Document Production (ICT) – Complete Notes

Document production is the process of creating, formatting, storing and sharing documents using ICT tools such as word processors, spreadsheets, presentation software, databases and desktop publishing programs.

1. Introduction to Document Production

A document is a record of information. It can be written, printed, drawn or stored electronically. Documents are used to communicate, store or provide evidence of information.

Document production involves choosing the appropriate type of document, using suitable software, arranging the information clearly and checking the finished document before it is shared.

2. Ways of Classifying Documents

Documents can be classified in several ways:

2.1 By Medium

• Hard copy: A document printed on paper, such as a signed letter or printed certificate.
• Soft copy: A document that exists electronically, such as a Word document or PDF.

2.2 By Software Used

Documents may be produced using:

• Word-processing software
• Spreadsheet software
• Presentation software
• Database software
• Desktop publishing software
• Web-based software
• PDF applications

2.3 By Audience

Internal documents are used within an organisation. Examples include memos, minutes and internal notices.

External documents are sent outside an organisation. Examples include letters to suppliers, circulars to parents and public brochures.

2.4 By Purpose

• Communication: Letters, memos and notices
• Recording: Minutes, registers and reports
• Planning: Agendas, schemes of work and proposals
• Providing evidence: Certificates, receipts and contracts
• Promotion: Brochures, posters and presentations

2.5 By Level of Formality

Formal documents follow fixed layouts and use careful, appropriate language.

Informal documents use a more relaxed style, such as a quick note to a colleague.

3. Word-Processed Documents

Word-processed documents are mainly made up of text and may contain tables, pictures and headings. They are commonly produced using programs such as Microsoft Word, LibreOffice Writer and Google Docs.

3.1 Letters

A letter is a formal message sent from one person or organisation to another.

A formal letter normally contains:

1. Sender's address and contact details
2. Date
3. Reference number
4. Receiver's name and address
5. Salutation or greeting
6. Subject
7. Body
8. Closing phrase
9. Signature
10. Name and position of the writer
11. Enclosures, where applicable

Common types of letters include:

• Application letters
• Letters of inquiry
• Complaint letters
• Appointment letters
• Letters of recommendation

3.2 Memoranda (Memos)

A memo is a short internal message used to pass information, give instructions or make requests within an organisation.

A memo normally contains:

• To
• From
• Date
• Subject
• Message or body

3.3 Notices

A notice is a short public announcement intended to inform many people. It may be displayed on a notice board or website.

A notice should normally contain:

• A clear title
• What is happening
• Where it will happen
• When it will happen
• Who should attend
• Date of issue
• Name and position of the issuer

3.4 Circulars

A circular is one message sent to several people at the same time. For example, a school may send a circular to all parents.

The mail merge feature in a word processor can be used to send the same circular to many recipients while personalising details such as names and addresses.

3.5 Agendas

An agenda is a list of items to be discussed during a meeting, arranged in the order in which they will be handled.

A typical agenda may contain:

1. Opening
2. Confirmation of previous minutes
3. Matters arising
4. Main agenda items
5. Any other business
6. Date of the next meeting
7. Closing

3.6 Minutes

Minutes are the official written record of what was discussed and decided during a meeting.

Minutes normally record:

• Name of the group
• Date, time and place
• Members present
• Apologies
• Discussions
• Decisions
• Actions and people responsible

Minutes are normally written in the past tense and in a neutral tone. They are signed by the chairperson after approval.

3.7 Reports

A report presents facts, findings and sometimes recommendations about a particular subject after investigation.

A formal report may contain:

1. Title page
2. Table of contents
3. Executive summary
4. Introduction
5. Main findings
6. Conclusions
7. Recommendations
8. References
9. Appendices

Examples include:

• Research reports
• Teaching practice reports
• Incident reports
• Progress reports

3.8 Curriculum Vitae (CV) and Resume

A CV is a summary of a person's education, work experience, skills and achievements. It is commonly prepared for employment or study applications.

A CV may contain:

• Personal details
• Profile or objective
• Academic qualifications
• Work experience
• Skills
• Awards
• Referees

3.9 Proposals, Forms and Contracts

A proposal asks for approval or funding for a planned activity or project. It may explain the problem, objectives, method, timeline and budget.

A form contains spaces where information is entered, such as an application or registration form.

A contract or agreement is a legal document that sets out terms agreed upon by two or more parties.

4. Spreadsheet Documents

A spreadsheet is a grid made up of rows and columns. The individual boxes are called cells. Cells can contain numbers, text or formulas.

Spreadsheets are commonly used for:

• Budgets
• Payroll
• Mark sheets
• Attendance records
• Fee schedules
• Sales records

Common spreadsheet functions include:

• SUM
• AVERAGE
• IF

Spreadsheet information can also be presented using charts and graphs.

5. Presentation Documents

A presentation is a set of slides used to communicate information to an audience.

Slides can contain:

• Text
• Images
• Tables
• Charts
• Audio
• Video

Presentations can be used for:

• Lessons
• Lectures
• Business pitches
• Management reports
• Project defences

A good presentation should use readable fonts, consistent design and concise information without overcrowding the slides.

6. Database Documents

A database is an organised collection of related data that can be searched, sorted, updated and reported.

A database is commonly organised using:

• Tables
• Records
• Fields

Databases can produce:

• Forms
• Queries
• Reports

Examples of database applications include:

• Student records
• Patient records
• Customer accounts
• Stock records

7. Desktop Publishing Documents

Desktop publishing (DTP) combines text and graphics in a carefully designed page layout.

Examples of DTP documents include:

• Brochures
• Flyers
• Posters
• Newsletters
• Magazines
• Calendars
• Greeting cards
• Certificates

Important DTP design principles include:

• Balance
• Alignment
• Contrast
• Repetition
• White space
• Appropriate fonts and colours

8. Portable Document Format (PDF)

PDF stands for Portable Document Format. It preserves the layout, fonts and images of a document across different devices and operating systems.

Advantages of PDF include:

• Preserves document layout
• Works on many devices
• Reduces accidental changes
• Can be password protected
• Can restrict copying and editing

PDFs are commonly used for:

• Application forms
• Examination papers
• E-books
• Official reports
• Invoices

9. Web Documents

A web document is a document designed to be viewed in a web browser. It is commonly created using HTML.

Web documents may contain:

• Text
• Images
• Links
• Videos
• Forms

Examples include:

• Websites
• Blogs
• Online notices
• Online forms

10. Common Document File Types

11. Choosing the Right Document

Before producing a document, consider its purpose, intended audience and whether it is for internal or external use.

• Internal instruction: Memo
• Message to many parents: Circular
• Record of a meeting: Minutes
• Figures requiring calculations: Spreadsheet
• Event promotion: Poster or flyer

12. Good Practice in Document Production

• Use templates or styles where appropriate.
• Use clear and correct language.
• Choose a suitable tone for the reader.
• Use readable fonts and sizes.
• Use sensible margins, spacing and alignment.
• Proofread spelling and grammar.
• Check names, dates and figures.
• Save work regularly.
• Give files clear names.
• Keep backup copies.
• Protect confidential documents.
• Preview a document before printing.

13. Summary

Document production involves creating and managing different types of documents using ICT tools. Documents can be classified according to medium, software, audience, purpose and formality.

Word processors are used for documents such as letters, memos, reports, minutes and CVs. Spreadsheets are useful for figures and calculations, presentations communicate information to an audience, databases manage related information, desktop publishing produces designed materials, PDFs preserve finished layouts, and web documents provide information online.

Revision Questions

1. Define the term document and explain what document production means.
2. Describe four ways in which documents can be classified.
3. Explain the differences between a letter, a memo and a circular.
4. State the main parts of a set of minutes and a formal report.
5. Give two examples of documents best produced in a spreadsheet, presentation and database, and explain why.
6. Explain why a finished document is often shared as a PDF.