Misrak TVET College

Training, Teaching and Learning Materials Development

yes
MISRAK TVET COLLEGE
under
Ethiopian TVET-System
INFOM!TION TEC"NOLO#$
%&''OT %EVICE
Level I
LEARNING GUIDE # 14
&nit o( Competence) Maintain E*uipment and
%o(t+are Inventor, and
Documentation
Module Title ) Maintaining E*uipment and
%o(t+are Inventor, and
Documentation
L# Code ) ICT IT%- M./ L.0 -/
TTLM Code ) ICT IT%- TTLM.1 .1--
LO 0) %tore technical documentation
Learning #uide Date) .120.-/ 'age 1 o( -3
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st
evision !uthor) ICT, IT 4 Misrak TVET College
Misrak TVET College
Training, Teaching and Learning Materials Development
INTRODUCTION Learning Guide # 14
This learning guide is developed to provide ,ou the necessar, in(ormation regarding the (ollo+ing content
coverage and topics 4
%torage Considerations
%toring and !ccessing Technical Documentations5Manuals
This guide +ill also assist ,ou to attain the learning outcome stated in the cover page6
%peci(icall,, upon completion o( this Learning #uide, ,ou +ill 7e a7le to 4
!ction is taken to ensure so(t+are, hard+are and e*uipment not in use, stored in a manner as
recommended 7, technical manuals
Ensure technical documentation is stored securel,
Technical documentation are accessed and disseminated as re*uired 7, clients
Learning Activitie
-6 ead the speci(ic o78ectives o( this Learning #uide6
06 ead the in(ormation +ritten in the 9In(ormation %heets -: in pages ;2<6
;6 !ccomplish the 9%el(2check: in page =6
/6 I( ,ou earned a satis(actor, evaluation proceed to 9In(ormation %heet 0:6 "o+ever, i( ,our rating is
unsatis(actor,, see ,our teacher (or (urther instructions or go 7ack to Learning !ctivit, > -6
16 %u7mit ,our accomplished %el(2check6 This +ill (orm part o( ,our training port(olio6
?6 ead the in(ormation +ritten in the 9In(ormation %heet 0: in pages -.2-16
36 !ccomplish the 9%el(2check: in page -?6
<6 I( ,ou earned a satis(actor, evaluation proceed to 9Lap Test: on page -36 "o+ever, i( ,our rating is
unsatis(actor,, see ,our teacher (or (urther instructions or go 7ack to Learning !ctivit, > 06
=6 Do the 9L!' test: @i( ,ou are read,A and sho+ ,our output to ,our teacher6 $our teacher +ill evaluate
,our output either satis(actor, or unsatis(actor,6 I( unsatis(actor,, ,our teacher shall advice ,ou on
additional +ork6 But i( satis(actor, ,ou can proceed to Learning #uide -16
$our teacher +ill evaluate ,our output either satis(actor, or unsatis(actor,6 I( unsatis(actor,, ,our
teacher shall advice ,ou on additional +ork6 But i( satis(actor, ,ou can proceed to the neCt topic6
Learning #uide Date) .120.-/ 'age ! o( -3
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evision !uthor) ICT, IT 4 Misrak TVET College
Misrak TVET College
Training, Teaching and Learning Materials Development
In"#r$ati#n S%eet 1
St#rage C#niderati#n
St#rage
St#rage &aic
E*uipment not 7eing used should 7e stored6 It ma, 7e ne+ hard+are and so(t+are in
7oCes, or loose parts, or sensitive materials that need to 7e stored securel, until installed or
needed6 Valua7le items such as memor, chips or original so(t+are copies ma, need to 7e locked
in a sa(e6
!n IT store can hold ne+ hard+are, spare parts, repaired e*uipment, eCtra copies o(
so(t+are, dail, and +eekl, 7ackup copies o( (iles as +ell as memor, chips6 It can also hold
redundant devices such as printers, modems, ca7les and tools6 Dhile the IT department ma,
also keep contracts, licences and other documents, some companies pre(er to keep such
documentation in their Legal department @i( there is oneA6
IT e*uipment is o(ten delicate and eCpensive6 The environment (or IT hard+are and
so(t+are storage should 7e)
locka7le
dust2(ree
static2resistant
sa(e (rom +ater and humidit,
+ell ventilated and lit
at a constant temperature
separated (rom other perisha7le stores6
Guidance "r#$ tec%nica' $anua'
Most IT e*uipment is (ragile and should 7e handled +ith care E it can 7e damaged i( not
packed correctl, in storage6 The technical manual that companies e*uipment +ill o(ten advise on
packing and storage6
It is also advisa7le to access the +e7site o( the manu(acturer6 O(ten the, update
in(ormation a7out e*uipment on their +e7site, or add additional in(ormation on packing and
disposing o( computer consuma7les and e*uipment6
In(ormation (rom technical manuals needs to 7e recorded in the inventor, (or all stock @in
storage or 7eing usedA such as the eCpected li(etime o( the product6 'rinter manuals, (or
instance, +ill state ho+ man, pages can 7e printed 7e(ore the toner cartridge or developer
Learning #uide Date) .120.-/ 'age ( o( -3
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evision !uthor) ICT, IT 4 Misrak TVET College
Misrak TVET College
Training, Teaching and Learning Materials Development
needs replacing6 'acked and unopened toner cartridges can 7e kept (or *uite some time, 7ut
developer has a more limited shel( li(e6
St#ring c#$)#nent* #"t+are #rigina' and d#cu$entati#n
!ll in(ormation a7out storing components can also usuall, 7e (ound in technical manuals6
#enerall,, sensitive components +ill 7e stored as (ollo+s6
Me$#r, c%i)
Each memor, chip should 7e placed in a (oam2protected, anti2static 7ag6 Each 7ag is then
placed in an individual 7oC or in a larger 7oC that +ill have separate slots (or each chip6 Memor,
+as once ver, eCpensive and al+a,s stored in a sa(e E ho+ever, as the cost o( memor, has
(allen, memor, is o(ten stored alongside other components6
E-)ani#n card* $#t%er&#ard and #t%er )are
ECpansion cards also must 7e placed in anti2static 7ags and each 7ag then placed in an
individual 7oC or in a larger 7oC that +ill have separate slots (or each card6 This 7oC is then
stored in the storeroom, +ith care taken, i( the 7oC is card7oard, not to place other e*uipment
on top o( it6 Mother7oards and other spares should 7e kept in 7oCing so that the, are not
stacked on one another and also to avoid dust 7uilding up6
CD.ROM drive and %ard di/
CD2OM drives are stored in stacks on a shel( in the storeroom6 !n o7vious caution to
take is that the stack is not too high, as it ma, topple over6 "ard disks should 7e placed in (oam2
protected anti2static 7ags6 Each hard disk needs to 7e stored in an individual 7oC6 The 7oCes can
7e placed on top o( each other in stacks @again, not too highA6
S#"t+are #rigina'
Dhen an organiFation purchases so(t+are, copies need to 7e made o( all disks6
Installation o( the so(t+are should 7e carried out +ith the copied disks and not the original6 This
ensures the securit, o( the original disks, and i( there are an, pro7lems +ith the copied disks
another cop, can 7e made6 The original disks need to 7e stored in a secure place such as a sa(e
and pre(era7l, o((2site E as a (orm o( assurance against an, pro7lems +ithin the 7uilding, such
as (looding (rom heav, rain or (ire damage6
D#cu$entati#n
Documentation, including manuals that come +ith hard+are and so(t+are, needs to 7e
stored correctl,6 %ome manuals ma, need to 7e kept +ith the relevant computers i( the, are
used regularl,6 #enerall,, manuals are kept in a storeroom or IT li7rar, @+hich ma, 7e in the
Learning #uide Date) .120.-/ 'age 4 o( -3
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evision !uthor) ICT, IT 4 Misrak TVET College
Misrak TVET College
Training, Teaching and Learning Materials Development
same placeA6 The, are onl, used at times o( installation and later on (or trou7leshooting6 The,
should 7e indeCed in the inventor, and la7elled clearl, on shelves or in ca7inets6 Documentation
such as licensing should 7e recorded and stored in a sa(e area, such as a locked (iling ca7inet6
!s mentioned, in some larger companies, it ma, 7e kept the legal department or in a sa(e6
Mini$i0ing +atage
'oor storage can lead to costl, +astage6
D#cu$ent c#ntr#'
Dorking in an IT re(erence section ,ou might 7e eCpected to handle changes to technical
usersG manuals +ritten 7, sta(( in ,our o+n IT department6 Document control includes
+ithdra+ing old versions, disposing o( them and issuing updated copies6 To do this 8o7
e((icientl,, ,our records inventor, must sho+ +ho holds copies6
Tec%nica' d#cu$ent
Technical in(ormation ma, need to 7e availa7le throughout the organiFation6 %ome
documents +ill have limited access, some ma, 7e (ound on the open shelves in the IT +ork
area, and others kept in clientGs o((ices6 In a highl, developed 7usiness, images o( documents
can 7e online via the IT net+ork6
Leve' #" acce and t%e currenc, #" d#cu$ent. Genera' acce
IT documentation can hold details o( (lo+ charts, program code, technical reports, +iring
plans, testing results, measurements and s,stem anal,sis6 These documents need to 7e sorted
and identi(ied +ith a ke, num7er and an emphasis on making the in(ormation accessi7le6
!ll documents have common re*uirements, the, must 7e)
Avai'a&'e +%en needed) !s in all human endeavours, time is a constraint in ITH
documents must 7e availa7le on re*uest as most o( the time the particular in(ormation
sought +ill help decision2making6
Ea, t# "ind) In order to retrieve a document @to (ind a piece o( in(ormation or update itA
e((icientl,, it must 7e stored under a classi(ication scheme6
Current @up2to2dateA) Normall,, a document has an o+ner +ho is in charge o(
maintaining it, 7ut in order to update a document, a 7usiness process called Ichange
controlG must 7e (ollo+ed6
C%ange c#ntr#' is the process o( managing and controlling changesH re*uested or
other+ise6 It ensures that all +ork is 8usti(ied and that all +ork re*uested and approved is
Learning #uide Date) .120.-/ 'age 1 o( -3
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evision !uthor) ICT, IT 4 Misrak TVET College
Misrak TVET College
Training, Teaching and Learning Materials Development
completed and tested6 In some organiFations, no change can 7e made +ithout an approved
change control (orm6
Va'ua&'e #rigina' and d#cu$ent ecurit,
Valua7le original documents, possi7l, held in a protected place under the care o( IT, ma,
7e)
legal or historical papers
signed (orms
tender documents
contracts
agreements
+arranties and licences6
These documents need to 7e sorted, identi(ied +ith a ke, num7er, and (iled @+ith a strong
emphasis on securit,A6 The, need to 7e accessi7le on a Ineed to kno+ 7asisG E this attri7ute is
ver, important (or in(ormation in IT documents that is con(idential or sensitive and restricted to
authorised access @speci(ic individualsA6
The o78ective o( document securit, is to preserve the organiFationGs in(ormation assets
and the 7usiness processes the, support, 7,)
C#n"identia'it,) +here documentation is accessi7le onl, to those authoriFed to have
access
Integrit,) +here accurac, and completeness o( in(ormation contained in the documents
and processing methods are sa(eguarded
Avai'a&i'it,) +hen documentation and associated assets are accessi7le 7, authorised
users +hen re*uired6
D#cu$ent and "i'e )r#)ertie
One simple +a, to protect a so(t cop, document is to use the 7uilt2in securit, (ile
(eatures, no+ common to operating s,stems6 &sing this s,stem, ever, o78ect has a uni*ue
o+ner +ho has control o( and access to it6 !n o78ect can 7e a (older, (ile @documentA or a
complete net+ork drive6 The access provided 7, the o+ner can 7e IreadG, I+riteG or Ino accessG6
O+ners can also revoke access to users6 T,picall,, the department or a section +ithin an
organiFation appoints the o+ner6 Normall,, sensitive documentation is la7eled Icommercial2in2
con(idenceG6
Learning #uide Date) .120.-/ 'age 2 o( -3
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evision !uthor) ICT, IT 4 Misrak TVET College
Misrak TVET College
Training, Teaching and Learning Materials Development
Organi0ing d#cu$entati#n
3%, c'ai", d#cu$entati#n4
The purpose o( classi(,ing documentation is to store it in an organised manner6 This then
allo+s timel, and easier access to the right documents +hen needed6 More generall,, documents
can 7e managed in line +ith the organisationGs 7usiness goals and o78ectives6
The three main @and relatedA reasons +h, an organisation needs to organise its
documentation, are that this)
allo+s them to (ind in(ormation more easil,
allo+s (aster response to an, t,pe o( *uer,
Makes +ork easier6
T%e &aic #" a +e'' #rgani0ed ,te$
Acce* r##$ t# e-)and and #+ner%i)
Documents should 7e organiFed so that people are keen to use them6 &sers should not
need to learn complicated hierarchies, or constantl, re(er to convoluted indeCes to (ind a
document E i( a s,stem is compleC and hard to use, people end up not using it at all6 The aim is
to avoid people having to guess or make 8udgments on +here to store or look (or relevant
documentation6
Issues o( (inding documents 7ecome increasingl, more important as an organiFation
gro+s6 ! +ell2organiFed s,stem should 7e (leCi7le and a7le to gro+ to handle large num7ers o(
documents and users6
Documentation should availa7le to all persons or groups +ithin the organiFation on a
Ineed to kno+G 7asis6 !ttri7uting o+nership to documents and (olders makes it eas, to esta7lish
responsi7ilit, (or them, particularl, +hen documentation needs to 7e updated6
T%e "i'ing ,te$ and na$ing )r#t#c#'
The (iling s,stem should help users retrieve documents *uickl,6 ! s,stem o( sorting the
documents is at the heart o( ever, (iling method6
%ome s,stems use alpha7etic sorting, (rom ! to J6 $et +ith that method, there can 7e
con(usion as to the name o( a document or a 7ook, or i( is unclear i( the alpha7et has 7een used
(or the author or title or su78ect, or even the date6
Learning #uide Date) .120.-/ 'age 5 o( -3
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evision !uthor) ICT, IT 4 Misrak TVET College
Misrak TVET College
Training, Teaching and Learning Materials Development
%imilar con(usion can occur in (ile management programs included in operating s,stems
such as Microso(t Dindo+s6 The program makes it eas, to create directories and (olders, 7ut one
person ma, name a (ile 7, the (irst +ord in a document, another +ill give the (ile a code6 !ll
users need a common (ile naming polic,6
6i'e c#de nu$&er and &ar c#de
! +idel, adopted practice to overcome all that is to give ever, 7ook, document and (ile a
code or num7er6 The items can then 7e sorted numericall, on the shelves or in the (ile dra+ers6
The num7er +ill 7e printed on the document, and is entered int# t%e c#$)uter invent#r,
a'#ng +it% it '#cati#n7
%ome large organiFations add a 7arcode to items 7, a stick, la7el or printed onto each
document6 Entr, into the computer data7ase is then simpl, a matter o( scanning in the +a, a
supermarket scans items at a checkout6
D#cu$ent and Re"erence Materia' Invent#rie
There should 7e an inventor, o( documents and re(erence materials6 Depending on the
amount o( in(ormation, (iling s,stem and siFe o( the li7rar,, the records (or technical papers and
manuals can 7e kept on a card indeC, or in a computer data7ase6
Each document and re(erence should 7e num7ered or coded, 8ust as +ith the other assets
o( the organisation or compan,6
! record o( those num7ers, a description o( the item and its location are then recorded in
an indeC (ile or an electronic catalogue6
Na$ing c#nventi#n "#r IT d#cu$ent
IT documentation is an integral part o( the (oundation to compl, +ith *ualit, standards,
such I%O =..-)0..., +hich outlines criteria (or a good *ualit, management s,stem6
IS8N nu$&er veru nu$&ering ,te$
Most 7ooks alread, have a num7er printed on the page +ith pu7lication and pu7lisher
details, called the imprint page6 This num7er is the International %tandard Book Num7er @I%BNA
or I%%N (or International %tandard %erial Num7er @(or 8ournals and magaFines etcA, used 7,
li7raries and pu7lishers and +hich ma, 7e used in the inventor, record6 "o+ever, these num7ers
are long and cum7ersome to (ind, read or +rite6
Learning #uide Date) .120.-/ 'age 9 o( -3
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evision !uthor) ICT, IT 4 Misrak TVET College
Misrak TVET College
Training, Teaching and Learning Materials Development
To make it easier, a separate (iling num7er ma, 7e stuck on the spine o( the 7ook6
Li7raries use a num7ering s,stem called the De+e, Decimal s,stem6 ! num7ering s,stem such
as this can 7e used (or 7oth 7ooks and the (ile names (or documents6
Se'".C%ec/ 1 3ritten Tet
Name)KKKKKKKKKKKKKKKKKKKKKKKKKKKKKKKKK Date)KKKKKKKKKKKKKKKKK
Intructi#n: !ns+er all the *uestions listed 7elo+, i( ,ou have some di((icult, doing this sel(2check, (eel
(ree to ask ,our teacher (or clari(ications6
-6 Dhat needs to 7e locked in a sa(eL
06 It can hold ne+ hard+are, spare parts, repaired e*uipment, eCtra copies o( so(t+are, dail, and +eekl,
7ackup copies o( (iles as +ell as memor, chips6
;6 It ma, keep contracts, licenses and other documents, some companies pre(er to keep such
documentation in their Legal department6
/6 #ive at least three @;A environments (or IT hard+are and so(t+are storage6
16 Dhere should the memor, chip 7e placedL
?6 !side (rom memor, chip, +hat else must 7e placed in anti2static 7agsL
36 This must 7e stored in stacks on a shel( in the storeroom6
<6 Dhere the hard disk should 7e placedL
=6 Dhat do ,ou store in an o((2site placeL
-.6 These are kept in a storeroom or IT li7rar,6
--6 'oor storage can lead to +hatL
-06 Dhat is it that includes +ithdra+ing old versions, disposing o( them and issuing updated copiesL
-;6 This ma, need to 7e availa7le throughout the organiFation6
-/6 It hold details o( (lo+ charts, program code, technical reports, +iring plans, testing results,
measurements and s,stem anal,sis6
-16 Dhat must 7e the re*uirement o( all documentsL
-?6 It is the process o( managing and controlling changesH re*uested or other+ise6
-36 #ive at least three @;A Valua7le original documents6
-<6 It helps the users retrieve documents *uickl,6
-=6 It is an integral part o( the (oundation to compl, +ith *ualit, standards, such I%O =..-)0..., +hich
outlines criteria (or a good *ualit, management s,stem6
0.6 Dhat does I%BN meansL
Learning #uide Date) .120.-/ 'age ; o( -3
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evision !uthor) ICT, IT 4 Misrak TVET College
Misrak TVET College
Training, Teaching and Learning Materials Development
$ou must a7le to get 0- points to 7e competent other+ise ,ouGll take another test6
In"#r$ati#n S%eet !
St#ring and Acceing Tec%nica'
D#cu$entati#n<Manua'
St#ring d#cu$entati#n
=%,ica' t#rage
! large range o( o((ice (urniture and (ittings can 7e used to store or displa, documents6
%ome are (ireproo( +hile others are designed to hold volume or *uantit,6 $ou can see a variet,
o( storage units used in di((erent li7raries6
Con(idential documents ma, 7e kept in a ver, secure place, such as a storeroom6
Other 7ooks ma, 7e kept in 7ookcases or open steel shelves6 'eriodicals, 8ournals,
magaFines and 7rochures ma, need to 7e kept in 7oCes on shelves, to help locate speci(ic
issues6
! large li7rar, +ill pro7a7l, need a s,stem o( access to 7ooks called a Compactus, +hich
is shelving on +heels, to allo+ more shel( space in a compact area6
Di""erent "#r$at and '#cati#n c#ntr#'
Technical documents and help in(ormation are supplied on a variet, o( di((erent media that
the IT department must store and manage6
The di((erent media include)
7ooks CDs
Digital
images
(ilm
micro(iche Internet
online
'aper Video6
Each di((erent media (ormat ma, re*uire di((erent means o( storage and sometimes,
di((erent +a,s o( (iling and management6
$our organiFationGs 7ookshelves and (iles ma, 7e in a (ile room, a storeroom, a li7rar, or a
personGs o((ice6 It is not necessar, to keep ever,thing in a central place6 Man, documents and
manuals can 7e kept on shelves close to +here the, are most o(ten used, even in peoplesG
Learning #uide Date) .120.-/ 'age 1> o( -3
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evision !uthor) ICT, IT 4 Misrak TVET College
Misrak TVET College
Training, Teaching and Learning Materials Development
o((ices and 7, +orkstations6 The important thing is to keep a record that sho+s +here an item is
at all times, and to ensure that an, movements o( the item are recorded in the data7ase or
inventor,6
The inventor, o( documents ought to tell a searcher +here a document, a (older, tape,
disk or 7ook is stored +hen no one is using it6
E'ectr#nic t#rage
No+ada,s, it is more practical @and environmentall, considerateA to store nearl, all
documents electronicall,6
I( +e value our documentation, it must n#t 7e stored on a local hard drive6 It must 7e
stored on a server that is regularl, 7acked up6
Net+#r/ t#rage
Net+ork %torage is one proven s,stem o( storage, using a local area net+ork @L!NA, is
7ased on the structure o( an organiFation6
On the organiFationGs L!N, each ma8or department or team is given its o+n (older)
Operations, Customer %ervice, !dministration, "uman esources, 'a,roll, !ccounting, etc6
Dithin the department (older, su7(olders are assigned to di((erent sections and pro8ects6
Advantage #" net+#r/ t#rage
Each department and +orkgroup can o+n (olders assigned to them6 The department +ill
manage its location, maintenance and access6
It is (leCi7le and easil, eCpanda7le to allo+ (or gro+th) simpl, su7divide (olders i( more
classi(ication is needed6
It is (leCi7le +hen 7usiness realignment occurs) departmental (olders can 7e moved to
re(lect the ne+ structure +ithout disrupting their contents6
Departments are in charge o( archiving documentation +hen the, 7ecame out o( date6
6#r$at "#r t#ring IT d#cu$entati#n
For a document to 7e availa7le to customers, documentation must 7e stored in a (ile t,pe
that is +idel, compati7le +ith a num7er o( plat(orms6 Documents cannot 7e stored in a (ormat
that the audience or user ma, not 7e a7le to open6
Guide'ine "#r #n'ine d#cu$ent
#eographical distance is no longer a 7arrier to communication6 Modern documentation is
also increasingl, distri7uted online, 7ecause it)
Learning #uide Date) .120.-/ 'age 11 o( -3
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evision !uthor) ICT, IT 4 Misrak TVET College
Misrak TVET College
Training, Teaching and Learning Materials Development
is easier to documentation keep up2to2date
is less eCpensive to produce
can 7e presented in a (ile (ormat that can 7e used on an, plat(orm
takes up less space than printed materials
The documentation kept on a server must not 7e allo+ed to 7ecome out o( date @+hile the
latest version is stored some+here elseA and unrestricted access should 7e avoided6
Online documents ma, 7e saved, stored and distri7uted in an, o( the (ollo+ing (ormats6
?,)er te-t $ar/.u) 'anguage @?TMLA
The main 7ene(it o( "TML is that the computer screen displa,s the (ile much (aster,
particularl, over distance6 !nother ma8or advantage is that "TML is designed (or the +e7,
intranet or Internet6 The user can cop, and paste content, including most (ormatting (eatures,
into an, standard teCt editor, such as o((ice applications6
"TML is the pre(erred pu7lishing (ormat (or an, t,ped documents6 "o+ever, pu7lishing in
either native or 'DF (ormat should 7e considered i()
The ph,sical siFe o( the document does not 8usti(, the investment o( time to convert to
"TML @i(, (or eCample, it is over /. pagesA6
The document contains man, graphics @eg more than -. imagesA6
Native
Native re(ers to the original so(t+are used to create the document6 For eCample, Microso(t
O((ice programs such as M% Dord, M% ECcel and M% 'o+er'oint6 The user can save the (ile to a
local server or their 'C or laptop, i( the (ormat is compati7le6
Native (ormat should 7e discouraged considering the potential num7er o( di((erent
plat(orms used 7, customers @although this is increasingl, less o( a pro7lem +ith cross2plat(orm
operating s,stems6A
Ad#&e Acr#&at =#rta&'e D#cu$ent 6#r$at @=D6A
!cro7at is a use(ul product (or creating IsnapshotsG o( eCisting (iles that can 7e vie+ed 7,
users +ho do not necessaril, have access to the so(t+are that +as used to originall, produce the
(ile6 !do7e !cro7at eader is availa7le as (ree+are (rom the compan, +ho develop it6 Files in
'DF (ormat are generall, reduced in siFe (rom the original6 ! (ull !do7e !cro7at license is
re*uired in order to produce (iles in 'DF (ormat6
Learning #uide Date) .120.-/ 'age 1! o( -3
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Misrak TVET College
Training, Teaching and Learning Materials Development
For compati7ilit, issues, 'DF is pre(erred over native (ormat6
D#cu$ent c#ntr#' and ditri&uti#n
In an IT organiFation or department, the controlled distri7ution o( documentation is o(
paramount importance6
Leve' #" ecurit, and c#n"identia'it,
The inventor, record o( an, document should sho+ the securit, level6
?ig% ecurit, B va'ua&'e #rigina'* etc
%ome documents in the care o( IT must 7e kept sa(e, perhaps in their original
condition6 The, ma, hold trade secrets or con(idential in(ormation6 %ome documents are
held in a (orm that is lia7le to damage and must 7e kept in a secure area, not to 7e
removed, +ith even authorised people onl, a7le to access copies or images o( them6
?ig% ecurit, B critica' in"#r$ati#n and "ragi'e $edia
Original documents that ma, have a critical value, or 7e recorded on a (ragile
medium such as tape, should not 7e allo+ed to leave their secure storage place6 Onl,
copies should 7e taken out6
Mediu$ ecurit, B enitive and retricted $ateria'
%ome records contain sensitive material, and ma, not 7e seen 7, all emplo,ees6
Each document and each authorised user o( a s,stem should 7e assigned a securit, level6
&nauthorised people can 7e denied access to the +hole s,stem6 I( a personGs securit,
level +ere lo+er than the securit, level o( a document or record, access +ould 7e denied6
L#+ ecurit, B genera' acce reCuired
Other documents might hold kno+ledge that is critical to the +orkings o( IT
e*uipment, 7ut copies or images can 7e (reel, distri7uted, so long as the version o( the
document is clearl, marked, and the reader has the necessar, authorit,6
?ard c#), d#cu$ent
I( a document is in hard cop,, and the user is authoriFed to access it, the lenderGs details
can 7e recorded in a simple data7ase to keep track o( it
Learning #uide Date) .120.-/ 'age 1( o( -3
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st
evision !uthor) ICT, IT 4 Misrak TVET College
Misrak TVET College
Training, Teaching and Learning Materials Development
%ample loan data7ase
Item estrictions Borro+ed
7,
'hone Date eturn date
S#"t c#), d#cu$ent
Distri7ution can 7e made secure and tracked 7, granting access to onl, the appropriate
documents @7, pre2determined levels o( securit,A and 7, sending documents 7, email and
(iling5registering a cop, o( the email6
I( the customer is o(( site, the email attachment must 7e in a compati7le (ormat6 In the
case o( intranet html documents, usage can 7e tracked 7, the num7er o( times that the page
has 7een accessed, and privileges can 7e allocated o( access needs to 7e restricted6
Re)#rting* auditing and arc%iving d#cu$entati#n
$our manager could ask ,ou (or a report on +ho has 7een using the technical documents
listed in the indeC or inventor,6 $ou ma, need to sho+ +hatGs 7een added, +hatGs 7een deleted,
or trans(erred6
$ou ma, 7e asked to eCtract (rom ,our indeC or inventor, a summar, o( +ho has
7orro+ed 7ooks, or taken, or even read various documents6
Technical records need regular auditing6 $ou ma, 7e called on at intervals to check records
and manuals6 I( so, ,ou +ould do auditing 7, looking (or items missing, damaged, misplaced,
7orro+ed (or too long, or materials that are out o( date6
%ome documents have to 7e kept, 7, la+, (or a certain amount o( time and should 7e
archived6 ecords or 7ooks that have not had an, activit, (or a +hile can 7e trans(erred to
archives, (reeing up valua7le space6
Su$$ar,
Because o( rapid advances in technolog, and products and rapid e*uipment o7solescence,
IT documentation is in constant evolution and rene+al6 The task o( document maintenance is
essential to e*uipment maintenance, decision2making, 7usiness securit, and legal and license
o7ligations6 It must not 7e taken lightl, 7, an organiFation, and proper resources need to 7e
allocated to it6
Learning #uide Date) .120.-/ 'age 14 o( -3
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st
evision !uthor) ICT, IT 4 Misrak TVET College
Misrak TVET College
Training, Teaching and Learning Materials Development
Se'".C%ec/ ! 3ritten Tet
Name)KKKKKKKKKKKKKKKKKKKKKKKKKKKKKKKKK Date)KKKKKKKKKKKKKKKKK
Intructi#n: !ns+er all the *uestions listed 7elo+, i( ,ou have some di((icult, doing this sel( check, (eel
(ree to ask ,our teacher (or clari(ications6
-6 It ma, 7e kept in a ver, secure place, such as a storeroom6
06 ! large li7rar, +ill pro7a7l, need a s,stem o( access to 7ooks called +hatL
;6 #ive at least three @;A media +here technical documents and help in(ormation are supplied6
/6 Dhen ,ou value ,our documents, +here should ,ou store itL
16 It is one proven s,stem o( storage, using a local area net+ork @L!NA6
?6 #ive the (our @/A reasons +h, #eographical distance is no longer a 7arrier to communication6
36 Online documents ma, 7e saved, stored and distri7uted in +hat (ormats6
<6 Critical in(ormation and (ragile media +ere given +hat securit, levelL
=6 Valua7le original +as given +hat securit, levelL
-.6 Those that re*uire general access +ere given +hat securit, levelL
--6 %ensitive and estricted materials +ere given +hat securit, levelL
-06 Checking the items missing, damaged, misplaced, 7orro+ed (or too long, or materials that are out o(
date +as kno+n as6
Learning #uide Date) .120.-/ 'age 11 o( -3
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st
evision !uthor) ICT, IT 4 Misrak TVET College
Misrak TVET College
Training, Teaching and Learning Materials Development

$ou must a7le to get 0- points to 7e competent other+ise ,ouGll take another test6
La) Tet
=ractica' De$#ntrati#n
Name) KKKKKKKKKKKKKKKKKKKKKKKKKKKKK Date) KKKKKKKKKKKKKKKK
Time started) KKKKKKKKKKKKKKKKKKKKKKKK Time (inished) KKKKKKKKKKKKKKKK
Intructi#n: $ou are re*uired to per(orm the (ollo+ing individuall, +ith the presence o( ,our
teacher6
Learning #uide Date) .120.-/ 'age 12 o( -3
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st
evision !uthor) ICT, IT 4 Misrak TVET College
Misrak TVET College
Training, Teaching and Learning Materials Development
$our teacher +ill evaluate ,our output either satis(actor, or unsatis(actor,6 I(
unsatis(actor,, ,our teacher shall advice ,ou on additional +ork6 But i( satis(actor,, ,ou
can proceed to the neCt topic6
Learning #uide Date) .120.-/ 'age 15 o( -3
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st
evision !uthor) ICT, IT 4 Misrak TVET College