Archiving, Costs of Producing Information, Processing

Question 1

What is backing up?

Answer 1

A back up is keeping a copy of the current data. If there is a failure of the computer system, the back up can be used to restore the data.

Question 2

What would you back up the data to?

Answer 2

Floppy disk, memory card, external hard drive, tape.

Question 3

What is archiving?

Answer 3

Archiving is for long term storage of data that won’t be needed soon, or ever. Files get archived just so they aren’t deleted in case they are needed in the future.

Question 4

What is an example of something you would archive?

Answer 4

In a school, leavers’ records are not required on a day to day basis but might be required in the future (for up to seven years after leaving) to write a reference.

Question 5

ARCHIVING:

Answer 5

When doing so, you would tend to copy the file onto the archival media (disk or tape), verify the copied files and then delete the original.

Question 6

What are the four main areas where costs are incurred in the production of information?

Answer 6

Hardware, software, consumables and personnel.

Question 7

What is hardware?

Answer 7

Hardware includes items like a printer or scanner. The initial cost is expensive but they last a while. Ongoing costs may be repairs/upgrades.

Question 8

What is software?

Answer 8

Programs on a computer. Software licences need to be purchased. Such as the OS. Licences are either a one off payment or year to year.

Question 9

What can you get with software?

Answer 9

Technical support agreement so if there are difficulties, support is available to solve the problems. This is likely to cost money.

Question 10

SOFTWARE:

Answer 10

Over time you may need to upgrade. But this is likely to be cheaper once you have bought the initial software.

Question 11

What are consumables?

Answer 11

Consumables are items that get used such as paper and printer ink.

Question 12

What are personnel costs?

Answer 12

Related to the people working in the organisation. Employees’ salaries need to be paid. This is a long term cost.

Question 13

NOTE: You may need to pay for personnel training costs. When they start off they will be untrained and take a few months to learn the system…

Answer 13

Personnel are also likely to be the most expensive costs incurred in producing information.

Question 14

What is the input?

Answer 14

This is taking information that is external to the system and entering it into the system.

Question 15

What is processing?

Answer 15

This is an action performed on the data. Processing can include sorting, searching or performing calculations on the data.

Question 16

What is storage?

Answer 16

This is where data is held. It may be the data that has been input, data required during processing or the results of processing. This is data that is still within the system.

Question 17

What is the output?

Answer 17

This is taking information from the system and outputting it. You may get a printout, output on screen or a CD.

Question 18

NOTE: Where do CD’s fit in? They are storage devices. But if the data stored on them is being input into the system, they are input media…

Answer 18

And if data from the system is put onto them, they then become output media!

Question 19

What is feedback?

Answer 19

This is where the output forms part of the input. Feedback is applied to real time situations.

Question 20

FEEDBACK: What are open loops and closed loops?

Answer 20

If the response to the feedback is automatic then the process is a closed loop. If there is an operator involved then the process is an open loop.

Question 21

What are turnaround documents?

Answer 21

This is a document that has gone through the system and is output. It is printed by the computer, additional data is recorded on the document and then input back.

Question 22

Where do turnaround documents get used?

Answer 22

For example, a utility companies allow the home owner to record meter readings. The document already has some details, the home owner adds the meter reading and sends it back.