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Adelina Romanov

Contents P5 – legal issues Data Protection Act 1998 Freedom of Information Act 2000 Computer Misuse Act 1990

5.6 P6 – operational issues Security of information Back ups Health and safety Organisational policies Business continuance plans Costs

Adelina Romanov

P5 Explain the legal and ethical issues in relation to the use of business information.

In this assignment I am explaining the legal and ethical issues.

Legal Issues means laws that are protecting business information from people who wants to steal it. There are many laws that government has been setting up for people and for businesses for protecting any information from their people, customers or any other people who are interested in business. The laws that I am describing are: Data Protection Act 1998, Freedom of Information Act 2000 and Computer Misuse Act 1990. Data Protection Act 1998 Waitrose held information about the customers and also about people who are working for them. Everything should be protected and the company must follow this act. If people would find out that Waitrose is selling their information to other companies, they will go to the court and it may end up paying people compensations. All information is been stored and kept in business databases or archives because are important for the business to not get in trouble. -All information must be obtained fairly and lawfully. -Information must not be kept longer as it should be. -Information that has been obtained must be used only for special purposes that have been stated during collection. -Information must be accurate and up to date. An example of Data Protection Act that has been broken was in 2007 on BBC news. Is about Orange which is a mobile company that has broken law for Data Protection Act and the spokesman has said that security of the customer’s information was paramount to the company. The company had many complaints from customers but in 2007 a new member of staff where knowing the passwords to the systems where people information where based. The customers where afraid that Orange staff might use their information for illegal purposes and since then people can’t trust anymore the Orange company. Adelina Romanov

Freedom of Information Act 2000 The Freedom of Information Act 2000 is an act of the United Kingdom Parliament defining the ways in which the public may obtain access to government-held information. This act is set to allow private individuals and corporations reasonable access to information while minimising the risk of harm to any entity. An example of Freedom of Information Act that has been broken was in 2013 on BBC news. Police officers and staff in Wales have broken the Data Protection Act 62 times in the past two years. They were caught carrying out the breaches for non-policing purposes, BBC Wales has discovered under the Freedom of Information. A spokesperson for the Information Commissioner's Office, which is responsible for the enforcement of the Data Protection Act 1998, said officers and civilian staff had access to "highly sensitive personal information". Computer Misuse Act 1990 Computer Misuse Act is an act from 1990 but before there was no legalisations that people can follow and be protected. Waitrose set their policies and they are protecting their computers and their information so their competitors or others won’t steal their information. These days almost everyone is using the internet and some people against the law and break into computer systems from they are stealing information and programs that are important. People knew that it was wrong and is against the law but the problem was that nobody could do anything about it. The problem becomes bigger and many people started to complain about it, it became apparent that specific legalisation was needed to enable all hackers to be prosecuted under the law and come to justice. The Computer Misuse Act recognised following offences: -Unauthorised access to all computer materials. -Unauthorised access to computer systems with intent to commit another offence. -Unauthorised modifications of computer materials. An example of Computer Misuse Act that has been broken was in 2012 by two men. According to BBC news, they break the law because they hacked into computers. The police investigate criminal breaches of privacy, as part of probes relating to phone hacking and they were arrested on suspicion of offences under Section 3 of the Computer Misuse Act 1990. An ethical issue is a situation which requires a person or organisation to choose between alternatives that must be evaluated as right or wrong. To be ethical in the company means to be in agreement with the rules and standards, for right conduct or practice, especially the standards of a profession. This involve use of email and what is right and wrong about using email within the office or at home. How to use correctly the internet and what is the whistle blowing.

Uses of email

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Many companies set a policy on how to use emails and their purposes. This is because many people are using emails and some of them for wrong purposes and they might send wrong information. These are some of the policies for using emails. -Don't write in emails something that you don’t want everybody to read it. -Don’t send attachments with important copies as passport. -Don't send attachments (e.g. Word, Excel files) unless the recipient wants it and expects it. -Don't send an email without a meaningful subject. -Never send email with spelling errors and use the spell checker. -Don't type in all capitals. -Turn on the junk mail filtering system that is offered by your email provider.

Internet Most of companies have code of practice on the use of internet and what people can and cannot use internet for. Many websites has been blocked by the companies because may affect the way people work these days. Almost all companies have been blocked Facebook, Twitter and other websites that not allow people to do their work. Whistle-blowing If the people that are working in a company bring information about a wrongdoing to the attention of their employers or a relevant organisation, they are protected in certain circumstances under the Public Interest Disclosure Act 1998. This is commonly referred to as 'blowing the whistle'. The law that protects whistle-blowers is for the public interest. People are encouraged to speak out if they find something is going wrongly in an organisation. Blowing the whistle is more formally known as 'making a disclosure in the public interest'. All organisations have their own laws and policies which they are following but for any company laws they have to follow the government laws as they has been said otherwise someone will be a whistle-blower and if company do something wrong than it will be coming to public and company might have big problems. Policies and procedures are designed to influence and determine all major decisions and actions. All activities take place within the boundaries set by them. Procedures are the specific methods employed to express policies in action in day-to-day operations of the organisation. Together, policies and procedures ensure that a point of view held by the governing body of an organisation is translated into steps that result in an outcome compatible with that view.

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Fair trade involved businesses that are working with suppliers who treat their workers well and they pay a decent wage. Waitrose sponsor Fair trade as they are giving a fair deal to the people who produce their food in some of the world`s poorest countries. They ensure communities in poor countries can use profits to invest in their future. way/fairtrade.html.html

Waitrose set their own health and safety policies to ensure the workers are safe at work and to avoid any health problems. ml

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Explain the operational issues in relation to the use of business information

In this assignment I am explaining the operational issues in relation to the use of business information. A key focus for many of organisation is to improve information management practice. Business have systems that ensure that the organisation receives the information it requires to operate efficiently and it is received by the right person in the organisation. Businesses set their policies and procedures to make sure that information is managed appropriately. Waitrose There are a number of policies and procedures that have to be put in place to make sure that information is managed appropriately. -

Security of information


Back ups


Health and safety


Organisational policies


Business continuance plans



Security of information The information security management deals with maintaining the integrity and availability of organisational information and knowledge. It is very important for businesses to have the right information available when they need it in order to make food business decisions. Many businesses as Waitrose keep their information safe on IT systems but the there are some risks that they may lose their information for example viruses. These IT systems may include secure login identification and controls that limit the access to some information. Back ups Some businesses especially the large businesses have developed some programmes that try to minimise the risk of losing important information stored on IT systems. Waitrose is producing backups of information stored because if the originals are destroyed or damaged they will have a copy of their important information. These backups are stored on a separate hardware from the original version of information. This is because if the hardware with originals is affected, the other with backup’s information is not lost. Health and Safety Most of businesses require employees to spend some time or the whole day on a computer. This can be risky if the employer have a bad posture or incorrect position of equipment. The Adelina Romanov

Health and Safety (Display Screen Equipment) Regulations 1992, Management of Health and Safety at Work Regulations 1992, Provision and Use of Work Equipment Regulations 1992 and the Workplace (Health, Safety and Welfare) Regulations 1992 Acts all legislate to use a computer equipment. Waitrose`s employees should carry out regular workstation assessments to make sure the computer screens are at the right level and some employees that might suffer an injury, the company will provide him/her ergonomic equipment for example keyboard or a mouse that is designed to reduce the risk of injury. Organisational policies These policies are related to the use of business information and it help to make sure that decisions affecting staff: -

Are understandable and consistent


Meet legal requirements


Take full account of their impact


Contribute to productive of their impact

These policies help to make sure that staff of Waitrose has guidance to help them comply with legislation. They have to make sure that consistent decisions are made because these decisions are important in internal communication as they are in handling customers. Business Continuance Plans This means when a company as Waitrose has steps that puts into place to make sure it is capable of surviving. The processes and procedures an organisation puts in place to ensure that documents can continue during and after a disaster. One of the steps is to make sure the company is producing regular backups of its information. Businesses consider natural disasters for example accidents, fire, hacking into the computer system or deliberate breach of security. Because of that, employees have to make sure that information is stored in a safe place not on their personal hard drive. Costs Many aspects of information management can cost money but small business can’t afford this expenses. When a company decide what policies to adopt need to think carefully as some are expensive to carry out. These are: -

Additional resources needed

These resources means money and the company have to make sure they have enough staff and the computer systems are working and are updated on time. If Waitrose thinks that they might need more staff they have to employ new people and their computer system is updated on time and is safe. -

Cost of development

This is the solution already available or the company need to develop themselves. This costs money because when develop is quite expensive. -

Increasing sophistication

When changes in technology are made can affect the business because it will cost money to train employees to use the equipment and software required to do their job. Waitrose need to make sure all their staffs are trained to use the software effectively. Adelina Romanov

Adelina Romanov