LO3. Access Information Using Computer

Information Sheet 3.1: General Security, Privacy Legislation and Copyright

A Summary of RA No. 10173 or the Data Privacy Act of 2012

Filipinos spend an average of 10 hours and 2 minutes each day online, the highest in the world, according to recent data. The Philippines also tops social media use for the fourth straight year. Vast amounts of personal information from the Philippines, including photos of daily activities, are freely circulating the Web.

What has the country done to ensure privacy and data protection?

In 2012, the Philippines passed Republic Act No. 10173 or the Data Privacy Act of 2012 (DPA) “to protect the fundamental human right to privacy of communication while ensuring free flow of information to promote innovation and growth [and] the [State’s] inherent obligation to ensure that personal information in information and communications systems in government and in the private sector are secured and protected”.

The DPA was passed in accordance with the Philippines agreements under ASEAN Vision 2020 and at the urging of the growing business process outsourcing industry. The law was modeled after the Data Protection Directive (95/46/EC) with many of its terminologies and provisions similar to privacy laws in other jurisdictions.

What acts are covered by the DPA?

The DPA and its Implementing Rules and Regulations (IRR) apply to all acts done or practices engaged in and outside of the Philippines if:

If the person, either an individual or an institution, involved in the processing of personal data is located in the Philippines;
The act or practice involves personal data of a Philippine citizen or Philippine resident;
The processing of personal data is done in the Philippines; or
The act, practice or processing of personal data is done by an entity with links to the Philippines, subject to international law and comity.

“Personal data” refers to all types of personal information.

“Processing” is any operation/s performed upon personal data. These operations include, but are not limited to the collection, recording, organization, storage, updating or modification, retrieval, consultation, use, consolidation, blocking, erasure, or destruction of data.

Who implements the DPA?

The National Privacy Commission (NPC) is in charge of administering and implementing the DPA. It is also tasked to monitor and ensure compliance of the Philippines with international standards for personal data protection. The major functions of the NPC are as follows:

Rule making.
Advisory. The NPC is the advisory body on matters related to personal data protection.
Public education. – The NPC shall launch initiatives to educate the public about data privacy, data protection and fair information rights and responsibilities.
Compliance and monitoring. – The body has compliance and monitoring functions to ensure personal information controllers comply with the law. It is also tasked to manage the registration of personal data processing systems.
Complaints and investigations.
Enforcement.

“Personal information controller” is an individual or institution, or any other body who controls the processing of personal data, or instructs another to process personal data on its behalf.

How to comply with the Data Privacy Act?

If you are a personal information controller, you are required to comply with the following in accordance with the law:

Registration of data processing systems (DPS). An individual or institution employing fewer than 250 employees need not register unless its data processing operations: involves sensitive personal information of at least 1,000 individuals; likely to pose a risk to the rights and freedoms of data subjects; or the processing is not occasional.

Notification of automated processing operations where the processing becomes the sole basis of making decisions about a data subject and when the decisions would significantly affect the data subject. A “data subject” is an individual whose personal, sensitive personal or privileged information is process.

NOTE: No decision with legal effects concerning a data subject shall be made solely on the basis of automated processing without the consent of the data subject. The consent may be in written, electronic or recorded form. It may be given by a lawful representative or agent.

Appointment of a Data Protection Officer in charge of ensuring compliance with the DPA;
Creation of a data breach response team that will immediately address security incidents or personal data breach;
Adoption of data protection policies that provide for data security measures and security incident management;
Annual report of the summary of documented security incidents and personal data breaches; and
Compliance with other requirements as may be provided by the NPC.

What should you do in the event of a data breach?

The law requires a data breach notification within 72 hours upon knowledge of the breach or reasonable belief that it has occurred to the NPC and the data subject. The notification is generally required when the breach involves sensitive personal information or any other information that may be used to enable identity fraud; this information has been acquired by an unauthorized person; and the acquisition is likely to give rise to a real risk of serious harm to the affected data subject.

The NPC may investigate the breach, depending on its nature or if there is a delay or failure to notify. Inquiries may include on-site examination of systems and procedures.

The Philippines has a relatively young data privacy regime. The Data Privacy Act, as well as RA No. 10175 or the Cybercrime Prevention Act, was only enacted in 2012, although some countries passed data protection laws as early as the 70s. The Philippines’ regulatory body NPC was formally organized only in 2016, which issued IRRs and circulars in the same year. Nevertheless, the country is on its way to developing a stable framework of privacy protection as technological innovations liberalize information sharing.

Information Sheet 3.2: Productivity Application

Productivity Application

Many productivity apps take a job you would have otherwise done manually, like copying and pasting info from one app to another or transcribing audio, and do it for you automatically. Others improve your quality of life by helping you get organized so you spend less mental energy trying to remember where you wrote down important details or what you’re supposed to do next.

What are the benefits of using productivity software?

There are many benefits to using productivity software, including the following:

Increased efficiency. By automating tasks and providing templates and other tools, productivity software can help users work more quickly and efficiently.
Improved accuracy. Automated features can help reduce errors in data entry and other tasks.
Greater flexibility. Productivity software often provides a range of ways to view and manipulate data, making it easier to find the information you need and tailor it to your specific needs.
Enhanced collaboration. Many productivity applications now include features that make it easy to share documents and work on them together with colleagues, which can improve communication and collaboration.

Examples of productivity tools

There are many productivity tools available, both as standalone applications and as part of suites. Here are some of the most popular examples:

Microsoft Office is one of the most well-known suites, which includes Word, Excel, PowerPoint, OneNote, Outlook and Publisher.
Google Workspace is a suite that includes Google Docs, Google Sheets, Google Slides and Google Forms.
Apache OpenOffice is a popular open source suite that includes Writer for word processing, Calc for spreadsheets, Impress for presentations, Draw for graphics and Base for databases.
Apple iWork is a suite from Apple that includes Pages for word processing, Numbers for spreadsheets and Keynote for presentations.

Other examples of productivity applications:

DocuSign: If you’ve had to sign anything in the last decade, chances are you’ve run into DocuSign. It’s an online system for managing contracts and other documents that require electronic signatures. DocuSign’s mobile apps make it easy to review a file and sign it using your phone’s touchscreen and your finger. Even if you don’t need DocuSign in your work life, the app may very well come in handy at home the next time you need to drop a signature on anything from a permission slip to a lease agreement. If you only need to sign forms, this app is free. For sending documents and collecting signatures, you need a paid subscription plan.

Grammarly: Unlike basic spell checkers, Grammarly is a complete writing assistant app. You configure it to give you advice about whatever type of writing you’re doing. For example, you would configure it one way if you’re writing a dissertation, which requires a highly formal style, and another way for a blog post, where shorter sentences and informal language fit better. This app for writers suggests not only style changes but also corrections to grammar and spelling. It’s wonderful for anyone who needs help writing.

IFTTT: IFTTT (rhymes with gift) stands for “if this, then that.” It’s a website and mobile app you use to create custom automations between online services and devices. It’s similar to Apple Shortcuts (see below), but it’s been around longer and works with way more apps than just what’s on your iPhone. For example, you could create this sequence: “If someone tags a photo of me on Facebook, then save a copy of that photo to Dropbox.” Making these little commands is fairly simple, but if you’d rather let someone else do the work, you can explore automations that other users have shared with the community and click to make them your own.

Shortcuts: Your iPhone or iPad becomes a productivity helper with Apple’s Shortcuts (free on Apple mobile devices). This app lets you create automations, in other words, a series of events that happen automatically when triggered. For example, you can make one that says, “When I stop my phone’s Wake-Up alarm [that’s the trigger], automatically play a morning news podcast.” Another example is “When I arrive at such-and-such a location based on GPS, automatically silence notifications.” Even if you know nothing about programming, you can create some time-saving shortcuts with this app.

Zoom Meetings: Even before the global coronavirus pandemic, video conferencing app Zoom was a sweetheart of the tech industry, particularly among remote teams. Having a video calling app that’s reliable and easy to use makes communicating easier and better. Zoom has features that keep video calls fun, too, like virtual backgrounds and the same kind of facial filters found in Snapchat and Instagram. The free version of Zoom is more than adequate for many uses.

Google Workspace: Google Workspace, formerly called G Suite, is Google’s office suite. It’s all the apps you might already know if you have a Google account, including Google Docs, Sheets, Slides, Meet, Calendar, and other apps. Google Workspace is free for anyone with a Google account, though business accounts require a paid subscription. What makes Google Workspace productive? For one, the apps are readily available and fairly easy to use. Two, when you’re working, Google automatically saves and syncs all your changes as you go. Third, collaborating in the apps is incredibly easy.

Lucidchart: Do you need to make diagrams that don’t look like a fourth grader designed them? One of the best tools to use is Lucidchart. With this moderately priced app, you create diagrams for business, educational use, or even personal use. One of its main strengths is in letting multiple people edit a diagram at the same time. Lucidchart has an impressive template gallery full of ideas for charts and diagrams you didn’t even know you needed. How about an emergency exit plan, for example, or an org chart? Anyone can make professional-looking diagrams with Lucidchart.

Microsoft 365: Whether you pay for a Microsoft 365 account or use the free web apps, this office suite has two noteworthy apps and features that can make your life easier. For starters is Microsoft OneNote, the only note-taking app that rivals Evernote in features. Like any other note-taking app, you use it to capture ideas, notes, and information of all kinds. Part of what sets it apart is that OneNote is completely free. Second is Microsoft Word, which in late 2020 got one stunning and unique feature: Transcribe. This feature lets you record an audio conversation while it’s happening or upload a recording of people talking and have the voices transcribed automatically. You need a paid account to get this feature, and it’s only in the web app at this time. More recently, Microsoft has announced some forthcoming features that will allow users to produce AI-generated content in these office apps, too.

Are there any disadvantages of using productivity software?

Yes, there can also be some disadvantages to using productivity software, including the following:

Increased dependence on technology. Relying on productivity software can make it difficult to work if there are technical problems or employees don’t have access to a computer.
IT support issues. If employees are not familiar with the software, they might need help from IT support staff to use it effectively, which can add to costs.
Complexity. Some productivity applications can be complex and time-consuming to learn, which can offset any efficiency gains.

How to choose the right productivity software

When choosing productivity software, it’s important to consider your specific needs and requirements. Below are a few key points to keep in mind when selecting productivity software.

The types of tasks you need to do. Make a list of the tasks you need to be able to do with the software. This will help you narrow down your options.
How many features you need. If you’re just using it for personal use, you might not need as many features as if you’re using it for business purposes.
Your budget. Productivity suites can be expensive, so it’s important to consider how much you’re willing to spend. There are also some good free options available.
Your level of expertise. If you’re not very familiar with computers, you might want to choose a tool that’s relatively easy to use.
Compatibility with other software. Make sure the productivity software you choose is compatible with any other software you’re using.

Information Sheet 3.3: Business Application

What are business apps and what benefits do they offer?

A business app is an application that provides a specific service to users within the organization or outside of it. Business apps are often developed by software vendors and are used as part of a wider IT system deployment or as standalone software solutions. They can be downloaded onto mobile devices, accessed through intranets, or hosted on cloud computing platforms.

What are business applications?

Business applications refer to any software used by an organization to support its business processes, such as CRM (customer relationship management), ERP (enterprise resource planning), HRIS (human resources information systems), and so on.

Unlike consumer-facing products, such as email clients or photo editors, business apps target a specific area of operation within an organization that typically includes multiple departments or teams—marketing teams need different functionality than sales teams, for example.

For the most part, a quality business app will improve a company through increased automation or communication. This could be anything from automating everyday accounting tasks or enhancing communication between in-house and hybrid work teams.

Types of Business Application Software

1. Human Resource Information System (HRIS)

HR is one of the most essential sectors in any business, implementing a human resources software program can streamline several clerical tasks. Recruitment, employee onboarding, record keeping, training, and payroll can all be monitored and automated through HRIS, which handles digital documentation.

2. Inventory Control System

As one of the standardized business solutions, inventory management systems monitor stock levels, updates, turnover rates, and automate cycle counts. Integrating inventory systems with replenishment solutions enables automatic reorder points and point-of-sale (POS) systems to show real-time quantities on all items.

This software application eliminates the need to assign employees to manually count, record, and cross-examine stock across multiple locations, saving time and money. Inventory control solutions can also alert users immediately when it detects an error or discrepancy so that warehouse management can rectify the situation promptly.

3. Communication Software

In order to adequately exchange data, companies need to ensure that communication throughout all departments and locations is streamlined. Communication software, such as web-based email and Microsoft Office, is commonly used to enhance information sharing both internally and externally. However, organizations can also use a cloud-based system integrator to connect all existing software. This creates a centralized database that allows verified users to access reports at any time and work seamlessly with other departments.

4. Accounting Software

Accounting software helps financial advisors monitor business performance by tracking real-time expenses, revenue, and the bottom line. With up to date information, accountants can ensure books contain relevant data, and the business remains profitable.

5. Service Management Solution

Customer relationship management systems enhance every interaction between a business and consumer, such as transactions and customer service. An effective solution not only enhances the customer experience to save clients time but adequately addresses their concerns in an orderly fashion as well.

6. Reservation Software

With a cloud-computing reservation system, appointment-based businesses, such as medical offices, salons, and restaurants, can consolidate in-person and online reservations. By integrating appointments from all platforms, companies can prevent understaffing shifts and overbooking clients, hindering customer satisfaction and loyalty.

7. Schedule Management System

Modern cloud-based scheduling software allows business managers to access and alter employee schedules from anywhere at any time. Some providers offer a web-based interface and mobile app, along with an on-site monitor that allows management and employees to interact and confirm shift swaps and time-off. This accessibility ensures that users can change schedules promptly to avoid confusion and employee absenteeism. Schedule management software also handles labor budgets and payroll to monitor pay cycles and identify top-performers.

8. Demand Forecasting Software

When integrated with POS and inventory systems, demand forecasting software can sift through historical and real-time sales and stock data to project future customer demand. The data can then be automatically consolidated and generated into detailed reports and analyses to provide actionable insights. With forecasting, organizations can prepare for spikes and dives in demand through proper inventory management, saving on stock and labor costs.

Benefits of business apps

There are a number of different ways that an organization can benefit from using business apps. For example, some apps can be used to communicate with customers and employees more effectively. This can help companies increase brand awareness, create an effective loyalty program, and get ahead of their competition.

1. Direct communication and engagement

As a business, it is your responsibility to understand the needs and expectations of your customers. It’s also important to be aware of their current situation. A business app can help you do this.

Some business apps provide access to information that allows businesses to create a better customer experience by improving communications with clients, directly engaging with them, and making sure they are satisfied with a product or service.

2. Improve customer engagement

Business apps can help you give your customers what they want because they’re available on the platforms and devices that are most important to them. Wherever your customer is, you can be there too. As a result, you can offer a personalized experience that makes it easy for them to interact with your business—whether that means sharing a deal on social media or buying from you directly.

3. Increase brand awareness

One of the significant benefits of having a business app is that it helps you increase brand awareness. Some types of business apps can be used in a number of ways to market your products and services, as well as collect customer data for future marketing campaigns. They can also be used to create loyalty programs and marketing channels that don’t cost a lot of money but still have huge growth potential.

4. Create a useful marketing channel

By using a business app for your marketing strategy, you are creating a helpful marketing channel that has several benefits. Every time someone interacts with the app, they are exposed to your brand and message.

5. Create an effective loyalty program

A loyalty program is a great way to reward your most loyal customers and incentivize them to keep coming back. It’s also an effective way to attract new customers because it shows that you are committed to providing excellent customer service and making their experience as positive as possible.

6. Get ahead of your competition

If you have an app solution that streamlines business operations, you need to implement it now rather than later. Any way you can improve your business efficiencies and insights is a method of overcoming competition in a highly fast-paced marketplace.

It is all about automation

In simple words, business apps are applications that automate processes within a business. Business apps automate manual processes and most other activities that involve data input, data integration, process workflows, and alerts.

Most business applications can be easily used by non-technical employees as well as technical employees by providing clear instructions and clean user interfaces. This makes it easier for individuals with less experience or expertise with technology to benefit from automated processes and data management.

These business apps are a vital component of achieving digital transformation as they enable companies to make more informed decisions faster than ever before—which ultimately leads to better business outcomes for everyone involved. The more you can free up valuable resources from mundane tasks, the more you can focus on critical issues like customer engagement, relationship building, and new lead generation for future business growth.

Create new business efficiencies

Business apps can help you run your business more efficiently. Business apps can help you increase efficiency, save time and money, reduce costs, improve productivity and increase revenue. They automate manual processes, freeing up time for employees to focus on strategic tasks rather than day-to-day ones.

To build business apps, you need a development platform that will allow you to build the app without any glitches or errors. The best platforms offer high-level security and encryption protocols so that your data is safe at all times. They also have a simple navigation system that makes it easy for users to navigate through the app’s dashboard and features with ease.

Once you’ve developed an app, getting it onto the market can be a challenge if there isn’t enough infrastructure in place to handle consumer demand or spikes in traffic caused by marketing campaigns. A robust hosting provider will ensure that consumers have access regardless of their location or device type (iOS vs. Android).

In addition to developing custom business apps, organizations can purchase off-the-shelf apps to help streamline their business processes. Consider the needs of your organization to determine whether to build or buy a business app.

Wrapping it up

The possibilities are practically endless when it comes to introducing business apps into your company’s organization. You may want to consider the drag-and-drop capabilities of no-code solutions as well. These create massive advantages and promote business growth.

Business apps can help companies increase productivity, improve customer engagement, and create effective loyalty programs. Business apps automate manual processes and most other activities that involve data.