Page 213 - DLIS007_LIBRARY AUTOMATION

Library Automation

Notes Many reports make recommendations. Almost all reports are assigned or requested. This means
that your purpose and audience are determined before you start to work. Following are the
characteristics of Report:
1. Complete and Compact Document: Report is a complete and compact written document
giving updated information about a specific problem.

2. Systematic Presentation of Facts: Report is a systematic presentation of facts, figures,
conclusions and recommendations. Report writers closely study the problem under
investigation and prepare a report after analysing all relevant information regarding the
problem. Report is supported by facts and evidence. There is no scope for imagination in
a report which is basically a factual document.
3. Prepared in Writing: Reports are usually in writing. Writing reports are useful for reference
purpose. It serves as complete, compact and self-explanatory document over a long period.
Oral reporting is possible in the case of secret and confidential matters.
4. Provides Information and Guidance: Report is a valuable document which gives
information and guidance to the management while framing future policies. It facilitates
planning and decision making. Reports are also useful for solving problems faced by a
business enterprise.
5. Self-explanatory Document: Report is a comprehensive document and covers all aspects
of the subject matter of study. It is a self-explanatory and complete document by itself.

6. Acts as a Tool of Internal Communication: Report is an effective tool of communication
between top executives and subordinate staff working in an organization. It provides
feedback to employees and to executives for decision making. Reports are generally
submitted to higher authorities. It is an example of upward communication. Similarly,
reports are also sent by company executives to the lower levels of management. This is
treated as downward communication. In addition, reports are also sent to shareholders
and others connected with the company. It may be pointed out that report writing/
preparation acts as a backbone of any system of communication.
7. Acts as Permanent Record: A report serves as a permanent record relating to certain
business matter. It is useful for future reference and guidance.
8. Time Consuming and Costly Activity: Report writing is a time consuming, lengthy and
costly activity as it involves collection of facts, drawing conclusion and making
recommendations.

Self Assessment

State whether the following statements are true or false:
5. All reports are factual.

6. There is a scope for imagination in a report.
7. Report writing is a time consuming.
8. Report is a comprehensive document and covers all aspects of the subject matter of study.

11.3 Structure of a Report

The main features of a report are described below to provide a general guide. These should be
used in conjunction with the instructions or guidelines provided by your department.

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