Content,standards,layouts and deadlines 

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It is important to know exactly what customers want-both internal and external. If this information is unknown or guessed, it's likely that customers will not get what they want.

Time should be taken to get an agreement on the specification of a document. This way,many potential problems can be avoided.

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Checking documents for accuracy

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In most businesses a finished document will be checked in some way for accuracy and correctness before it is given to the customer. This is usually done to ensure the document is fit for purpose.

 

When the checking phase is not completed, then mistakes and incorrect or not enough information may make their way to the final document.This could result in inefficiencies and dissatisfied customers.

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Who should check the document?

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The first person to check the document is likely to be the author. They should take the time to ensure the document meets the requirements of the recipient. However, it's often best to have someone else to look over the document as they won't have been working at it as closely as the author.

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On all word processing systems there are spell checking and grammar checking facilities, which can be used to check the accuracy of what has been written.

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However,these spell checkers don't pick up everything and it's best to use them in conjunction with reading a printed version of the document. For example, a spell checker wouldn't recognize 'tow' as incorrect even if the author meant to right 'two' as both are words.

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Technical terms should be checked thoroughly and independently if there is any doubt.

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Confidentiality and Data protection procedures

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Business should have clear procedures on data protection and confidentiality when producing documents. They are required by law to do so and it is also good,ethical business practice.

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The legal framework regulates the way that personal information is collected,stored,processed and distributed. When a business is creating and distributing documents,the rights and confidential information of individuals must be respected.

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If people thought a business could not respect confidentiality, they would withheld information or look for an alternative business

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