Read the information below about a college newsletter team. Students create a monthly document containing text, a logo, photographs and a chart from a sprea...
Question 1 Report
Read the information below about a college newsletter team. Students create a monthly document containing text, a logo, photographs and a chart from a spreadsheet. The editor receives files through a shared cloud folder. In April, a student deleted the final logo and another student printed an earlier newsletter because both files were called newsletter final. For the May issue, the editor has asked you to set up the file area before task A1 begins. The team must be able to locate approved material, keep drafts separate, save work safely and provide clear evidence of the final version.
(a) Create a main folder structure for the May newsletter. Include folders for received files, working drafts, approved assets, spreadsheet/chart files, final output and archive material. [6]
(b) Create suitable filenames for the following: the first draft of the newsletter document, an approved logo image, the spreadsheet used for the chart, and the PDF ready to print. [6]
(c) Use the shared folder permissions to give the editor, student writers and guest photographer appropriate access. Explain the access given to each user type. [6]
(d) Create a method for the editor to show which newsletter file is the final approved version before it is printed. [4]
(e) Give two checks that should be made before the final PDF is copied to the archive folder and the task is marked complete. [2]
Answer Details
(a) Create this structure [6]:
May_Newsletter/ ├── Received_Files/ ├── Working_Drafts/ ├── Approved_Assets/ ├── Spreadsheet_Charts/ ├── Final_Output/ └── Archive/
Drafts and received material remain separate from approved assets and the final output, preventing an unapproved item being printed.
(b) Suitable filenames are May2026_Newsletter_Draft_v01.docx, May2026_Logo_Approved.png, May2026_ChartData_v01.xlsx and May2026_Newsletter_FINAL.pdf [6]. They contain an issue identifier, communicate status where needed, and use extensions that match the intended file types.
(c) Give the editor edit, manage and delete permissions because they must approve, organise, resave and archive files [6]. Give student writers permission to create and edit working drafts, but not to delete approved/final files or change permissions. Give the guest photographer upload/contribute access to Received_Files, without permission to edit or delete newsletter documents or access unnecessary folders.
(d) Place the approved document in Final_Output with a clear filename such as May2026_Newsletter_FINAL.pdf [4]. The editor checks it against the approved content, then makes it read-only or restricts editing, or records approval in a log. This provides clear evidence of which copy is authorised for printing.
(e) Before archiving, confirm that the correct final version/date has been used and open the PDF to check that text, images and the chart appear correctly [2]. Also confirm that the archived copy was successfully copied and can be opened.
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