GNVQ Advanced IT - Unit 2

Process commercial documents

Requires students to specify a corporate style for four commercial documents, produce the related templates and documents, and carry out a mail merge.  Each document must combine at least two types of data: one document must be at least three pages in length and one must include columns and document notes.

1.  create a corporate style specification for commercial documents
2. create templates with appropriate page attributes and layouts for commercial documents
3. enter data and import data files
4. edit documents and use software tools
5. apply appropriate accuracy and security checks
6. produce documents

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Specification: type of document, purpose, page attributes, layouts

Commercial documents: agenda, business letter, invoice, memorandum, minutes, report, newsletter

Page attributes: paper size, orientation (portrait, landscape), widows, orphans

Layouts: margins, justification, indents, tabulations, line spacing, fonts (style, size), page numbering, headers, footers, column layout, document notes (footnotes, summary)

Data: text, tables (numerical data, formula), graphic
 

 Edit documents:
 

text	delete, insert, copy, move, enhance                                  graphics
graphics	size, rotate, cpoy, move, manipulate
tables	insert (row, column, item), delete (row, column, item)

Software tools: search, search and replace, mail merge

Accuracy checks: spell check, proofread

Security checks: confidentiality (passwords, non-disclosure), regular file saving, back up, retain source documentation, theft (equipment, software), copyright (software, data)
  
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A specification for a corporate style for four documents, produced by the student, covering the range, which includes:
 

• four templates with appropriate page attributes and layouts
• four different types of documents, each using at least two types of data, at least one of which must be more than three pages in length and one which must include columns and document notes.

• entered text, graphics and tables and imported data files
• edited text, graphics and tables and used all software tools
• applied appropriate accuracy and security checks

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Corporate style (PC1): refers to the appearance and layout of the range of documents used in an organisation.  The corporate style, or 'house style', is designed to ensure that information is simply presented, easy to assimilate and, through the inclusion of company logos, creates an image of the company which improves awareness and provides posititve publicity.

Templates (PC2): an electronic file which holds basic outline data about a document, such as style data, variable data and sometimes macros, eg letter type, position of references and location of addressee details.

Import data files (PC3): retrieving data from a file into existing data or documents, ensuring that the style of the imported material is modified as appropriate to its new location.

Graphic (PC3 range): for example clip art, graphs.

Enhance (PC4 range): for example bold, italic, underline.

Mail merge (PC4 range): the process of combining variable data such as names and addresses in a secondary file with a master file to produce multiple documents, each containing the same master information but adderessed to a different addressee.

Proofread (PC5 range): visually checking content to ensure that it is correct, meaningful and is in the correct layout and style, including the positioning of graphics and tables.  Errors can be marked to British Standard 5261'Marks for copy preparation and proof correction'.

Non-disclosure (PC5 range): an agreement signed to ensure that personnel understand that they must not disclose  information relating to data which they are privy to, eg the Official Secrets Act.
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