Importance of Document Compliance and Record Keeping for Organizations

This article discusses the importance of document compliance and record keeping for organizations. It covers topics such as types of documents, WHS legislation, and the process of creating and reviewing documents. The article also includes examples and tips for creating effective documents. The subject is Diploma of Leadership and Management, and the course code and college/university are not mentioned.

Running Head: DIPLOMA OF LEADERSHIP AND MANAGEMENT
Diploma of leadership and management
Name of the Student:
Name of the University:
Author Note

1DIPLOMA OF LEADERSHIP AND MANAGEMENT
Answer 1
The documents developed must be in compliance with laws related to ant discrimination
and privacy statements of organizations. Further it is to be stated that the documents developed
must be available to the public. Documents must be checked by legal advisors for ensuring the
inclusion of specific disclosures such as copy right and trademark. Further it is to be stated that
documents must aim to inform the customers about the privacy policy of the organization.
Documents must use encryption for the purpose of protecting customer information.
Answer 2
The types of documents are used by organizations for the conduct of business and for the
purpose of maintaining records. However, it is to be mentioned that documents required to be
maintained depend upon the nature of the business carried on the organization. Examples of
such documents include:
 Tenders
 Spreadsheets and databases
 Flyers and brochures
 Booklets
 Web pages
 Business forms and letters
 Awards and certificates

2DIPLOMA OF LEADERSHIP AND MANAGEMENT
Answer 3
It can be said that initially a template of a document is to be made. Making a template of
the document gives such document a structure. After making the template, such template is to be
filled with the relevant details. Reviewing the document after incorporating all the details in the
template is essential to identify whether such document meets the standards of documentation.
Answer 4
The injury or incident form to be developed must contain the column for name of the
employee who sustained the injury. There has to be a space for providing the date of the injury.
The Injury report form must contain the space for providing the details of the employee who
sustained the injury such as his name, position. The injury report form must provide space for the
description of the incident due to which the injury was sustained. It must also have the space
signatures of the witnesses of that incident
Answer 5
It can be stated that the injury form complies with the WHS legislation as it provides
space for the description of the incident which is held to be the cause of the injury. Only
modifiable incidents are to be recorded for example a severe injury sustained by a person, death
of a person.
Answer 6
Section 274 of Work Health and Safety Act 2011 provides the Work Health and Safety
Codes of Practice 2011 which organizations must comply with. Section six of the

3DIPLOMA OF LEADERSHIP AND MANAGEMENT
aforementioned code deals with the requirements of keeping records. Such records must include
identification of hazards, the frequency of implementation of control measures and plans for
change.
Answer 7
The questionnaire to be developed will have the questions as enumerated below for the
purpose of obtaining feedback from the staff.
 Do you understand the importance of documents?
 Are documents significant for the purpose of keeping relevant information?
 Do you find the process of documentation complex?
 Do you think the documents are written in lucid language?
 Do maintain a record of the actions undertaken by you?
These questions aim to provide feedback of the staff which is related to the usability f
documents.
Answer 8
It is to be stated that on one occasion I had received feedback from the staff that they
were facing some difficulty in understanding the legal and organizational procedures contained
in the document as the same were written in complicated language and involved the usage of
legal terms which were beyond the understanding of the staff. Further it is to be stated that the
process of documentation had been perceived to be complex by the staff. Thus I had to make

4DIPLOMA OF LEADERSHIP AND MANAGEMENT
minor changes to the to the template of the documents and ensured that they were clearly
understood by the staff.
Answer 9
The draft invoice should include the space for the name of the seller, the name of the
person to whom the goods are being sold to. It should also contain the date, invoice number,
customer preference number, terms of payment, terms of sale. Such invoice should have a space
description of the product and total commercial value of the product.
Answer 10
Explanatory notes are to be written out to the staff who would be handling the draft
invoice. Such explanatory notes must contain the following:
 Name and address of the suppliers
 Description of the service
 The delivery date or the performance period
 Price
 Rate of tax and reference to exemption from tax
 Reference to reverse charge
 Date of issue
 Name of the recipient
 Tax amount
 Serial number of invoice

5DIPLOMA OF LEADERSHIP AND MANAGEMENT
Answer 11
It is to be stated that the information presented in the draft invoice can be explained by a
presentation. For the purpose of presenting the information in the invoice draft at team leaders
meeting all the relevant details of the invoice need to be discussed such as the details of the
supplier and recipient, the price and quantity of the goods and other relevant information. Such
information is to be presented in tabular form for better understanding
Answer 12
It is primarily essential to examine and identify the information regarding the purchase of
the commodity by the customer for preparing the invoice. Therefore while preparing the draft it
is essential to focus that there is space provided for all the relevant details about the purchases.
The second step involves incorporating the logo of the company and the contact number of the
company. The third step involves making it look unique while keeping it cost effective. The
fourth step would involve receiving feedback about such draft involve from the staff by
questionnaires
Answer 13
The act of circulating the draft invoices among the staff of the company to receive their
feedback and the act of taking into account all the relevant details of the purchase would save
money for the organization.
Answer 14
The documents to be maintained for the purpose of keeping records must be in
compliance with the WHS models. It is to be stated that record keeping requirements around

6DIPLOMA OF LEADERSHIP AND MANAGEMENT
Australia is governed by the OHS and WHS legislation. Therefore the documents produced must
cover all the relevant sections of operations of organizations.
Answer 15
It is to be mentioned that needs of organizations are changing every day. With the
changing nature of business of organizations, it is important to have a flexible documentation
standard. With the advent of technology the documentation process has drastically changed.
Nowadays all records of documents are kept in digital formats and thus the information
contained in the documents remains preserved.