Impact of IT & Data Handling Flashcards
OFFICE LAYOUT
Advantages and Disadvantages of a Cellular Layout:
Advantages
* gives the individual privacy
* gives status, allows individual to feel imporant
* ability to personalise the working space and regulate heating/lighting
* less distractions, allows individuals to concentrate easily on their work
Disadvantages
* wastes space
* difficult to share resourses, such a printers
* emplyees may feel isolated, does not promote team spirit
* difficult to supervise with everyone in individual offices
OFFICE LAYOUT
Advantages and Disadvantages of an Open-Plan Layout:
Advantages
* less space wasted
* easier to supervise
* resources may be shared - saves money
* promotes teamwork and team spirit as colleagues are closer and more able to converse
Disadvantages
* does not give status
* can be noisy with lots of distractions
* lack of privacy, meeting rooms may have to be used
* difficult to suit personal requirements for everyone, such as lighting/heating
CHANGES IN WORKING PRACTISES
Benefits of Flexible Working Practises to an Organisation:
- ability to keep trained and valuable staff
- increase in productivity due to increased staff morale
- decrease in staff absences due to flexibility of work practises
- staff may be more moitivated as they recognise the organisation is tailoring the job to suit their needs
CHANGES IN WORKING PRACTISES
Benefits of Flexible Working Practises to Employees:
- reduced staff levels
- ability to achieve a good work-life balance
- ability to continue to work when personal circumstances change
- greater job satisfaction and able to maintain a proper career path
HOMEWORKING AND TELEWORKING
Advantages and Disadvantages of Homeworking and Teleworking on an Organisation:
Advantages
* can save money with smaller premises as they won’t need to accomodate everyone in an office
* allows for them retain employees whos personal circumstances change
* allows a better work-life balance for employees - increases morale and motivation, resulting in increased productivity
Disadvantages
* home workers need resources, e.g. laptop
* difficult to supervise staff who are at home
* difficult to conduct training/have meetings
HOMEWORKING AND TELEWORKING
Advantages and Disadvantages of Homeworking and Teleworking on Employees:
Advantages
* reduction in travel - reduces stress among staff
* allows a better work-life balance - increases morale and motivation resulting in increased productivity
Disadvantages
* more distractions
* no contirbution or help from colleagues as they are away from the workforce
* difficult to discipline themselves to get work done
* staff may feel isolated, difficult to promote team spirit
WORKING PRACTISES
Types of Working Practises:
Full Time
* employees are required to work a set number of hours per day, e.g. traditionally 9am–5pm, 5 days a week
Part Time
* working less than full hours; times are arranged between the employer and employee, e.g. working 3 days out of the 5
Flexi Time
* employees vary their start and finish time so long as they complete a minimum amount of hours per month, employees must be present during core hours, such as early morning or lunch times
Job Share
* where a full job can be shared by two or more people, employees have the same rate of pay and are entitled to the same contractual benefits
Homeworking
* where employees work from home using ICT.
Teleworking
* allows employees to work away from the office, but using ICT to keep in contact (best for employees who are always on the move, such as a travelling salesperson)
Hot Desking
* a number of desks are setup and shared between employees, employees no not have their own desk, but instead they use any desk available.
WORKING PRACTISES
Advantages and Disadvantages of Digital Technology in the Working Environment:
Advantages
* allows for demonstrations to be given and flies to be exchanged
* meetings can take place without people having to travel - saves time and money
Disadvantages
* some people may feel awkward in front of a camera and still prefer a face-to-face meeting
* a network fault or a system crashes would interefear with the meeting and it would have to be postponed
NETWORKS
Advantages and Disadvantages of Local Area Network:
Advantages
* easy to share peripherals, such as printers and photocopiers – reduce costs
* make it easier to share files and information with employees
* back-ups can be taken on a regular basis – reduces the chance of losing files
Disadvantages
* viruses can spread very quickly over a LAN
* if the file server is damaged or stolen then all the files could be lost
* if network goes down, no one can access files – slow down productivity
NETWORKS
Advantages and Disadvantages of Wide Area Network:
Advantages
* gives easy access to the internet
* data can be transmitted between branches very quickly
Disadvantages
* there is no control over external websites (can be removed or changed by the owner so some pages become available)
* people outside the organisation could have access to your data, so there need to be tight security measures in place
SECURITY AND CONFIDENTIALITY OF INFORMATION
Responsibilities Organisations have:
- comply with GDPR Legislation
- put counter-measures in place procedures and systems that reduce or remove the identified risk
- ensure everyone in the organisation follows security measures to minimise the loss of information
- undertake of risk analysis to identify and quantify the risks that their data is exposed to
SECURITY AND CONFIDENTIALITY OF INFORMATION
Ways to Minimise Physical Threats to Hardware:
- keep visitors away from computer areas
- use cameras and surveillance equipment to monitor the premises at all times
- keeping accurate inventories using barcodes
- bolt/padlock/fix equipment to desks if necessary
- ensuring offices/buildings are locked and alarmed
- ensuring equipment/portable devices are stored in a secure place
SECURITY AND CONFIDENTIALITY OF INFORMATION
Ways to Minimise Threats to Software and Data:
- firewalls to prevent hackers accessing information with internet to commit fraud
- installing anti-virus software – must be updated regularly to ensure any new virus can be detected
- ensuring staff follow security measures, such as locking PCs when not in use, having an automatic log-off, using complex passwords and keeping passwords secure
- storing original copies of software securely, e.g. in a safe or locked cabinet, away from servers and PCs – software can be reinstalled on another computer system if necessary
ACCESS RIGHTS
Security Procedures to Restrict Access Include:
Electronic Files
* password protected files, so only authorised personnel have access to information contained within files by using a password.
* login procedures, so only people who have a log-in and password can access the computer systems
Paper-based Files
* storing files in locked filing cabinets in secure areas
* any information which is no longer needed is shredded
* ensuring that any confidential files are not left lying about, such as on desks, photocopiers, or printers
FILE MANAGEMENT
File Management Procedures should cover:
File Locations
* information should be given on where files should be stored, e.g. on the server in which location and an external storage device is required
File Names
* files should be stored in named folders with appropriate file names that will make it easy to find
Routine Maintenance
* information should be provided to staff about deleting unnecessary files as storage may need to be freed up on the server
Back-up Procedures
* back-up copies should be made on a regular basis and staff should know the procedure for this, some servers may automatically back up data on a regular basis
