Manage Business Document Design and Development

This report discusses the document production processes, implementation of standard documentation, software applications, key provisions of relevant legislation, regulations, codes, and standards affecting document production, organizational policies and procedures relating to document production, and sources of expertise for document control. The report also evaluates the document procedure being adopted by Woolworths, a retail company operating supermarkets in different parts of Australia.

Manage business document design and
development

CONTENTS
INTRODUCTION......................................................................................................................1
Document production processes.............................................................................................1
Implementation of standard documentation...........................................................................1
Software application relevant to document design & development.......................................2
Key provisions of relevant legislation, regulations, codes and standards affecting document
production...............................................................................................................................2
Organisational policies and procedures relating to document production.............................3
Listing sources of expertise for the document control...........................................................3
CONCLUSION..........................................................................................................................3
REFERENCES...........................................................................................................................5

INTRODUCTION
Documents and their procedure plays a very crucial role in each and every business.
The present research also aims to evaluate and discuss the document procedure being adopted
by the Australian company known as Woolworths, a retail company operating supermarkets
in different parts of the nation. The research study will determine the costs involved in the
standard documentation procedure and will throw light on the software application for the
same. Furthermore, key provisions of relevant legislation, regulations and codes affecting the
document procedure and organizational policies for this procedure will be identified. The
final section of the report will enlist the expertise of document control and production which
might be present externally to the organization.
Document production processes
Talking in relation with the document production, it is being referred the business
documents which supports in business communication wither with the internal or the external
parties. There are many types of business documents which are produced in Woolworth in
both paper form as well as in electronic forms such as business reports, letter, emails,
transactional documents and financial report (Meij van der, Hampson and Chavez‐Tafur,
2018). They are being regarded as the most crucial documents utilized for resolving the
routine business communications. The company follows the below mentioned document
production process:
 Drafting – This is the first stage of the process wherein a draft is being created which
is then reviewed by the experts. The comments of the experts are being incorporated
and then the document is again redrafted.
 Checking – This is the second stage of the documentation production process which
involves proofreading the text being written in the document, produced the final and
then the final draft is being checked effectively.
 Revising – This is the last stage of the procedure that encompasses text lay outing.
The layout of the text is then evaluated and reviewed and finally, the copies of the
documents are being printed.
Implementation of standard documentation
Standard documentation is being referred as the document which is being approved by
a recognized body that offers guidelines, regulations, rules and features for the products and
other related procedures with which the compliance is very mandatory. Talking in relation
with Australia, there are two essential elements of data interchange that ANSI ASC X12 and
1

EDIFACT (Glushko and McGrath, 2015). Implementation of these standard documentation
involves too much of cost. The very first is concerned with the cost related to the software.
For the purpose of executing these standard documentation, the organization is also required
to implementation certain document management software which are very costly. In addition
to this, when such software are implemented, the staff members are also required to be
trained so that they can operate and function on such software effectively. Making
arrangements for the training sessions also consume lot of money. Other than this, time which
is the most important factor is also expended due to this implementation. Overall, it can be
said that Implementation of these standard documentation involves too much of cost
Software application relevant to document design & development
There are different kinds of information technology resources which are being
designed for enhancing the process related to designing as well as production of the
document. Woolworth takes into account the obtainability of appropriately experienced
employees within their company. In addition to this, the abilities of the digital software along
with the hardware also considered by the company (Jain and Yu, 2018). The company has
already invested huge amount of money for the creation of a hardware suite such as laptops,
computers, printers and scanners. However, the company is also need to take into account
different business software packages for effective document design and production such as
desktop publishing, billing and payroll maintenance, word processing, database management
and finally, professional invoicing.
Key provisions of relevant legislation, regulations, codes and standards affecting document
production
The document production and design process at Woolworth is being affected by
different legislations, rules, regulations and standards. Further, at the time of producing the
business documents such as emails, report, memos, letters, invoices and many others,
organization is required to meet particular legislative requirements. Furthermore, it is
important that it might comprise details in relation with the particular procedures as well as
means of distribution being performed by the company. In addition to this, it is also vital to
adhere with the laws which are concerned with the retail business in the retail market and
which pertains to the states of Australia. Firstly, the 1998 Australian privacy act comprises 13
main principles concerning to the handling of personal information (The privacy act, 2021). It
states that the firm is obligatory to develop along with consider the privacy policies. Besides,
they must also set clear boundaries in relation with the kind of data that might be
2

accumulated as well as recorded. Furthermore, Woolworth is also need to take special care in
regards with the accumulation as well as distribution of the data concerning to tax as well as
health. Other than this, in the event when the firm is storing the data in remote areas then in
that case strict rules and regulations pertaining to privacy and confidentiality needs to be
maintained effectively. Moreover, the company also makes use of variety of specialists and
software for the organization of necessary information. Thus, it is important on the part of the
company to make sure that the information is clear, accurate and being presented in suitable
format (Pérez, 2020). Simple language, appropriate punctuation and grammar must be
utilized as per the outlining and formatting guidelines.
Organisational policies and procedures relating to document production
Underpinning the discussion further, it is also most likely that Woolworth will also
going to have a definite expectation in relation with the style, layout and other aspects of the
document production. Seeking help from these policies as well as procedures, the employees
of the firm are able to create a documents for varied needs and purposes. The company has
policies regarding the suitable page alignment, margins and boxes in the defined areas.
Further, the utilization of colour that is usually black is recommend by the firm for all the
documents and the information which the critical needs to be marked in red. Other than this,
there are certain rules reading the inclusion of white spaces, textual elements, textual
highlights and layouts grids. All these rules helps in ensuring that the documentation is
produced effectively in accordance with the policies of the company (BajicÌ and Tan, 2015).
Listing sources of expertise for the document control
In each and every organization belonging to any industry, there is a need of some sort
of document controller. Similarly, Woolworth has also some document controller which
gives permission to all the members of the staff to create and design documents considering
the reliability element. In addition to this the document controller of the company are the
experts which are an individuals and workgroups external to the organization. They makes
sure that accurate information is distributed within the company and each and every
employee is sustaining the quality according to the standards being prescribed by the firm as
well. Evolutions and changes are being done as per the advice of the document controller.
CONCLUSION
From the above analysis, it can be concluded that it is quite essential for the company
to follow standard documentation process for the efficient production of document. The
3

report has significantly analysed the manner in which the documents are being produced and
how it is important to consider the legislations, rules and regulations related to design and
production of document.
4

REFERENCES
Books and journals
BajicÌ, V. and Tan, T., 2015. Information processing and living systems. London: Imperial
College Press.
Glushko, R.J. and McGrath, T., 2015. Document Engineering. Cambridge, M: MIT Press,
Glushko, R.J., McGrath, T. Document
Engineering. MIT
Jain, A. and Yu, B., 2018. Document representation and its application to page
decomposition. IEEE Transactions on pattern analysis and machine intelligence, 20(3).
Meij van der, B., Hampson, K. and Chavez‐Tafur, J., 2018. Documentation, Sistematización,
Capitalsation: A compilation of methods and approaches. Amersfoort: ILEIA, Centre
for Information on Low External Input and Sustainable Agriculture.
Pérez, G., 2020. Establishment of a documentation system based on the CIGB Quality
System. Master Thesis ISPJAE 2000.
Press, Cambridge, MA Aug. 2005
Online references
The privacy act. 2021. [Online]. Available through:
<http://www.oaic.gov.au/privacy/privacy-act/the-privacy-act >. [Accessed
on 15th March 2022].
5