- 13 (Registered)
CSEC Electronic Document Preparation and management rationale and aims are stated below:
RATIONALE of CSEC Electronic Document Preparation
Computerization has revolutionized the way documents are created, stored and transmitted. It has facilitated greater efficiency and more innovative ways of sharing information. The computer continues to be an indispensable tool in the world of work. The ability to use the computer provides essential skills for prospective employees in the fields of data preparation and data management.
Students seeking opportunities in the world of work or pursuing further studies must develop competence and proficiency in the use of computers and related electronic hardware devices. The Electronic Document Preparation and Management (EDPM) syllabus is designed to equip students with knowledge and computer-related skills required to enhance the performance of clerical and administrative tasks.
AIMS of CSEC Electronic Document Preparation
The syllabus aims to:
- develop an understanding of the importance of Information and Communication Technology (ICT) in a modern office environment;
- equip students with the requisite skills to assume clerical and administrative roles;
- lay the foundation for career development and advancement in a business environment;
- develop knowledge and skills useful for specialized training for secondary, post-secondary studies, and future careers;
To access Forum for questions and answers click here
Section I - Fundamentals of Computing Students should be able to:
- 1. Define the computer; Electronic machine or device that accepts and processes data to produce information
- 2. Identify types of computers; Mainframe, Minicomputer, Microcomputers including laptop, desktop, tablet palmtop and other current devices.
- 3. Discuss the advantages and disadvantages of computer usage; Advantages and disadvantages of computer usage in terms of speed, accuracy, storage and reliability.
- 4. Explain the use of the various input devices; Keyboard, touchscreen, mouse, light pen, microphone, document scanner, character readers (OCR, OMR), barcode readers and other current devices.
- 5. Explain the use of the various output devices; Printer (impact and non-impact) types; line, page, laser, inkjet, dot matrix, monitors, speakers, multimedia projector and other current devices.
- 6. List various types of storage media and their practical applications; Compact Disc (CD ROM), Digital Video Disc (DVD), Floppy Disk, Hard Disk, CD-RW Flash drives and Memory cards and other current storage media
- 7.Distinguish between Operating system software and Application software;
- 8. Describe ways of caring for computers and peripherals in the working environment; General care and physical protection of the computer.
- 9.Discuss health and safety factors associated with computer use.
- Section I multiple Choice
Section II - Keyboarding Mastery Students should be able to:
- 1. Demonstrate competence in keyboarding techniques; Practise and develop speed and accuracy at the keyboard using proper touch keyboarding techniques on alphanumeric keys.
- 2. Demonstrate correct posture at the computer; Practise correct posture, arm reach, seat-height, Screen-to-eye-level contact.
- 3. Demonstrate competence in the use of special keys; Apply special keys, for example, Tab, Escape, Insert. Shortcut keys, for example, ctrl and alt; and Function keys, for example, F1.
- 4. Use correct spacing after punctuation marks; After full stop, comma, semicolon, colon, question mark, exclamation mark, apostrophe, parenthesis, quotation marks.
- 5. Interpret manuscript signs; Application of Manuscript Signs (See end of Syllabus for commonly used signs).
- 6. Use different types of headings; Main head, sub-head, shoulder, paragraph, marginal, and others; appropriate use of these headings.
- 7. Prepare typescript from manuscript or typed notes using accepted rules; Application of rules governing paragraphing (blocked, indented and hanging paragraphs), inset paragraph, abbreviations, typing of figures and ellipsis.
- 9. Type at a minimum speed of 35 words per minute. Incorporation of all the skills in specific objectives 1 – 7 above.
Section III - Introduction to Application Software Students should be able to:
- 1. Identify various types of application software; Word processing, Spreadsheet, Database Management and Presentation.
- 2. Explain the purpose of a word processor; Instances in which word processing should be used. Manipulation of text data. Illustration of the features of a word processing application.
- 3. Explain the purpose of a spreadsheet; Instances in which spreadsheets should be used. Manipulation of numeric data; Illustrate the features of a spreadsheet application.
- 4. Explain the purpose of a database management system;Instances in which databases should be used. Electronic storage and manipulation of data in tables for easy retrieval. Illustration of the features of a database application.
- 5. Explain the uses of a presentation software; Instances in which presentation software should be used. Presentations including delivery of lectures, speeches and reports. Illustration of the features of a presentation application.
- 6. Determine the appropriate software to be used to perform specific tasks. Selection of appropriate word-processing, spreadsheet, database management, presentation and other specialised software.
Section IV - Use of Application Software Students should be able to:
- 1. Apply appropriate formatting features to enhance specific documents; Guidelines for selection of: font types, styles, sizes, colour and effects for business documents, bold, underline, italics. Line spacing. Alignment. Bullets and numbering, margins. Symbols. Borders and Shading. Background, watermarks. Endnotes, footnotes, headers, footers, page numbering
- 2. Apply editing techniques to prepare documents; Proof-reading of documents and correcting errors on screen to produce a document suitable to be mailed. Application of techniques such as: cut, copy, paste, move, search, find and replace, add and delete, spelling and grammar check, thesaurus, font type; type over and insert mode
- 3. Prepare documents using tabulations; Simple Tabulations Create column and row headings and oblique and vertical headings; apply borders. Table alignment on page. Sorting data in tables. Advanced Tabulations Using simple formulae; using spreadsheet or database software to perform predefined functions: Sum, Average, Minimum, Maximum; inserting charts and graphs, formatting of tables using % and $; invoices, debit notes and credit notes.
- 4. Create a database using a single table; Create a database Populate database using no more than 5 fields; perform a simple query using one or two fields
- 5. Create simple presentations using presentation software; Presentations including the use of Title slides, transitions, timing, appropriate fonts, animations, layouts and graphics; effective communication.
- 6. Integrate information to produce complete documents for dissemination. Documents created using objects or data from different application software, for example, Mail merge, using an external data source.
Section V - Business Document Preparation Students should be able to:
- 1. Identify sizes and orientation of paper; Size: Letter, Legal and customised sizes. Orientation: Portrait and Landscape
- 2. Identify types of stationery; Full range of international sizes; ‘A’,’B’ and ‘C’ series
- 3. Select and use appropriate stationery for a given assignment; Letterhead, memo, Copy papers, forms, labels, index cards, document covers and templates.
- 4. Produce letters using the most appropriate styles; Styles including blocked, indented, semi-blocked. Short letter, two-page, circular, with a table, with an inset, with enumeration, prepare letterhead
- 5. Prepare envelopes and labels; Preparation of envelopes and labels using mail merge or any other method.
- 6. Prepare correspondence from skeleton notes and various media; Composition at the computer of notes, letters and memoranda, including audio messages.
- 7. Produce memoranda in various styles using appropriate stationery; Short, long, indented and blocked.
- 8. Prepare documents for meetings; Notice of meeting, agenda, minutes, and Chairman’s agenda.
- 9. Manipulate simple graphics for insertion into a document. Graphics including graphs, charts, pictures.
Section VI - Specialised Document Preparation Students should be able to:
- 1. Produce effective and creative displays, given a specific task; Simple Displays Centering and displaying work – columnar work, ruled and unruled, notices, menus, invitations, cards, one and two page programmes, flyers, and Newsletter
- 3. Prepare different types of documents using appropriate formatting; Newsletters 4/6/8 page leaflets, reports, proposals, continuation pages, news and other forms of press releases; Legal documents Wills, leases, conveyance documents, agreements, endorsements and contracts. Technical documents Builder or Architect Specifications, Bills of Quantity and scope of works. Literary documents Plays for radio, theatre and television; actors’ scripts; index cards. Financial statements Trial Balance, Balance Sheet, Profit and Loss Statement, Income and Expenditure, Invoice, Bank Statement, Receipts.
Section VII - Electronic Communication Students should be able to:
- 1. Discuss various types of electronic communication; Including: Telecommuting. Electronic Mail. Internet: World Wide Web. Social media (e.g. Internet forums, weblogs, podcasts). Social networking Services (e.g. Facebook, Twitter). Facsimile, multifunctional devices. Scan to mail, Scan to file; And any other current electronic communication
- 2. Explain various features of e-mail Including To, Cc and Bcc. Sending attachments.
- 3. Discuss the advantages and disadvantages of electronic communication media; Advantages and disadvantages including: (a) speed of delivery; (b) cost; (c) sending to multiple recipients simultaneously.
- 4. Compare other new and emerging communication technologies; Comparison of usage and features of emerging communication technologies, for example; Twitter, Facebook, smart-phones, blogging.
- 5. Discuss file organisation methods using e-mail; Storing and sorting mail by date, sender and subject. Contact list organisation.
- 6. Identify factors to be considered in the selection of communication media. Degree of urgency. Genre (oral, written, visual). Level of confidentiality. Location/time zone. Cost, efficiency, effectiveness.
Section VIII - Document Management Students should be able to:
- 1. Distinguish between a manual and electronic filing system; Definitions and comparisons. Advantages and disadvantages.
- 2. Identify types of documents used in data processing; Source documents, turnaround documents and machine readable documents.
- 3. Manipulate an electronic filing system; Organisation of drives, folders and files in a hierarchical structure.
- 4. Explain issues related to the integrity of files; Overwrite protection, restricted access, virus protection and encryption, read only access.
- 5. Discuss issues related to the security of files; Use of passwords, firewall, disaster recovery mechanisms, for example, fireproof and waterproof storage, backup systems.
- 6. Examine issues related to the retention of files; Archiving, retention period and disposal; legal limit for retaining files.
- 7. Explain methods for tracing document versions. Traceability of document versions. Versioning: Successive versions of documents that change over time; Metadata: data stored on document, including date created, date modified, date accessed, owner, access privileges.
SECTION IX - ETHICS Students should be able to:
- 1. Explain the concept of intellectual property; Intellectual property conceptualised as the protection of the rights of persons who produce, gather or disseminate ideas and information, including authors, singers and journalists.
- 2. Describe the rights that are protected by intellectual property laws; Rights that are protected Economic rights: the level of payment for use of the product by third parties. Moral rights: violating the integrity and reputation of the author through misrepresentation or misquoting of the work.
- 3. Discuss ethical standards with respect to intellectual property; The copyright concept Publishers or distributors as those who enter into agreements with producers to record, film or print the material and distribute it in ways that would secure the financial interests of producers and prevent the unethical use of the material. Consumers or users as those who have access to all types of information but must acknowledge the source or seek permission of the producer through the publisher, who may charge a fee under certain circumstances. Producers or owners as those who maintain ownership and control over their material and receive financial reward from the user, through the publisher.
- 4. Explain the concept of plagiarism; Plagiarism conceptualised as the use of someone’s intellectual property without giving appropriate credit.
- 5. Plan and order priorities to ensure acceptable standards of work; Organisation of work and work station; submission of assignments; execution of effective time management; follow-up procedures.
- 6. Demonstrate awareness of desirable habits and work attitudes. Elements of desirable habits and work attitudes (a) Individual responsibility or working without supervision. (b) Willingness. (c) Meeting deadlines. (d) Team spirit. (e) Co-operation. (f) Recognition of diversity. (g) Courtesy. (h) Punctuality and regularity. (i) Good grooming. (j) Personal integrity. (k) Respect for others.