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Higher Admin > Data Management > Flashcards

Data Management Flashcards

1
Q

Name features of good file management

A

Appropriate names for folders/files
Regular back-up of files
Information up-to-date

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2
Q

Benefits of good file management

A

Time is saved when finding files
Improved efficiency leads to a better reputation
Employees fine file finding process less stressful

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3
Q

Consequences of poor file management

A

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Out of date info may be used by accident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

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4
Q

Features of word

A

Tables
Text enhancement
Mail merge

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5
Q

Benefits of word

A

Appearance of info enhanced to a better quality
Multiple copies can be printed
Easier to correct errors

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6
Q

Features of spreadsheets

A

Formulas
Create charts
Formatting cells

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7
Q

Benefits of spreadsheets

A

Data is updated if changes are made
Calculations are accurate
Charts to compare or understand data

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8
Q

Features of databases

A

Sorting in numerical/alphabetical order
Find select records
Create reports for better presentation

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9
Q

Benefits of databases

A

Can be used by many people at the same time
Easier to change info
Mail merge can link info to other docs

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10
Q

Features of PowerPoints

A

Animation effects
Use sound and graphics to enhance presentation

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11
Q

Benefits of PowerPoints

A

Can gain attention
Looks professional
Info can be integrated from other applications

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12
Q

Features of emails

A

Send message to people
Copy someone in
Attach files

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13
Q

Benefits of emails

A

Attaches files makes showing documents easier
Can send to multiple people at once (copying someone in)
You can send to anyone in the world

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14
Q

Features of E diary

A

Set reminders
Set location
Set events
Set tasks

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15
Q

Benefits of E diary

A

Can compare with other e diaries
Keep track of hat you need to do
Keep on track with reminders

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16
Q

LAN

A

Local Area Network

17
Q

WAN

A

Wide Area Network

18
Q

Features of LAN

A

Connects computers within a small geographical area e.g. within a building such as a school server

19
Q

Features of WAN

A

Connects computers within a large geographical area e.g. world wide (internet)

20
Q

Advantages of LAN

A

Easier to share files
Automatic back-up less risk of losing files
Increased security to restrict access e.g. read only files

21
Q

Advantages of WAN

A

Easy access to internet
Data can be transmitted quickly
Provide secure link to sites which transmit sensitive info

22
Q

Disadvantages of LAN

A

Decrease in productivity if network goes down
Viruses can spread quickly in network
If server is damaged then all files could be lost

23
Q

Disadvantages of LAN

A

No control over external website
People outside organisation may have access to your data

24
Q

Security

A

Protecting data against theft, damage destruction

25
Q

Integrity

A

The data is accurate, up to date and error free

26
Q

Privacy

A

Data must be securely so that those who need it can access it and all who don’t cannot

27
Q

Confidentiality

A

Those who can’t access the data respect that and should not be discussed with people who don’t need to know

28
Q

HtP Hardware

A

Invisible markers on equipment
Asset number on computer allows it to be identified
Equipment locked down to desk

29
Q

HtP Software

A

Tech support provided to ensure correct security measures in place
Info held on electronic storage kept securely

30
Q

HtP Data

A

Ensure regular back-up
Anti-virus software installed
Confidential info protected by keypads/swipe cards

31
Q

Maintain data integrity

A

Training given to staff on IT
Use of read-only / pass worded files
Unneeded data should be disposed of

Higher Admin (9 decks)

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