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BSBWOR204A – Use business technology. Selecting and using business technology. Selecting and using business technology involves: selecting appropriate technology and software using ergonomic practices using technology according to organisational requirements.
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Selecting and using business technology involves: • selecting appropriate technology and software • using ergonomic practices • using technology according to organisational requirements.
Types of technology that are commonly used within organisations include: • personal computers and laptops • digital cameras • zip drives • modems • printers • photocopiers and scanners • shredders, binders, laminators • guillotines.
Types of software applications commonly used within organisations include: • word processing software • spreadsheet and accounting software • database software • presentation software • email software • web browsers.
Ergonomics is about creating comfortable and safe working conditions. The aim of ergonomics is to reduce the risk of injury by applying safe work practices. Ergonomics relates to: workstation design equipment and posture environmental factors.
Setting up your workstation carefully can have an impact on your health and wellbeing: Desktop layout – make sure everything you need is arranged within easy reach Adjust your monitor and chair so that your posture is appropriate Use any necessary office tools that can help to improve your posture
Monitor environmental factors, including: light noise air.
Vary activities, take rest periods and exercise breaks. Conserve resources and reduce waste at work by minimising: paper wastage energy use.
Organisational requirements regarding the use of technology include: • using login procedures • locating data • identifying, opening, closing, saving and storing files • compliance with legal requirements • compliance with organisational policies and procedures • following manufacturers’ guidelines.
When you are using technology, all equipent must be used correctly and safely in accordance with occupational health and safety guidelines.
Processing and organising data involves: managing files and records operating input devices storing data and existing applications safely accessing and using help.
Files and records: A record is a piece of information relevant to an organisation. A file is a collection of similar types of records.
Knowing your responsibilities includes identifying: • whether the file is confidential • who has authorised access to the file • where existing files are located • where new files should be located.
When creating a new record or file you must: • follow the organisation’s classification system to ensure consistency and avoid duplication • ensure the file has all relevant records and appropriate information • ensure the appropriate records are in the correct file • ensure all files are stored in the appropriate place.
When updating a record or file you must: destroy outdated information (if you have authority to do so) rename a file where appropriate insert new records as appropriate follow rules for creating new records or files.
The main input devices used in an office include: keyboard mouse scanner touch screen light pen barcode reader.
Information is a valuable asset to any organisation. Follow the procedures relating to: naming documents how documents are stored, including folder structure document properties back up security measures used to protect documents.
Exit the software application without causing damage or loss to data.
To avoid data loss: open one application at a time when possible save records properly before closing lock computer when away from your desk identify and act on technical problems.
Access help via: the help facility in the software tool buttons which display a help bubble providing information about the button software manuals help and support websites.
Maintaining technology involves: • identifying and using business technology consumables • maintaining business technology • identifying equipment faults and taking appropriate action.
Business technology consumables include: printer toner cartridges CD-ROMs USB flash drives portable hard disks zip disks back-up tapes.
To monitor the use and supply of consumables you should: • follow organisational policies – FIFO/LIFO • follow stock taking methods and time lines • constantly monitor frequently used consumables.
FIFO stands for first-in-first-out, where the oldest stock is used first. LIFO stands for last-in-first-out, where the stock most recently ordered is used first.
Equipment faults should be identified and corrected. A maintenance program should be developed to ensure that all staff are aware of the procedures for reporting and managing faults. All equipment should be used in accordance with OHS requirements.
