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Electronic Document Preparation and Management

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Jarrell Batchor
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15 views

Electronic Document Preparation and Management

Uploaded by

Jarrell Batchor
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
You are on page 1/ 16

ELECTRONIC DOCUMENT

PREPARATION
AND MANAGEMENT

Candidate Name: Joel Findlay

Candidate Num:

Center: Ewarton High School

Center Num: 100032

Territory: Jamaica

Teacher: J.James

Date Of Submission: 2025


Table of Contents
Introduction ………………………………………………………….( 1)

Features of Email ………………………………… ( a-b)

Advantages and Disadvantages of Electronic Communication …………( 1-7)

Factors to Consider in Selection of Communication Media …………( a-e)

Conclusion …………………………… 1

Reference …………………………………………………………. 3

Types of Electronic Communication …………………………..1-7


Introduction
Electronic communication has transformed how we connect in personal and professional
environments. This document explores various types of electronic communication, their features,
advantages and disadvantages, and critical factors influencing the selection of communication
methods.
Features of Email
(a) To, Cc, and Bcc

 To: The primary recipient of the email.


 Cc (Carbon Copy): Used to send a copy of the email to additional recipients for their
information.
 Bcc (Blind Carbon Copy): Allows the sender to include recipients without revealing their
addresses to others.

(b) Sending Attachments

Email enables the attachment of files (documents, images, etc.) for easy sharing, crucial for
professional correspondence.
Advantages and Disadvantages of Electronic Communication
Advantages

 Speed: Messages can be sent and received almost instantly.


 Cost-effective: Reduces the need for physical materials and postal services.
 Accessibility: Enables communication from virtually anywhere with internet access.
 Record Keeping: Provides a written record of communications.

Disadvantages

 Overload: Users may experience information overload due to the volume of emails and
messages.
 Miscommunication: Lack of non-verbal cues can lead to misunderstandings.
 Security Risks: Susceptibility to hacking and phishing attacks can compromise sensitive
information.
Factors to Consider in Selection of Communication Media
(a) Degree of Urgency

Assessing how quickly a response is needed can influence the choice of communication method
(e.g., instant messaging for urgent matters).

(b) Genre

The nature of the message (oral, written, visual) determines the most appropriate medium.

(c) Level of Confidentiality

Sensitive information may require more secure communication channels (e.g., encrypted email).

(d) Location/Time Zone

Consideration of the recipient’s location and time zone can affect the timing and method of
communication.

(e) Cost, Efficiency, Effectiveness

Evaluating the costs associated with various communication methods, along with their efficiency
and effectiveness, is crucial for decision-making.
Conclusion
Electronic communication offers numerous tools and methods that enhance connectivity in our
fast-paced world. Understanding the various forms, their features, and the contextual factors that
influence their use is essential for effective communication.
References

 Adler, R. B., & Elmhorst, J. M. (2016). Communicating at Work. McGraw-Hill


Education.
 Turkle, S. (2017). Reclaiming Conversation: The Power of Talk in a Digital Age.
Penguin Press.
 Scholz, C., & Johnson, A. (2020). Digital Communication: Opportunities and Challenges.
Springer.
Types of Electronic Communication
Telecommuting

Telecommuting: Telecommuting allows employees to work remotely, utilizing electronic


communication tools to connect with colleagues and clients. This flexibility can improve work-
life balance and productivity
Electronic mail Email

Electronic Mail (Email)Email is a primary form of business communication, providing a


quick and efficient way to exchange information and documents.
Social media

Social Media

Platforms like Facebook, Twitter, and LinkedIn facilitate personal interaction and professional
networking, allowing users to share content and ideas rapidly
World Wide Web

Internet: World Wide WebThe World Wide Web offers vast resources and platforms for
information sharing, online collaboration, and e-commerce.

.
Facsimile and Multifunctional Devices

Facsimile and Multifunctional Devices

Fax machines and multifunctional devices (MFDs) enable the sending and receiving of printed
documents electronically, often used in formal communication settings.
Scan to Mail/Scan to File

Scan to Mail/Scan to File

These functions allow users to scan physical documents and send them directly via email or save
them as digital files, streamlining document management.
Other Current Electronic Communication

Other Current Electronic Communication

Emerging tools such as instant messaging, video conferencing (e.g., Zoom, Microsoft Teams),
and collaboration platforms (e.g., Slack) continue to enhance communication capabilities.

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