Data Management Flashcards
Name features of good file management
Appropriate names for folders/files
Regular back-up of files
Information up-to-date
Benefits of good file management
Time is saved when finding files
Improved efficiency leads to a better reputation
Employees fine file finding process less stressful
Consequences of poor file management
Wastes space on network and therefore slows the server
Out of date info may be used by accident
Info could get lost/deleted accidentally deleted causing time to be spent remaking the file
Features of word
Tables
Text enhancement
Mail merge
Benefits of word
Appearance of info enhanced to a better quality
Multiple copies can be printed
Easier to correct errors
Features of spreadsheets
Formulas
Create charts
Formatting cells
Benefits of spreadsheets
Data is updated if changes are made
Calculations are accurate
Charts to compare or understand data
Features of databases
Sorting in numerical/alphabetical order
Find select records
Create reports for better presentation
Benefits of databases
Can be used by many people at the same time
Easier to change info
Mail merge can link info to other docs
Features of PowerPoints
Animation effects
Use sound and graphics to enhance presentation
Benefits of PowerPoints
Can gain attention
Looks professional
Info can be integrated from other applications
Features of emails
Send message to people
Copy someone in
Attach files
Benefits of emails
Attaches files makes showing documents easier
Can send to multiple people at once (copying someone in)
You can send to anyone in the world
Features of E diary
Set reminders
Set location
Set events
Set tasks
Benefits of E diary
Can compare with other e diaries
Keep track of hat you need to do
Keep on track with reminders
LAN
Local Area Network
WAN
Wide Area Network
Features of LAN
Connects computers within a small geographical area e.g. within a building such as a school server
Features of WAN
Connects computers within a large geographical area e.g. world wide (internet)
Advantages of LAN
Easier to share files
Automatic back-up less risk of losing files
Increased security to restrict access e.g. read only files
Advantages of WAN
Easy access to internet
Data can be transmitted quickly
Provide secure link to sites which transmit sensitive info
Disadvantages of LAN
Decrease in productivity if network goes down
Viruses can spread quickly in network
If server is damaged then all files could be lost
Disadvantages of LAN
No control over external website
People outside organisation may have access to your data
Security
Protecting data against theft, damage destruction
Integrity
The data is accurate, up to date and error free
Privacy
Data must be securely so that those who need it can access it and all who don’t cannot
Confidentiality
Those who can’t access the data respect that and should not be discussed with people who don’t need to know
HtP Hardware
Invisible markers on equipment
Asset number on computer allows it to be identified
Equipment locked down to desk
HtP Software
Tech support provided to ensure correct security measures in place
Info held on electronic storage kept securely
HtP Data
Ensure regular back-up
Anti-virus software installed
Confidential info protected by keypads/swipe cards
Maintain data integrity
Training given to staff on IT
Use of read-only / pass worded files
Unneeded data should be disposed of
