Document Use

Document use refers to tasks that involve different kinds of information designs or displays. The displays can use words, numbers, letters, symbols, graphics and other visual or auditory characteristics (line, colour, light, shape, sound, etc.). Documents are intended to provide information “at a glance.” In the workplace, you use documents such as:

  • assembly drawings
  • lists
  • graphs
  • scale drawings
  • schedules
  • tables
  • radiographs
  • films/movies
  • icons
  • sketches
  • labels
  • forms
  • colour codes
  • diagrams
  • pictures
  • musical scores
  • logbooks
  • maps
  • flags
  • signs
  • ultrasound imaging
  • light or sound signals
  • schematics
  • bills of lading

Document use involves reading, interpreting, and writing (these may occur simultaneously such as when you complete a form). Document use can also involve the actual creation or production of documents. Document use includes print and non-print information display (computer screens, television screens, LCD displays, whiteboards, measurement gauges, etc.).

Document Types

Signs, Simple Lists, and Labels – these are formats that may comprise text, numbers, symbols, icons, pictures, drawings, etc. Workers may read or create these document structures.

Forms – these are structured documents that may comprise lists or combinations of lists. Workers complete forms by adding information and/or read completed forms as information sources. Forms may feature checkboxes, numerical information, phrases, sentences and/or paragraphs.

Tables and Schedules – these are compact arrangements of words, numbers or signs (or combinations of them) in rows and columns to display a set of facts or relationships. Tables and schedules are the result of combining two or more simple lists. Grid lines may or may not be shown. Workers read and create tables and schedules as well as enter information into them. Examples of table and schedule types: combined lists, intersecting lists, nested lists. (Most forms are simply combinations of tables and lists.) Some tables are referred to as charts.

Graphical Presentations – these are pictorial displays of numerical data; that is, a simple means of showing a change in one function in relation to a change in another. Graphs are used to illustrate how a value or quantity changes over time, or the distribution of data across a set of categories for the purpose of comparing values. Graphs may consist of a line connecting points plotted on an x and y axis. (Research shows that 40% of Canadians have a less than an 80% chance of correctly answering a question based on a simple line graph.) Bar-type graphs emphasize the difference in value between various pieces or sets of data by using parallel bars. Pie or circle graphs accent the relationship between the parts of a thing and the whole.