protection of the general public’s safety and health
• workplace representation, consultation, co-operation and issue resolution
• inspectors
• regulations
• enforcement.
Complying with a WHS duty

Generally, compliance with a safety duty to workers and others will include:
• proper training of all workers, including advice, information, education and formal
training
• adequate supervision
• identifying, assessing and controlling (by removal, isolation, substitution or risk
reduction) all potential hazards and risks at the workplace — this includes work
processes and work systems and is widely referred to as ‘risk management’
• safe and appropriate work equipment
• developing and issuing WHS policies that promote safe practices generally and
encourage a ‘safety culture’ at work
• regular inspections and audits of the workplace, preferably in consultation with
employees.
Regulations
The Acts are backed up with comprehensive Regulations and Codes of Practice that cover
specific aspects of WHS in detail, such as first-aid requirements, protective clothing and
equipment, consultation with employees, formation of WHS committees and appointment
of WHS representatives, a wide range of specific hazards (such as hazardous chemicals,
manual handling, spray painting, demolition work, handling asbestos, etc), competency
requirements (e.g. for operation of certain equipment or performance of certain types of
work), employee training, notification of accidents and incidents, and WHS record-keeping.
Page 18 of 135
Codes and standards affecting document production

Codes of conduct
Industry codes can provide the necessary regulatory support for industry. They can guard
against misconduct and opportunistic behaviour, while fostering long term changes to
business culture. They can be described as a set of rules or standards of conduct for an
industry, including the relationship between industry participants or their customers.
Codes of conduct can be mandatory or voluntary:
Prescribed mandatory codes provide a set of rules or minimum standards for an industry,
including the relationship between industry participants or their customers. They are
prescribed as regulations under Competition and Consumer Act 2010.
Non-prescribed voluntary codes are a form of industry self-regulation. Voluntary industry

codes are usually flexible and can change in response to industry or consumer needs. They
set out specific standards of conduct for an industry including how to deal with its members
and customers.
Sample code of practice
Confidentiality
We are committed to maintaining the highest degree of integrity in all our dealings with
potential, current and past clients, both in terms of normal commercial confidentiality, and
the protection of all personal information received in the course of providing the business
services concerned. We extend the same standards to all our customers, suppliers and
associates.
Ethics
We always conduct our own services honestly and honourably, and expect our clients and
suppliers to do the same. Our advice, strategic assistance and the methods imparted
through our training, take proper account of ethical considerations, together with the
protection and enhancement of the moral position of our clients and suppliers.
Duty of care
Our actions and advice will always conform to relevant law, and we believe that all
businesses and organizations, including this consultancy, should avoid causing any adverse
effect on the human rights of people in the organizations we deal with, the local and wider
environments, and the well-being of society at large.
Contracts
Our contract will usually be in the form of a detailed proposal, including aims, activities,
costs, timescales and deliverables. The quality of our service and the value of our support
provide the only true basis for continuity. We always try to meet our clients' contractual
Page 19 of 135
requirements, and particularly for situations where an external funding provider requires
more official parameters and controls.
Intellectual property and moral rights
We retain the moral rights in, and ownership of, all intellectual property that we create
unless agreed otherwise in advance with our clients. In return we respect the moral and
intellectual copyright vested in our clients' intellectual property.
Quality assurance
We maintain the quality of what we do through constant ongoing review with our clients, of
all aims, activities, outcomes and the cost-effectiveness of every activity. We encourage
regular review meetings and provide regular progress reports. This consultancy has been
accredited under a number of quality assurance schemes. Further details are available on
request.
Professional conduct
We conduct all of our activities professionally and with integrity. We take great care to be
completely objective in our judgement and any recommendations that we give, so that
issues are never influenced by anything other than the best and proper interests of our
clients.
Equality and discrimination
We always strive to be fair and objective in our advice and actions, and we are never
influenced in our decisions, actions or recommendations by issues of gender, race, creed, colour,
age or personal disability.
Source: Adapted from https://www.businessballs.com/business-startup/code-of-practice-sample/
Activity 5– Identify key provisions of relevant legislation and

regulations
Identify key provisions of relevant legislation and regulations, codes and standards
Page 20 of 135
Standards
Standards are voluntary documents that set out specifications, procedures and guidelines
that aim to ensure products, services, and systems are safe, consistent, and reliable.
They cover a variety of subjects, including consumer products and services, the
environment, construction, energy and water utilities, and more.
To ensure they keep pace with new technologies, standards are regularly reviewed by
Standards Australia technical committees.
There are three categories of standards:
1. International Standards
These are developed by ISO, IEC, and ITU for countries to adopt for national use.
Standards Australia embraces the development and adoption of international
standards.
2. Regional Standards
These are prepared by a specific region, such as the European Union’s EN standards,
or joint Australian/New Zealand standards.
3. National Standards
These are developed either by a national standards body (like Standards Australia) or
other accredited bodies. Any standards developed under the Australian
Standard® name have been created in Australia or are adoptions of international or
other standards.
On their own, standards are voluntary. There is no requirement for the public to comply
with standards. However, State and Commonwealth governments often refer to Australian
Standards® (AS) or joint Australian/New Zealand Standards (AS/NZS) in their legislation.
When this happens, these standards can become mandatory.
Activity 6– Identify codes and standards affecting document

production
Identify codes and standards affecting document production
Page 21 of 135
Policies and procedures relating to document production

For document production organisations must have policies and procedures:
Policy relating to use of the level of language may include:
Situation/ issue Policy and procedure
• The level of language used serves as • Use language as an instrument of thought which is
a means of expression and important in all areas of the organisational
communication throughout the communication.
organisation and has a variety of • Avoid authoritative language in documentation
functions to reach goals which • Use the five language modes consistently
include making choices, decision (speaking, listening, reading, viewing and writing)
making, problem solving, critical translating into documentation in the
appraisal, expressing ideas, feelings, organisational communication process to produce
beliefs and creativity. balanced and effective documentation.
• Concise, minimum of verbiage.
• Factual—double-check accuracy.
• If you use an acronym, spell it out the first time
you use it.
• Not too technical—simple enough to be
understood by a new employee.
• If you use an acronym, spell it out the first time
you use it.
Policies relating to formats and structure may include:
Unstructured documents are just that; • Before setting out to write a complex document, it
documents that can be free-form and do is necessary to design and develop
not have a set structure but are still able the structure of the document.
to be scanned, captured, and imported. • The structure of a document may be defined as
Some examples are: the nature and extent of the different sections,
• Contracts and the order in which these sections appear.
• Letters • The order of sections is important.
• Articles • The information that you present to your reader
• Memos should follow a logical sequence.
It is not a good idea to just start writing a • Documents must represent a consistent, logical
document until you have some idea of framework for organisation action.
how it will be structured. • Do not include information that may be quickly
Semi-structured documents are also outdated (e.g., names).
widely used. Examples include: • Generous use of white space.
• Invoices • Presentation is structured so that the user can
• Purchase Orders quickly focus on the aspect of document or
• Bills of Lading procedure relevant to their decision/task at hand.
• Explanation of Benefits • Use a flexible, modular outline to make the
document easy to modify (and therefore keep up-
to-date).
Page 22 of 135
Policies relating to access to documentation may include:

• too many documents such as manuals • An up-to-date document will permit
and loose memos—an information those who use or are directly affected
flood. by documents to have the access they
• Users do not know which one is need.
important. • Employees are provided with access to
• Documents that do exist may not relevant documents
always be up-to-date and users cannot • ask for information about you to be
always find the documents they need to changed or added if it's incomplete, out
make informed decisions. of date, incorrect or misleading
• ask for a review of your requirements if
we refuse you access to a document.
• Documents are readily available to the
organisation community and their
authority is clear.
• Designated “document experts”
(identified in each document) are
readily available to interpret documents
and resolve problems.
• Include step-by-step instructions for
completing (paper or electronic) forms
(procedures only).
• Include step-by-step instructions for
completing (paper or electronic) forms
(procedures only).
Policies relating to cost effectiveness of documentation may include:

The offices responsible for documentation • Individual offices must dedicate
must respond to requests for documents as resources to maintaining files of
they are needed by individual users—using relevant organisation-wide documents.
scarce human resources within those • Making written documents readily
offices which might better be assigned to available and identifying a single office
other activities. (or position within an office) in the
documents to which questions can be
directed should result in the following
benefits:
o Less time spent to locate a
document;
o Fewer errors; and
o Consistent information.
Page 23 of 135
Policies relating to responsiveness

The standard that measures whether • The ability to quickly update and
a document fits the established parameters disseminate procedures enables the
of the document request. organisation to meet changing
customer needs and to adapt to new
environments.
Policies relating to clarity may include:

Clarity of Information. • Documents are written in clear, concise,
Clearly written, available documents are simple language.
one of the foundation elements of any • Documents, of any type, must be as
system in which individuals and teams are clear in meaning as possible.
held accountable for adherence to • Establish a carefully defined purpose,
organisation documents. logical organization, well-constructed
sentences, and precise word choice.
The purpose of a document is to convey • Use labels to introduce key points
information to the reader and if the reader (headings and labels in margins need to
is confused by what is written, be consistent ... i.e., location on each
the document has not served its purpose. page, type size, etc.).
This holds true for academic work
or documents written for business reasons
Procedures
Procedures are tied to documents. Making explicit this relationship along with how the
procedure helps the organisation achieve its goals or strategic plan helps ensure
understanding and compliance.
• Procedures are developed with the customer/user in mind. Well-developed and

thought out procedures provide benefits to the procedure user.
• There is a sense of ownership among procedure users. For this reason, it helps to
involve users in the development of organisation procedures.
• The procedures are understandable.
• Procedures should be written so that what needs to be done can be easily followed
by all users.
• When feasible, procedures should offer the user options. Procedures which are
unnecessarily restrictive may limit their usefulness.
Page 24 of 135
Style guide as a policy

Organisations use policies to use style guides for design and development of documentation
for the organisation. Style guide also provide the procedures for documentation and their
design and development.
A style guide is a set of standards for the writing and design of content, defining the style to
be used in communication within a particular organization. Basically, style guides are put
together to clarify the way a group of people talk and write about the things they do.
Style guides help you write a variety of content, like user manuals, release notes, tutorials,
forms, manuals, letter heads etc.
Guides often help writers focus on the different readers of technical documentation,
describing how to adapt content to different reader profiles, like developers, product
managers, the general public, and others.
A practical reason to use a style guide is that they help you write content. Human languages
are extremely flexible, and there are many ways in which a particular message can be
communicated. By following a style guide, you limit the variation, making it easier for you to
focus on getting your message across. This makes style guides extremely useful for people
joining projects in organisations.
Style guides also increase consistency in your content, format, and structure of documents.
There are good reasons why you want to keep a consistent tone, voice and style in your
documentation. Consistency also has a big impact on how effectively you communicate –
that is, on how well you manage to transfer a particular information to your audience.
Your style guide should clarify:
• Text size
• Heading size
• Font selection
• Font size
• Spelling
• Hyphenation
• Capitalization
• Word choice
• Terminology
• Sentence structure
• Voice
• Tone
• Image selection, sizing, and alt tag guidelines
• Author formatting guidelines/templates etc.
Once the style guide has been developed or updated, you may need to seek the approval of
a director or senior managers.
Page 25 of 135
Sources of expertise available externally to the organisation

Choosing for external advisors can also come with many benefits. External consultants are
seen as independent players, contrary to internal advisors who literally depend on their own
organisation. Research has shown that employees have more confidence in external
expertise than internal expertise. The function often demands an inquisitive and firm hand,
a role that external advisors frequently fulfill, and one more difficult to fill by internal
advisors. They possibly hold just as much expertise, but as an employee at an organisation it
is conceivably harder for internal expertise to be independent or to be considered as
independent than for external advisors.
Internal c expertise, in essence, keep busy with projects involving their own organisation.
External expertise on the other hand, regularly draw from a broader business perspective
gained from their vast experience with various clients, markets and sectors, and bring new
ideas and best practices along to clients. Especially, the ability to benchmark in respect of
other parties is a big advantage of external expertise.
Organisations that are faced with the decision to either build internal consultancy teams or
hiring external advisors, should weigh out the advantages and disadvantages of each option
ahead of time. Also, the context in which the choice should be made plays a big role in this.
Sometimes, an organisation simply has insufficient capacity in-house to tackle a specific

issue, or the board is in need of external expertise to develop content for documents.
Internal advisors, on their side, know the organisation well and, for example, are aware of
what is required by the organisation – as they speak the language of the organisation and
understand the culture of the professionals working there. Furthermore, hiring an external
expertise can be a more costly commitment, whereby an internal advisor, from a cost
viewpoint, could be the better choice. Internal advisors can, also, switch gears faster within
the organisation, if necessary.
Organisations should first decide whether an external view is necessary for a particular
content development. If so, how much expertise is required? When large organisations
already have a mature internal consultancy division, the choice whether or not to hire an
external expertise is often made more easily. However, when a major (change) project
requires a large quantity of resources (human capital, specific expertise), it can be easier to
choose for external reinforcement.
Expertise external to an organisation can include:
• IT experts • Topic research and content calendars

• Content writers • E-book writing & white papers
• software developers • Infographics
• online tutors and tutorials • Content distribution services
• short courses • Social media management services
• external expertise services • SEO keyword research
• Blog writers • Website copywriting
• Article writing services • Editing
Page 26 of 135
Test your knowledge

1. describe document production processes
2. identify costs involved with the implementation of standard documentation
3. explain the software applications relevant to document design and development in the
organisation
4. identify key provisions of relevant legislation and regulations, codes and standards
5. outline organisational documents relating to document production
6. list sources of expertise available externally to the organisation or workgroup.
Page 27 of 135
BSBADM506 – Section 1 – Establish documentation standards
Section 1 – Establish documentation standards
Organisational requirements for documentation

Organisations will have their own requirements for their documentation. Some
organisations have information on their requirements presented in a style guide or
procedures manual. These may set down the standards for:
• visual presentation of their documents, including margins, fonts and style

• grammar, spelling, punctuation and writing style
• graphics standards, including the use of logos and colours and positioning
• document naming conventions and filing protocols.
The followings are some of the specific organisational requirements for a typical
organisation in their document information entry process:
Language criteria
How easy it is for people to understand the words
• Directness -Using direct language to make clear who is doing what.
• Plain words -Extent to which the vocabulary is easily understood.
• Grammar and punctuation -Conformity with the practice of good standard English.
• Readability- Ease with which the reader can follow the argument of the text.
Design criteria
The visual impact of the document and the way its design influences usability.
• Legibility- Use of legible fonts and text layout.
• Graphic elements- Use of tables, bullet lists, graphs, charts, diagrams, etc.
• Structure- Quality of the document’s organisation in relation to its function.
• Impression -Attractiveness and approachability of the document’s overall appearance
Relationship criteria
How far the document establishes a relationship with its users
• Who from- Is it clear who is communicating?
• Contact -Whether there are clear contact points and means of contact.
• Audience fit -Appropriateness to the knowledge and skills of the users.
• Tone - Matching the style and language to the context
Content criteria
How the content and the way it is organised deliver the document’s purpose
• Relevance -How relevant the content is to the recipient.
• Subject- Whether it is clear what the communication is about.
• Action- Clarity about what action is required of the user.
• Alignment- Compliance with the organisation’s intended aims and values.
Page 28 of 135
Information entry, storage and output

Back in the days there were filing cabinets lined every wall of the office and paper records
are taking up valuable square footage and making it difficult to stay organized. Luckily, in
today's digital world, we have document management software to improve both the
organization and accessibility of any company documents.
Information entry
Information plays a critical role in the way modern companies make business decisions,
engage with customers, and develop new products and services. In order to use all of that
information, however, they need a way to store it in ways that are convenient to manage
and access. They must also be sure to protect their storage solution from cyberattack
and put redundancies in place to ensure that information is not lost, damaged, inaccessible
due to system downtime. Their information storage systems could incorporate a number of
information storage devices or units, but whatever solution is implemented needs to be
aligned with the needs and capabilities of the organization’s computing network.
Information entry involves entering data from various sources into the organisation
computer system for processing and management. An individual working in information
entry will need to efficiently manage a large amount of information that is often sensitive or
confidential. The integrity of any organisation is based on the data they produce which
validates the importance of the Information entry position. Any information inputted by the
data entry team will then be used by other people for reference or reports.
A typical Information entry will include the following activities:
• Preparing and sorting documents for data entry

• Entering data into database software and checking to ensure the accuracy of the data
that has been inputted
• Resolving discrepancies in information and obtaining further information for incomplete
documents
• Creating data backups as part of a contingency plan
• Responding to information requests from authorised members
Storage of documents
Storage Options
Your options for storage include:
Online. Properly designed storage in your computer system may provide full access to
appropriate users. Online access means that the record is accessible immediately through
your network (e.g., on your network server). This option maintains the greatest
functionality.
Near-line. Near-line storage includes storage in a system that is not a direct part of your
network, but that can be accessed through your network (e.g., an optical media jukebox).
This option maintains a moderate amount of functionality.
Page 29 of 135
Offline. Offline storage refers to storage that is not accessible through your network (e.g.,
removable media such as magnetic tape). This option retains the least amount of
functionality while still maintaining records in an electronic format.
Paper or microfilm. Printing records onto archival-quality paper for storage or outputting
them to microfilm may be acceptable as long as the complete record, including all
components and metadata, is included.
Documentation is to your business what water is to the fishes. It’s everywhere. You need it
to survive and grow. A good documentation process prevents information bottlenecks,
supports collaboration between departments and individuals, and allows your business to
learn quickly and improve.
But to access the advantages of documentation for your business, you need a proper way of
storing all those documents. Here’s our list of 18 great tools you can use to store your
team’s documents, whatever they may be, and go into the new year super organized. They
are broken down into 4 main purposes:
• For teamwork
• For operations
• For design
• For development
Have a play and explore which tools could bring a new level of productivity to your team.
For teamwork
These tools can bring your team’s documents into one place, so you can collaborate on
projects, even if you’re working in different countries and time zones.
1. Quip
An interactive library for your internal documentation. You can create docs, edit them with
your team in real time, and share them with others.
Pro tip: Allows you to take email out of your work process.
Pricing: Up to 5 users: $30 per user per month
Then, $10 extra per user per month
2. Google Drive
A place to contain and share a variety of team documents. You can import your own or use
Drive’s array of formats, like spreadsheets and slides. Their Drive for work feature is
adapted especially for team collaboration and includes unlimited storage and backups.
Pro tip: Drive for work can be accessed from anywhere, including on your phone and offline.
Pricing: Drive for work: $10 per user per month
3. Dropbox Business
The business edition of Dropbox includes unlimited storage, backups for files and
collaboration capabilities to help teams work together in a safer and more organized way.
Pro tip: Dropbox Business includes unlimited integrations with third-party apps, so you can
customize your experience according to your particular working process.
Pricing: $12.50 per month per user
4. Evernote Business
Page 30 of 135
A workspace for collaboration. Keep files and projects together, and share them with
individuals and departments by tagging team members.
Pro tip: It’s a cloud-based tool but you can have offline access too.
Pricing: $12 per user per month
5. ShareFile
Another collaboration and file sharing app that lets you store your team documents. It also
has a file signing feature so you can make contracts and permissions readily accessible.
Pro tip: This one gives team members personalized dashboards, so they can curate their
own view of the workplace’s documentation to suit their tasks.
Pricing: Personal: $16 per month
Team (5 employees): $60 per month, $8 per additional employee
Business (5 employees): $100 per month, $10 per additional employee
6. Teamwork Projects
Teamwork Projects is included in a suite of tools to bring team members’ work into one
place. It’s a project management tool where your team can directly collaborate on docs, and
it’s integrated with Teamwork Chat for real-time discussion.
Pro tip: You can bring all your existing files from other tools into one place, including Google
Drive docs and Word files.
Pricing: Small office (40 projects): $49 per month
Professional (200 projects): $149 per month
Business (500 projects): $249 per month
For operations team documents
Use an efficient documenting practice to streamline operations like HR, expenses, and legal
paperwork to free up your team’s valuable time.
1. Gusto
This is the place for storing your HR, payroll and benefits docs. Send secure emails to your
team and keep everyone’s important info handy for when you need it.
Pro tip: Remote team members can sign and send all their docs securely within the same
software as HQ.
Pricing: Base: $39 per month, plus $6 per person month
2. 1Password Teams
A simple but powerful tool — this one keeps all your company passwords and vulnerable
info like credit cards in a virtual vault.
Pro tip: Integrate 1Password into your browser and apps for quick but secure sign-ins.
Pricing: $3.99 per team member
3. Startup Documents
This is a tool specifically for your legal documents. It generates and stores your team’s legal
docs, so you don’t have to think about them. If you’re a small or growing startup, this frees
you up to focus on the important stuff.
Pro tip: Learn as you store. Startup Documents has a library of articles explaining the basic
“legalese” you’ll run into as a startup.
Pricing: Sign up: Free
Page 31 of 135
Each legal product then has a fee. For example, incorporating your business in Delaware will
cost you $300.
4. Clerky
Another tool for organizing the legal life of your company. It generates all the documents
your startup needs, and notifies team members when a signature or action is needed.
Pro tip: It can save you from filling out a form in a hurry and making mistakes with a
“prerequisite checklist.” You can check off all the items you need to have completed before
using the form.
Pricing: Per product: $99 to set up incorporation, for example.
5. Expensify
A place to store all your expenses information. Keep expense reports, send receipt records
to the right people, and manage reimbursements.
Pro tip: Many lengthy processes are made automatic, like compiling reports from a set of
individual records or synching expenses with accounting.
Pricing: Team: $5 per user per month
Corporate: $9 per user per month
For design
Bring designers and other teams together for greater collaboration and more productive
creative work.
1. SketchDeck
A hub for your design projects. Create a brief and Sketchdeck will give you a team of
designers who can work with you to realize it. Once you’ve created a project, all stages of
ideation and development are still available to view and refer back to.
Pro tip: Flexibility. You can complete design projects quickly as you go without having to
worry about hiring.
Pricing: Pay-as-you-go: Starts at $500 per project
Subscription: From $2,500 per month
2. Invision
Keeps designs and projects in one place and allows you to collaborate in real time with
multiple teams. You can create context around your projects and view projects by priority to
help you stay on top of multiple deadlines.
Pro tip: Great integrations, including Dropbox and Drive.
Pricing: Team: Up to 5 team members for $99 per month
An Organisation level is also available
3. Mural.co
Keep your remote team working together with this tool for brainstorming, synthesizing and
collaborating. You can document ideas and changes to create new versions of projects
without losing track.
Pro tip: Add images and inspirations to create visual context as you work.
Pricing: Up to 30 members: $16 per user per month, or $12 per user per month if billed
annually
For development
Page 32 of 135
Use these tools to create a dynamic and organized environment for your developers, while
bringing the development team closer to the rest of your business.
1. ReadMe
A documentation hub for developers. It allows you to store your team’s API documentation
and externals as interactive docs, so you can connect your dev community and your
customers.
Pro tip: Customize the look of your doc hub with your own branding to create a UX that
feels like you.
Pricing: Developer Hub: $59 per project per month
White Label: $199 per project per month
Organisation: $1000+ per project per month
2. GitHub Business
A storage solution for your software. Allows you to store software in development and work
on it as a team.
Pro tip: Use integrations like chat apps and analysis tools to exchange and improve ideas as
you code.
Pricing: Organization: $9 per user per month
Organisation: $21 per user per month
3. Swagger.io
Gives developers access to open-source tools to help them build, design, and store APIs.
Swagger’s core tools include Editor, Codegen, and UI.
Pro tip: Swagger is an open source project, so developers can get involved and contribute to
a growing community.
Pricing: Basic: Free
Premium support is available for a fee, depending on your needs, and includes dev support
for projects from the Swagger team and tailored advice.
Source: http://blog.idonethis.com/store-team-documents/
Page 33 of 135
Storage, output, and quality of document

Documents are at the heart of many critical organisation processes, and reliable output
delivery helps you minimize organisational risk as well as bottom-line costs. Analysts
estimate that 30 percent of all business process disruptions are caused by information
delivery failures. This can cost your organization valuable time and resources ultimately
leading to reducing your bottom-line profits.
Document hard copy storage is managed in-house filing systems and document inventory
management. National Records Centres provides premier hard copy document storage and
retrieval services to businesses needing offsite document management for active records, as
well as corporate document archive services for ongoing business record retention
demands. But, today, organisational documents are designed, produced and stored using
technology.
Computers are highly efficient information storage and management systems, but only if
the computer user sets up a sensible framework or filing system for grouping and ordering
that information in the first place. In any organisation it is important that there is a
universally agreed system for naming and filing records and documents. Client, service,
administrative and financial information must be stored so that it is accessible to all others
authorised to access that information. If workers set up their own individual storage
systems that are understandable only to themselves, the use of computers will contribute to
rather than resolve information and communication problems.
Computers through the widespread use of email and electronic transfer of documents and
databases that are able to collate vast amounts of information have increased the speed
and volume of workplace communication. They have also increased the possibilities for
turning individual bits of data into useful information. All workers must be disciplined in
maintaining order within the vast amounts of data they will deal with in the course of their
work, so that enhanced electronic communication remains valuable and does not become a
pressure, a diversion or a hindrance.
Most people using computers in their work will be familiar with Word files (typed
documents), Adobe PDF files (published documents) and maybe also Excel spreadsheets (for
working with numbers). Files will be called something like staffmeeting.doc or
clientbrochure.pdf or budget2007.xls. The program used to create a file is indicated in the
structure of the name by the letters appearing after the dot: doc, pdf and xls. The type of
file is one way that files can be searched for and identified.
The name chosen before the dot, and the folders used to store the file, need to be as
expressive and as logical as possible. The filing system within a computer needs to be as
easy to find your way around as a well-designed and well-maintained manual filing system.
Page 34 of 135
On-premises storage
One might call this the original data storage method, an on-premises data solution typically
involves servers that are owned and managed by the organization itself. An on-premises
solution requires you to use your own servers and storage, which means you need to
perform your own maintenance. You'll also be responsible for the security of all your data,
so it's important to back it up. This option typically makes sense for larger companies with
dedicated IT resources because of its higher technical demands, but it also places you in
direct control of your own system. Technical support and software updates from the vendor
are usually contingent on whether you continuously renew an annual subscription package.
For larger organisations, these servers could be located in a private data centre facility, but
in many cases, they consist of a handful of machines located in an office’s dedicated data
room (or in some cases, “closet”). Whatever form it takes, the defining aspect of an on-
premises solution is that the data’s owner takes full responsibility for building and
overseeing the IT infrastructure that stores it. This deployment provides the greatest
amount of control an organization can have over its network and data, but at the not
insignificant cost of having to manage every aspect of it. Outdated equipment needs to be
replaced, software needs to be patched and updated, and access protocols need to be
strictly regulated.
Advantages Disadvantages
The biggest benefit of a self-hosted The downside comes in the large upfront
document management system is that you costs, as well as the extra yearly expense of
are always in control of your system and software updates. In addition, it's up to you
not relying on anyone else to keep it up and to make sure you have a proper backup
running. You're not dependent on the system in place, since your files are not
internet either. If your online connection automatically saved in the cloud. Another
goes down, you still have access to all your possible negative is that not all self-hosted
documents. systems work with both Windows and Mac
computers; many are compatible with only
one or the other.
Colocation
While many organizations like the idea of storing their valuable data on equipment that they
own and control, they do not want to deal with the ongoing hassle of managing that
equipment. Power and cooling needs can be difficult to accommodate on a regular basis,
and implementing new services or features into an IT infrastructure can be challenging and
time-consuming if they’re handled internally. By collocating equipment off-premises with a
data centre, companies can gain the benefits of a data centre’s versatility and services while
still retaining complete control over their data. Rather than dealing with variable operating
costs, colocation customers benefit from predictable pricing for power and cooling.
Page 35 of 135
Cloud-based document management system
Cloud-based software is hosted by your provider and made accessible to your organization
online. Typically, cloud-based solutions charge a monthly or annual fee, which includes all
maintenance and software updates. Depending on the system you choose and the features
you require, pricing for cloud-based systems can range from a few dollars per user per
month to more than $100.
Advantages Disadvantages
The biggest benefits are that you do not You are at the mercy of your provider to
need an IT team to install the software and keep the system up and running. If your
keep it running properly, and that there are provider has a problem with its data centre,
not any large upfront costs. You also can it could prevent you from accessing your
tap into these systems from anywhere that files until the situation is resolved. In
has online access, and you do not need to addition, if your internet connection fails,
back up your files, since they automatically you won't be able to get to your files. Cloud
save in the cloud. solutions also typically have storage limits.
Public cloud
For many small to medium-sized companies, there may not be much sense in investing in
expensive hardware to store data. Migrating the whole of their data operations to a public
cloud provider, whether through a lift and shift strategy or a more specialized migration, can
deliver tremendous versatility and other benefits. Public cloud solutions are usually
quite scalable, making it easy to provision more storage or computing resources as they’re
needed. The easy access of the cloud also allows employees to utilize data from almost
anywhere, which is a huge benefit for organizations with remote workforces. Public cloud
architectures also empower edge computing strategies used by companies in the internet of
things (IoT) market, helping them to extend their network reach into otherwise difficult to
access areas and minimize latency.
Private cloud
Cloud storage solutions are not without drawbacks, however. While public clouds take
security seriously, the open nature of the environment makes it difficult to protect sensitive
data from unauthorized access. For companies that can’t afford to take risks, private cloud
deployments implemented through a virtualized data centre offer much greater levels of
security, especially when coupled with encryption protocols. In many ways, private clouds
are a form of colocation, only no hardware is involved. Virtualized servers can offer
companies all the benefits of physical equipment while being much easier to maintain. New
approaches to network architecture, such as hybrid and multi-clouds, can store sensitive
data in secure private clouds while still taking advantage of the computing power of public
cloud services. With data security and availability more important than ever, organizations
must make the most informed decisions possible when evaluating data storage methods.
Page 36 of 135
Document management system
Document management systems are essentially electronic filing cabinets your organization
can use as a foundation for organizing all digital and paper documents. Any hard copies of
documents can simply be uploaded directly into the document management system with a
scanner. Oftentimes, document management systems allow users to enter metadata and
tags that can be used to organize all stored files.
Most document management software has a built-in search engine, which allows users to
quickly navigate even the most expansive document libraries to access the appropriate file.
Storing sensitive documents as well? Not to worry – most document management systems
have permission settings, ensuring only the appropriate personnel can access privileged
information.
These are some of the most important document management features:
• Storage of various document types, including word processing files, emails, PDFs and
spreadsheets
• Keyword search
• Permissioned access to certain documents
• Monitoring tools to see which users are accessing which documents
• Versioning tools that track edits to documents and recover old versions
• Controls regulating when outdated documents can be deleted
• Mobile device support for accessing, editing and sharing documents
Legislative requirements for information entry, storage, output, and quality

of document design and production
In the process of information entry, storage, output, and quality of document design and
production, organisations must follow the legal requirements as well as corporate ethics of
documentation. The following legislations are most important while documentation
requires follow all the directly or indirectly relevant legislation and regulations:
Privacy laws
Australia has national privacy legislation, overseen by the Office of the Australian
Information Commissioner (OAIC), that regulates how businesses can collect, access, and
store personal information and communication. There are specific requirements on the
management of sensitive information, such as medical records. The legislation applies to a
number of different activities and sectors. Australian states and territories also have
individual privacy laws that may apply in the workplace and affect doing business in each
jurisdiction.
All businesses are constrained by legislation and regulations. These must be adhered to so
that the business acts within the law and is seen to act in an ethical manner. This means
that staff must have a good working knowledge of the legislation and regulatory constraints
within which it operates and the standards to which it must adhere. They must be able, in
order to do their jobs well, to identify the key provisions of relevant legislation, codes of
practice and national standards that affect the specific workplace.
Page 37 of 135
Australian Intellectual Property laws
Intellectual property (IP) and other intangible assets that relate to doing business include
patents, trademarks, designs, and secret processes and formulae.
Australian IP law is designed to encourage innovation and protect businesses that develop
original IP in order to have a competitive advantage. Australia is also a signatory to a
number of international agreements that protect IP in other countries.
IP Australia is the Australian Government agency that administers IP rights and legislation.
Further information on the laws and procedures governing the registration and use of IP in
Australia is provided below.
Design protection
Australia has a statutory framework for the registration of designs. A design application can
be filed containing one design, a single design in relation to many products, or multiple
designs. Applications for registration of designs must be filed with the Designs Office of IP
Australia. The Designs Office will assess whether the design meets legislative requirements.
Copyright protection
Australian copyright law is designed to encourage and protect those businesses which invest
their time and talent in the creation of new material. Australia is also a signatory to a
number of international conventions that deal with copyright.
Material is automatically protected by copyright in Australia under the legislative

framework. No specific registration is required. There are some exemptions from what is
covered and around the use of copyrighted material.
Patent protection
An Australian patent provides a legal right to stop third parties from manufacturing, using
and/or selling an invention in Australia. It may also be used to license someone else to
manufacture an invention on agreed terms. Australian patents are administered by IP
Australia.
Trade mark protection
Australia has a well-developed legal system that protects the intellectual property of
businesses and individuals.
Businesses can register a trade mark as a marketing tool. A registered trade mark provides
legal protection that prevents others from using your brand. Trademarks are issued and
protected nationally.
Page 38 of 135
Registering a domain name
A domain name is a unique internet site address that allows others to access your website.
Internet addresses ending in ‘.au’ are registered in Australia and are administered and
regulated by the .au Domain Administration (auDA).
To register for an .au domain, the domain name must be available and the business must
meet auDA’s policy on domain name eligibility and allocation.
In addition to above laws, there are a number of key provisions of relevant legislation and
regulations from all levels of government that may affect aspects the design and
development of workplace documents, such as:
• Anti-discrimination legislation.
• Ethical principles.
• Codes of practice.
• Privacy laws.
• Financial legislation.
• Health and safety legislation.
Information entry, storage and output

Computers are highly efficient information storage and management systems, but only if
the computer user sets up a sensible framework or filing system for grouping and ordering
that information in the first place.
In any organisation it is important that there is a universally agreed system for naming and
filing records and documents. Client, service, administrative and financial information must
be stored so that it is accessible to all others authorised to access that information. If
workers set up their own individual storage systems that are understandable only to
themselves, the use of computers will contribute to rather than resolve information and
communication problems.
Computers through the widespread use of email and electronic transfer of documents and
databases that are able to collate vast amounts of information have increased the speed
and volume of workplace communication. They have also increased the possibilities for
turning individual bits of data into useful information. All workers must be disciplined in
maintaining order within the vast amounts of data they will deal with in the course of their
work, so that enhanced electronic communication remains valuable and does not become a
pressure, a diversion or a hindrance.
Most people using computers in their work will be familiar with Word files (typed
documents), Adobe PDF files (published documents) and maybe also Excel spreadsheets (for
working with numbers). Files will be called something like staffmeeting.doc or
clientbrochure.pdf or budget2007.xls. The program used to create a file is indicated in the
structure of the name by the letters appearing after the dot: doc, pdf and xls. The type of
file is one way that files can be searched for and identified.
The name chosen before the dot, and the folders used to store the file, need to be as
expressive and as logical as possible. The filing system within a computer needs to be as
easy to find your way around as a well-designed and well-maintained manual filing system.
Page 39 of 135
If you do not already have one, your organisation should develop a standardised structure
for the naming and storing of all computer files, so they can be easily retrieved when
needed. So, for example, minutes of a meeting might always be named to indicate both the
type of meeting and the date (e.g. staffmeeting_07_06_20.doc) and placed in a folder called
Minutes within another folder called Staff communication on C drive. The computer will
then be able to group all staff meeting minutes together in date order, and everyone on the
team will know where to look for them. The description of how to find the file (the pathway)
would be:
Source: https://www.communitydoor.org.au/technology/information-storage-and-management-
systems
Activity 7– Identify organisational and legislative requirements

Identify organisational and legislative requirements for

1. information entry,
2. storage,
3. output, and
4. quality of document design and production
Page 40 of 135
Present and future information technology
You would expect to have access to suitable programs to produce the range of documents
required for an organisation. These may include word-processing software such as Microsoft
Word or Corel WordPerfect: layout software such as Adobe PageMaker or Quark Express:
spreadsheets, such as VisiCalc or Microsoft Excel: and databases such as Filemaker Pro or
Microsoft Access.
You will need to identify the most appropriate types of software to satisfy particular
requirements.
Evaluate organisation’s present and future information technology capability in terms of its impact
on document design and production. Consider the following system qualities when describing
the quality of documents using technology that you need to develop for your business and
user requirements.
• Availability - How much ‘uptime’ you can expect your system to have based on your
system’s resources, services, and accessibility to end users.
• Latent Capacity - How your system will deal with unexpected peaks in usage
independent of more resources.
• Performance - Given specific load conditions of a range of uses, what will be the
response time and latent capacity.
• Scalability - How quickly can capacity and the number of users be increased or
decreased, without changes in original architecture.
• Serviceability - How easy is it to monitor, repair, and upgrade both hardware and
software system components? Factors to consider include planning for downtime,
opportunities for maintenance based on patterns of usage, critical times for service
availability, schedules for diagnosis and monitoring.
• Security - How secure is the system, including authorization and authentication of
users and information during transfer?
Page 41 of 135
Present and future information technology capability in terms of its impact

on document design and production
Organisations generally use document software to standardize communications and unify
corporate culture. Choosing the right solution requires you to consider the effect it will have
on an organization’s collaboration capabilities and operational efficiency. The task of
selecting the best document software solution also involves evaluating your organization’s
current deficiencies in these areas and comparing them to each candidate solution’s
capabilities. Furthermore, you also need to understand where document software is headed
if the solution you choose is to have any longevity.
Overview
The ability to share digital documents is essential for collaboration in a modern

organisation. Document software also allows you to quickly locate documents even if you’re
not in a typical corporate environment. This type of software may be classified into the
following four categories:
• Cloud
• Web
• Client server
• Database
Any users with web access can use cloud-based solutions for document software. The most
significant advantage of this type of solution is its highly scalable nature, meaning resources
can easily be added or removed to accommodate changes in demand. A cloud-based
platform for document software also requires less support from your IT department since
the cloud provider performs the majority of support tasks.
You can also provide access to a web-based document solution with any internet browser.
This document software solution is most useful when the most people in an organization
work in satellite offices and need to connect with the corporate headquarters.
A client-server solution keeps document software on a single server, which allows multiple
clients to access the software. The primary advantage of this solution is that it allows
employees to access document software with a user-friendly interface.
Document software with a database package typically integrates with an organization’s

existing database, allowing users to link to image files.
Document software evolution
Document technology has evolved rapidly during the last few decades, especially solutions
intended for large organisations. This technology originally focused on the basic
management and printing of documents. The printed documents were then stored in
physical filing cabinets. Documents dealing with business operations might be retained
indefinitely, but those with sensitive information might be destroyed after a specified
retention period. Security was limited to locks for the room and filing cabinet.
Page 42 of 135
The widespread adoption of computer technology allowed document technology to evolve

and have documents to be stored on servers, where they could be accessed through
desktops and mobile devices. Today, documents are managed with dedicated document
software that processes and disseminates information to a wide variety of recipients,
including employees, customers, investors, vendors and the general public. Human
resources personnel also rely heavily on document software when recruiting new
employees.
Current challenges for document software
Rapid changes in technology have created some challenges in document technology and
management, especially for organisations. The ever-increasing size of files and variety of
storage formats mandates a need for frequent hardware upgrades, including greater
bandwidth and server space. However, the need to accommodate growing requirements
may be relatively minor in the case of cloud-based platforms, where infrastructure is easily
scalable.
An organization’s IT department must also strive to stay ahead of hackers attempting to

penetrate their networks, often for the specific purpose of accessing documents that
contain sensitive information such as contracts and customer records. Continual training is
one of the most effective solutions to this challenge, since hacking techniques such as
phishing depend on poorly educated employees. Other types of malware may attempt to
exploit document software that hasn’t been upgraded with the latest security features.
Document software capabilities
The best approach to making the case for a document software solution is to understand its
capabilities for improving business processes. It’s also important to emphasize the ability of
this software to manage documents through their entire life cycle, which typically begins
with the creation of a dynamic template for a document design tool. Users also need to
output documents to various devices such as printers, databases, email messages, fax
machines and other workstations. Finally, document software must be able to store backups
on disk.
A complete document software system also allows users to scan and store their signatures
in a secure manner for use in formal documents such as contracts. The extremely sensitive
nature of signatures requires organizations of all sizes to protect them with modern
encryption that’s impractical to decrypt with brute-force methods. Many organizations also
use document software to maintain images that need to appear on all documents, often for
the purpose of providing uniformity and promoting the company’s image. Consistent images
are particularly important for documents such as promotional materials requiring a logo and
instruction manuals.
Print control is another common application of document software, which generally

involves maintaining a centralized collection of print jobs for each department or individual
employees. This capability provides benefits such as optimizing the transfer of print files and
restricts toner usage. Additional advantages of print control include the ability to perform
pre- and post-processing on output files. For example, users can group input files based on
criteria such as file size or data within the document, which is commonly used for sorting
Page 43 of 135
files by customer name or zip code. Document software packages also need to generate
output documents in many different formats such as HTML5, Label, PCL and PDF.
Document Software- Future Trends
The continuing improvement in efficiency should be the most significant trend in document
technology for the near future. Document software will also continue to support the
continuing changes in requirements for organisations and their clients, especially shifts in
workplace conditions. IT leaders will need to use business document solution providers that
follow best practices for software development, which will become increasingly important
for providing users in organisations with a consistent experience. These factors will be
essential for maximizing the return on investment (ROI) in document software for the
foreseeable future.
Source: adapted from https://www.docpath.com/art-evolution-and-future-of-document-software-
solutions-and-technology/
Activity 8– Identify present and future information technology

capability
Evaluate your organisation’s or any other workplace familiar to you and have access to
planning information present and future information technology capability in terms of its impact
on document design and production
Page 44 of 135
Types of documents used and required by an organization
Purpose of the document Document Internal/ Formal/ Technology/

External Informal Software to
produce
1. To communicate about a Business letter Internal/ Formal Word-processing
requirement/ inform/ External
advise/instruct/request about a
business matter
2. To provide information about an Report Internal/ Formal Word-processing
analysis of organisation matter External
to make decisions or to make
recommendations
3. To itemize procedure to follow Agenda Internal Formal Word-processing
items for a meeting or event
4. Recording of meetings to share Meeting Internal Formal Word-processing
with attendees minutes
5. To gather information to enroll, Form Internal/ Formal Word-processing/
identify eligibility, register or External Spreadsheet/ Desktop
complaints and suggestions publishing
6. To communicate with Financial Internal/ Formal/ Spreadsheet
stakeholders about financial reports External informal
situation for the past period
7. To prepare projected financial Budget Internal/ Formal/ Spreadsheet
performance/ position and External informal
cashflow for future periods
8. To provide a record of items and Product list/ Internal/ Formal/ Word-processing/
prices for sorting and filtering price list External informal Spreadsheet
9. To present information on a Slide show Internal/ Formal/ PowerPoint
product/topic or program External informal Presentation
10. Guidelines of what to do and Policies and Internal Formal Word-processing
what not to do and step-by-step procedures
approach to do it.
11. To promote products, service, Brochure/ Internal/ Formal/ Word-processing/
program or event Poster /Flyer External informal Desktop publishing
12. To regularly communicate about Newsletter Internal/ Formal/ Word-processing/
products and services to inform, External informal Desktop publishing
persuade and remind
13. To provide information of the Manual /User Internal/ Formal Word-processing/
procedures, process and documentation External Desktop publishing
instructions
14. To depict a process with visual Flowchart/ Internal/ Formal Word-processing/
symbols Process map External Desktop publishing/
presentation
15. To share contact information Business Card Internal/ Formal Desktop publishing
when meeting new people/for External
networking
Page 45 of 135
Document standards
Every organisation has an image it would like to portray. Documents are key internal and
external communication tools. Some levels of consistency and standards of information
quality are required to ensure the desired message and tone is achieved.
Each new letter should be based on a style that has gone before. Standard documents such
as letters, like memos or faxes, have a standard form established over many years of
business communication. Software packages often provide templates (standard forms) to
help you present consistent document styles. Your own organisation’s requirements should
be balanced against these templates.
Activity 9 - Identify types of documents

Identify types of documents used and required by your current workplace or any other
workplace familiar to you and have access to planning information.
Page 46 of 135
Establish documentation standards

Document standards should apply to all documents produced during document design and
development. Documents should have a consistent style and appearance, and documents of
the same type should have a consistent structure. Although document standards should be
adapted to the needs of a specific documentation, it is good practice for the same ‘house
style’ to be used in all of the documents produced by an organisation.
Organisations typically develop their own standards to meet the needs of the orgainsational
documentation. Some organisations incorporate industry standards within their own
standards. The reasons for standards, specifically in terms of documentation, are to ensure
consistency and quality. Organisations often combine standards and templates for
developing documentation into a Style Guide.
Organisational standards include use of language, and how to write to a target audience or a
varied audience. Organisational standards may include all or some of the following
specifications:
• Standards and styles for language, text and graphics

• Graphics - their purpose and how they fit into the page layout
• Topics - what will be covered and at what level, depending on the target audience
• Style and Tone - these help to determine the impression the documentation makes
on the user and should take into account, language, and the cultural and attitudinal
aspects of the target audience
• Typographic standards - for example, the type and font used can influence the
reader's ability to understand the documentation
• Copying and color copying
• Templates – Use of templates and positioning of design elements such as margins,
use of fonts, logo, colour
• Page – page layout
• Approval- drafting and gaining approval
• Electronic documents – paper based and electronic documents
• Binding-binding media
• Editing
• Costs – budget for documentation
• Technology – use of technology including selection of software platforms
Activity 10 - Establish documentation standards

Establish documentation standards and design tasks for organisational documents in accordance
with information, budget and technology requirements of your current workplace or any other
workplace familiar to you and have access to planning information.
Page 47 of 135
BSBADM506 – Section 2 – Manage template design and development
Section 2 – Manage template design and development
Document format
Document formatting refers to the way a document is laid out on the page, the way it looks
and is visually organized and it addresses things like font selection, font size and
presentation (like bold or italics), spacing, margins, alignment, columns, indentation, and
lists. Basically, the mechanics of how the words appear on the page. A well formatting
document is consistent, correct (in terms of meeting any stated requirements), and easy to
read.
The visual appeal of a document has an effect on the reader and how they perceive the
information, so it’s important in any piece of writing or documentation to be concerned
with its formatting. Formatting also makes information more accessible to the reader by
creating and labeling sections (headings), highlighting key words or ideas (bold, italics, or
lists), and making a good impression (professional look and feel, appropriate font choice for
the document type).
There are many ways to format a technical or professional document. Assignments may
specify formatting requirements, but if a style is not dictated, maintain a clear and
consistent format throughout the document.
Especially when combining work from multiple team members, details like slight differences
in font size or line spacing are easy to miss, but these subtle inconsistencies detract from the
overall professionalism of your document. Sloppy formatting will reflect poorly on your
abilities, and your audience may lose confidence in your message.
A few standards that should be used in most documents, unless specified otherwise:
• 11-12 pt. font in a consistent style throughout, including headers, footers, and visual
labels
• 14 pt font for section headings (and “Memo” or another document label within a
header)
• A standard, professional font (e.g., Times New Roman, Cambria, Calibri)
• Single or 0.15 line spacing, with no indentation on the first line of the paragraph
• Additional line break between paragraphs
• Left-justified body text
• Page numbers at bottom right corner (starting the first page of the main text, i.e. not
the cover page or Table of Contents)
• 1in. margins
Electronic formatting
Electronic format means having your data accessible by a computer - either on a hard drive,
burned to a cd or floppy or if your current site is already online. If you can view your images
or your typed documents on your computer, they are in an electronic format. a record
generated, communicated, received, or stored by electronic means. Such electronic record
must be in a format that has the continued capability to be retrieved and legibly printed
upon request. Electronic format means a medium or format containing digital text.
Page 48 of 135
Proprietary, non-proprietary, open source, and open standard file formats

Proprietary formats
Proprietary file formats are controlled and supported by just one software
developer. Microsoft Word (.DOC) format is on example.
Non-proprietary formats
These formats are supported by more than one developer and can be accessed with
different software systems. eXtensible Markup Language (XML) is a popular non-
proprietary format for government records.
Open Source formats
In general, open source refers to any program whose source code is made available for use
or modification as users or other developers see fit. Open source formats are published
publicly available specifications for storing data which are often maintained by a standards
organization. Open formats can be used by proprietary and open source software alike.
Open Standard formats
Open standard software formats are created using publicly available specifications (open
source formats). Although software source codes remain proprietary, the availability of the
standard increases compatibility by allowing other developers to create hardware and
software solutions that interact with, or substitute for, other software.
When choosing a file format to use for your electronic records management purposes, it is
important to understand how proprietary, non-proprietary, open formats, and open
standards may affect the accessibility and accountability of your records over the long term.
The software in which a file is created usually uses a default format when the file is
saved. This is indicated by the file name suffix (e.g., .PDF for portable document format).
However, most software allows authors to select from a variety of formats when they save a
file. For example, Microsoft Word allows the author to select document [DOC], Rich Text
Format [RTF], or text [TXT], as well as other format options. Some software, such as Adobe
Acrobat, is designed to convert files from one format to another. The format you choose
will affect your long-term records management abilities.
6 Different types of files and how to use them
• JPEG (Joint Photographic Experts Group) ...

• PNG (Portable Network Graphics) ...
• GIF (Graphics Interchange Format) ...
• PDF (Portable Document Format) ...
• SVG (Scalable Vector Graphics) ...
• MP4 (Moving Picture Experts Group)
Page 49 of 135
JPEG
(Joint Photographic Experts Group)
JPEG is the most common format used by digital cameras and images living on the World Wide
Web. This file format is based on lossy compression, meaning that it keeps information that is
visible to the viewer and gets rid of data that the human eye can’t perceive. The popularity of
the JPEG file stems from the fact that it is lightweight, while still being good enough quality for
digital use. Due to its size, it will not only load faster, but it can be uploaded to any platform
regardless of size limitations. This format can also be viewed on any device without the need
to download a special image viewer. However, it’s important to be aware that every time you
save a file as a JPEG, hence compressing it over and over again, it causes the image to lose
quality and possibly become pixelated or grainy.
Advantages lightweight file, viewable on almost any program.

Disadvantages loses quality when saved multiple times.
Best places to use it images for web design, social networks, and photo portfolios.
PNG
(Portable Network Graphics)
PNG is a high-quality file format used for images. This file type is based on the lossless
compression, which means that it supports high-quality images for online use while retaining
the original image colours and sharpness. Unlike JPEG files, PNGs also support images with
transparent backgrounds. So, if you want to have an image without a background, like a logo
or product, you can save it as a PNG file and use it with different backgrounds. However, this
file is not as lightweight as a JPEG. Therefore, it’s not recommended to upload hundreds of
large PNG’s to your website or portfolio as it will take up a lot of storage and ultimately
increase the loading time of your site. And nobody has time for that.
Advantages high-quality files, supports transparent backgrounds.

Disadvantages heavyweight file (slows down loading time and takes up lots of
storage).
Best places to use it logos, websites photos, social networks (profile pictures, posts, and
cover photos).
Page 50 of 135
GIF
(Graphics Interchange Format)
You have probably heard of this file type based on its most popular feature that’s taken the
Internet by storm: animation! The GIF file is a form of bitmap images, meaning the graphic is
composed of many tiny parts called pixels, just like the JPEG and PNG file formats. This file type
is based on LZW (Lempel-Ziv-Welch), a special form of the lossless data compression algorithm.
A GIF is most suitable for storing graphics with a few colours, such as simple diagrams, shapes,
and logos, rather than gradients. For example, your business’ icons that contain three colours
or less look great in this file format – plus, the small file size will be suitable to use anywhere.
However, a beautiful sunset picture would not only be too heavy of a file size but also will look
distorted because of the color limitations. One benefit of this file type is that it supports a
transparent background, like a PNG file.
Advantages supports transparency and basic animation.
Disadvantages displays gradient colours poorly.
Best places to use it short animations for social channels, like Facebook and Twitter.
PDF
(Portable Document Format)
This file format is used for online documents and printing purposes. It was created by Adobe
with the goal of displaying files in the same format, no matter what device they are viewed on
or what software they are opened with. Thanks to the reliability of PDFs you can create long
documents and share them with others without risking a loss to your original design – text is
not larger, images are not smaller, etc. PDF files can contain many different elements: text,
photos, vector images, videos, audio files and even interactive elements like forms and
buttons. It’s possible to create this file using many different kinds of software, from Adobe
Photoshop, Illustrator, Indesign, and Acrobat to Microsoft Word, Google Docs and more. But
to be able to view a PDF, you need to have a PDF reader installed on your device.
Advantages keeps all formatting regardless of what device it is displayed on.

Disadvantages you need a PDF Reader installed on the device to view it.
Best places to use it online forms, documents and printing services.
Page 51 of 135
SVG
(Scalable Vector Graphics)
SVG is a format commonly used to save and display vectors. Vector what? Vector art graphics
are digital illustrations that are based on geometric shapes. They are created using a vector
illustration software, like Illustrator. Apart from the clean and professional look they embody,
their biggest advantage is that they maintain the highest quality even when resized. For
example, if your business logo is a vector – and it should be – you can resize it to fit something
as big as a billboard sign or as small as your business cards without risking a loss in quality.
Today, we can view SVG images on all web browsers. It’s also a good format for printing
purposes. So when you are creating logos, icons and illustrations, make sure you save them as
an SVG file. Also, if you are working with designers on visual assets for your business, ask them
to send it to you as an SVG file version, as well as other relevant formats (like PNG, JPEG, etc.).
Advantages resizable without losing quality.

Disadvantages social media platforms do not support this file type.
Best places to use it Graphics on your web design, illustrated assets for your business
(logo, icons, diagrams illustrations, etc.).
MP4
(Moving Picture Experts Group)
MP4 is a multimedia container format, which is just a fancy term for most of the videos we
consume on the Internet. This file can contain video, audio, and subtitles. Thanks to its
compression format, the end result will be a very lightweight file that can be easily uploaded
to your website or favourite social media channel. MP4s can also be played on all major media
players and streamed over the Internet, so you won’t need any sophisticated program to view
it. In summary, this is the best choice for creating or saving video files to your website, social
media and more.
Advantages lightweight file, playable on all major media players and streamable
online.
Disadvantages we searched high and low, but it seems that this file type has no
flaws.
Best places to use it videos on your website and social media videos (Facebook, Youtube,
Vimeo, etc.).
Source: Adapted from https://www.wix.com/blog/2018/07/different-types-of-files
Page 52 of 135
Note:
• If formatting is not specified by your instructor, use the generally accepted standards
for technical documents.
• Keep formatting consistent to minimize distractions and create a professional
impression.
• Always use built-in tools like page breaks and indents to create documents.
• Consider using templates or styles to make consistent formatting easier.
Template
A template is a file that serves as a starting point for a new document. When you open a
template, it is pre-formatted in some way. For example, you might use template in
Microsoft Word that is formatted as a business letter. The template would likely have a
space for your name and address in the upper left corner, an area for the recipient's address
a little below that on the left site, an area for the message body below that, and a spot for
your signature at the bottom.
When you save a file created with a template, you are usually prompted to save a copy of
the file, so that you don't save over the template. Templates can either come with a
program or be created by the user. Most major programs support templates, so if you find
yourself creating similar documents over and over again, it might be a good idea to save one
of them as a template. Then you won't have to format your documents each time you want
to make a new one. Just open the template and start from there.
Templates take time to build, and it's easy to wonder if they’re worth the investment. The
short answer: absolutely. Editing a template takes far less time than formatting something
from scratch. It’s the difference between copying and pasting some text, or retyping it.
That's not the only benefit: Using a template means you are less likely to leave out key
information, too. For example, if you need to send freelance writers a contributor
agreement, modifying a standard contract template (instead of writing a new contract each
time) ensures you won’t leave out that crucial clause about owning the content once you
have paid for it.
Templates also guarantee consistency. Perhaps you send regular project updates to clients
or investors. With a template, you know the update will always have the same formatting,
design, and general structure.
How to create great templates

Not all templates are created equal—and some things don't need a template. Here are a
few guidelines to follow.
First, templates should be comprehensive. It’s easier to delete information than add it in, so
err on the side of adding too rather than too little.
Imagine you are creating a template of your resume. You’d want to list in-depth details
about your responsibilities and achievements, so you'll have all the info you need to apply
Page 53 of 135
for any job. You can always delete less-important notes later on, but if it's not in the
template you might forget it in the final version.
Templates should also make customization areas clear. Give yourself visual clues, like “Hi
[NAME],” “Please hang tight until [DATE],” “You’ll be paid [X AMOUNT] every 15 days,” and
so on.
Some tools will automatically fill in these variables for you (more on that in a bit). But if you
need to fill in the data on your own, add some text that's obvious and easy to search for so
you can find text that needs to be changed without much effort.
Finally, use a standardized naming system for templates. I add [Template] to the end of the
filename for each of my templates, such as “Blog Post [Template]" or "Project Calendar
[Template]". To get started on a document simply search for "[Template]" in whatever tool
I’m using. Just pick a way to identify your document templates, and stick to it.
Templates are a great sidekick to efficient folder organization. Here's how to build a file and
folder organization system to effectively organize all your templates and documents.
Activity 11 - Establish the purpose, audience and information requirements of

each document
Discuss how the standard formats and templates suit the purpose, audience and information
requirements of each document of your current workplace or any other workplace familiar
Page 54 of 135
Test templates, obtain organisational and user feedback,

and make amendments
Build your own templates
Let's dive in and cover how you can build templates for some common file types, like text
documents, presentations, project checklists and emails. The tools you use for these
activities likely vary—you might use Word to draft documents, while your colleague uses
Google Docs.
We outlined how to make templates in some of the most popular apps for each category. If
we didn't cover your favourite tool, no worries: these strategies work on any platform. If
you want to make a template in a different type of app—perhaps to make notes in a CRM or
to log data in a database builder app—the general tips will still work there, too.
How to create templates for:
• Documents
• Spreadsheets
• Presentations
• Project Management
• Surveys
• Email
How to create document templates

Creating standardized documents with the same typefaces, colours, logos and footers
usually requires lots of double-checking. But with templates, you only have to do the grunt
work once.
Just set up your structure and style in advance—and type in the sentences you include in
most documents—and you'll save time whenever you create a new file in Google
Docs or Microsoft Word.
Google Docs
When you create new Google Docs document, do you default to the “blank” option? If so,
you are missing out on hundreds of templates for resumes, meeting notes, and reports.
These templates are accessible in two places. When you are in your Docs dashboard, clicking
“More” will open up a gallery with around 30 choices. You can also check out Google’s
public template gallery, which has hundreds more choices. Just click a template in either
place to use it as the base of your new document.
Page 55 of 135
Most of these templates are professionally designed—so when you don’t have the time to
create a nicely-formatted document, they’re a good option.
But style and structure alone don’t add up to a truly powerful template. You also want to
mix in pre-written text so you can finish the document by filling in a few blanks.
To make your own template in Google Docs, start a new “Blank” document—or use one of
the pre-made templates as a blueprint. Then, fill it with your framework: your formatting,
text styles, logos, default text, and anything else most of your documents need.
For example, my posts tend to follow the same general formula, so I’ve created a blog post
template. It functions as a general outline, and saves me from fiddling with styles when I
need to focus on writing.
Now, save the template so you can reuse it again. Google Docs saves new documents
automatically, but remember to give it a recognizable template name. Next time you need
to make a document with this style, just open the template and click File ->Make a copy in
the menu. From there, just customize the copied document for your specific needs.
And if you need templated spreadsheets, the same tips work in Google Sheets.
Become a Google Docs expert with our roundup of 40 Google Docs Power User Tips.
Page 56 of 135
Microsoft Word
Like Google Docs, Microsoft Word is loaded with pre-made templates, from meeting
agendas and cover letters to business trip checklists.
However, Word also lets you save your own reusable templates as .dotx files (rather than
the classic .docx documents).
Say you have drawn up a business contract that you want to save for future use. Just
click File -> Save as Template. Next time you start a new document, your template will
appear in your gallery of options, alongside with Word’s pre-existing templates. When you
want to make a new version of the contract, create a new file, find the contract template,
and click Open.
If you want to edit your template, select the Open dialog and change the Files of
Type option to Templates. Then, search for the template in question, open it, and make
your changes. From here on out, every document you create based on that template will
incorporate those changes.
Having a distinction between templates and documents is really useful, since it protects you
from accidentally modifying, deleting, or losing your master copy.
WebMerge
If you regularly send out contracts, agreements, invoices, forms, or reports, chances are you
have already created and saved templates for those. That does not mean you have
circumvented all of the tedious work: Each time you send a new version of the template,
you still have to copy-and-paste names, project info, dates, and other relevant details into
your document.
Enter WebMerge. This tool will combine your template with unique data automatically, so
you’ll get customized, finished documents without tapping a single key.
Page 57 of 135
You can upload a template you have already made (Word docs, PDFs, spreadsheets, and
PowerPoint presentations are all fair game), or start from scratch using WebMerge’s online
editor.
To indicate a field that needs to be filled in with new info, use {$fieldName}. For
example, {$email} or {$business_name}. Simple, right?
Then, choose where you want completed documents to go. Maybe you want them saved to
a Dropbox or Google Drive folder, emailed to you, or sent to a tool where you can collect
signatures.
Finally, select your data source. You could manually import data from a spreadsheet—but
that sort of defeats the purpose. Instead, use Zapier to set up an automated workflow. Your
document templates will be automatically populated with data from another app—like a
survey or e-commerce tool.
For example, if you use PayPal to run your online shop, you could use Zapier to create a
custom receipt for each customer. Or, if you still want to use spreadsheets, just connect
Google Sheets to WebMerge and new rows will be turned into formatted documents in
seconds.
Source: adapted from https://zapier.com/blog/how-to-make-document-template/
Activity 12 - Test templates, obtain organisational and user feedback, and make
amendments
Describe how you test templates, obtain organisational and user feedback, and make
amendments as necessary to ensure maximum efficiency and quality of presentation
Page 58 of 135
BSBADM506 – Section 3– Develop standard text for documents
Page 59 of 135
Section 3 – Develop standard text for documents
Complex technical functions of software for their usefulness

Evaluate complex technical functions of software for their usefulness in automating aspects
of standard document production
Consider educating yourself in as many of the following features when expanding your skill
and technical expertise into the complex zone:
Templates, style sheets, tables of contents, indexing, linking, macros, importing, exporting,
formulas, captions, and selective merges, online forms, concordance files, callouts, multi-
page documents, sections and section breaks, columns, column breaks, bookmarking,
hyperlinking, master documents, sub documents, various headers and footers, sort criteria,
display functions, cropping, footnotes and end notes, odd and even page numbering, and
bleed allowance. Also consider saving documents and templates as PDF files.
When starting in a new work place, it’s always a good idea to find out the types of regular
complex documents they use and the complex and technical functions featured in these.
This means you can ensure your skills are up to standard when you start receiving this type
of work.
Technical requirement documents for educational institutions and businesses
Some educational institutions and business have web pages on their sites devoted to the
basic technical requirements for computer hardware, software, and browsers. If these basic
technical requirements are not met, students, faculty, or employees will not be able access
the intranet. In the case of students this means they can’t take online classes. In the case of
businesses, it means employees may not be able to do their work.
Information usually includes:
• Minimum configurations for the Windows and Mac platforms, such as minimum
processor or CPU speed, minimum memory, and type of operating system.
• Speed of network connection for Internet access
• Current list of supported browsers, plus links to download them
• Current list of browser plug-ins, plus links to download them
• Internet access information
• How to register for a school or company email account
• Required software
Source: https://www.smartsheet.com/wise-words-about-writing-technical-requirements-documents
Page 60 of 135
Requirements of each document with software functions

The following are brief descriptions of the basic file types and formats you are likely to
encounter in the design and development of documents.
Format Description
1 Text files Text files are most often created in word processing
software programs. Common file formats for text files
include: Such as Microsoft Word files, which carry the
extension of the software in which they were created.
2 RTF or Rich Text Files that are supported by a variety of applications and
Format saved with formatting instructions (such as page layout).
3 Portable Document Files, which contain an image of the page, including text
Format (PDF) and graphics. PDF files are widely used for read-only file
sharing. Adobe Acrobat is, by far, the most popular PDF file
application, although others are available.
4 Portable Document PDF/A, as standard file format for long-term archiving of
Format (PDF/A) files electronic documents, is a subset of PDF. Files are 100%
self-contained, and do not rely on outside sources for
document information. ISO standard: ISO 19005-1:2005.
5 Graphics files Graphics files store an image (e.g., photograph, drawing)
and are divided into two basic types; vector-based and
raster-based.
6 Vector-based files Store an image as mathematical formulas. Vector image

programs use this mathematical formula to display and
scale the image without distortion. Common types of
vector-based file formats include
7 Drawing Interchange Which are widely used in computer-aided design software
Format (DXF) files programs, such as those used by engineers and architects.
8 Encapsulated Which are widely used in desktop publishing software
PostScript (EPS) files programs.
9 Computer Graphics Which are widely used in many image-oriented software
Metafile (CGM) files programs (e.g., Photoshop) and offer a high degree of
durability.
10 Shapefiles (SHP), ESRI Applications use vector coordinates to store non-
GIS topological geometry and attribute information for
features.
11 Raster-based files Store the image as a collection of pixels. Raster graphics are
also referred to as bitmapped images. Raster graphics
cannot be scaled without distortion. Common types of
raster-based file formats include:
12 Bitmap (BMP) files Relatively low-quality files used most often in word
processing applications. Uncompressed.
Page 61 of 135
13 Tagged Image File Usable with many different software programs and are
Format (TIFF) files often the format of choice for a high-quality master
image. Uncompressed or lossless compression.
14 Joint Photographic Very common format for digital photography. JPEGs are
Experts Group (JPEG) also the preferred format for Internet delivery and file
files sharing of photographs. Lossy compression.
15 Joint Photographic An evolving format with multiple compression techniques
Experts Group based on wavelet technology. Lossless compression.
(JPEG2000)
16 Graphics Interchange Files were widely used on the Internet for graphics and
Format (GIF) logos with areas of solid color. Due to color limitations,
photographs are not accurately represented with this
format. GIF can also be used for low resolution
animations. (PNG has improved on the color limitations of
GIF.) Lossless compression.
17 Portable Network Designed to replace GIF, are patent and license free and
Graphic (PNG) files produce higher quality files than GIF. PNG format is
preferred for images that contain text or line art, especially
on the Internet. Lossless compression.
18 Data files Data files are created in database software programs and
are therefore often represented proprietary formats. Data
files are divided into fields and tables that contain discrete
elements of information. The software builds the
relationships between these discrete elements. For
example, a customer service database may contain
customer name, address, and billing history fields. These
fields may be organized into separate tables (e.g., one table
for all customer name fields). You may convert data files to
a text format, but you will lose the relationships among the
fields and tables. For example, if you convert the
information in the customer database to text, you may end
up with ten pages of names, ten pages of addresses, and a
thousand pages of billing information, with no indication of
which information is related.
19 Spreadsheet files Spreadsheet files store the value of the numbers in their
cells, as well as the relationships of those numbers. For
example, one cell may contain the formula that sums two
other cells. Like data files, spreadsheet files are most often
in the proprietary format of the software program in which
they were created. Data can be shared between different
spreadsheet programs by saving individual spreadsheets as
a text file in the Data Interchange Format (DIF), however
the value and relationship of the numbers may be lost.
20 Video and audio files These files contain moving images (e.g., digitized video,
animation) and sound data. They are most often created
and viewed in proprietary software programs and stored in
proprietary formats. Common files formats in use include
Page 62 of 135
QuickTime (.MOV), Windows Media Video (.WMV), and

Motion Picture Experts Group (MPEG) formats (.MP3);
others include .AVI and .WAV files.
21 Markup languages Markup languages, also called markup formats, contain
embedded instructions for displaying or understanding the
content of the file. They provide the means to transmit
and share information over the web. The following markup
language file formats are supported by the World Wide
Web Consortium (W3C) as standards
22 Standard Generalized A common markup language used in government offices
Markup Language worldwide, is an international standard. HTML and XML are
(SGML), derived from SGML.
23 Hypertext Markup Used to display most of the information on the World Wide
Language (HTML) Web. Because presentation is combined with content
trough the use of pre-defined tags, HTML is simple to use
but limited in scope. Other markup languages such as
XHTML and XML offer greater flexibility.
24 eXtensible Markup Relatively simple language based on SGML that is gaining
Language (XML) popularity for managing and sharing information. XML
provides even greater flexibility and control than XHTML
while avoiding the complexities associated with SGML.
25 eXtensible Hypertext Combines the flexibility found in XML with the ease of use
Markup Language associated with HTML. Strict XHTML rules improve
(XHTML) consistency and provide the ability to create your own
markup tags. Because they share similar rules, converting
XHTML into XML is easier that converting HTML into XML.
Activity 13 - Evaluate complex technical functions of software for their usefulness

Evaluate complex technical functions of software for their usefulness in automating aspects of
standard document production
Page 63 of 135
The table below summarizes the most common file formats.
Common file formats
File Format
Common Formats Sample Files Description
Type
Text PDF, RTF, TXT, DOC Letters, reports, Created or saved as text (may
memos, e-mail include graphics)
messages saved as
text
Vector DXF, EPS, CGM, Architectural plans, Store the image as geometric
graphics SHP complex shapes in a mathematical
illustrations, GIS formula for undistorted scaling
Raster graphics TIFF, BMP, GIF, Web page graphics, Store the image as a collection
JPEG, PNG simple illustrations, of pixels which cannot be scaled
photographs without distortion
Data file Proprietary to Human resources Created in database software
software program files, mailing lists programs
Spreadsheet Proprietary to Financial analyses, Store numerical values and
file software program, statistical calculations
DIF calculations
Video and QuickTime (MOV), Short video to be Contain moving images and
audio files MPEG, Real shown on a web sound
Networks (RM), site
WMV, WAV, MP3,
AVI
Markup SGML, HTML, Text and graphics Contain embedded instructions
languages XHXML, XML to be displayed on a for displaying and
web site understanding the content of a
file or multiple files
Preservation: Conversion and migration
To help ensure your files are accessible over time, you will need to keep verifying that the
files formats you are using are still supported. When formats are no longer supported, you
will need to decide if you are going to convert and/or migrate your file formats. If you
convert your records, you will change their formats, perhaps to a software-independent
format. If you migrate your records, you will move them to another platform or storage
medium, without changing the file format. However, you may need to convert records in
order to migrate them to ensure that they remain accessible. For example, if you migrate
records from an Apple operating system to a Microsoft Windows operating system, you may
need to convert the records to a file format that is accessible in a Windows operating
system (e.g., RTF, Word 2000).
Page 64 of 135
You will be faced three basic types of loss when converting or migrating files that will need
to be considered before finalizing your plan. The amount and type of loss needs to be
analyzed to determine the best course of action. The three types of loss are:
Data. If you lose data or if it becomes corrupted, you lose, to a varying degree, the content
of the record. Bear in mind that, legally, your records must be complete and
trustworthy. Metadata may also be altered or lost.
Appearance. If you convert all word processing documents to RTF, you risk loss of the
structure of the record; you may lose some of the page layout. You must determine if this
loss affects the completeness of the record. If the structure is essential to understanding the
record, this loss may be unacceptable.
Relationships. Another risk is the loss of the relationships of the data within the file or
between files (e.g., spreadsheet cell formulas, database file fields). Again, this loss may
affect the legal requirement for complete records.
Compression
As part of your records management strategy, you may choose to compress your files. A
few of the pros and cons are summarized below.
Pros and cons of file compression
Pros Cons
Saves storage space May result in data loss
More quickly and easily transmittable Introduces an additional layer of software

dependency (the compression software)
Compressing files results in a smaller file size, which reduces the amount of storage space
needed. However, to create a smaller file size, information is often removed from the
file. For example, when an image file is compressed, pixels that the software determines
will not be missed are removed, relying on the human eye to fill in the absent details. When
an audio file is compressed, sounds often unnoticeable to the human ear are removed,
resulting in a smaller file size that, to most people, sounds the same as the uncompressed
file. Compression options vary in their degree of data loss. Some are intentionally “lossy,”
such as the ones described above while others are designed to be “lossless.” Lossless
compression results in a smaller file size, but allows for exact reconstruction of the original
file from the compressed data, unlike lossy compression which only approximates the
original data. Because of these issues, you may choose to compress some files and not
others.
Page 65 of 135
Importance of planning
Many of the challenges associated with records management can be overcome with good
planning. When trying to determine the most appropriate file format/s to use for long-term
access, there are many things to consider. Weighing the pros and cons of each of the
suggestions below will assist with planning efforts.
1. Accessibility. The file format must enable staff members and the public (as
appropriate under the MGDPA) to find and view the record. In other words, you
cannot convert the record to a format that is highly compressed and easy to store,
but inaccessible.
2. Longevity. Developers should support the file format long-term. If the file format will
not be supported long-term, you risk having records that are not durable, because
the software to read or modify the file may be not be available. Records should be
migrated or converted if you determine a file format is no longer supported. Open
source, open standard and non-proprietary formats are preferable to completely
proprietary ones.
3. Accuracy. If you convert your records, the file format you convert to should result in
records that have an acceptable level of data, appearance, and relationship loss, if
any.
4. Completeness. If you convert your records, the file format you convert to should
meet your operational and legal objectives for acceptable degree of data,
appearance, and relationship loss, if any.
5. Flexibility. The file format needs to meet your objectives for sharing and using
records. For example, you may need to frequently share copies of the records with
another agency, use the records in your daily work, or convert and/or migrate the
records later. If the file format can only be read by specialized hardware and/or
software, your ability to share, use, and manipulate the records is limited.
Source: adapted from http://www.mnhs.org/preserve/records/electronicrecords
Page 66 of 135
Match requirements of each document with software functions to

allow efficient production of documents
You don’t have to think of Word as simply a word processing program. It has requisite tools
for doing some pretty nifty page layout. While it’s not a feature-complete or robust as a
professional page layout program such as Adobe InDesign. You can still get very professional
looking results if you know what’s in your toolbox and how to use it.
Pictures and Online Pictures
Both “Pictures” and “Online Pictures” accomplish the same goal. The only difference is that
“Pictures” means you can insert pictures locally, while “Online Pictures” allows you to insert
images from an internet-based source such as clip art from Office.com, Bing, or OneDrive
(formerly SkyDrive).
You can also insert pictures from your Facebook profile or Flickr although you could always
just save the pictures you want to insert to your computer and then insert them from there
if you don’t want to connect Office to these profiles.
Page 67 of 135
Picture Tools
As always, when you want to edit a picture or any element place in a Word document, you
can click on it and the appropriate tab will appear on the Ribbon.
With pictures, that tab is “Picture Tools.” Here we see you can make all kinds of corrections
to the picture on-the-fly. For example, you can correct brightness and contrast, the color,
add a border.
Where you position and how you wrap text will also play a large role in formatting your
documents.
Here we see those controls. In our documents, we don’t worry so much about word
wrapping or positioning because Word isn’t the final step toward publishing online.
However, if you are going to produce something WYSIWYG (What You See is What You
Get), such as for a PDF or print publication, then these things will definitely matter.
Page 68 of 135
Also, there are a couple ways you make changes to your pictures inline, such as resizing,
rotating, and moving them. In the following image, you see these controls, many of which
you will likely be familiar with.
When you click on an image in your document, you get a box on each corner, which will let
you resize a picture. At the top, in the middle, is a circular arrow, grab this to freely rotate
your picture. To move the image, hover the mouse over the image until the pointer is the
four arrows, you can then click and drag the image anywhere you like.
Finally, if you click on the little “Layout Options” button, you can change your text wrapping
without going to the Ribbon.
Clicking on “See more…” at the bottom of the “Layout Options” opens the full-blown
“Layout” dialog.
Page 69 of 135
Note, the size tab both on the Ribbon the “Layout” dialog allows you to specifically resize,
rotate, and scale your pictures, rather than relying wholly on winging it:
We’d like to spend the whole day talking about formatting images in Word, but as you can
see, there’s a ton of options at your disposal. Let’s move on now to other objects you can
insert into your documents, starting with “Shapes.”
Shapes
Microsoft Word 2013 comes with an array of built-in shapes, which you can use to create
callouts, boxes, stars, and other shapes.
Page 70 of 135
When you choose a shape, you simply draw it on a blank space on the page. It does not
matter if you get it perfect or just the way you want it because you can adjust it to your
heart’s content once it is placed in your document.
Note in the screenshot, the previously mentioned little “handles” you can use to resize and
rotate your shapes.
At the bottom of the “Shapes” menu, there’s an option to create a “new drawing canvas.”
This will open, what is essentially a text box for shapes. With this drawing canvas, you can
create drawings using these shapes allowing you to create things like diagrams and
flowcharts.
SmartArt and WordArt
SmartArt and WordArt tend to have some overlap, particularly if you create something using
WordArt and then customize any of the text within it. Of course, you can use one or the
other and never the twain shall meet, but we’re going to talk about them in the same
section because one often leads to the other.
Think of SmartArt as premade drawing canvases that you can insert into your document and
then customize as you like. Simply pick an arrangement, such as a list, process, or cycle.
Page 71 of 135
As you can see, we created a graphic based on a “Continuous Block Process.” When we click
on the text boxes, we can edit what is inside. There are also the usual grab handles needed
to resize the image, and the “Layout Options” allowing you to wrap text to your preference.
If you use SmartArt, note that the Ribbon changes to reflect this. The “SmartArt Tools”
features two tabs: “Design” and “Format.” Let’s cover each one and its features.
The right half of the “Format” tab allows you to pick from a number of “SmartArt Styles”
and you can also “Change Colors.”
If you look at our previous example, you can see we applied an embossed, shiny effect and
changed the colors of our text boxes and arrow.
Page 72 of 135
On the left half of the “Design” tab, you can “Create Graphic” so you can add shapes,
bullets, text, and move things around.
The “Layouts” section lets you change how your graphic looks on the fly. Simply hover over
any of the built-in options to see how it would look utilizing a different layout. Changes to
the layout are not applied unless you first click on a style.
The right side of the “Format” tab is used for affecting changes to text. These include
“WordArt Styles” and other effects suchs as fill and outline. Beyond that, you can arrange
multiple layers by sending them forward and backward.
Page 73 of 135
The “Layout” dialog pops out if you select the little arrow in the bottom-right corner of the
“size” section or you can choose more options from any of the drop-down menus including
“Position”, “Align”, and “Rotate.”
On the left side of the “Format” tab you can select any of your shapes and change them to
another, and also make them larger or smaller.
If you click on “Shape Styles” you will be able to choose from a selection of pre-defined
shapes and colours.
Page 74 of 135
Shift right just slightly and you will find controls to alter the fill. Choose from various “Theme
Colours” or select your own. You an also use pictures, gradients, and textures for even more
fill options.
If you want to refine the outline around your shape(s), you can choose any color, weight, or
dashes.
Page 75 of 135
Finally, “Shape Effects” has quite a few options for enhancing your shapes, many of which
will give them a cool 3D effect that you can adjust by clicking 3D Options at the bottom of
the of the menu.
Format Text Effects
Let’s take a closer look at this because it contains a pretty sizable number of features. We’ll
cover the basics so that you are more aware of them. The pane titled, “Format Text Effects,”
slides out from the right edge.
Page 76 of 135
As with any other panes in Word 2013, it can be detached, which you can then stick out of
the way to save screen area, or keep it nearby so it is handy. Regardless, this dialog box will
allow you to quickly work with text, so you don’t have to repeatedly keep going to the
ribbon to change things. Note also that the dialog is split into functions, “Text Fill and
Outline” and “Text Effects.” “Text Fill and Outline” is simple enough to figure out, and is
used to enhance how text appears.
Page 77 of 135
Say, for instance, we want to write How-To Geek School and enhance it so that it is size 48
pt., blue with a black 1 pt. outline. We simply select the text we want, increase to the size to
48, then in the “Format Text Effects” dialog, we can change the color (we can also do this in
the “Font” section of the “Home” tab. Then under “Text Outline” we choose “Solid line” and
choose block and 1 pt. for the outline width.
The result is a bit more striking and while it’s not likely to make it into any final designs, it
does give you an idea of what you can do with WordArt.
Chart
Who does not like charts? Charts are a great way to visually display data sets and Word
2013 comes jam packed with a large assortment of Charts to choose from, including
columns, pie, bar charts and much, much more. Check out the screenshot for an idea of just
how many options there are:
Page 78 of 135
When you choose a style, you’ll get a spreadsheet, which will allow you to enter the data
points on your x and y axes. As you enter data, the chart will change.
Manipulating and formatting charts is easy. Whenever you click on a chart in your
document, you’ll get the “Chart Tools,” which, as you might have guessed, is the Ribbon tab
devoted solely to charts.
Using the “Design” tab, if you don’t like the colors or style of your chart, you can instantly
apply changes to it without having to generate a new one.
If you decide you don’t think the layout works for this particular type of data, change it
using “Quick Layout” or add another element such as another axis, chart title, gridlines, and
more.
Page 79 of 135
On the right side of the “Design” tab you will find essential tools for altering your data and
you can also go back and completely change the type of chart you are using.
So, if you think a pie chart would work better, you can change to that. Note however, some
data points, such as “breakfast,” “lunch,” and “dinner” aren’t represented on this chart.
The “Chart Tools” also give you a “Format” tab so you can dress things up a bit by adding
shapes and then being able to change the style, fill, and outline.
Turning to the right side of the “Format” tab, you are given options for adding and changing
WordArt, arranging elements, and adjusting the size of your chart (which you can also do
with the grab handles).
It’s easy also to affect changes inline too. When you click on a chart in your document,
formatting controls appear along the upper-right corner. From top-to-bottom, you get
Page 80 of 135
“Layout options” so you can set your text wrapping. You can change chart elements with the
plus (+) symbol, so if you want to change chart titles, add gridlines, and stuff like that.
The paintbrush icon is for setting a style and color them, and finally, the sieve icon is for
“Chart Filters,” so you can edit data points and names on your chart.
Screenshot
The “Screenshot” feature will allow you to take a screen clip, which is automatically pasted
in you document.
When you use the screenshot function, it will let you choose between any currently open
windows, or you can select “Screen Clipping,” which will minimize Word allowing you to
take a selection or full shot of your desktop. For example, if you want to simply insert a shot
of your desktop and its icons, you would first need to minimize everything you have open.
There’s a myriad of ways you can take and add screenshots, so we’re not going to dwell on
it. Just note this feature, if you are unfamiliar with adding screenshots, and you want an
easy way to do it in Word.
Online Video
You can insert “Online Video” such as Bing, YouTube, or video embed code into your
document.
Page 81 of 135
When you embed a video, it will appear as if it is a regular picture, complete with grab
handles and text wrap controls.
44
Further, you can adjust how the emedded video thumbnail appears (as a picture) using the
“Picture Tools” so you can make adjustments to the color, add a border, correct the contrast
and brightness, and more.
So you see, we simply applied a “picture style” and add a purple border. This is only a
fraction of the stuff you can do, so if you to add some really nice looking effects and create a
nice looking document that really pops, you should take your time to familiarize yourself
with everything.
Page 82 of 135
On the other hand, if you don’t like your changes and you want to go back to the default,
simply click “Reset Picture” and it will revert to normal.
Other Text Features
Here are few more text features that you might want to be aware of though you will
probably rarely use them.
Text Box
Text boxes are like their own little islands in Word. What we mean is, when you add a “Text
Box” to your documents, it is immune to changes you make to the rest of the document. It is
like a document within a document.
This is useful if you want to present something “as is” in your work, be able to make
overarching changes to the document’s formatting, but have something you have pasted
remain unchanged.
For the most part, text boxes are something of a bane to an editor’s existence because they
don’t play nice with styles (Lesson 5). You may find them extremely convenient and that’s
perfectly fine, but if you want something that conforms to your document’s style and
formatting, but still place it in a box or have a border around it, then we recommend simply
adding a border, which we covered in Lesson 2 – Shading and Borders.
Drop Cap
Drop caps are simply that one letter at the beginning of a chapter or book that is larger than
the rest:
You can either make your drop cap “Dropped” (the text below it shifts underneath it) or “In
Margin.” Check out the “Drop Cap” options for more power over how your drop caps
behave.
Page 83 of 135
Using more than one language
If you want to produce content in a language other than the one that comes with Word by
default, you will likely need to purchase it. Open the Word “Options” and click on
“Language.”
Pick the language you want to add from the dropdown list and then click the “Add” button.
When you add a language, you will need to enable it, which means that you will have to turn
it on in the “Control Panel.”
Page 84 of 135
From here, you can write in the language, but Word won’t display in it, in other words,
menus and help systems will still appear in the default language. To get the full multilingual
experience, you may need to purchase a language pack from Microsoft.
To see what languages are available for purchase, and how much, click on “Not installed”
and you will be whisked to the Microsoft Office website.
Page 85 of 135
If you want to add proofing tools, such as spellcheck, grammar check, and/or screen
tooltips, then you may be able to simply download them for free.
Source: adapted from https://www.howtogeek.com/school/microsoft-word-document-

formatting-essentials/lesson4/
Activity 14 - standard document production

1. Using above software functions, develop two workplace documents automating

aspects of standard document production.
2. Match requirements of each document with software functions to allow efficient
production of documents
Page 86 of 135
Test macros to ensure they meet the requirements of each

document
Set up, define, and record macros
Test macros to ensure they meet the requirements of each document in accordance with
documentation standards
Step 1: Set up the macro

A. Select the View tab, then click Macros > Record Macro.
B. In the Record Macro dialog box, enter a macro name and description. Follow these
rules for the name:
1. Macro names must begin with a letter and use either letters or numerals. You
cannot use spaces, non-alphanumeric characters, or periods.
2. Macro names can be 80 characters maximum
3. Macro names cannot conflict with the program’s reserved commands or
keywords such as Print, Save, Copy, Paste.
4. Descriptions are just notes that summarize the macro’s function.
C. For the Store Macro In field, choose All Documents to run this macro in all of your
Word documents, or select the current document (displayed by filename) to use this
macro in the current document only. Click OK.
D. Next, in the Assign Macro To panel, click Button or Keyboard (shortcut) for the
method used to access and run the macro.
Note: Most of the shortcut keys are already used by the system. Even though you can
overwrite many of these shortcuts, it’s much easier to attach your macro to a button.
Page 87 of 135
Set up the Word macro

Step 2: Add a macro button to the Quick Access Toolbar
A. Click Button and the Word Options/Customize Quick Access Toolbar screen opens.
On that screen, locate your macro, select/highlight it, then click Add. Word copies
the macro from the left Macros panel to the right Quick Access Toolbar panel.
B. Click Modify, choose an icon to represent your macro button, then click OK.
C. When finished, click OK again to exit.
Add a macro button to the Quick Access Toolbar.
Page 88 of 135
Step 3: Record the macro

Enter the keystrokes you want the macro to record. (See ‘A’ below.)
Step 4: Stop recording
When finished, select the View tab again, then click Stop Recording. (See ‘B’ below.)
Note: Notice that your customized macro button appears on the Quick Access Toolbar. To
run the macro again, just click this button.
How to record a macro, and then stop a macro.
Three quick and easy macros
Macro 1: Company Letterhead
Most companies have traded printed letterhead for digital. Take a little time once to record
this macro, and you’ll be able to drop your letterhead onto a document in one easy second.
Repeat steps 1 and 2 above. Name the macro (for this example) BranchesLetterhead. Then,
for Step 3 (macro is now running), follow these macro instructions:
A. From the Insert tab, select Pictures. Navigate to the folder that contains your
company’s logo, select that image, and click Insert.
B. In the Layout Options dialog, select one of the text wrapping options, then close the
dialog. Press the Esc key to deselect the graphic, then press the End key once, and
the Tab key once.
Page 89 of 135
Record a macro that creates company letterhead.
C. Enter the company name: Branches, Inc. Highlight the name. Click the drop-down list in the
Font group; choose a typeface and font size. Press the End key once, then press the Enter
key three times. Next, press the Up arrow twice, then press Shift + Down, Down (press and
hold the Shift key while simultaneously pressing the down-arrow key twice).
D. Select a typeface (for this example, I’m choosing something sans-serif such as Arial or
Helvetica), select a size (11-point in this example), then press the Home key once and the
Tab key twice.
E. Enter the address information, then press the Enter key three times.
Page 90 of 135
F. From the main menu, click Insert > Text, then click the Insert Date and Time button.
Choose a date format from the Date and Time dialog, check the Update Automatically box,
then click OK.
G. Highlight and change the Date and Time font to your company’s standard document
typeface.
H. Last, highlight the letter ‘B’ in Branches and increase the font size to 60.
I. From step 4 above, select the View tab again, and click Stop Recording.
Now, anytime you need letterhead, just click that BranchesLetterhead macro button on the
Quick Access Toolbar.
Page 91 of 135
Record a macro that creates company letterhead, continued
Macro 2: Insert pre-designed tables
My friend Carrie created a weekly report that included a table with specific measurements, columns,
rows, and headers. She used to copy and paste a table template she created into each new
document, but it was always inconsistent and distorted. A table macro was a better solution.
Repeat steps 1 and 2 above. Name the macro (for this example, CorpRptTable). Then, for Step 3
(macro is now running), follow these macro instructions:
A. From the Insert tab, click Table.

B. In the Insert Table dialog, slide your cursor horizontally across the grid to select the number
of columns needed, then slide down to select the rows. When the grid is the correct size,
click the mouse.
C. Enter the following headers across the top row: Contributor, Occupation, Location, Project,
and Donation.
D. With the cursor still positioned at the end of the word Donation in column 5, row 1: press
and hold the Ctrl and Shift keys, then press the Left arrow key five times.
E. With the first row highlighted, go to the Home tab and click Paragraph group. Click the icon
for center-justified text, then, in the Fonts group, click Bold. Click the Left arrow cursor
key once to reposition the cursor in cell A1.
1. Note: When your cursor is anywhere inside the table, the Ribbon displays a new tab-set
called Table Tools Design and Table Tools Layout.
F. With the cursor still in A1, select Table Tools > Layout. In the Cell Size group, click the Table
Column Width button and click the arrows to adjust the column width up or down. Set the
first column to 1.2 inches. Press the Tab key once, then Left arrow to reposition the cursor in
the next column.
2. Note: If the column header is highlighted, the new column width affects that single row only.
G. With the cursor in the second column before the O in Occupation, go to the Table Tools and
click Layout > Cell Size group, and set Table Column Width > 1.2 inches.
H. Adjust the remaining columns to these settings: Location 1.7 inches, Project 1.5 inches, and
Donations 1.0 inches.
3. I Press Ctrl+End to reposition your cursor just outside and below the table, then type: Figure
1.
I. From step 4 above, select the View tab again, and click Stop Recording.
Page 92 of 135
Record a macro that inserts pre-designed tables.
Page 93 of 135
Macro 3: Create custom book formats
If you create in-house publications, create a macro that sets up a custom format for each. In
fact, you could just create one format, then edit that one and resave it to accommodate the
individual formats.
Repeat steps 1 and 2 above. Name the macro (for this example) Book8x5Format. Then, for
Step 3 (macro is now running), follow these macro instructions:
A. From the Page Layout tab, click Page Setup > Size.
B. Select More Paper Sizes from the drop-down menu.
C. In the Page Setup dialog, select the Paper tab, click Paper Size, then
choose Custom from the drop-down list.
D. Enter a width size of 5.5 inches and a height size of 8.5 inches and click OK.
E. Again, from the Page Layout tab’s Page Setup group, click the Margin button.
F. Select Custom Margins from the drop-down list.
G. In the Page Setup dialog, choose the Margins tab.
J. Note: You must adjust the Pages settings first, selecting Multiple Pages, because
this setting alters the margin fields.
H. From Pages > Multiple Pages, select Normal from the drop-down list. For Sheets
per Booklet, select All.
I. Enter margins: Top = 1, Bottom = 1, Left = .5, Right = .5, Gutter = .3, and Gutter
Position = Left.
J. For Orientation, choose Portrait, then click OK.
Note: The image in the Preview pane shows this layout with margins and gutters.
Page 94 of 135
Record a macro that creates custom book formats.
K. Next, select Paragraph under the Page Layout tab. Click the Indents and Spacing tab.
L. In the General panel, select Alignment = Justified; Outline Level = Body Text.
M. In the Indentation panel, select Left = 0; Right = 0; Special = First Line; By = .25.
N. In the Spacing panel, select Before = 0; After = 0; Line Spacing = Multiple; At = 1.25. And
click OK.
O. Enter a paragraph or so of generic text. Right-click and choose Styles from the popup context
menu. In the Styles dialog, select your company’s stylesheet (CorpStyle) from the list.
NOTE: If your company does not have a stylesheet, select Normal. Feel free to read our how-to
on creating stylesheets after you finish this macro.
Page 95 of 135
Indents, spacing, and styles for custom book formats.
P. Next, select the Insert tab, and go to the Header & Footer group. Click
the Header button and choose a style from the list, then enter the header text.
Note: Notice the Header & Footer Design menu appears.
Q. In the Options group, check the boxes for Different Odd & Even Pages. Right-click for
the context menu, select paragraph, and choose Alignment: Right (for the odd page
header). Next, scroll down to the Footer section: Right-click, select Page Number
R. > Bottom of Page > Plain Number 3 (the right-justified placement).
S. Insert a page break, then repeat steps P and Q above to add headers and footers to
the even numbered pages.
T. From step 4 above, select the View tab again, and click Stop Recording.
Page 96 of 135
Headers, footers, and pages for custom book formats.
Note: When you purchase something after clicking links in our articles, we may earn a small
commission. Read our affiliate link policy for more details.
Source: https://www.pcworld.com/article/2952126/word-macros-three-examples-to-automate-
your-documents.html
Page 97 of 135
Use of Excel Macro

EXCEL MACRO is a record and playback tool that simply records your Excel steps and the macro will
play it back as many times as you want. Macros save time as they automate repetitive tasks. It is a
piece of programming code that runs in an Excel environment but you don’t need to be a coder to
program macros. Though, you need basic
Why are macros used in excel?
As humans, we are creatures of habit. There are certain things that we do on a daily basis, every
working day. Wouldn't it be better if there were some magical way of pressing a single button and all
of our routine tasks are done? I can hear you say yes. Macro helps you to achieve that. In a layman's
language, a macro is defined as a recording of your routine steps in Excel that you can replay using a
single button.
For example, you are working as a cashier for a water utility company. Some of the customers pay
through the bank and at the end of the day, you are required to download the data from the bank
and format it in a manner that meets your business requirements.
You can import the data into Excel and format. The following day you will be required to perform the
same ritual. It will soon become boring and tedious. Macros solve such problems by automating such
routine tasks. You can use a macro to record the steps of
• Importing the data

• Formatting it to meet your business reporting requirements.
What is VBA in a layman's language?
VBA is the acronym for Visual Basic for Applications. It is a programming language that Excel uses to
record your steps as you perform routine tasks. You do not need to be a programmer or a very
technical person to enjoy the benefits of macros in Excel. Excel has features that automatically
generated the source code for you. Read the article on Vba for more details.
Macro Basics
Macros are one of the developer features. By default, the tab for developers is not displayed in
excel. You will need to display it via customize report
Macros can be used to compromise your system by attackers. By default, they are disabled in excel.
If you need to run macros, you will need to enable running macros and only run macros that you
know come from a trusted source
If you want to save macros, then you must save your workbook in a macro-enabled format *.xlsm
The macro name should not contain any spaces.
Always fill in the description of the macro when creating one. This will help you and others to
understand what the macro is doing.
Page 98 of 135
Step by Step Example of Recording Macros in Excel
We will work with the scenario described in the importance of macros excel. We will work with the
following CSV file.
We will create a macro enabled template that will import the above data and format it to meet our
business reporting requirements.
Enable Developer Option
To execute VBA program, you have to have access to developer option in Excel. Enable the
developer option as shown below and pin it into your main ribbon in Excel.
Step 1
Go to main menu "FILE" and selection option "Options."
Step 2
Select "Options" from the menu list as shown in screen shot below.
Page 99 of 135
Step 3
Now another window will open, in that window do following things
• Click on Customize Ribbon

• Mark the checker box for Developer option
• Click on OK button
Page 100 of 135

Step 4
You will now be able to see the DEVELOPER tab in the ribbon
First, we will see how we can create a command button on the spreadsheet and execute the
program.
• Create a folder in drive C named Bank Receipts

• Paste the receipts.csv file that you downloaded
Click on the DEVELOPER tab
Page 101 of 135

Click on Record Macro as shown in the image below
You will get the following dialogue window
1. Enter ImportBankReceipts as the macro name.

2. Step two will be there by default
3. Enter the description as shown in the above diagram
4. Click on "OK" tab
• Put the cursor in cell A1
• Click on the DATA tab
• Click on From Text button on the Get External data ribbon bar
Page 102 of 135

• Go to the local drive where you have stored the CSV file
• Select the CSV file
• Click on Import button
You will get the following wizard
Click on Next button after following the above steps
Page 103 of 135

Follow the above steps and click on next button
• Click on Finish button

• Your workbook should now look as follows
Page 104 of 135

Make the columns bold, add the grand total and use the SUM function to get the total amount.
Now that we have finished our routine work, we can click on stop recording macro button as shown
in the image below
Before we save our work book, we will need to delete the imported data. We will do this to create a
template that we will be copying every time we have new receipts and want to run the
ImportBankReceipts macro.
• Highlight all the imported data
Page 105 of 135

• Right click on the highlighted data

• Click on Delete
• Click on save as button
• Save the workbook in a macro enabled format as shown below
• Make a copy of the newly saved template

• Open it
• Click on DEVELOPER tab
• Click on Macros button
Select ImportBankReceipts
Page 106 of 135

Highlights the description of your macro
Click on Run button
You will get the following data
Congratulations, you just created your first macro in excel.
Summary
Macros simplify our work lives by automating most of the routine works that we do. Macros in Excel
are powered by Visual Basic for Applications.
Source: https://www.guru99.com/introduction-to-macros-in-excel.html
Page 107 of 135

Test macros
Test macros to ensure they meet the requirements of each document in accordance with
By single stepping through a macro, you can observe the flow of the macro and the results
of each action, and isolate any action that causes an error or produces unwanted results.
1. Right-click the macro in the Navigation Pane, and then click Design View.
2. On the Design tab, in the Tools group, click Single Step.
3. Click Run. If the macro is a new or edited macro, you will be prompted to save the
macro before you can run it.
The Macro Single Step dialog box appears. This dialog box displays information
about the macro and the macro action, as well as the error number. A zero in
the Error Number box means no error has occurred.
4. Do one of the following:
• To carry out the action shown in the Macro Single Step dialog box, click Step.
• To stop the macro and close the dialog box, click Stop All Macros.
• To turn off single stepping and run the remainder of the macro, click Continue.
Page 108 of 135

Remarks
• To begin single stepping while a macro is running, press CTRL+BREAK.

• To begin single stepping at a specific point in your macro, you can add the SingleStep
macro action to your macro at the point where you want single stepping to begin.
Use the following procedure to add the SingleStep macro action to your macro:
o In the Action Catalog on the right side of the macro design window, search
for SingleStep. If the Action Catalog is not displayed then turn it on from
the Design tab, in the Show/Hide group, click Action Catalog.
o Drag the SingleStep macro action from the Action Catalog onto the design
window and drop the action above or below where you want the single
stepping to begin. This action has no action arguments.
o Save the macro by clicking Save on the Quick Access Toolbar.
Assuming that single stepping is turned off when you click Run, execution will
proceed normally up to the point where you inserted the SingleStep macro
action, and then the macro will begin single stepping. You can add
multiple SingleStep actions to a macro. Clicking Continue in the Macro Single
Step dialog box will switch single stepping off until the next SingleStep action
is encountered.
If single stepping is on when the macro ends, it will remain on. If you run
another macro, Access will display the Macro Single Step dialog box again. To
turn off single stepping, click Continue in the Macro Single Step dialog box
or, on the Design tab, in the Tools group, click Single Step so that it is not
highlighted.
Source: https://support.microsoft.com/en-gb/office/test-a-macro-by-using-single-step-mode-
Page 109 of 135

Record and Test an Excel Macro
How to record and test a short macro. This tutorial is for absolute beginners, and will
help you get started with Excel programming
If you don't know anything about Excel VBA, where should you start? In this tutorial
you'll take these first steps in using Excel VBA:
1. Understand what Excel can do without macros
2. Think of a simple, repetitive, Excel task that you have to repeat every day
3. Use the Macro Recorder to automate that simple routine
Watch this short video to see the steps, and the written instructions are below the
video.
What Can Excel Do Without Macros?
Excel can do all kinds of amazing things, without macros. Get to know Excel's powerful built-
in features, such as:
• Conditional Formatting
• Data Validation
• Pivot Tables
• AutoFilters and Advanced Filters
If you use those built-in features, you might not need a macro. For example, instead of
checking each cell in a column, and manually colouring the cell green if it's over 50, use
conditional formatting to highlight the cells automatically.
Identify an Excel Task to Automate

If you use Excel every day, you probably have a few tasks that you repeat daily, weekly or
monthly. To get started with Excel VBA, you could focus on one of those tasks, and try to
automate it.
In this example, you have a list of stationery orders, in a workbook named Orders.xlsx. You
can download the sample Orders file, or use a file of your own.
Every day, in your imaginary job, you open that Orders file and filter the list of orders, to
find all the orders for binders. Then you copy the orders, and paste them into a new
workbook.
Page 110 of 135

Here's a summary of the steps that you follow every morning:
1. Open the orders file

2. Filter the list for binder orders
3. Copy the binder orders
4. Create a new workbook
5. Paste the binder orders into the new workbook.
Instead of doing that task manually every day, you could automate it, by creating an Excel
macro.
Get Ready to Record

Now that you've decided to automate this task, you'll use Excel's Macro Recorder tool to
create the Excel VBA code. Before you start recording, you'll get everything into position.
For example:
• Do you want the macro to open a specific workbook, or will that workbook already
be open?
• Should you select a cell or worksheet before the macro runs, or will selecting the cell
be part of the macro?
In this example, you want the macro to open the Orders workbook for you, and then filter
and copy the data. So, the Orders workbook should be closed when you start recording. You
don't need to select a specific cell or worksheet before recording; any cell selection will be
done during the macro recording.
Start Recording
Once everything is in position, you can get ready to start recording.
1. Open a new blank workbook, which is where you'll store the macro.
2. At the bottom left of the Excel window, click the Record Macro button.
3. In the Record Macro dialog box, type a one word name for the
macro, CopyDailyRecords
Page 111 of 135

4. From the Store Macro In drop down, select This Workbook as the workbook where
you'd like to store the VBA code. Later, you can open this workbook every morning,
to run the macro.
5. In the Description box, you can type a brief note about what the macro will do. This
is optional, and you can leave the Description box empty, if you prefer.
6. The Shortcut Key is also optional. Leave that empty for now, and you can create a shortcut
later.
7. Click OK, to start recording.
Perform the Macro Steps

While the Macro Recorder is on, you'll perform the steps that you want to automate. In this
example, these are the steps that you should do now:
1. Open the orders file - Orders.xlsx
2. On the Data sheet in the Orders file, use an AutoFilter to view the binder orders
3. Copy the filtered binder orders, including the heading row.
4. Create a new blank workbook
5. Paste the binder orders into the new workbook, in cell A1 on Sheet1.
Page 112 of 135

If you make a mistake - no problem! Just stop the recording (instructions below), close the
files without saving, and start over again.
Stop the Recording

Once you finished all the steps, follow these steps to turn off the Macro Recorder and save
the macro file.
NOTE: When saving a file that contains macros, you must choose Binary (xlsb) or Macro-
Enabled (xlsm) file format in the Save window.
1. Click the Stop Recording button at the bottom left of the Excel window.
2. Close the workbook where you pasted the binder orders, without saving the
changes.
3. Close the Orders.xlsx workbook, without saving the changes
1. Save the workbook where you stored the macro:

o Name: BinderCode.xlsm
o File Type: Excel Macro-Enabled Workbook *.xlsm or Excel Binary Workbook
*.xlsb
2. Close the BinderCode.xlsm file.
Get Ready to Test the Macro

To prepare to test the macro, make sure that the Orders.xlsx workbook is closed.
Add the Developer Tab

To run the macro, you'll use the Developer tab on the Excel Ribbon. You can add the
Developer tab to the Excel Ribbon, if it's not there already.
To add the Developer tab in Excel 2010:
1. Right-click on the Ribbon, and click Customize Ribbon
2. Add a check mark beside Developer, in the list at the right.
3. Click OK, to close the Excel Options window.
To add the Developer tab in Excel 2007:
1. Click the Microsoft Office Button, and then click Excel Options.
2. Click the Popular category, and add a check mark to Show Developer tab in the
Ribbon
3. Click OK, to close the Excel Options window.
Page 113 of 135

Macro Security Settings

If you haven't run macros before, you might need to change your macro security level. (You
may have to clear this with your IT department.)
1. On the Ribbon, click the Developer tab, and in the Code group, click Macro Security.
2. In the Macro Settings category, under Macro Settings, click Disable all macros with
notification
3. Click OK.
4. If you changed the setting, close the workbook, and then reopen it.
Test the Macro

Now that the Developer tab is visible, you can get ready to test the macro. Open the Macro
File First you'll open the file where the recorded macro is stored, and enable macros, by
following these steps:
1. Open the file (BinderCode.xlsm) where you stored the macro that you recorded.
2. If a security warning appears at the top of the worksheet, click the Options button.
3. Click Enable This Content, to allow the workbook's macros to run, and click OK.
Page 114 of 135

Run the Recorded Macro

Now, follow these steps to run the macro, to see if it works the way you want.
1. On the Ribbon, click the Developer tab, and in the Code group, click Macros.
2. In the Macro dialog box, click the macro that you want to run - CopyDailyRecords.
3. Click Run.
If you see an error message, click the End button, and try recording the macro again. If
everything went as expected, great! You can close all 3 workbooks used by the macro,
without saving the changes.
Create a Macro Shortcut

To make it easier to run a macro, you can create a keyboard shortcut for it.
1. On the Ribbon, click the Developer tab, and in the Code group, click Macros.
2. In the Macro dialog box, click the macro for which you want to create a shortcut-
CopyDailyRecords.
3. Click Options.
4. In the Macro Options window, click in the Shortcut Key box
Page 115 of 135

5. Press the Shift key, and type a letter to use for your shortcut --R in this example.
NOTE: The Shift key is not required, but it's safer to use it, to avoid overwriting one
of the built-in Excel shortcuts.
6. Click OK to complete the shortcut

7. Click Cancel in the Macros window, to close it
Source: https://www.contextures.com/excel-macro-record-test.html
Activity 15 – Test macros

1. Using above guidelines of setting macros, develop a document by setting and

recording macros.
2. Test macros to ensure they meet the requirements of each document in accordance
with documentation standards.
Page 116 of 135

Page 117 of 135

BSBADM506 – Section 4 - Develop and implement strategies to ensure the use of standard documentation
Section 4 – Develop and implement strategies to

ensure the use of standard documentation
Standard templates
A template is a form, mould, or pattern used as a guide to making something. Here are
some examples:
• A ruler is a template when used to draw a straight line.

• A document in which the standard opening and closing parts are already filled in is a
template that you can copy and then fill in the variable parts.
• An overlay that you put on your computer keyboard telling you special key
combinations for a particular application is a template for selecting the right keys to
press.
• Flowcharting templates (not used much now) help programmers draw flowcharts or
logic sequences in preparation for writing the code.
A design template or template is a file that is created with an overall layout to be used with
one or more documents. For example, a program may have a template for a resume. With a
resume template, the overall layout is designed with placeholder text (e.g., your objective,
previous job experience, etc.) that you can replace with information relevant to you.
A program may come with pre-designed templates with the ability for a template to be
created by the user. When creating a custom template to be saved and reused or share it
may contain theme fonts, layouts, theme colours, theme effects, background styles and
even content.
Design templates vary depending on the kind of work you are creating but should share
similar themes and patterns throughout your completed work. A design template for a
photo gallery page will differ to the layout for a story page, which in turn, will differ from a
contact page.
Microsoft PowerPoint has design templates that help provide a cohesive and visual
organization to your presentations. Each slide may have a different layout and graphics, but
the overall look has continuity. There are templates available for all Microsoft Office
programs and other programs, such as Adobe InDesign, Google Docs, and other office and
design programs, each with similar options.
In programming, a template is a generic class or other unit of source code that can be used
as the basis for unique units of code. In C++, an object-oriented computing language, there
are Standard Template Libraries from which programmers can choose individual template
classes to modify. The Microsoft Foundation Class Library (MFCL) is an example.
Page 118 of 135

Explanatory Notes
Templates and macros are useful for automating formatting functions and common user
tasks in organisational document production. However, without required training or notes
on how to apply them, staff will not widely accept them or use the functions to their full
potential.
As a manager, it is essential that you provide relevant information and training to team
members so they understand what they are expected to do in terms of document design
and production. This might include arranging information sessions, providing training,
developing ‘explanatory notes on the use of them’ or creating easy-to-read information
sheets with explanatory notes.
Develop and implement training on the use of standard

Training staff
Sometimes the best way to assist staff to become familiar with using templates and macros
is to provide training. A user guide is one form of help, but with more complex operations it
may be better to guide staff through the steps they need to follow when using standard
documentation. The advantage of training staff face-to-face is that you are able to answer
questions as they arise, and this will probably save some time and money.
When designing a training program, you need to consider:
• the learners’ existing knowledge

• the best way to train the staff
• review whether the training program has been successful
Develop a training program (this may be one session or a series of sessions) on the use of a
new macro and a new template. Give details about:
• the topics (which macro and which template), and why you chose those topics
• who will be trained and what the learners’ needs are
• how the training will be carried out, and why you chose that method
• the content of the training program – give an outline of the steps you will cover and
what you would like to achieve at each step
• how you will evaluate the success of the training – include an outline of the kind of
data you want to collect through the evaluation.
Instructions on training should be written clearly and concisely so all users can understand
what they are meant to do. Use language other people are likely to understand. You might
need the help of an IT expert to ensure that the more complex commands are translated
into language that everyone can follow. If the instructions are too technical, many people
may decide the process is too difficult for them.
Page 119 of 135

Example (instructions to use macros)
A macro is not the same as a function. Functions require special instructions and
computational overhead to safely pass arguments and return values. A macro is a way to
repeat frequently-used lines of code. In some simple cases, using a macro instead of a
function can improve performance by requiring fewer instructions and system resources to
execute.
A macro (which stands for "macroinstruction") is a programmable pattern which translates a

certain sequence of input into a pre-set sequence of output. Macros can be used to make
tasks less repetitive by representing a complicated sequence of keystrokes, mouse
movements, commands, or other types of input. A single instruction that expands
automatically into a set of instructions to perform a particular task.
In computer programming, macros are a tool that allows a developer to re-use code. For
instance, in the C programming language, this is an example of a simple macro definition
which incorporates arguments:
#define square(x) ((x) * (x))

After being defined like this, our macro can be used in the code body to find the square of a
number. When the code is pre-processed before compilation, the macro will be expanded
each time it occurs. For instance, using our macro like this:
int num = square(5);
is the same as writing:
int num = ((5) * (5));
which will declare an integer type variable named num, and set its value to 25.
Source: https://www.computerhope.com/jargon/m/macro.htm
Macros vs Functions
Macros are pre-processed which means that all the macros would be processed before your
program compiles. However, functions are not pre-processed but compiled.
See the following example of Macro:
Output: 10
Page 120 of 135

See the following example of Function:
Output: 10
Now compile them using the command:
gcc –E file_name.c
This will give you the executable code as shown in the figure:
This shows that the macros are pre-processed while functions are not.
In macros, no type checking(incompatible operand, etc.) is done and thus use of micros can
lead to errors/side-effects in some cases. However, this is not the case with functions. Also,
macros do not check for compilation error (if any). Consider the following two codes:
Macros:
Output: Unexpected output
Page 121 of 135

Functions:
Output: As expected
27
Macros are usually one liner. However, they can consist of more than one line, there are no
such constraints in functions. The speed at which macros and functions differs. Macros are
typically faster than functions as they don’t involve actual function call overhead.
Macros are no longer recommended as they cause following issues. There is a better way in
modern compilers that is inline functions and const variable. Below are disadvantages of
macros:
a) There is no type checking

b) Difficult to debug as they cause simple replacement.
c) Macro don’t have namespace, so a macro in one section of code can affect other
section.
d) Macros can cause side effects as shown in above CUBE() example.
MACRO FUNCTION
Macro is Pre-processed Function is Compiled
No Type Checking is done in Macro Type Checking is Done in Function
Using Macro increases the code length Using Function keeps the code length unaffected
Use of macro can lead to side effect at later Functions do not lead to any side effect in any
stages case
Speed of Execution using Macro is Faster Speed of Execution using Function is Slower
Before Compilation, macro name is replaced
by macro value During function call, transfer of control takes place
Macros are useful when small code is Functions are useful when large code is to be
repeated many times written
Macro does not check any Compile-Time
Errors Function checks Compile-Time Errors
Source: adapted from https://www.geeksforgeeks.org/macros-vs-functions/
Page 122 of 135

Activity 16– Prepare explanatory notes

Prepare explanatory notes for the use of standard templates and macros using content,
format and language style to suit existing and future users
Develop and implement training on the use of standard templates and macros and adjust the
content and level of detail to suit user needs
The master files

Once templates and macros have been developed and tested and a user guide developed
for their use, the master file for the template is created and then stored according to the
organisation’s procedure.
One likely procedure is that changes to the master file are only made by the person
responsible for version control.
Procedures might also include addition of metadata to help users locate files quickly and
easily by using keywords. Metadata is special data stored with a file. When a user searches
by entering recognised keywords, these are checked against the stored metadata.
Have you used an internet search engine to locate information to plan a holiday, shop for
goods, or find a local plumber? If so, it's the metadata stored in web pages that has
produced the list of possible matches to the words you entered.
Naming and storing master files

Master files are stored according to a standard organisational procedure. As mentioned
before, they may be stored on the intranet, on a user’s desktop or in a template file on a
user’s computer. They are named in a logical way so that potential users can identify them
as templates.
A file management system may have conventions for:
• naming files
• number and type of words used for metadata
• storing files.
What is the file management system used in the organisation you work for?
Page 123 of 135

Excel macro to print a list of records individually

Situation
Excel file with two worksheets. One is called "Data Input", The other is called "Print
Template". The "Data Input" sheet contains a list of numbers in column A. The numbers
begin in cell A28 and can be up to one hundred rows long depending on the type of list
being used. Created a button called "Print All" on this worksheet. I would like to attach a
macro to this button that copies the first number in cell A28 to Cell A8 of the "Print
Template" worksheet and prints it. Then it copies the number from Cell A29 to the same cell
(Cell A8) on the Print Template and prints that copy out, etc. The macro should continue
copying the list of numbers from the Input sheet into the print template and printing them
out until it reaches a cell on the input sheet that does not contain any data.
Solution
You can add a test:
Sub PrintFromList()
Dim wshInput As Worksheet
Dim wshPrint As Worksheet
Dim lngRow As Long
Dim lngLastRow As Long
Set wshInput = Worksheets("Data Input")
Set wshPrint = Worksheets("Print Template")
With wshInput
lngLastRow = .Range("A" & .Rows.Count).End(xlUp).Row
For lngRow = 28 To lngLastRow
If .Range("A" & lngRow).Value >= 1 Then
wshPrint.Range("A8").Value = .Range("A" & lngRow).Value
wshPrint.PrintOut
End If
Next lngRow
End With
End Sub
Activity 17– Produce, circulate, name and store master files and print copies of
Produce, circulate, name and store master files and print copies of templates and macros in
accordance with organisational requirements
Page 124 of 135

Page 125 of 135

BSBADM506 – Section 5– Develop and implement strategies for maintenance and continuous improvement of standard documentation
Section 5 – Develop and implement strategies for

maintenance and continuous improvement of
standard documentation
Use of standard documentation templates and macros

Effective documentation standards require templates and macros to be developed to
ensure all the documents produced by the organisation adhere to the quality standards and
for the production and reproduction.
The term "macro" is often used synonymously with "keyboard shortcut." Keyboard
shortcuts are key combinations that perform commands, such as saving a file, closing a
window, or copying and pasting data. For a list of keyboard shortcuts available for Mac and
Windows.
A macro can also be a small program, or script, that automates common tasks. These scripts
are usually run within programs and can often be created by the user. For example, a user
might record a macro for Microsoft Word that inserts his entire address when he presses a
custom key combination. A Microsoft Excel user might record a macro to format the data in
the selected column of a spreadsheet.
While Word and Excel both make it easy to create custom macros, many other programs
allow users to create macros as well. However, not all programs refer to the automated
commands as macros. For example, Photoshop allows users to record changes made to an
image and saves the series of steps as an "action."
These actions can then by applied to other images. Regardless of what they are called,
macros can save you a lot of time by automating repetitive tasks. If you find yourself doing
the same thing over and over again when using a certain program, you may want to simplify
the process by recording a macro.
When the relevant templates and macros are developed, the employees who use
technology to develop documents must be trained in the use of macros and you need to
monitor how well they apply these keyboard shortcuts to improve the efficiency and
productivity in documentation design and development process ensuring templates and
macros continue to meet organisational standards.
As a manager, you need to monitor use of standard documentation templates and macros,
and evaluate the quality of documents produced against documentation standards.
Page 126 of 135

Monitoring methods
Select monitoring methods that suit organisational processes, but review and improve them
regularly; for example, by formalising and scheduling more frequent audits and:
• using a document register and archive system to monitor the documents to see that
templates and macros are used correctly
• checking documents conform with template requirements
• comparing the time taken to produce documents using templates and macros
• checking document randomly produced by team until you are satisfied confirming they
understand the template and macros to be used
• discussing at a team meeting and confirm what staff need to do if they have any query of
templates and macros to be used
• getting team members to describe the process of using templates and macros
Your monitoring process might highlight that the documentation standards the organisation
uses are no longer appropriate. The standards may no longer suit the way the organisation
works; for example, if an organisation has recently grown and expanded and is employing a
large number of temporary staff, there may need to be a greater reliance on automated
templates that guide the user though their correct use.
How might the way an organisation operates change (for example, the organisation might
expand) and how might these changes affect the documentation standards used by the
organisation?
Evaluate the quality of documents produced against

Managers must ensure that documents produced by their team or individuals meet the
quality standards set down for documentation production in the organisation’s policies and
procedures manual, as well as meet legislative and regulatory requirements as necessary.
Templates may need to be redesigned or removed if they do not meet documentation

standards. Quality control can be monitored by regularly comparing documents that staff
produce with master documents.
It may be a situation that team member is not using a macro or template because they are
unsure of what to do and how to do. It is also important to regularly evaluate staff
knowledge and skills, and offer additional training to address identified skill gaps.
It is crucial that any information identified in the monitoring process is used to improve the
documentation an organisation produces. This will ensure that business documents
continue to meet the organisation’s image and quality standards and remain current with
the competitive business environment.
Page 127 of 135

Review documentation standards against the changing

needs of the organisation
Document reviews must be conducted to ensure the organisation remains compliant with
legislation, current industry practice and organisational goals, objectives and organisational
standards. The followings are some of the examples of when an organisation may review
changes to documentation.
An organisation may review and change documentation when:
• the organisation has expanded considerably since it designed its templates, and now
new items are added in the operation
• the organisation has added new services and categories and needs to produce a new
range of templates to meet new operational requirements
• the organisation has acquired new technology or implemented new document
software
• there are legislative and regulatory changes which affect organisational
documentation
Monitor and review the improvement process as you go through it. Try to keep track of:
• identified faults in the document, and whether they are recurring or one-off
• faults in the process for fixing the document
• any training needs you or others may have for fixing the faults.
After attempting the improvement process, create a short report of your findings on each of
these issues. Conclude whether you were able to complete the whole task or whether
someone else may have been better skilled for the task.
Keep a copy of your attempted improvement as well as the report on your implementation
experience. You may need to submit these to your teacher for assessment.
Plan and implement improvements in accordance with

organisational procedures
During the review of documentation, a change in legislation or in the organisation may
prompt for a required improvement to the documentation to meet the changing needs.
Subsequent planning and implementation of documentation change may pass through
recognisable stages, with particular strategies being useful for each stage. The followings
are some strategies that can be used to improve documentation.
When planning for improvement you will need to consider:
• what information to collect

• how to collect the information.
Page 128 of 135

You will then need to draw up a plan that specifies what you are monitoring, how you are
monitoring it (who will do the monitoring, when and where it will be done, and what
process will be used) and what standards you are monitoring against (the organisation’s
standards).
Use this plan to make sure your monitoring processes are on track. You will be able to look
back on the plan at the end of the first monitoring cycle to assess how effective the
processes have been.
Followings are some strategies that can be used to improve documentation.

Identify the changes
• Identify what changes have occurred

• Compare new compliance requirements with existing templates and documents
• Consult internal and external experts as required
• Discuss with the executive team as well as end users the requirements
Develop improvements
• Develop templates with required changes including the new requirements

• Test the document to ensure it meets the requirements
• Review the document to conform to the documentation standards
Implement the improvement
• Implement the use of the document using the organisational procedures

• Identify what further improvements are necessary
• Include the necessary further improvements
Make sure you have a schedule for implementation so that you can monitor the changes
incorporated are working smoothly and efficiently and everyone knows when and why the
changes are being made.
Implementing the improvements to a time line allows the organisation to plan for the new
system by arranging for any support (such as training) or communication to relevant
stakeholders.
When implementing improvements:
• set measurable objectives for the implementation process

• encourage users to implement the change within the required time frame
• use regular monitoring of the implementation
• gather feedback and apply modification
Page 129 of 135

Activity 18– Develop and implement strategies for maintenance and continuous
improvement of standard documentation
1. Monitor use of standard documentation templates and macros, and evaluate the
quality of documents produced against documentation standards
2. Review documentation standards against the changing needs of the
organisation, and plan and implement improvements in accordance with
organisational procedures
Page 130 of 135

References
Blog, 18 Best Places To Store Your Team’s Documents

http://blog.idonethis.com/store-team-documents/
Business News daily, choosing-a-document-management-system
https://www.businessnewsdaily.com/8026-choosing-a-document-management-system.html
Businessballs, Code of Practice Sample
https://www.businessballs.com/business-startup/code-of-practice-sample/
Community Door, Information storage and management systems
https://www.communitydoor.org.au/technology/information-storage-and-management-systems
Contextures, excel-macro-record-test
https://www.contextures.com/excel-macro-record-test.html
Computer Hope, Macro
https://www.computerhope.com/jargon/m/macro.htm
Documentation standards
https://ifs.host.cs.st-andrews.ac.uk/Books/SE9/Web/QualityMan/docstandards.html
DocPath, The Evolution and Future of Document Software Solutions
https://www.docpath.com/art-evolution-and-future-of-document-software-solutions-and-
technology/
Enacademic, Macro (Computer science)
https://enacademic.com/dic.nsf/enwiki/12477
Geeks for Geeks, macros-vs-functions
https://www.geeksforgeeks.org/macros-vs-functions/
Guru99, introduction-to-macros-in-excel
https://www.guru99.com/introduction-to-macros-in-excel.html
How to Geek, Working with Pictures, Shapes, and Graphics
https://www.howtogeek.com/school/microsoft-word-document-formatting-essentials/lesson4/
Microsoft Support, test-a-macro-by-using-single-step-mode
https://support.microsoft.com/en-gb/office/test-a-macro-by-using-single-step-mode-
Minnesota Historical Sociaety, Electronic Records Management Guidelines
http://www.mnhs.org/preserve/records/electronicrecords
National Archives of Australia, Information management legislation
Source: https://www.naa.gov.au/information-management/information-management-legislation
PCWorld, word-macros-three-examples-to-automate-your-documents
https://www.pcworld.com/article/2952126/word-macros-three-examples-to-automate-your-
documents.html
SmartSheet, wise-words-about-writing-technical-requirements-documents
https://www.smartsheet.com/wise-words-about-writing-technical-requirements-documents
Wix Blog, different-types-of-files
https://www.wix.com/blog/2018/07/different-types-of-files
Zapier, how-to-make-document-template
https://zapier.com/blog/how-to-make-document-template/
Page 131 of 135

Appendix
Document Management System FAQs

Document management systems can be sprawling and complex. If you are still not
sure where to start, consider this list of frequently asked questions.
Q: Are document management systems valuable only to large organizations, or can

small businesses benefit from them too?
A: Although they may not have the extensive number of files that larger
organizations do, small businesses can still benefit from document management
systems.
Q: I often see references to document management systems, document
management software and document management solutions. What are the
differences?
A: Despite the different names, they all accomplish the same tasks. The terms can be
used interchangeably to describe the same platforms.
Q: What's the difference between cloud storage and cloud-based document
management systems?
A: While cloud storage serves simply as a place to house documents in the cloud,
cloud-based document management systems are much more robust solutions to
help businesses manage their important documents.
Q: How do you get documents stored in the system?
A: There are several ways to add files, such as uploading them from your computer
and scanning paper documents directly into the system.
Q: How do you find documents in the system after they're filed away?
A: These systems offer many ways to quickly locate documents, including by
searching the file's title, the name of the author and when it was added into the
system. In addition, many of these solutions allow you to search for content within
each file or by file type.
Q: Do document management systems work with other programs I am already
using?
A: Most systems feature integrations for Microsoft Office, Salesforce, DocuSign,
QuickBooks and several other popular programs. Some also include an application
programming interface (API) that allows customized integrations.
Q: Besides keeping you more organized, can document management systems help
you get work done in other ways?
A: Yes, and one way is with workflow tools, which help businesses keep assignments
and projects on track. These tools, which are included in some systems, notify
employees when it's their time to work on certain assignments and help ensure that
tasks never get lost in an employee's inbox.
Q: With document management systems, do all users have access to every file?
Page 132 of 135

A: Most document management systems have security restrictions that can control
which employees have access to which files. This ensures that employees see only
the documents they should. For example, personnel contracts can be set to be
available only to HR staff rather than every member of the organization.
Q: What happens if a disaster strikes my business? Are the files and documents
stored in the system lost for good?
A: A big benefit of the cloud-based solutions is that your data is safely stored offsite.
On-premises solutions often rely on your own servers and storage, however, so it's
important to back up all your data.
What to look for in a document management system

When choosing a document management system, there are a few key features to
keep an eye out for. Discuss your needs at length with any sales reps you contact,
and be sure to get technical specifications and pricing in writing. We recommend
ensuring that any document management system you consider includes the
following:
• File structure: The system should offer an easy-to-use file structure that makes
sense to users, such as a cabinet-drawer-folder approach.
• Searching: You want a wide variety of options for quickly finding files. You should
be able to search not only by the file's name, but also by the content inside the
file, date it was last modified, file type and more.
• Ease of use: The system should be simple for employees to use. If it is too
difficult, you won't get complete buy-in from the staff, which will disrupt your
day-to-day operations and lead to confusion.
• Mobile access: You want a document management system that is always
accessible via smartphones and tablets.
• Integration: The system should easily integrate with the programs you already
use, such as your email client and customer relationship management software.
Ask about open APIs when discussing any solution with a sales rep.
• Scanning: The solution should be compatible with a wide variety of scanners.
• Security: The system should allow you to restrict who can see specific folders
and files. You should be able to set access permissions by employee.
Source: https://www.businessnewsdaily.com/8026-choosing-a-document-management-system.html
Page 133 of 135

Page 134 of 135
Page 135 of 135

BSBADM506 Manage Business Document Workbook IBM PDF

Uploaded by

Copyright:

Available Formats

BSBADM506 Manage Business Document Workbook IBM PDF

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

BSBADM506 Manage Business Document Workbook IBM PDF

Uploaded by

Copyright:

Available Formats

BSBADV602 - Section 1 – Define campaign objectives

Structure of the workbook

How to use the workbook

First develop your knowledge

Then develop your skills and knowledge for vocational application

Application of the unit

Skills and knowledge to develop

Introduction to business document design

Paper based document type Electronic Document Type

Typical features of documents

Uniformity across organisational documents provides the identify of documents for

Consistency across the organisational documents includes the positioning of elements of

Example of workplace documents

• Vouchers: The documents prepared for the purpose of recording business

Financial documents (but not limited to) such as:

Human resource documents

Document standards should apply to all documents produced in the organisation.

Document interchange standards are important as electronic copies of documents are

Activity 1 – Identify documents

• Paper-based documents and

Design and produce business documents

1. Identify your purpose of the document

1. office equipment and resources

Activity 2 – Design documents

Select a document you have identified in activity 1 and

Costs of producing documents

Software applications relevant to document design and development

Identify information management tools requirements:

The main design principles for document design are:

Symmetrical balance Asymmetrical balance

Proximity helps creates organisation. By grouping similar elements together or in close

Contrast can also apply to the following visual elements:

Activity 3 – Analyse document against principles of document design

1. Select a document you have identified in activity 1.

Planning and Producing Documents

A document production process

A possible process is illustrated as follows:

Activity 4 – Document production processes

1. Identify costs involved with the implementation of standard documentation

Key provisions of relevant legislation and regulations

• Plant Breeder's Rights Regulations 1994

Legislation: Electronic Transactions Act 1999 Electronic Transactions Regulations 2000

Legislation: Freedom of Information Act 1982 Freedom of Information (Charges)

• which information they propose to publish

Legislation: Fair Work Act 2009 Fair Work Regulations 2009

Legislation: Evidence Act 1995

Australian discrimination laws

Work health and safety (WHS) legislation

Importantly, a number of Australian jurisdictions have ‘harmonised’ their legislation from

Complying with a WHS duty

Codes and standards affecting document production

Codes of conduct can be mandatory or voluntary:

Non-prescribed voluntary codes are a form of industry self-regulation. Voluntary industry

Sample code of practice

Intellectual property and moral rights

Equality and discrimination

Source: Adapted from https://www.businessballs.com/business-startup/code-of-practice-sample/

Activity 5– Identify key provisions of relevant legislation and

There are three categories of standards: