Impact of ICT

Question 1

Describe the features of file management. (6)

Answer 1

• Naming Conventions: Naming folders and files in a consistent, logical and predictable way means that they can be easily retrived and are reflective of its contents.
• Version control: The original document should be named version 1, with subsequent edited documents being named version 2 etc.
• Restricted Access: Confidential information should be stored in a location where a password is necessary.
• File Location: Information should be given on where the file is to be stored.
• Housekeeping: Employees should ensure files are in the correct folders and unneccessary files are either archived or deleted.
• Back up procedure: Files should be backed up regularly and staff should know the procedure for this.

Question 2

What is a cellular office layout? Give advantages and disadvantages. (5)

Answer 2

Made up from a series of individual offices or rooms where small numbers of employees worked.
Advantages:
- Work areas are private allowing sensitive or confidential conversations to be conducted easily.
- Light and temperature can be adjusted to suit individuals requirements.
Disadvantages:
- It is more difficult to work in teams.
- Can be difficult to change or adapt as they are inflexible.

Question 3

What is an open plan layout? Give advantages and disadvantages. (5)

Answer 3

A large, communal work space which can be divided into distinct work areas using screens, plants or furniture.
Advantages:
- Employees can be more easily supervised in one large area.
- The work environment can be more sociable - employees feel less isolated.
Disadvantages:
- Secure storage or security is more difficult.
- Employees may feel work area lacks status as all employees are accommodated to one area.