Unit 203 Collate and report data
Outcome 1 – Understand how to collate and report data.

1.1- Describe the different ways that data can be organised.
Data can be stored and organised in many different ways. Data can be stored numerically, this could be highest to lowest. This would be useful in the case of overlooking most expensive months or your most cost effective customer etc. Secondly, data can be arranged alphabetically. This can be useful to quickly scan to a certain customer file based on their beginning letter. It can also be helpful when trying to relate account numbers to the actual accounts. Finally, data can be organised via date. This would make it easy to check on money paid out on the same day last year or check up on paperwork from most recent to oldest. It may come in handy if some paperwork was requested from a certain date; you can skip straight to that date and retrieve the paperwork.

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1.2- Explain why data should be presented and reported in different ways.
Data is presented in a variety of different ways according to its contents. For example, information containing a lot of numbers graphs would be a good way to display it. This would make it easier to understand and look at and to understand. Another way numerical data can be presented is through tables; this would make the information, again, easier to read and also make it look tidier.
Secondly, data can be shown in the form of a poster. A poster is a good way to report information as you can put it somewhere that the general public or somewhere the targeted audience will be able to see it. A poster normally contains bright colours to grab people’s attention with quick, to the point messages so the public can read it quickly and know what they need to know without unnecessary information. This way of displayed and distributing messages would not be ideal for long or complex messages. However, it does allow the data to spread amongst a crowd of people quickly.
Another way of reporting data could be to highlight it. Highlighting the key points grabs the reader’s attention and helps them to focus on the vital bits of information by just scanning over the sheet. Different fonts can also create this affect. For example, bold or italics to intensify a point or underlining something to grab attention of the reader or to show that it is an important point. Finally, you can use different fonts to change the mood of the writing, and to report it differently to how it has been in the past.
Data can be reported formally with language and formal punctuation. This would be done if you were perhaps presenting it to a senior member or a customer. Similarly, it can be presented informally this might be done more casually, just explaining it with no fancy graphs or diagrams. You would present data informally to a college or a friend.

1.3- Explain the use of text and diagrams in helping readers to understand the presented data.
Tables and graphs help readers to understand data presented to them in the form of graphs and tables more as it helps help to visualise the figures and data. Looking at the diagrams as it is seems easier than coming up with and working it out for themselves.
Furthermore, diagrams/ pictures help the reader to understand as they are typically well known. They’re also easily understood as they are bold and quickly recognisable. A reader could see these from a sufficient distance and understand the health and safety procedure to be taken.
Whilst reading a document, different fonts can highlight a point and shows its importance. Secondly, underlined text or bold text can introduce a new subject. Large text attracts a reader so that they know what they’re looking at.

1.4 – Explain the requirements relating to:
a. Confidentiality
Confidentiality is the act of protection with personal information. Confidentiality is where you must keep a client/ customers private data strictly between you and themselves; this means not disclosing this information to co-workers, friends, family, etc. To keep others from looking at this information: store individual files locked and secure.
The law on confidentiality references anything personal shared with somebody trusted, including (but not limited to) an attorney, therapist, doctor… Not only is confidentiality a moral but also a law.
Confidentiality can however be broken, in the case of physical, sexual or serious emotional abuse, suicide is threatened or attempted, and there is disclosure or evidence of serious self-harm (including drug or alcohol misuse that may be life-threatening).
b. Data protection
The data protection act requires control how personal information is used by anybody, including organisations, businesses and the government. It means that confidentiality is legal a legal obligation. It must be ensured all information is used fairly, not used excessively, not transferred outside the European Economic Area, kept safely and for no longer than it is needed.
c. Intellectual property
The right type of intellectual property protection helps you to stop people stealing or copying a variety of different things. These include: the names of your products and brands, your inventions, the design or look of your products, things you write, make or produce. Your own Intellectual property if you created something, if you bought intellectual property from somebody else (e.g. the previous owner), own a brand with a trade mark – being a well-known brand. However, usually you won’t own the intellectual property for something you created if you were employed to do it for somebody else.
d. Copyright
Copyright gives the creators of particular materials the rights to control the ways in which their material can be used. The rights protect the work from being copied, adapted, distributed, transmitted to the public by electronically, for example; broadcasting, lending copies to the public and finally, performing in public. Copyright protects original work from the creator – this could be literacy, dramatics, musical, published editions of the work and sound recordings.

Unit 204 Store and retrieve information
Outcome 1 – Understand information storage and retrieval.
1.1- Describe systems and procedures for storing and retrieving information.
There are different information systems available with different features that meet an organisations business needs. The three main information systems are, transaction processing systems, management information systems and decision systems.
Transaction processing systems are to process business transactions. These transactions can be any activity for example at Spavins it could be booking a delivery cancelling a delivery or amending a delivery. If anything like this happens it is classed as a transaction. Transaction processing systems provide high speed and accurate processing of record keeping of basic operational processes including calculation, storage and retrieval.
Management information systems help when you need problems solving and making decisions. This using the information from the transaction processing system and other information. They handle queries quickly as soon as they arrive. The most important part of this is the database. The database is a collection of interrelated data that can be processed through application programs and is available to all members that need the information.
You can use these systems on paper or on computerised systems. Information can be stored alphabetically, numerically, alpha numerically, geographically, by the subject or chronologically. The order of how you store information is usually down to the type of information that you wish to store.
When retrieving information it is very important to know exactly what information is involved. It is important because if you provide the person requesting information with the wrong things then this would cause serious problems. For example at Spavins we have a customer called Brenntag and if they requested information but we accidentally gave them information about another customer called Brevini, this would cause a lot of confusion and maybe result in loss of business. It is important that you double check the information that you have retrieved before passing it on to someone else, you can double check by looking at the address or account number.
Information can be retrieved from a database by using the sear functions. As you gain more experience on the different databases this will become easier. If you do not enter the correct information that is needed to search for more information then you may get no results or the wrong result.
1.2- Outline legal and organisational requirements for information security and retention.
The Data Protection act of 1998 monitors how a company uses somebody’s personal information. Personal information could include: bank details, medical history, or anything specific to that one person. More sensitive information including ethnic background, sexual health, political and religious beliefs and criminal records are kept more securely and disclosed very less frequently if at all. Despite this being a law it is also something that morally should be obliged by.
Everybody who handles this sort of data must follow rules according to the Data Protection Principles; this requires information to be handled fairly and only used when absolutely necessary. At Spavins we do this as no information is used against somebody, only with them and information is only used when it is required for example, charging a customer. The principles also require data is not over used and also used correctly, this would be mean not using it randomly, only when its needed to complete a task and also not to be used in mistake of something else. Using one customer’s information to charge another customer for a job would be an example of using their data incorrectly. Furthermore, personal information should not be kept longer than needed. This principle is used at Spavins as when a customer closes an account, we correctly dispose of their information so it cannot be used by anybody else. It should be handed correctly according to the data protection rights. These rights give anybody the right to object to any decision made regarding their data. Also, in certain circumstances if their information was used in error it would allow them to erase/ destroy their own data. At Spavins we keep information safe and secure as we have an enclosed filing system with locked filing cabinets. On the computer information is protected with passwords on documents including sensitive information. There are private accounts for whom this sort of private data concerns which obviously they only have access to.
1.3- Explain how to create filing systems to facilitate information identification and retrieval.
At Spavins we have different ways of storing documents, one of these way is a filing cabinet. Our filing cabinets containing private information, including customer details, have limited access. This is managed by locking the files and only allowing those it concerns a way to the key. Doing this prevents the files being read by those it doesn’t concern.
As previously mentioned in 1.1,
Storing – as 1.1 of 203 also include levels of access (who has authority to access information)

1.4- Explain how to use different search techniques to locate and retrieve information.
There are many different systems that require search techniques. For example, on a system that we use at Spavins called Fortec you would search for information regarding a delivery by typing in a consignment number into the search engine.
First we would select the con enquiry page.
Secondly, enter the consignment you’re interested in, eg. 320X040755 and then click search.

After this, a second screen would appear in which you would then select the consignment you were searching for.
Once chosen consignment has been selected; the new screen would then appear with a variety of information on the job.
For example, if you wanted to find out when the job was collected.
Secondly, you can also look at any references on the job, who signed for it.
You could also check a delivery post code.

1.5- Describe what to do when problems arise when storing or retrieving information.
If you used the system talked about in 1.4 to search for a pod document and it hasn’t been uploaded yet, the next step would be to call the depot. You would have to look on the job, as previously shown, and call the depot listed. After this they should hopefully upload it promptly so you can access it.
However, if you were looking for a document in a filing cabinet and it wasn’t where you accepted it to be you would then check the shared document to see if it had been scanned on previously.

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