Occupational Standard

Accounting and Finance -LEVEL II

Unit of Competencies:-
3. Produce, Record & Maintain Business Documents
 Code- LSA ACF2 M02 0322
 NOMINAL DURATION- 60 Hours
This module covers the performance outcomes,
skills and knowledge required to maintain the
records ,design and produce various business
documents , record systems and publications in
good order on a day to day basis.
 Unit of Competency:- Produce, Record & Maintain Business Documents

This unit of competency have Seven Learning Outcomes:

At the end of the module the trainee will be able to:
LO1. Select and prepare resources (5hr)
LO2. Design document (10hr)
LO3. Produce document (10hr)
LO4. Finalize document (10hr)
LO5. Collate business records (10hr)
LO6. Update business or records system (10hr)
LO7. Prepare reports from the business or records system
(5hr)
 LO-1. Select and prepare resources
1.1. Appropriate technology and software applications are selected
and used to produce required business documents
 Select which technology & Software application is appropriate for the given type of
document.
 Technology may include: computers, photocopiers, printers, scanners etc.
 Software applications may include: accounting packages, database packages,
presentation packages, spreadsheet packages, word processing packages.
 Business documents may include :accounts statements, client databases,
newsletters, project reviews, proposals, reports, web pages
1.2. Layout and style of publication are selected according to
information and organizational requirements
Layout : in written text is the way something is the arrangement of visual elements on a
page. These visual elements known as layout features include text, images, headings,
spacing, and more.
Style : a particular manner or technique by which something is done, created, or
performed.
 LO-1. Cont…..

Organizational requirements May include :

 budgets
 correctly identifying and opening files
 legal and organizational policies, guidelines and requirements
 locating data
 log-on procedures
 manufacturers' guidelines
 occupational health and safety policies, procedures and programs
 quality assurance and/or procedures manuals
 saving and closing files
 security
 storing data
 Lo 1- Cont…..
1.3 Document design is ensured to be consistent with company and/or client
requirements, using basic design principles (contrast, repetition, alignment, and
proximity).

Contrast: where components of a document are formatted differently to visually reinforce

relationships between sections, including the hierarchical importance of information.

Repetition: Technique of providing information in words or visuals again and again.

Alignment; Principle of graphic design where elements, such as graphics and text
blocks, are lined up, either by the edge of the element or through an invisible center line
through the elements

Proximity: Design concept that states that elements more closely related to each other
conceptually are more closely positioned to each other on the page.

1.4 Format and style are discussed and clarified with person requesting
document/publication
 LO-2. Design document
2.1 Files and records are identified, opened and generated according to task and
organizational requirements .
2.2 Document is designed to ensure efficient entry of information and to maximize
the presentation and appearance of information
2.3 A range of functions are used to ensure consistency of design and layout

Functions May include

o Alternating headers and footers * Table formatting
o Editing * Using styles
o Merging documents * Using columns
o Spell checking

2.4 Input devices are operated within designated requirements

Input devices May include

o Keyboard * Numerical key pad
o Mouse * Scanner
 LO-3. Produce document

3.1 Document production is completed within designated time lines

according to organizational requirements.

3.2 Document produced is checked to ensure it meets task

requirements for style and layout.

3.3 Document is stored appropriately and document is saved to avoid

loss of data.

3.4 Manuals, training booklets and/or help-desks are used to

overcome basic difficulties with document design and production.
 LO-4. Finalize document
4.1 Document is proofread(Checked) for readability , accuracy and consistency in language, style

and layout prior to final output

4.2 Any modifications to document are made to meet requirements.

4.3 Document is named and stored in accordance with organizational requirements and exit the

application without data loss/ damage.

Naming documents May include

o Appropriate file type
o Authorized access
o File names according to organizational procedure e.g. numbers rather than names
o File names which are easily identifiable in relation to the content
o File/ directory names which identify the operator, author, section, date etc
o Filing locations
o Organizational policy for backing up files
o Organizational policy for filing hard copies of documents
o Security
 LO-4. Conti

Storing documents May include

o Storage in directories and sub-directories

o Storage on CD-ROMs, disk drives or back-up systems

o Storing/filing hard copies of computer generated documents
o Storing/filing hard copies of incoming and outgoing facsimiles

o Storing/filing incoming and outgoing correspondence

4.4 Document is printed and presented according to requirements

 LO-5. Collate business records

5.1 Identify individual records or information which should be incorporated into business
or records system according to organizational criteria.

Records May include

 At different stages of use:
o Active
o Archival
 Digital:
o Remote drives
o Servers
o CDs
o DVDs
o Imaging systems
o PC-based applications
o Mainframe
 LO-5. Cont…
 Physical:
o Audio-visual or multimedia
o Graphic
o Microform
o Paper-based (acid free or multiple copies)
 From a variety of sources:
o Already in the custody of the organization
o In the process of being transferred between organizations
Information may include
o Customer relationship management
o Expenditure
o Human resources management
o Invoicing/sales
o Legislative/regulatory/licensing compliance
o Risk management
o Stock control
o Taxation, asset management
 LO-5. Conti

5.2 Records are sorted in accordance with workplace requirements

5.3 Adhere to security and access requirements in accordance with

organizational procedures
Security and access requirements may include

o Individuals or positions of individuals

o Protection of privacy(Secrets)
o Security restrictions

o Trade secrets or commercial-in-confidence information

 Lo-6 Update business or records system

6.1 Control information is identified and recorded for describing new records to be
incorporated into business or records system

6.2 Control information describing movement or use of records is updated within

business or records system

6.3 Control information in business or records system is accurately recorded and

updated

6.4 Records of completed business activities are identified and removed from
current system for disposal
 Lo-7 Prepare reports from the business or records system
7.1 Requests for reports are interpreted and the content and frequency sought are
clarified, where necessary
Reports May include
o Ad hoc
o Computer generated
o Hand prepared
o Part of a management solution for another support/operational function
o regular records management reports
o System management reports

7.2 Reports are prepared from business or records system in accordance with
instructions or request

7.3 Reports are prepared in accordance with organizational security and access
procedures