Standard Ways Of Working

INDEX

1. Managing work
2. Keeping information secure
3. Accuracy and Readability
4. Data Protection
5. Organisations and standard formats
6. Working safely

There are set standards of working which apply throughout all of the Intermediate Part One GNVQ ICT units. They apply in detail in Unit A, but apply also throughout all of the units of this course. It is expected that these standards should be followed and adhered to as a standard method of working in ICT.

The following in summary are the standards which should be followed:

1 Managing work

Management of ICT work is important:

• students need to plan and work to deadlines
• use tab and indent settings so data can be easily changed
• use sensible file names
• store files in a directory/folder structure
• keep a log of ICT problems and how they are solved
• check and evaluate work suggesting improvements

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2. Keeping information secure

Information must be protected from loss or misuse in ICT:

• protecting information from theft, loss, viruses, fire
• protecting confidential information
• respecting copyright
• saving work regularly
• backing up work

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3. Accuracy and readability

All documents and especially formal ones should be accurate. Use a spell-checker:

• for incorrectly spelt words
• for repeated words (eg 'and and')

Use a grammar-checker:

• for agreement of subject and verb
• to find level of reading difficulty of work
• to write mainly in a certain style
• to detect sentences with two full-stops
• to detect missing capital letters at the start of sentences

Also:

• use print preview to check the layout of documents
• proof-read documents both on screen and in printed form
• check document makes sense and meets its purpose

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4. Data Protection

Organisations have responsibilities to follow the Data Protection Act 1998. Anyone processing personal data must comply with the eight enforceable principles of good practice. They say that data must be:

• fairly and lawfully processed;
• processed for limited purposes;
• adequate, relevant and not excessive;
• accurate;
• not kept longer than necessary;
• processed in accordance with the data subject's rights;
• secure;
• not transferred to countries without adequate protection.

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5. Organisations and standard formats

Organisations often have their own standards of document layout. They will also have rules on confidentiality and security of information. Students need to learn importance to organisations of:

• using common standards of document layout eg letter and memo
• write sample minutes and agendas in a specified layout
• proof-read documents using standard symbols for omissions and corrections

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6. Working safely

All organisations and users of ICT should be aware of potential hazards and health risks:

• eye strain
• radiation
• working environment (ergonomics)
• repetitive strain injury (RSI)
• physical stress
• data overload syndrome
• electrical hazards
• fire
• obstruction

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