Electronic Document Preparation

& Management Syllabus

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SECTION I: FUNDAMENTALS OF COMPUTING
Define the computer
Identify types of computers
Discuss the advantages and disadvantages of computer usages
Explain the use of various Input devices
Explain the use of various Output devices
List various types of storage media and their practical application
Distinguish between operating system software and application software
Describe ways of caring for computers and peripherals in the working environment;
Discuss health (ergonomics) and safety factors associated with computer use

SECTION II: KEYBOARD MASTERY

Demonstrate competence in keyboarding techniques
Demonstrate correct posture at the computer
Use of special keys; punctuation marks, grammar, spelling and knowledge of abbreviations
Interpret manuscript correction signs
Use different types of headings
Type at a minimum speed of 35 words per minute

SECTION III: INTRODUCTION TO APPLICATION SOFTWARE

Types of Application software: word processor, spreadsheet, database management system,
and presentation software

SECTION IV: USE OF APPLICATION SOFTWARE

Apply appropriate formatting and editing features to a word document
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 In Spreadsheet And Database
 Inserting Charts And Graphs
 Formatting Of Tables
 Using % and $; Invoices, debit notes and credit notes.
Create a database: using no more than 5 fields; perform a simple query using one or two
fields.
Create simple presentations using presentation software
Documents created using objects or data from different application software:
Import spreadsheet unto a word document; using mail merge or any other external data
sources

SECTION V: BUSINESS DOCUMENT PREPARATION

Identify sizes and orientation of paper
Types of stationery; international paper sizes
Selecting appropriate stationery for a given production document
Insert simple graphics into a document: clipart, word art, graphs charts, pictures, and more

Compiled by Ms. T. Gay Extracted from EDPM SYLLABUS May-June 2014 CXC 34/G/SYLL 12
Letter Styles:
 Blocked, Indented, Semi-blocked
 Two-page, circular, with a table, with an inset, with enumeration (numbering)
 Prepare a letterhead
Prepare envelopes and labels using mail merge
Memoranda
Documents for meetings: Notice of a meeting, Agenda, Minutes and Chairman’s Agenda

SECTION VI: SPECIALISED DOCUMENT PREPARATION

Simple Displays: columnar work, ruled and un-ruled, notices, menus, invitations, cards, one
and two page programmes, flyers
Advanced Displays: Flow Charts, organisation charts, newsletters, 4/6/8 page leaflets.
Reports with Footnotes and Endnotes, Continuation pages.
Legal Documents: Wills, leases, conveyance documents, agreements, endorsements and
contracts.
Technical documents: Builder 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

Types of electronic communication
Features of e-mail
Advantages and Disadvantages of electronic communication media
New and emerging communication technologies
Discuss file organisation methods using emails
Identify factors to be considered in the selection of communication media

SECTION VIII: DOCUMENT MANAGEMENT

Difference between manual filing system and electronic filing system. Advantages and
disadvantages
Identify types of documents used in data processing: Source document, Turnaround
documents, Machine-readable documents
Integrity of files: Overwrite protection, Restricted access, virus protection and encryption,
read-only access
Security of files: Use of passwords, firewall , disaster recovery mechanisms, backup systems
Retention of files: Archiving, retention period and disposal, legal limit for retaining files within
an organisation
Traceability of document: Restoring versions of documents that has changed over time;
Metadata: data stored on document, including date created, date modified, date
accessed, owner, access privileges.

SECTION IX: ETHICS

Definition of Intellectual Property
Rights that are protected: Economic Rights and Moral Rights
The Copyright Law and its concepts
Plagiarism, guidelines to avoid plagiarism
Acceptable Standard of work
Demonstrate awareness of desirable habits and work attitudes

Compiled by Ms. T. Gay Extracted from EDPM SYLLABUS May-June 2014 CXC 34/G/SYLL 12