BA L2 Unit 14

1.1 Data can be organised in a number of ways depending on the situation. For instance, it may be beneficial to organise data in folders in date order, by year and then by month, especially if data is used and reported on a monthly basis. The files themselves should then be individually dated and stored in the relevant folder. You could add further subfolders for each week in the month if the amount of data requires you to be more specific. Another way to organise data would be to use a sequence of relevant numbers (product serial numbers/IMEIs depending on the data your company uses) which are sorted into numerical order. So anyone searching for specific information can easily locate the data by looking down the list (or using a search function). This data could then be saved into folders by date, as previously mentioned.

1.2 Data should be presented in a way that will be relevant to the person receiving the data. The recipient needs to be able to understand the data. For example, a long sequence of numbers, dates and names should probably be presented as a spreadsheet and wouldn’t be of much use as a PowerPoint presentation. It should be useful for the end user of the information. For instance, an Excel spreadsheet should be in the correct file format and contain information relevant to the recipient.

1.3 Text and diagrams can be used to explain data more thoroughly or can be used to get a point across in a more concise way. Diagrams may be used to make your data more appealing to the audience they are intended for. To give an additional visual representation to your text could perhaps iterate it more clearly, or could perhaps add an impact that text alone can not offer. This can also be used to highlight key points in the data, or for showing any trends or patterns.

1.4 Confidential business information should be properly secured. If it isn't, data can potentially be misused. For instance, making sure the files you are using have a password put in place to