Analysis of Business Information: Issues, Constraints, and Solutions

This report provides a comprehensive analysis of the issues and constraints associated with business information, focusing on legal, ethical, and operational aspects within the context of HSBC bank. Task 1 delves into legal and ethical considerations, including data protection acts and codes of conduct. Task 2 examines operational challenges in managing and utilizing business information effectively. Task 3 explores various electronic and non-electronic communication methods, evaluating their suitability for different audiences and purposes, with a focus on communication within HSBC. Task 4 presents a formal business report addressed to the business manager, summarizing key findings and offering recommendations for improving information management practices. The report emphasizes the importance of adhering to laws, ethical standards, and efficient operational procedures to safeguard data and maintain the bank's reputation. The report concludes with references to relevant books and journals.

ISSUES AND CONSTRAINTS OF
BUSINESS INFORMATION

TABLE OF CONTENTS
TASK 1 Issues and constraints of business information.................................................................3
(P5)..............................................................................................................................................3
Assessing legal issues in relation to the use of relation to use of the bank's information...........3
The ethical issues and code of conduct for employees in relation to use business information..3
TASK 2............................................................................................................................................4
P6.................................................................................................................................................4
The operational issues in relation to use of business information..............................................4
TASK 3............................................................................................................................................5
P7.................................................................................................................................................5
The various electronic and non- electronic methods for communicating business information. 5
TASK 4............................................................................................................................................7
M2. The formal business report to business manager of bank..................................................7
REFERENCES................................................................................................................................9

TASK 1 Issues and constraints of business information
(P5)
Assessing legal issues in relation to the use of relation to use
of the bank's information.
HSBC Bank is one of top leading commercial bank in Hong Kong.
Being a commercial bank it is important to keep the client's
personal and financial information to be secured and confidential.
So it very important for HSBC bank's employees to understand
about the rules and policies regarding company's law of business
information and its impact on breaking of rules. The bank is facing
issues regarding use of business information ethics. The employees
of bank should be aware about the legal and ethical issues in
relation to the use of information. The laws which are associated
with the use of business information are:
Data Protection Act: It is a law which is designed to protect
the data stored in computer or in written document of bank.
After started using computer system for operations, bank
started filing all the clients' information in computer. Database
in the computer can be easily searched, accessed and edited.
The data protection act is being developed to control the
customer information by organisation. It’s important for
employees that mishandling or misusing clients’ information is
considered as breach of rules which leads the bank liable to
pay fine.
Freedom of information Act: This act provides the public to
access the information of public sector authorities. The law
states that bank is authorized to release information to the
public depending on kind of information like activities of
public authorities, financial statements etc. The law obliged
that any member of general public is allowed to access any
recorded information.
Computer Misuse act: This law legislates against certain
activities using computers, like hacking the software or
websites, misusing database of the client's information. The
law was created to prohibit-ates unauthorized access to
computer system. Unauthorized access to modify computers
includes altering software, changing passwords and settings to
prevent others access the system.
There are certain laws and regulations in each country
regarding the business activity. HSBC bank group applied the
Data Protection Act when dealing with their staff and clients
personal and financial data. It is very important as the client
The ethical issues and code of conduct for employees in relation
to use business information.
Business ethics are moral principles of concerning about the favourable
and unfavourable behaviour by businesses. HSBC bank should
maintain the business ethics on codes of conduct in organisation.
The business ethics includes:
Use of email: It helps the employees to stay connected with
clients. So it is important to have a policy regarding the use of
emails in bank. The employee using Bank's emails are
representing bank, so they should follow the code of conduct
regarding emails.
Internet: It is a valuable source of information and resources.
Many banks follow code of practices for accessing the internet in
the bank. Policies should be made for employees to what they can
and cannot use internet for. Security is maintained through the use
of personal passwords which should be stored securely and
changed on a regular basis.
Whistle-blowing: It is an act of an employee of business whether
former or current , disclosing information on illegal and unethical
practices within the bank. The employee raises a concern about
banking practices. He either informs it to the management or
complained about this to either press or to cops The issues may be
fraud, crime, danger or any other serious risk that could impact
customers, colleagues or bank's reputation.
Organisational policies: To ensure that a business policies on the
use of information can be done more efficiently, HSBC should
make some policies. These policies include the protection on
information to manage it ensuring marketing and other banking
practices to be fairly done.
There are many benefits for HSBC to follow the policies of code
of conduct in bank. If any employee in bank experienced any
unsuitable or unfair behaviour from any other employee, the
higher authority of HSBC has to deal with the problem. Under the
rules and policies framed regarding ethical issues in bank the
remedial steps should be taken against the plan. All the staffs and
employees of HSBC should know about policies regarding use of
emails and internet in the bank.

TASK 2
P6
The operational issues in relation to use of business information.
The HSBC has to store and manage countless information in their
system. The fundamental issues regarding information is that a
business should receive the required information on time and it
should be sent to staff appropriately. The bank should make
proper policies and procedures to make sure that information is
managed appropriately. The operational issues in Bank covers the
following area:
Security of Information: Security of information in
business is the most important concern of the organization.
Business needs to be sure that the information is protected and
secured. Having an effective IT system will help them to store the
information and can be accessed at any time they want. For
decision making process, it’s important for an organization to
have the right information when needed.
Backups: Keeping the backups of information minimizes
losses of important information. Many businesses use backup to
prevent their information. If any information of client are
destroyed or damaged, a copy of the data should be available in
the system. For this many businesses started backups on every
hour to be on the safe side. Having a backup of files and
documents, it would be easy to retain all their past information. If
e information of any client being lost, it would not only affect the
banking activity but also would have big impact on the
reputation.
Health and Safety: The computer is not dangerous to use but
organization make sure that the employee are not using the
computer the whole day, as sitting the computer the whole day
is bad for eyesight etc. According to the health and safety at
work regulation 1992, the management has to ensure that every
employees will provide relevant information about the risk
associated in accordance to the regulation. This means they
should be physically ready to learn and have the right attitude
towards the bank.
Organisation policies: It relates to the use of
organisational information in such a way that it would not affect
the staffs in anyway. The decisions made should be
understandable and consistent.
Business continuance plans: These are some plans of
the company to make sure business is capable of continuing
with worst situation also. Having backup plan is one of the
organisational plans to keep the data backed up, in order to
prevent losses of important information.
These issues of HSBC includes the problems that may
affect business activities of bank. HSBC has the backups so that
clients and employees’ information are kept safe at all times.
HSBC should have an antivirus software that they use on their
computers in order to assure that their system is not at risk of
crashing the software and being hacked into. Other operational
issues that concerns HSBC is regarding the health and safety
issues of their employees. A proper training should be given to
bank’s employees to use computer equipment and they should
provide all the information about risk associated with the
equipments.

TASK 3
P7
Type of communication Audience Justification
Social networking
Customers,
recruiters and salespeople.
Social networking media is continuing to evolve. Many businesses
started maintaining social networking which represents a new frontier in
marketing and business socializing. Social networking helps HSBC to
communicate to its customers, can offer the discount and helps to draw
attentions of customer for sales to social media. Recruiters and
salespeople can reach to the bank heads easily by getting their number
from social media sites.
Emails
For internal communication to
employees and managers.
External department like
suppliers, customers, investors
Email is one of the most preferred and widely used method of
communicating the information. With the help of Emails, it is very easy
to be in touch with the whole world. Email messages can be used to send
important documents, media files, any news or information internally to
the employees. It is the most appropriate method to send any
information to customers, investors and suppliers very quickly and can
get their reply in short time. It is more suitable as it can act as a proof if
there is any problem regarding contracts and transactions. Many courts
are taking emails as evidence also.
Mobile Devices
Friends or employers within
the bank.
It is an informal method of communicating or generally used in
emergency. An instant message can be send from one person to another
person across the world. It helps in one to one interaction. The
employers, employee or a friend in HSBC can used the mobile device
for informal conversation mobile devices would not be applicable for
communicating business information
Voice mail
supplier, customers etc. Voicemail is the computer based system that allows users and
subscribers to exchange voice. In HSBC it’s being used to deliver a
message to people and provide them with a recorded message if they
don't answer the call.
The voice call is suitable for customers to deliver a voice record as
message would be clear and customer will have the proof that
information has been delivered to them.
The non-electronic methods for communicating information are:
Type of communication Audience Justification
Notice Board Staffs and managers
A notice board is the display at which important information
can be presented to any who observes this method of
communication. It can be used as an indirect conversation
between a manager and an employee of HSBC without face
to face contact. This method is ideal for a busy office that
results in the limitation of available time like HSBC. This
method will be used mostly between manager and staffs about
The various electronic and non- electronic methods for communicating business information.

the events, targets as well as other situation.
Face to face
Staff, employee, customers etc.
It is most efficient way to communicate as in this method
both the parties can communicate to each other directly all
problem related to business information can be resolved at a
time. Communicating directly helps to understand the
information more efficiently than any other method. Manager
of HSBC can communicate with employees face to face
through seminars, meetings or interviews to provide business
information about new plans, goals and target of business.
Customer of a company can directly contact to bank like on
enquiry counter a customer can ask all problems directly and
the employee will clear all queries at a point.
Memorandum
Employees and staffs
Memorandum is a short note like a letter, generally used for
internal communication between executives and subordinates
or between the officers of same level of HSBC. It is a major
source of communicating internally in bank. It provides
informal reports to the employees. It may be used to update a
team on activities for a given projects, or to inform a specific
group within a company of an event, action, or observance.
Letters Internal and external people in
organisation.
It is a high standard of communication within HSBC or to
debtor or customer of bank. The information in letter should
be clear and required to have all introduction details, and
how will the reader respond to letter will depend upon
content of the letter. Letter is suitable method of
communicating as it a formal method of communicating and
has a legal liability.

TASK 4
M2. The formal business report to business manager of bank.
Introduction:
This is to report higher Management of HSBC bank group, that bank is going through
issues relating to the security of business information. The following report has been made for
employees of bank to be aware about legal, ethical and operational issues in relation to use of
business information. The report gives the overview about legal, ethical and operational issues
in relation to the use of business information. How HSBC bank should use policies regarding
these issues is mentioned in this report.
Main body
Legal: The laws and regulations which are associated to the use of business information which
should be apply in HSBC banks are: Domestic Protection act : It states that data that is stored in computer or in written
document has to be properly managed. As all the details of HSBC's clients are stored
in computer it is very essential to have a law which can control the misuse of
customer’s information by employees. This act will help the HSBC to ensures the
customer that their personal and details are secured in the bank. If HSBC is not
complying the law, there is a risk of employees to misuse client's data. This can affect
the HSBC reputation in market. Freedom of information: This law has been made so that public can access a particular
information about company or public sector activity.
 Computer Misuse Act: The hacking of software or website, misusing database of the
client's information comes under this act. HSBC can give the proper training to
employees so that data can be prevented from being hacked. Hacking of software or
loosing clients information will not only affect the business activities but also affect the
reputation of bank in front of customer.
Ethical: The ethical issues are concerned about behaviour of employees. HSBC should start
practice code of conduct in bank to ensure that employees are working accordingly.
Employees who are using the emails of the company are representing the company. A policy
should be introduced that includes the do's and don't s on use of emails in bank. There is an act

called whistle blowing in which an employee of bank either former or current, informing about
an illegal or unethical practices. .He can either inform it to manger or to higher authorities
about issues related to fraud, crime, danger or serious risk that can impact the reputation of
bank.
Operational: HSBC bank has to store and manage countless information of the clients in their
system. The bank has to be concerned about storage of information and has to be assured that
information is being received properly by bank and is being send to staff properly. HSBC
should make a proper procedure and policies regarding the storage and usage of information.
The business information is very important at the time of making decision, so its essential that
information is provided to higher authority of bank at the time of making decisions. The policy
for having proper storage and protection for information is important. It can be done by taking
backups properly time to time so that the necessary information cannot be lost.
Conclusion
By summing above the above report, it can be concluded that HSBC requires to comply
various laws and regulation in order to protect the client's information anfd data, so that
employees can not misuse the information. The legal, ethical and operational laws and rules are
important to instruct the employees regarding the use of information, in order to protect the
reputation of HSBC bank groups.

REFERENCES
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sustainability in the age of globalization. Oxford University Press.
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Edel, A., 2017. Anthropology and ethics. Routledge.
Kitch, E. W., 2017. The law and economics of rights in valuable information. In Who Owns
Knowledge? (pp. 35-76). Routledge.
Ngai, E. W. T., and et.al., 2018. Business sustainability and corporate social responsibility: case
studies of three gas operators in China. International Journal of Production
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Rajaraman, V., 2018. Analysis and design of information systems. PHI Learning Pvt. Ltd.
Ruesch, J., Bateson, G., Pinsker, E. C. and Combs, G., 2017. Communication: The social matrix
of psychiatry. Routledge.
Stair, R. and Reynolds, G., 2017. Fundamentals of information systems. Cengage Learning.