Comprehensive Report: BSBADM506 Document Production and Management

This report, prepared for the BSBADM506 Management module, analyzes the document production process within an organization, focusing on the 'Owl Company'. It begins by identifying organizational and legislative requirements, including file naming and storage protocols, and evaluating the organization's information technology capabilities. The report then details documentation standards, categorizing document types as informative, undesirable, and convincing. It also discusses the monitoring of standard documentation and provides an overview of the document production process, including a visual representation. Furthermore, the report identifies the costs associated with implementing standard documentation and highlights relevant software applications and key provisions of legislation and organizational policies related to document production. The report emphasizes the importance of establishing and monitoring document standards to ensure quality and efficiency within the organization.

Running head: MANAGEMENT
BSBADM506 (Management)
Name of the student
Name of the university
Author Note:

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Table of Contents
Assessment Task 1...........................................................................................................................4
Company’s needs requirements and Information Technology capabilities relevant to the design
and production of Documents......................................................................................................4
Identification of Organizational and Legislative Requirements..................................................4
Requirements for File Naming and Storage................................................................................5
Evaluation of the organization’s present and future information technology capability.............6
Documentation standards required to meet the organizational requirements..................................7
Identification of the types of Documents.....................................................................................7
Establishment of Documentation Standards................................................................................8
Activity 2.........................................................................................................................................9
Monitoring the use of Standard documentation...........................................................................9
Assessment Task 2.........................................................................................................................10
Document Production Process...................................................................................................10
Figure 1: Document Production Process...................................................................................11
Identification of the Costs involved with the implementation of the standard documentation. 11
Software Applications relevant to document design and development.....................................11
Key Provisions of relevant legislation and regulations.............................................................12
Organizational policies and procedures relating to document production................................13

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References......................................................................................................................................14

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Assessment Task 1
Activity 1
Company’s needs requirements and Information Technology capabilities relevant to the
design and production of Documents
Identification of Organizational and Legislative Requirements
Owl Company is a potentially successful organization and has the power to grow its
organizational status to a friendly level in the business market. The range of diversity of the
products produced by the organization needs to ensure that the information entry system is well
equipped with different kind of backed up database that consists of the information regarding
the external and the internal organization altogether. The organizational entry system generally
permits each of the different members of the business organization to be supervised on the
different kind of the necessities towards the success of the business organization. The
requirement for information entry will generally involve all the performance indicators that are
present within the business enterprise.
The output or the quality of the design of the document and the production will require
the organization the best performance from the employees of the business organization. The
performance of each and every employee are analyzed and assessed according to the level of the
productivity and therefore the analysis of the good employee performance is performed
accordingly. The organization through this will clearly ensure that there is a pool of competent
employees who are generally ready to take complex tasks will be to ensure a quality success and
business productivity. The development of people focused implementation policies and different
strategies, the manpower of the business organization will be fulfilled through proper and

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effective business training. The organization through this will ensure the success of the
competent employees who are generally ready to take up the higher level jobs within the
organization.
The following therefore involves the reports regarding focus of the customers, productivity,
deployment of the business employees, expenses of the company and many more as such. Some
of the main requirements for the identification of the organizational and legislative requirements
are as follows;
Requirements for File Naming and Storage
The systems or the particular place where the objects must be stored and managed must
be done using proper systems. This includes the use of a number of simplified conceptual
frameworks and models. Such a selection eases the process of data storage and the procedures of
recording. The naming of the data file and the organization of the information in the database
and the factor must be considered in the following case and therefore the name of the file and the
process of placing the different data in different segments such that the file can be easily
accessed as and when the information is required. The following process is used in such a
manner that the information group in a record structure base is generally changed by the easier
recording and storage systems of the organization. The naming of the information file in this case
can be visualized as a process of analyzing the database and primary systems which will help the
management of Adept Owl to meet out the desired goals and the objectives of the business
organization. One of the foremost objectives of the following database recording system is aimed
at reducing the complex behavior and gain the perfect information at the perfect time.

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Other requirements include the likes of the output of the organization of document design
and production. The development of organization over a certain limit of time is utmost necessary
for the business organization to store and access the quality data in the most appropriate and
effective business manner. The following effect introduces great need for the introduction of the
global systems and the different kinds of electronic information data with a high level of quality
as well as integrity.
Evaluation of the organization’s present and future information technology capability
In different kinds of organization or industry, there is a requirement of some kind of
document controller. The following permits different kinds of staff to make different documents
within a reliable aspect and sustain quality standards. The following has been acknowledged by
the management of the organization and process the produced documents in an effective and
efficient manner which will help to make the development where needed. In the current business
situation nearly all of the documents are formed and maintained in a technologically advanced
process that helps to make use of the electronic advancements through a range of commercial
software packages. This commercial software packages are useful for the evaluation of the
present and future information technology capability to the business. Some of the skill gaps in
the following work tasks are as follows;
1. Creation and use of templates in word documents and excel files
2. The use and creation of the different types of form fields in word document
3. Creation and use of formula in excel sheet
4. Creation and using macros in word and excel

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Documentation standards required to meet the organizational requirements
Identification of the types of Documents
Similar to the importance of document, it is also important for the management of the
business organization to use the best and most efficient document to attain success. The
customization of the software in diminishing the time of production and to attain supreme
effectiveness is most essential for the business of the organization. In the present scenario, the
businesses deal with a number of different kinds of documents however; these documents can be
generally classified into three different types. They are namely instructive, undesirable and
convincing. A detailed description is as follows;
1. Informative files or documents- These kinds of files contain different types of important
documents that can help the organization in various purposes. The informative files or
documents include the likes of the monetary reports, information on different events,
information on any kind of investigation and account alterations. A presentation of a
planned message will lead to a short and organized form of message as per the terms and
conditions of the business enterprise. The following files are not only helpful to provide
the appropriate information to the management but also help the management to grow the
company and expand it by keeping the employees as well as the customers of the
business enterprise happy.
2. Undesirable Documents- Undesirable documents are those documents which are
generally used in multipurpose needs but are mostly used to make an apology or to
explain a crisis or bad condition. There are different kinds of undesirable documents.
This includes the likes of refusals, punititive notices, and assessment of different kinds of
bad performances, letting go as well as different kinds of dismissals within the business

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enterprise. The shape or renewal of the business and its goodwill also falls under this
particular category. These documents are for the betterment of the company they are used
to rebuild the goodwill of the company which is spoiled because of some reason .if the
company has done some mistakes than it is the duty of the company to make an apology
to the customers of that company.
3. Convincing Documents- The convincing documents tries to convince the viewers of the
organization and also plays a major role to decide on the view of the customers. The
presence of different kinds of the CV’s, performance appraisals, advertisement and
revenue generations, folder options are all the different types of elements falling under
the same category. The corporate letters in the organization generally connects with
different persons outside the workplace. The receivers of the letters comprise of
consumers, associates in different types of the business industries and many more as
such. They help in promotion and advertisement of the business and helps in building the
goodwill of the company which plays a very significant role for the company.
Establishment of Documentation Standards
The management of Adept Owl is required to establish a set of style guides in relativity to
different kinds of technological changes as such as the software used in the IT sector of the
business enterprise. The organization needs to come up with different kind of software that
supports different office software especially Microsoft Office with relevance to complex
document tasks of the business organization. The following will generally require a complex set
of fresh knowledge skills in order to gain the power to implement and use the best processes to
be used for training. The management of the company might install IT capabilities to be used for
proper and efficient training in the organization. The coded programs that are used by the

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business organization must be relevant to both the physical as well as the human capabilities.
The following clearly indicates that the management supports different types of complex
activities that are quite relative to the company.
Activity 2
Monitoring the use of Standard documentation
The business organizations generally monitor two different kinds of monitoring policies.
This includes the likes of monitoring the regulations and also to regulate the performance.
The monitoring of the guidelines and the performance of a proper auditing is generally
done by means of carrying different kinds of relevant and important requirements that is whether
set through different kind of regulations or directions. The following involves the examination of
the different levels and the way the organization confirms with the different criterion. Public
offices should regularly assess their conformity with the obligations of the State Records Act and
the associated standards and codes of best practice to ensure that the organization is compliant
and that issues of non-compliance are corrected.
Compliance monitoring activities can range from:
 Assessment of the compliance with the obligations
 Assessment of the records management program
 Assessment of the recordkeeping
 Assessment of the record management, and
 Assessment of the business systems that create and capture records

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Performance Monitoring on the other hand generally requires an in-depth analysis of the
different types of the processes to complete the projects. The following process involves the
development of rules and regulations and also to conduct interviews and different types of the
documentation process to complete the project. The management of the organization must
measure the performance in such a way that it can be easily managed and measured.
Assessment Task 2
Document Production Process
The process of producing documents is an iterative process that involves the likes of
drafting, checking and revision of the document. The following will continue until and unless a
document is produced that meets the quality of the given standard. The acceptable quality level
depends on the document type and the potential readers of the same document.

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Figure 1: Document Production Process
Source: (Kudo, 2017)
A database driven document solution can easily provide a proper and authentic source of
content across the business enterprise. The following enables both composite document
management and master content management which can greatly reduce the inefficiencies
inherent with reusing information as with a file based solution.
Identification of the Costs involved with the implementation of the standard documentation
The standard documentation process is really a costly process. Once the management of
the organization starts with the selection of the process where the following solutions are present
involves an inevitable start. The price based DMS software generally tends to be quite
straightforward. However, the vendor may likely offer different kind of solution with multiple
packages that range from just a few bucks to an all inclusive rate. The company can also buy
additional capacities to enable a wide range of features for the following organization as it helps
the organization to increase the costs of the ongoing monthly fee for the support of the business
organization. On an average the management of the business enterprise must invest in between
$20 and $50 per person per month.
Software Applications relevant to document design and development
The software application of the business organization and the design of the new software
is a matter of immense importance as because it enables the business to be multipurpose and also
eases the pressure of the business organization. The goals of the business must be established in
a specific document accordingly. The designing of the business software needs to be in total
accordance of the business and must ensure the success of the business accordingly. The absence

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of the document will lead to a great problem as because the clients will be generally disputing
what they discuss about or what they told them. In such cases the clients will be constantly
sending their angry and frustrated replies to the organization making which will lead to the loss
of reputation for the business enterprise.
Key Provisions of relevant legislation and regulations
The management of Adept Owl has set up a set of strict rules and regulations that are
applicable for all the employees working for the business organization and also policies on
buying and sale of goods and services of the business. Some of them are as follows;
Purchase- The purchase of different kinds of the organizational goods and services includes the
approval of the departmental manager and then the proper processing of the office administrator.
Secondly all of the staff members must ensure to implement Adept Owl’s policy on conservation
and use paper and consumables efficiently.
Replacement- The staff members of the business are responsible and accountable for the
replacement of the paper to be used in the photocopier and the printing machine. Apart from this
all of the staff members must ensure that the photocopier machine has new paper in it and does
not face any problem during printing.
Maintenance- The regular servicing of the equipment along with the equipment service log is
essential for the business administrator. The equipments must be serviced according to the
warranty provided by the manufacturers and must be renewed accordingly every one year.
Hardware and Software Programs- The hardware systems are maintained by the organization in
a very strict manner. Eating or drinking near the computer or the accessories is strictly prohibited
and a routine has been developed by the manager to maintain the different equipments in a