BSB50415 Manage Business Document Design: Report on Key Aspects

This document presents a solution to the BSB50415 Manage Business Document Design assignment, encompassing a knowledge test and an assessment task. The knowledge test addresses Australian Privacy Principles, health record access, information brochure production, cost management in policy implementation, software applications for data analysis and document design, merge fields, macros, and international standardization. The assessment task focuses on BizOps enterprise's information management systems, privacy policies, document handling procedures, filing systems, and software applications used across different departments like Human Resources, Finance, and Sales. It provides insights into data storage, security measures, document style guides, and recommendations for improving document management practices within the organization.

BSB50415 MANAGE
BUSINESS DOCUMENT
DESIGN

TABLE OF CONTENTS
KNOWLEDGE TEST.....................................................................................................................3
ASSESSMENT TASK 2.................................................................................................................4
Task one.......................................................................................................................................4
Task two.......................................................................................................................................5
Task three.....................................................................................................................................5
Task four......................................................................................................................................6
Task five.......................................................................................................................................8
Task seven....................................................................................................................................9
Task eight...................................................................................................................................11
Task nine....................................................................................................................................13
Task ten......................................................................................................................................13
REFERENCES..............................................................................................................................14

KNOWLEDGE TEST
1. Australian privacy principles are the steps required for providing a privacy protection
framework. This principle is applied to an organization and functioning agency who has the
collected data in use and disclosure of the personal information, when the organization is
governance and accountable, the integrity and correction of the personal information and the
rights of individuals to access the personal information. The Australian privacy principles are the
principles which are based on the law which provides the organization with a flexibility required
to tailor the personal information while handling the practices related to the business models and
address the diverse needs and requirements of individuals. It helps in being technology neutral
which will allow them to adapt to the changing technologies.
2. The health record of all individuals from my health record is allowed to be viewed in a proper
secure way through the online modes during any time and accessing from any place. Health
information is viewed from any computer and other related device which has a proper internet
connection. The healthcare providers who are involved with any patient, have the authority to
access the important information which is related to their health. This information includes
allergies, medicines which is the individual is already taking, the medical condition of same, the
results from blood tests as well as immunization information. This information is necessary to
access in order to provide the right treatment and is the convenient way to record and track the
information which is related to health.
3. Information brochure is produced by the beginning with preparing which involves the patients
and users and identifying the required documents and information. Another step is brochure
design which includes setting up a multidisciplinary working group which will help in defining
the content of the brochure based on the surveys from patients. This is followed by the brochure
testing and distribution and ends with impact assessment.
4. The costs in managing the policies and using the standard documents can be characterised in
three types which includes hard costs, soft costs and the opportunity costs. The hard costs are

related to the money which is required for materials and equipments, soft costs are about the time
invested by employees and lastly the opportunity costs which is the loss of revenue.
5. Using the looker software for sales and data analysis helps in reducing the time which is
required to present the sales performance data, It is easy and quick to use in getting the real time
reports. For the purpose of visual representation, Microsoft power point and google slides can be
used which is helpful in making the design easy and provides an attractive prospect to it. Adobe
illustrator is best for the designing the flyers. Meeting king is very efficient for meeting minutes
as it allows easy way to write the meeting minutes and the automation does the maximum work.
Adobe spark software allows creating digital annual report with the help of uploading pictures,
videos and other graphics along with the texts in order to create a report.
6. Merge fields are used to combine the field data with the text in of the documents such as
letters, labels and envelopes. It is used to create merge fields within the text blocks which helps
in using the static texts and gathering the field data together. These merge fields will shrink and
expand in order to fit the amount of texts within the presented field for each of the record.
7. Macro are helpful in developing the entire process. It is helpful in automating the
manipulation of the data and create a report while displaying the results in form of charts.
8. International organization for standardization and the standard organization in Australia.
ASSESSMENT TASK 2
Task one
The company BizOps enterprise keeps the information stored in electronic and paper based
information management systems. Every working department within the company is responsible
for filing in the cabinets and each member is responsible for having a contribution to the
maintenance of the filing system. These files contain the information regarding the vacancies and
the applications received. There is also training related information which includes the past and
current courses along with external and training forms. There are some security measures to be
taken such as locking the cabinet and handling the key to the manager and storing the

confidential information in hard drive and locking it in safe place. The privacy policy of BizOps
with the Australian privacy principles are about the open and transparent management of the
personal information and makes sure that the individuals are conducting the business with
BizOps are remain to be anonymous. It allows a protection from the personal information when
it is transferred outside Australia. The persona information must be stored in such way that it is
accurate, current and secure.
Organisation must include the data and must have the data entry requirements including
the use of word processing and packages along with the online data entry with high accuracy. It
is required to store the data using the central data base, networking base and version controls. It
will use the data security and access procedures. It is important that any documents produced
will reflect on the understanding and is done by researching the audience and establishing the
skills and limitations. With the advancements in technology, the company must make use of
cloud technology to store and have easy access to the information. The information collected by
the company will only be disclosed to the third party when a consent is given.
Task two
The information policy of BizOps describes the requirements to be present in producing and
storing the communication in consistent format with the help of appropriate styling, having a
consistent procedure for handling the documents and also by following the appropriate protocols.
The requirements includes that the documents must have a particular left ad right margin and a
cover page. There is a standard font set for letters and other documents while a standard font for
the digital modes of communication. It is important that the letters have some name and position
and the fax are supposed to be sent in BizOps fax coversheet. The emails sent are required to
have a digital signature from the side of sender and all the emails sent to the customers must be
copied to the manger of customer service while retained in the archive mail folder. It is required
to add the requirements for the process of data entering and be written in easy language which
provides better understanding of the concepts.
Task three
BizOps uses the paper based files which are indexed and are labelled according to the
procedures of the department. The filing system of the company is decentralised where each

department stores the files in cabinets and each member is responsible for maintaining the filing
system. It is important that the manager approves the new files. The indexing is done using the
keywords and arranging alphabetically or even numerically. The journal and books used for
referencing are all stored in the library. The documentation of the department of business
administration includes the location of company, business plans and annual reports.
The information is classified in different subjects and arranged in alphabetically manner.
In the finance department, the documentation includes having salary information such as scales,
policies and also the changes in salary which are classified into subjects and files arranged in the
same manner. Every employee working in the company has a paper based file along with
electronic records within their data base. These are kept in secure and confidential way which
involves the requirement of password while accessing the information.
The information is stored in external devices such as USB, CDs and other hard drives
while the pictures and videos are stored in image bank based on the company's network. A new
file is created with the name or its number based on the BizOps file naming system and it is
important to see that the new files are fitting in the existing system. An index card is created for
entering the new file and the same is documented in the file register and the database. While
naming the file, the name is supposed to be written in the lower case with no use of punctuations
and special characters. The files which are inspected are the inactive files which are not accessed
from a long time along with the older files. These files follow a different process to be stored.
Task four
Human resource: The documents which are required in this department includes the records
about the individuals working for the company such as their sign in contract, contact details of
these employees, information related to the medical requirements. There is a copy of the resume
of the candidates selected and working within the organisation along with the copies of the
personal documents. These personal documents includes the proof of educational qualification,
leave applications, forms for training and the forms related to the job application.
Finance: The documentation in this department are the financial forecasts, salary information of
each employee which includes the salary scales, policies related to the salary levels and changes
for the same. There are documents which contains the information regarding the tax rates along

with the certificates of the company and the reporting requirements. There is information about
the super- annuation and the reporting documents are filled on the paper based system.
Sales: The documents stored in the sales department of BizOps company includes the
information related to sales as well as marketing. It also includes the documents about the
complaints received and the correspondence.
The sales department of this company must also include the invoices generated for each
purchase and the copy of quotations which are sent to the potential buyers from the firm. The
invoice is sent by the supplier of the company and includes the payments which contains the
standard information such as name and address of the supplier along with its contact information.
The proforma invoice is similar to that of normal voice but also includes the type of goods, their
quality and its value contained in that. The health and safety department of the company must
include the details about the general risk assessments and the fire assessments. It must include
the health and well- being policies along with an emergency plan.
Department Document Software Functions
Human resource salary informations Bamboo HR Dashboard homepage with
different sections to fill
employee information,
leaves and contact details.
Human resources Personal documents Human resource
information systems
Data base which can store
the tracking functions, on
boarding, personal details
and also time tracking.
Human resources Recruitment forms Recruiting software Helps in optimising the
hiring process by screening
the resumes and sending out
offer letters.
Finance Policy documents Policy manager Manage distribute and track
the policies and procedure
within the company.
Centralises the policies and

other operations while
connecting staff during on
boarding process.
Finance Salary information Batch master HeRd Keeps tab of information of
the employees from date of
joining till final disbursal at
the time of leaving.
Sales Sales HubSpot sales CRM Helps in implementing the
customer relationship
management and enables the
customers to related more
strongly.
Sales Marketing Drip Capture and convert the
website traffic to
customizable forms. This
traffic is used to retarget the
customers.
Sales Complaints Complaint
management software
Helps in recording and
collating the complaints
when the customers and
other employees report
them.
Task five
Document style guide
1. All the letters are supposed to be written in the letter head format where the margin
spaces from left to right are 1.5 cm from each side while 5 cm from the top. This space is
enough to fill in the main headings.
2. The purpose of this is to have a proper view about the policies and procedures of the
company which is easy to understand and read by all the individuals involved.

3. The standard font used for policy documents is Arial with the font size of 12. There will
be proper use of headings and sub- headings by highlighting it using the bold.
4. Numberings are used where the classification is mentioned and the information is
provided in brief.
5. All these documents must be signed by the manager along with its name, position and
dates.
Naming conventions
1. All the files are to be named on constant basis with short and meaningful names.
2. Avoid using any special characters and spaces.
3. Using capital letters and underscore in place of spaces.
4. The data is written in the format of- YYYY\ MM\ DD.
5. Avoid using any common words.
6. Mention the version number in the name.
Storage
Files are stored in external hard drives as well as in the cloud space for easy access.
Images and videos are stored in network library of the company. These all documents are backup
with the external storage devices. The inactive files are stored in the archive folder while the files
which are inactive and dead are stored in separate folder from other files.
Destroying the documents
The files can be destroyed only with having a proper authority and instructions. Most of
the documents are destroyed by the use of shredder. There is register maintained which involves
the details of document which is being destroyed and by whom.
Task eight
Role play script (Manager)
Role title Manager
Organisation BizOps

Department Human resources
Is part playing the role
being assessed?
Yes
Other parties involved in
the role play and their
roles
2 students are playing and performing the roles of team leaders.
Are other parties involved
are being assessed during
the role?
Yes
Purpose of role Role of manager is played in conducting meetings and explaining
the team leaders the ways of using a standard template.
Time allocated 15- 20 mins
Role play script Manager: There is an important meeting to be taking place in board
room at sharp 2 PM on this Wednesday.
Manager: The purpose of this meeting is to aim on the basic use of
standard templates.
Team leader 1: Why is this necessary?
Manager: As a team leader it is important to know how to use the
standard template to avoid any mistake and guide the members of
the team in following the correct standards.
Team leader 2: I agree. I am ready to learn about how to make use
of the standard template.
Manager: The template document is created in the word format and
is set in the styles and proper formatting. There is a space left for
the headings. Subheading must be used to have a clear
classification. Templates are very helpful in simplifying the
documents which are created and saves time and increases the
efficiency.

Key outcome expected
from role- play
Students will be able to implement and design the documents using
the templates which provide support. They will be provided
training using standard templates and macros.
Role play script (Team leader)
Role title Team leader
Organisation BizOps
Department Human resources
Is part playing the role
being assessed?
Yes
Other parties involved in
the role play and their
roles
1 student playing and performing the role of manager.
Are other parties involved
are being assessed during
the role?
Yes
Purpose of role Role of tea leader is played in being an important part of the
meetings and learning how to use the standard template made by
the mangers
Time allocated 15- 20 mins
Role play script Team leader: What is the purpose of learning about the standard
templates?
Team leader: I want to see different examples of standards
templates and its use in the work.
Team leader: What are the benefits of using the standard templates.
Key outcome expected
from role- play
Students will be able to implement and design the documents using
the templates which provide support. They will be provided

training using standard templates and macros.
Task nine
Documentation checklist
08\ 09\ 2021
1. The name of file.
2. The headings.
3. The formatting of the document.
4. The formate in which that is saved.
5. Quality of the content written.
Task ten
The review of the style guide and looking after the changing needs of the organisation is done by
having a proper continuous improvement policy. The aim of this policy is to perform
improvements on the activities and the projects running within the organisation. It helps in
improving the systems and processes to ensure proper effectiveness. The management of the
company is responsible for the continuous improvements and supporting the project and
continuously improving the project. They help in removing the barriers to attain the success.