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Business Communication

SECURITY OF INFORMATION

BACK-UP COPIES

HEALTH AND SAFETY ISSUES

ORGANISATIONAL POLICIES

COST/INCREASING SOPHISTICATION


Ebony Thompson

Business Communication

P6 – Explain the operational issues in relation to the use of information

In this assignment I will be discussing how businesses use different methods to keep their information safe. What are operation issues? Operational issues are when organisations have to store and manage the information they hold about people about employees, customers, consumers and their businesses records. There are two main issues that businesses have to ensure about their information and that is; making sure that the information that they receive that they actually require and the right member/s of staff receive they correct information. To ensure that the information that organisations hold is safe and protected from unauthorised bodies, they have to put in to consideration a number of policies and procedures that are of the concern of: o Security of information Security of information is when a security management team will manage and maintain the information that organisations hold; they will help protect the digital data that is stored within the company. Organisations use this to protect the information they have from getting leaked to unauthorised people or organisations. Coca Cola have made a statement on their website explaining how they protect personal information they have collected. “Coca‐Cola takes the protection of personal data seriously. Our database is hosted in the USA and we implement similar safeguards as required by European standards to ensure that your personal data is protected from loss or theft.” This statement outlines that according to the European standards of securing data they will keep personal data they retrieve safe up to those standards. Also Coca Cola have a reprehensive on security for business innovation council, this reason for this is to make sure that they are ahead of how to secure the information that they retain. o Back‐up copies Back‐up copies are when organisations use digital servers to store a copy of the information that they hold within their data. Therefore organisations will create a programme or buy software that produces a copy of the information they have every minute or hour, the copies (back‐up copies) of the information will be stored on a separate hardware or 1


Ebony Thompson

Business Communication

information server. Organisations back up files just in case their original system catches a virus or that information get lost. To make sure they are keeping their records and information safe organisations will back‐up their data on a separate server. To cut back on expenses Coca Cola have decided to cut down on their back‐up window and save some of their information on a disk. The reason why Coca Cola backup their information is to However, Coca Cola do use Dataflo to improve their database and it helps improve the delivery service. o Health and safety issues Healthy and safety issues are concerning employees safety when using digital technology (computer equipment) in the workplace. Particularly in office based jobs when employees are working at a desk all day, organisations have to make sure that their employees are safe and they are in good health. Organisations will give employees assessments to make sure they are using the computer properly. For example, the right chair, the computer screens are at the right level for their height and give regular eye test. Organisations protect their employees that work on computers all day so that they are protected from any lawsuits of mistreating employees. To ensure that they are following the health and safety regulations 1992. The reason why organisations protect their employees that regularly work on computers for long periods of time is so that they are preventing them from straining their eyes and getting a bad back from using the wrong chairs. In order to prevent this will be ordered to take regular breaks from looking at computers screens. Overall, Coca Cola will give their employees that work in their offices on computers regular eye test to make sure that their eye sight is not becoming damaged by constantly working on computers. They will continuously work with people to help provide their office staff with the computer suitable, back supported chairs and make sure that there that each computer is suited to each employees correct eye sight level. o Organisational policies Organisational policies mean that organisations are using their business information to help in the process of decision making that affects their employees. This means that when organisations make decisions that affect staff it should be; understandable, is up to the standard of legal requirements, tell the impact it will have on them in consideration and help improve working relationships. Organisations use this policy to ensure that they are following the data protection act and to give employees guidance, improve communication. Coca Cola have an organisation policy that they call their privacy policy on their website http://www.coca‐cola.co.uk/privacy‐policy.html outlining the rules they abide by and how they treat some information. 2


Ebony Thompson

Business Communication

o Business continuance Business Continuance plans are stages that organisations put into place to ensure that they are able to handle and survive situations if the worst case scenario were to happen. The types of worst case scenarios that a business may consider is if their system got hacked into or their resources got deliberately destroyed. Some stages that may be involved in a continuance plan would be making sure they have kept their information safe and to have back‐up copies of all information they have retained. In case of disasters Coca Cola is currently developing a business continuance plan; “Coca‐Cola Enterprises (CCE), CCE is currently developing a comprehensive Disaster Recovery/Business Continuity (DR/BC) plan. The goals of the plan are to provide 7/24/365 availability for their core ERP applications; and Seven to fourteen day recovery in the event of a catastrophic Event”. The reason why Coca Cola are in the process of creating a business continuance plan is because they want to prepare for a disaster to happen and a survival plan. o Cost/ Increasing sophistication Costs involved would be protecting the operational issues. For example, the cost of purchasing a back‐up server that automatically stores back‐up copies of businesses information or buying new software that will help protect their information. To be business smart and to plan ahead just in case if an unfortunate incident was to occur. Organisation pay out expenses to protect and improve their business. If they need an updated version of software to protect their information. Or to hire more skilled employees to improve the function of an organisation. The cost to pay to fix the solutions to their worst case scenarios or if something goes wrong. Increasing sophistication means that organisations will regularly have to keep up with the fast moving technological world and keep updating the software that they use to help their organisation function and to protect the businesses information. Organisations increase the sophistication by training their staff to make sure their employees are the best they can be. The reason why Coca Cola and other organisations pay a lot of money to protect their information and the health and safety issues of their employees is so because they are seeking to get the best possible results to protect their company. This will prevent them for their information getting hacked into and leaked to their competitive companies such as; Pepsi. Although, recently Coca Cola have released a statement saying that they have cut back costs by saving the back‐up copy of their information on a disk as an alternative to a separate backup server. To increase the sophistication of their delivery trucks and to become more environmentally friendly they switched all of their delivery trucks to hybrids electric trucks, the cost of Coca Cola’s sophisticated upgrade was roughly three million dollars.

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Ebony Thompson

Business Communication

Bibliography http://www.emc.com/emc‐plus/rsa‐thought‐leadership/sbic/index.htm http://www.emc.com/emc‐plus/rsa‐thought‐leadership/sbic/index.htm http://www.microsoft.com/casestudies/Microsoft‐SQL‐Server‐2008‐R2‐ Enterprise/Dataflo/IT‐Firm‐Improves‐Database‐Performance‐and‐Helps‐Bottler‐ DeliverProducts‐Faster/710000001243 http://www.ashtonmetzler.com/BizContDisRec_FINAL.pdf (page 16) http://www.treehugger.com/cars/coca‐colaatms‐fleet‐of‐hybrid‐electric‐delivery‐truckshits‐ miami.html http://www.coca‐colacompany.com/press‐center/press‐releases/coca‐cola‐electrifies‐ theroad‐with‐hybrid‐electric‐fleet http://issuu.com/ebonythompson/docs/p6_pdf

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Business Communication

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