WD & DBA DEPARTMENT

MAINTAIN EQUIPMENT AND

SOFTWARE
INVENTORY AND DOCUMENTATION

Assignment
GROUP – 3

SUBMITE TO : - ISRAEL K

SUBMITE DATE : - JUNE 28, 2015 E.C

STUDENT NAME ID
NUMBER
1. DEBBIE
DEJEN …………..….
……………………………………………. 316332
2. KENAOLE
ABEBE
…………………………………………………………. ######
3. YONASE
ENDASHOWE
………………………………………………... ######
4.
……………………………………………….. ######
5.
……………………………………………...... ######
 1. Discuss about stock and inventory.
 Stock and inventory are terms commonly used in business to refer to assets that are held by
a company for various purposes. Although they are related, they have distinct meanings and
functions within the context of business operations.

1. Stock:

Stock generally refers to goods or products that a company purchases or produces for the purpose
of selling to customers. It represents the tangible items that are available for sale or distribution.
Stock can include a wide range of items, such as finished goods, raw materials, work-in-progress, or
components used in manufacturing.

Stock is an essential component of a company's supply chain and revenue generation. Businesses
need to carefully manage their stock levels to ensure an adequate supply to meet customer
demands while avoiding overstocking, which ties up capital and storage space.

Effective stock management involves activities like forecasting customer demand, implementing
inventory control systems, optimizing reorder points and quantities, and monitoring stock turnover.
The goal is to strike a balance between having enough stock to fulfill customer orders and
minimizing costs associated with holding excess inventory.

2. Inventory:

Inventory encompasses all the assets that a company holds for various purposes, including stock,
supplies, raw materials, work-in-progress, and even finished goods waiting for distribution. It
represents a broader concept that extends beyond stock used for selling purposes.

Inventory management involves tracking and controlling all the assets of a company, including stock,
to ensure efficient operations and cost-effectiveness. Efficient inventory management helps
businesses maintain appropriate stock levels, reduce carrying costs, minimize stockouts, and avoid
obsolescence or wastage.

Inventory control systems and techniques, such as Just-In-Time (JIT) inventory, Economic Order
Quantity (EOQ), or ABC analysis, can be employed to optimize inventory levels, reduce lead times,
improve cash flow, and enhance overall operational efficiency.

In summary, stock is a subset of inventory that specifically refers to goods intended for sale, while
inventory encompasses all assets held by a company, including stock along with other materials and
supplies. Effective management of stock and inventory is vital for businesses to ensure smooth
operations, meet customer demands, and maximize profitability.
 2. What are levels of security and
confidentiality in
documentation?
 The levels of security and confidentiality in documentation can vary depending on the
sensitivity of the information being handled. Here are commonly recognized levels of
security and confidentiality:

1. Public: This level of documentation is widely accessible and does not contain any sensitive or
confidential information. It may include materials such as public announcements, marketing
brochures, or general information about the company that is suitable for public dissemination.

2. Internal: Internal documentation contains information that is intended for employees and
internal stakeholders only. It may include company policies, procedures, training materials, or
internal communications that are not meant to be shared outside the organization. While this
information is not public, it is still relatively low in sensitivity and can be accessed by authorized
personnel.

3. Confidential: Confidential documentation contains sensitive information that should only be

accessible to certain individuals within the organization. This may include financial records,
employee data, trade secrets, intellectual property, or strategic plans. Access to confidential
documentation is typically restricted to authorized personnel who have a legitimate need to know.

4. Restricted: Restricted documentation contains highly sensitive or classified information that

is subject to strict security protocols and access controls. This may include classified government
documents, legal contracts, proprietary research and development materials, or customer data
protected by privacy regulations. Access to restricted documentation is limited to a select group
of authorized individuals who have been granted specific permissions and clearances.

To ensure the security and confidentiality of documentation at each level, organizations typically
enforce measures such as password protection, encryption, restricted access controls, secure
storage systems, confidentiality agreements, and regular employee training on data protection and
handling procedures. Additionally, compliance with relevant laws and regulations, such as data
protection or industry-specific regulations, plays a crucial role in maintaining the confidentiality
and security of documentation.
 3. Define hard copy documents and soft copy
documents?

Hard copy documents

Refer to physical copies of documents that are printed on paper or other tangible mediums. These
are physical, tangible documents that can be held, viewed, and stored manually. Examples of hard
copy documents include printed reports, contracts, invoices, letters, or any other document that is
printed onto paper or stored in physical form, such as blueprints or photographs.

On the other hand, soft copy documents are electronic or digital versions of documents that exist in
a non-physical format. They are stored and accessed digitally, typically on a computer, server, or
other electronic devices. Soft copy documents can be created, edited, viewed, shared, and stored
electronically.

 Examples of soft copy documents include word processing files, spreadsheets,

presentations, PDF files, email messages, or any other digital document.

Soft copy documents

Can be easily transferred, edited, and shared electronically via email, cloud storage, or other file-
sharing platforms. They can also be easily replicated, backed up, and distributed across different
devices or networks. However, they require appropriate security measures, such as password
protection, encryption, or access controls, to maintain confidentiality and prevent unauthorized
access or data breaches.
 4. Compare and contrast hard copy
documents and soft copy
documents?

 comparison and contrast between hard copy documents and soft

copy documents:
1. Physical Presence:
- Hard Copy: Hard copy documents are physical, tangible documents that can be held, viewed,
and stored manually.

- Soft Copy: Soft copy documents are electronic or digital versions of documents that exist in a
non-physical format.

2. Storage and Accessibility:

- Hard Copy: Hard copy documents require physical storage space, such as filing cabinets or
boxes, and can be accessed only where they are physically stored.

- Soft Copy: Soft copy documents are stored electronically and can be accessed from anywhere
using a computer or electronic device with appropriate access permissions.

3. Replication and Distribution:

- Hard Copy: Replicating hard copy documents requires printing additional copies, which can be
time-consuming and costly. Distribution is mainly through physical means like mailing or hand-
delivering.

- Soft Copy: Soft copy documents can be easily replicated and distributed electronically by
sharing files via email, uploading to cloud storage, or using file-sharing platforms.

4. Editing and Collaboration:

- Hard Copy: Editing hard copy documents generally involves manually writing, crossing out, or
using correction fluid. Collaborating on hard copy documents requires passing physical copies
between different individuals.
 - Soft Copy: Soft copy documents can be easily edited and updated using various software
applications, facilitating collaboration by allowing multiple individuals to work on the same
document simultaneously.

5. Durability and Preservation:

- Hard Copy: Hard copy documents are susceptible to physical damage, such as tearing, fading, or
ink bleeding. Preserving hard copy documents may require special storage conditions, such as
temperature and humidity control.

- Soft Copy: Soft copy documents do not deteriorate physically but may be subject to loss or
corruption if not appropriately backed up or protected from computer viruses or hardware
failures.

6. Security and Confidentiality:

- Hard Copy: Hard copy documents can be physically secured in locked cabinets or rooms,
providing a level of security against unauthorized access. However, they are vulnerable to theft
or unauthorized physical access.

- Soft Copy: Soft copy documents can be encrypted, password-protected, or restricted with access
controls to ensure confidentiality. However, they are susceptible to hacking, data breaches, or
unauthorized access if not adequately protected.

 Both hard and soft copy documents have their

advantages and disadvantages, and the choice
between them depends on factors such as
convenience, accessibility, security requirements, and
individual preferences.