1.4 Data Handling Flashcards
IT impact on work
-Only need to key something in once in word processor
-Share files and equipment on networks
-Email for speed
-Reprographics such as scanners and photocopiers
-Improved communication eg. video conferencing
-Validity using data types, restrictions and drop down menus
-Queries, search and replace save times
-Research power using the internet
-Increase in homeworking, teleworking and hot-desking
-Better info for decision making eg spreadsheet charts
Impact of IT
Office Layout
-Networks allow the sharing of equipment eg. Printers
-Smart-heating controls allow comfortable temperatures
-Video-projectors and audio-conferencing devices encourage communication in open plan layouts
Impact of IT
Workflow
-Video and audio-conferencing means less travel for meetings is required
-Email can send attachments to many people instantly
-Internet can be used to research business information quickly
Impact of IT
Contracts
-Smartphones, WiFi, 3G etc allow teleworking and VLEs and Broadband aid homeworkers
-Email and intranets help people who job share communicate
Factors that should be considered when purchasing IT
-Ease of use
-Security
-Future proofing
-Initial cost
-Technical specification and performance
-Need for staff training and costs
-Durability and flexibility
-Cost (budget)
-Supplier systems
-Compatibility (eg. Windows 7, Apple)
2 types of networks
-A network is a group of computer that are linked together.
Intranet
•such as a school network
Internet
•requires a live connection/signal and browser software
Network advantages
-Sharing of files ➡️Improving communication and file access
-Sharing of expensive software and hardware ➡️Reducing costs
-An intranet can be setup, for posting internal information ➡️Staff feel more informed and valued
-Data is stored centrally ➡️ easier to backup, reduced risk of losing data
-Networks can be supervised by management ➡️Improved productivity, less cyber-slacking
Network disadvantages
-Networks require equipment that can be expensive to purchase, maintain and upgrade
-Networks require technicians for maintenance. The wages of skilled technicians is expensive as well as their training
-There is always a risk of unauthorized access(hackers) and/or malicious software
-If the network has a technical fault productivity may halt
Security measures
People & Premises
-ID cards
-Swipe/access cards
-CCTV Cameras
-Lock doors and drawers
-Inventory list/stock cards
-Security staff
Security measures
Information
-Password and usernames
-Backup procedure
-Fingerprint readers
-Read only (write protected)
-Firewalls
-Anti-virus software
Electronic File Management
Advantage
-Improved security
-Remote access
-Easier to backup
Electronic File Management
Disadvantage
-Expensive to purchase, maintain upgrade and train staff
-Risk of data loss
-Unauthorized access
Benefits of IT
-Large amounts of information can be quickly processed ➡️Search/replace, queires etc improve productivity
-Large amounts of information can be easily distributed ➡️ Email attachments etc improved communication
-Large amount of information can be accurately managed ➡️ Data types, spell check etc improved quality
-Repetitive tasks are reduced ➡️Improve staff motivation decreased absenteeism
-Easier to standardise processes ➡️Easier to train staff increased flexibility
Data management
File duplication = Time is wasted and therefore costs are increased
Poor information that is not to hand or us out of date = Decreased quality in decision making
Data may be accessed by the wrong people if poorly filed = Breach legislation and action could be taken
Customer information may be lost or incorrect = Customer service may decrease;loss of sales
