Database

Question 1

What is a database

Answer 1

A database is an organized colelction of structured informatin or data typically stored electronally in computer system

Question 2

What is a file or table

Answer 2

A file/table holds all the information needed on a particular topic.

Question 3

What is a record

Answer 3

A record is a collection of information about one thing e.g students

Question 4

What is a field

Answer 4

A field is a piece of
information within a
record

Question 5

What can a database do

Answer 5

• It can create the fields to hold the information
• You can Add, Delete and Alter the field type easily
• You can search for what you need – can attempt multiple searches
• You can sort the information numerically or alphabetically both descending and ascending
• You can merge from the database into other documents.

Question 6

What is a spreadsheet

Answer 6

an electronic document in which data is arranged in the rows and columns of a grid
Allows you to perform calculation

Question 7

Advantage of electronic storage

Answer 7

• Access information quickly
• Edit information easily
  *Can be accessed by more than one person
• Storage space less
• Can access information from
  anywhere.

Question 8

Disadvantage of electronic storage

Answer 8

• Equipment failure stops access
  to information
• Power failure can cause loss of
  information
• Fire can cause the loss of all
  data
• Human error could overwrite
  files
• Viruses could be a big problem
• Easy to lose data if staff are not trained properly

Question 9

How do we guard against loss of electronic information through natural means like fires,
floods and through human-related means like mechanical errors, accidental erasure and
malicious attacks?

Answer 9

1. Regular Data Backup
2. Data Encryption
3. Access Control and Authentication
4. Employee Training and Awareness
5. Disaster Recovery Planning
6. Continuous Monitoring and Incident Response

Question 10

Pros of Database

Answer 10

• Improved data sharing and data security. …
• Effective data integration. …
• Consistent data
  . reliable data. …
• Increased productivity. …
• Better decision-making.

Question 11

Cons of database

Answer 11

More Costly
* High Complexity.
* Database handling staff required. …
* Database Failure. …
* High Hardware Cost. …
* Huge Size. …
* Upgrade Costs. …
* Cost of Data Conversion.

Question 12

Describe Word processing

Answer 12

Word processing is the storage of
text documents

Question 13

Pros of word processing

Answer 13

– Information can be edited, added to and deleted quickly and
easily
– Graphics can be added
– A variety of formats (eg bold, italics etc) fonts and sizes can be
used
– Documents can be stored and recalled at a later date
– Most useful in the Admin department for creating
letters, leaflets, posters, reports etc

Question 14

Cons of word proceesing

Answer 14

• Reduces creativity to some extent
• Word processors cannot be used without Electricity.
• Word processors Use is Expensive due to the cost
  of computers.
• They have led to the Unemployment of typists
  because one person using a word processor can do a lot of work in a short time, which would be
  done by many using typewriters.

Question 15

Pros of spreadsheet

Answer 15

–Calculations carried out instantly
–Calculations accurate if formula is correct
–Data can be easily converted to graphs
and charts
–Most useful in Finance and Sales
department for wages, sales records, stock records, invoices, graphs illustrating
movement of sales

Question 16

Cons of spreadsheet

Answer 16

– Lack of collaboration.
– Vulnerable to costly human errors.
– Manual process.
– Lack of version control.
–Dependent on one person.
–Unfit for remote working.
– Time consuming.

Question 17

Pros of scanning documents

Answer 17

• More Office Space.
• Enhanced Information Preservation.
• Better Data Security.
• Improved Staff Collaboration.
• Better Customer Service.
• Less Paper Clutter.
• Improved Disaster Recovery.

Question 18

Cons of scanning documents

Answer 18

• Using this device reduces the image and graphic quality
• Scanned documents take a lot of hard disk space.
• the maintenance cost of this device is a little expensive for home users.

Question 19

What is microfilming

Answer 19

Microfilming is a process of reducing documents or images to a very small size and recording them on a microfilm.

It involves capturing the contents of documents or images onto a film that is significantly smaller than the original document.

Question 20

Benefits of microfilming

Answer 20

• Microfilm allows libraries and other organizations to provide people with large amounts of information with minimal storage
  needs.
• Microfilm can last for centuries if stored correctly.
• Microfilm can be accessed without technology.