Requirements for Information Entry, File Naming and Storage, and Document Design and Production

BSBADM506 Manage business document design and development
Assessment 1
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Question 1:
1) One Requirement for information entry:
From the analysis of the case study, the organization - Adept Owl – has a large customer
base, number of products, orders and other financial transactional data. In order to efficiently
capture store and retrieve information, data entry has to be designed in a way that maximizes
the ability get information. For this reason, one of the major requirements in information
entry is;
 Expense information has to be entered in a consistent format that will allow selection
of the only allowed standard categories such as Training, Communication,
Transportation and Food
 Consistency in coding expenses with the specified expenses codes
Information entry should be organized in a way that information is divided into logical
groups to reduce duplication and enhance data entry and information retrieval. Data should
therefore be classified in distinct categories such as products, employees, customers, orders
expenses codes and expenses.
2) Two requirements for file naming and storage
 File names should be consistent with the contents of the files; appropriate names should
be used to ensure the files can be found easily.
 Consistent date formats in the form YYYYMMDD
3) Two requirements for output or quality of document design and production
Understanding quality requirements is critical in developing useful documents and designs.
For this case, the organization has to understand the users of the documents and what
information needs to be communicated. The documents should be consistent with the
guidelines of the organization in terms of;
 Visual presentation, including margins, fonts and style
 Spelling, grammar, punctuation and writing style
 Graphics standards, including the use of logos and brands
 Document naming conventions and filing protocols.
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