Data Management Flashcards
What are features of file management?
Files should be stored in suitable locations e.g. on the server | Files should be stored in folders with appropriate file names that will make it easy to find | Staff should delete unnecessary files as storage may need to be freed on the server | Back-up copies should be made on a regular basis and staff should know the procedure for this | Someone should be appointed to be responsible for data management within the organisation
What are the benefits of good file management?
Data can be accessed quickly THIS MEANS THAT Quick decisions can be made and deadlines met | Files will be backed up regularly THIS MEANS THAT Data is protected and will be more accurate and reliable | Less time is spent searching THIS MEANS THAT Staff will be more productive and motivated and fewer complaints will be made from customers | Fewer documents will be lost THIS MEANS THAT Staff will be less stressed and won’t worry about data security implications
What is the impact of poor File Management?
Out of date information is used THIS LEADS TO Poor decision making + Sharing of wrong information | Files can’t be found THIS LEADS TO Time being wasted trying to find them disrupting workflow and increasing stress + Customer relationships could break as they may complain if data is not found | Confidential information is accessed THIS LEADS TO The security of the- organisation could be questioned and lead to damaged image or legal implications | Files/date may be lost THIS LEADS TO Redoing the work which causes frustration, time and money | Server may become too full THIS LEADS TO Servers slowing down and more likely to crash
What are ways to ensure the security of electronic data
Change passwords regularly and use different characters, letters and numbers when setting them | Build in read only files so that important file are not able to be amended | Have different levels of access for different users so that only authorised members have access to certain information | Have back up procedures in place will allow files to be restored if they are lost | Install firewalls/antivirus software to ensure hackers are unable to access the computer systems | Encourage staff to lock computers when not in use so that other are not able to access personal systems | Ensure that staff are trained in data security to: reduce errors made + increase productivity + increase confidence - better motivation + reduce corruption and GDPR implications
What are the differences between LAN and WAN?
LAN Connects computers within a local area eg school or building WHEREAS WAN Connects computers within a wide area eg globally | LAN is quick and easy way of transferring data within an organisation WHEREAS WANs can integrate devices like mobiles, laptops and gaming consoles | LAN Security can be set to restrict access to areas of the network WHEREAS WAN offer low security and is more vulnerable to hacking | If LAN’s network goes down no one can access the files WHEREAS WAN Issues will take time to be resolved due to multiple wired and wireless technology | BOTH have an initial set up cost that is very high
