ICDL Module 1

Concepts
of

Information
Technology

David Varley

IMPORTANT NOTICE
All candidates who follow an ICDL/ECDL course must have an official CDL/ECDL
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be taken and the candidate will not be able to obtain an International Computer
Driving Licence, nor any other form of certificate or recognition for the course.
Log Books/Skills Cards are obtainable from ICDL/ECDL Training and Testing Centres
(see www.icdl.org.za) or directly from the ICDL Foundation of South Africa.
([email protected], phone +27-21-671-1070)

 ICDL Foundation 2006

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Table of Contents
Module 1: Concepts of Information Technology (IT)
1.1
1.1.1
1.1.1.1
1.1.2
1.1.2.1
1.1.3
1.1.3.1
1.1.4
1.1.4.1
1.2
1.2.1
1.2.1.1
1.2.2
1.2.2.1
1.2.2.2
1.2.3
1.2.3.1
1.2.4
1.2.4.1
1.2.5
1.2.5.1
1.2.6
1.2.6.1
1.2.6.2
1.3
1.3.1
1.3.1.1
1.3.2
1.3.2.1
1.3.3
1.3.3.1

SYLLABUS ITEM
General Concepts
Hardware, Software, Information Technology
1.8
Understand the terms hardware, software, Information Technology (IT).
Types of Computer
1.8
Understand and distinguish between mainframe computer, network computer,
personal computer, laptop, personal digital assistant (PDA) in terms of capacity,
speed, cost, and typical users.
Main Parts of a Personal Computer
1.9
Know the main parts of a personal computer such as: central processing unit
(CPU), hard disk, common input and output devices, types of memory.
Understand the term peripheral device.
Computer Performance
1.10
Know some of the factors that impact on a computers performance such as:
CPU speed, RAM size, the number of applications running.
Hardware
Central Processing Unit
Understand some of the functions of the CPU in terms of calculations, logic
control, immediate access memory. Know that the speed of the CPU is
measured in megahertz (MHz) or gigahertz (GHz).
Memory
Understand different types of computer memory such as: RAM
(random-access memory), ROM (read-only memory) and distinguish between
them.
Know how computer memory is measured: bit, byte, KB, MB, GB,
TB. Relate computer memory measurements to characters,
files and directories/folders.
Input Devices
Identify some of the main devices for inputting data into a computer such as:
mouse, keyboard, trackball, scanner, touchpad, lightpen, joystick, digital
camera, microphone.
Output Devices
Identify common output devices for displaying the results of processing
carried out by a computer, such as: monitors, screens, printers, plotters,
speakers. Know where these devices are used.
Input/Output Devices
Understand some devices are both input/output devices such as:
touchscreens.
Storage Devices
Compare the main types of memory storage devices in terms of speed,
cost and capacity such as: diskette, Zip disk, data cartridges, CD-ROM,
internal, external hard disk.
Understand the purpose of formatting a disk.

1.15

1.15

1.17

1.19

1.21
1.21

Software
Types of Software
1.26
Distinguish between operating systems software and applications
software. Understand the reasons for software versions.
Operating System Software
1.26
Describe the main functions of an operating system and name some
common operating systems.
Applications Software
1.27
List some common software applications such as: word processing, spreadsheet,
database, Web browsing, desktop publishing, accounting, together with
their uses.

1.3.4
1.3.4.1
1.3.5
1.3.5.1

Graphical User Interface

Understand the term Graphical User Interface (GUI).
Systems Development
Understand how computer-based systems are developed. Know about the
process of analysis, design, programming and testing often used in
developing computer-based systems.

1.4
1.4.1
1.4.1.1

Information Networks
LAN, WAN
Understand the terms, local area network (LAN), wide area network
(WAN). Understand the term client/server.
List some of the advantages associated with group working such as:
sharing printers, applications, and files across a network.
Intranet, Extranet
Understand what an intranet is and understand the distinction between the
Internet and an intranet.
Understand what an extranet is and understand the distinction between an
intranet and an extranet.
The Internet
Understand what the Internet is and know some of its main uses.
Understand what the World Wide Web (WWW) is and distinguish it
from the Internet.
The Telephone Network in Computing
Understand the use of the telephone network in computing. Understand
the terms Public Switched Telephone Network (PSTN), Integrated Services
Digital Network (ISDN),
Asymetric Digital Subscriber Line (ADSL).
Understand the terms analogue, digital, modem, transfer rate, (measured
in bps bits per second)

1.4.1.2
1.4.2
1.4.2.1
1.4.2.2
1.4.3
1.4.3.1
1.4.3.2
1.4.4
1.4.4.1

1.4.4.2
1.5
1.5.1
1.5.1.1
1.5.1.2
1.5.1.3
1.5.1.4
1.5.1.5
1.5.1.6

1.5.2
1.5.2.1
1.5.2.2

1.5.2.3

The Use of IT in Everyday Life

Computers at Work
Identify some situations where a computer might be more appropriate
than a person for carrying out a task and where not.
Know some of the uses of large-scale computer applications in business such
as: business administration systems, airline booking systems, insurance
claims processing, online banking.
Know some of the uses of large-scale computer applications in government
such as: public records systems (census, vehicle registration), revenue
collection, electronic voting.
Know some of the uses of large-scale computer applications in hospitals/
healthcare such as: patient records systems, ambulance control systems,
diagnostic tools and instruments, specialist surgical equipment
Know some of the uses of computer applications in education such as:
student registration and timetabling systems, computer-based training
(CBT), distance learning, homework using the Internet.
Understand the term teleworking. List some of the advantages of
teleworking such as: reduced or no commuting time, greater ability to focus
on one task, flexible schedules, reduced company space requirements.
List some disadvantages of teleworking such as: lack of human
contact, less emphasis on teamwork.
Electronic World
Understand the term electronic mail (e-mail) and know its main uses.
Understand the term e-Commerce. Understand the concept of purchasing
goods and services online, including giving personal details before a
transaction can be carried out, payment methods, consumers basic
right to return unsatisfactory goods.
List some of the advantages of purchasing goods and services online,
such as: services available 24 hours a day, opportunity to view a wide
range of products. List some of the disadvantages of purchasing goods and

1.27
1.29

1.31

1.32

1.33

1.34

1.38

1.43

services online such as: choosing from a virtual store, no human contact,
risk of insecure payment methods
1.6
1.6.1
1.6.1.1

1.6.2
1.6.2.1

1.6.3
1.6.3.1
1.6.4
1.6.4.1
1.6.4.2
1.7
1.7.I
1.7.1.1

1.7.1.2

1.7.1.3
1.7.1.4

1.7.2
1.7.2.1
1.7.2.2
1.7.2.3

1.8
1.8.1
1.8.1.1
1.8.1.2

Health and Safety, Environment

Ergonomics
Understand what elements and practices can help create a good working
environment such as: appropriate positioning of monitors, keyboards and
adjustable chairs, use of a mouse mat, use of a monitor filter, provision of
adequate lighting and ventilation, frequent breaks away from the computer.
Health Issues
List some common health problems which can be associated with using a
computer such as: injuries to wrists caused by prolonged typing, eye strain
caused by screen glare, back problems associated with poor seating or bad
posture.
Precautions
List some safety precautions when using a computer such as: ensuring
power cables are safely secured, power points are not overloaded.
The Environment
Be aware that recycling printed outputs, recycling printer toner cartridges,
using a monitor that consumes less power while the computer is inactive
can help the environment.
Understand that using electronic documents can help reduce the need for
printed materials.

1.47

1.48

1.48

Security
Information Security
1.51
Understand the term information security and the benefits to an organisation
of being proactive in dealing with security risks such as: adopting an
information security policy with respect to handling sensitive data,
having procedures for reporting security incidents, making staff members
aware of their responsibilities with respect to information security.
Know about privacy issues associated with computers, such as adopting
good password policies. Understand what is meant by user ID and
differentiate between user ID and password. Understand the term access rights
and know why access rights are important.
Know about the purpose and value of backing up data, software to a
removable storage device.
Be aware of possible implications of theft of a laptop computer, PDA, mobile
phone such as: possible misuse of confidential files, loss of files, loss of
important contact details if not available on a separate source, possible misuse
of telephone numbers.
Computer Viruses
1.55
Understand the term virus when used in computing and understand that there
are different types of virus. Be aware when and how viruses can enter a
computer system.
Know about anti-virus measures and what to do when a virus infects a
computer. Be aware of the limitations of anti-virus software. Understand
what disinfecting files means.
Understand good practice when downloading files, accessing file attachments,
such as: use of virus scanning software, not opening unrecognised
e-mail messages, not opening attachments contained within unrecognised
e-mail messages.
Copyright and the Law
Copyright
Understand the concept of copyright when applied to software, and also to
files such as: graphics, text, audio, video. Understand copyright issues
involved in downloading information from the Internet.
Understand copyright issues associated with using and distributing materials
stored on removable media such as CDs, Zip disks, diskettes.

1.58

1.8.1.3
1.8.2
1.8.2.1

Know how to check the Product ID number for a software product. Understand
the terms shareware, freeware, end-user license agreement.
Data Protection Legislation
1.60
Know about data protection legislation or conventions in your country.
Understand the implications of data protection legislation for data subjects and
data holders. Describe some of the uses of personal data.

Module 1:
Concepts of Information
Technology (IT)
Section 1: General Concepts
_________________________________

IMPORTANT NOTICE
All candidates who follow an ICDL/ECDL course must have an official CDL/ECDL
Skills Log Book or Skills Card. Without such a Log Book or Skills Card no tests can
be taken and the candidate will not be able to obtain an International Computer
Driving Licence, nor any other form of certificate or recognition for the course.
Log Books/Skills Cards are obtainable from ICDL/ECDL Training and Testing Centres
(see www.icdl.org.za) or directly from the ICDL Foundation of South Africa.
([email protected], phone +27-21-671-1070)

1.1 Concepts of Information Technology: Basic Concepts

_________________________________________________________________________________________________

1.1.1

Hardware, Software, Information Technology

1.1.1.1 Understand the terms hardware, software, Information Technology

(IT).
Hardware
Hardware refers to the physical components of a computer. These are the parts that you can
see, feel and hear. Examples are the CPU, the keyboard, the monitor, memory, cables, mouse,
printer and power supply.
Software
Software refers to the programs that control the computer and make it function.
Note the spelling is program and not programme.
A program is a set of instructions that the computer obeys. Computer programs can be
extremely long and complex sets of instructions. It is quite common for computer programs to be
tens of thousands of lines long. The application programs that you use on your PC for word
processing and spreadsheets are in fact even longer.
Information Technology
Information Technology is a broad term which covers all aspects of the use of computer
technology. It includes not only hardware and software, but also communication technology
applied to linking computer systems, software engineering, and the administration and use of
computer systems.

1.1.2

Types of Computer

1.1.2.1 Understand and distinguish between mainframe computer, network

computer, personal computer, laptop, personal digital assistant (PDA)
in terms of capacity, speed, cost, and typical users.
In the early days of computer technology, it was easy to categorise computers. Today, even the
basic desktop machines are extremely powerful by the standards of a few years ago and rival the
early mainframes in computing power.
Mainframes
These are the largest and most powerful of computers. The biggest of these are sometimes called
Supercomputers. Mainframes are usually only found in large corporate institutions, research
organisations, government ministries and tertiary academic institutions.
They provide centralised processing and storage of data. They are usually used for large
database systems such as the accounts of a municipality, patient information at a large hospital
or student records at a university.
Because desktop (personal computers) and laptops are relatively cheap, many activities such as
word processing, creation of spreadsheets and general office tasks are carried out using these
types of computers. This frees the mainframe for processing large databases.
Networking, in which computers are connected together and are able to communicate, allows
data to be downloaded from the mainframe to the personal computer or be uploaded from the
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personal computer to the mainframe. In effect, networking creates one large system comprising
all
the
different
computers
linked
together.

Capacity and speed: Mainframes have the largest capacity in terms of data storage and
processing speed. The capacity of a modern mainframe can be hundreds or even thousands of
times that of a modern personal computer.
Cost: Mainframes are also the most expensive machines in terms of both initial cost and
maintenance. A mainframe can cost millions of Rands.
Typical users: Because the mainframe provides services to all sectors of a large corporation or
institution, users can include systems analysts, programmers, database administrators, data
capturers, accountants, accounts administrators
Network computer
Network computers are also sometimes known as thin clients or dumb terminals. They
provide access to a mainframe via a network and have little, if any, computing capacity of their
own. Network computers provide remote access to a mainframe. They allow the user to input
data or commands and receive output. The actual processing would be done on the mainframe.
Capacity and speed: Network computers do not have any processing capacity of their own.
Their speed will depend on i: the speed and capacity of the mainframe; ii: the speed of the
network to which they are attached; iii: the number of users accessing the mainframe. Thus in
periods of low demand, they will appear to function very quickly but would appear to slow down
when the demand on the system is high.
Cost: Network computers are relatively simple devices, hence they are fairly cheap.
Typical users: These would generally be the end-users of the system such as managers,
accountants, receptionists, accounts clerks and data capturers.
Personal computers
Personal computers or PCs for short are the type of computer that most users are familiar
with. Because they are usually found on users desks, they are also sometimes called desktop
computers. Operating systems such as Linux and Windows were designed specifically for
personal computers. The same applies to the thousands of application packages that are
available including OpenOffice.org and Microsoft Office. A typical PC consists of a main unit
housing the CPU and disk drives, a VDU (Video Display Unit), a keyboard and a mouse. PCs are
self contained computing systems that can be used for thousands of different tasks from creating
a simple document to controlling a large industrial machine.
Capacity and speed: Because of the rapid advances in technology, the PC of today is more
powerful than many mainframes of a few years ago. There is little sign that the rate of
development is slowing down. Typically, a modern PC can store the equivalent of a few million
pages of printed text and carry out millions of instructions in a second. What complicates the
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issue of speed in talking about PCs is the use of graphics. Most applications make intensive use
of graphics. This demands enormous computing power. Computers, which would otherwise
appear to be very fast, can appear to be quite slow because of the demands placed on them by
the graphics used in an application. Other components, such as the graphics card, also play a
role in the speed of a PC.
Cost: There has been a steady decline in the cost of computing power. Although the cost of PCs
has been fairly steady, the computing power that has been supplied has increased drastically.
The cost of a personal computer is greater than that of a network computer or PDA but less than
that of a laptop and a very small fraction of the price of a mainframe.
Typical users: Everyone is a potential user of a personal computer since there is virtually no
sphere of human activity that does not make use of information technology. The list could include
scientists, researchers, mathematicians, statisticians, technologists, engineers, students,
teachers, accountants, actuaries, managers, doctors, librarians, receptionists, book-keepers,
writers, and journalists. These are just a very few.
Laptop
Laptops are similar to personal computers except that they comprise an integrated unit. Instead
of a separate monitor, the lid contains a screen. The keyboard is built into the base. Usually they
make use of a touchpad instead of a mouse. The term notebook computer is often used instead
of laptop computer.
The main feature of a laptop is its portability. This is possible, not only because of the reduced
size and weight, but also through the use of a built-in battery which is able to power the
computer for a few hours without being connected to a mains power supply. Laptops are also
designed around low power and smaller devices. For example, laptops use small 2 hard drives
as opposed to the 3 drives of desktops. In addition, these drives have special components
built-in to protect them against movement.
Capacity and speed: These are the same as for personal computers.
Cost: Because of the more expensive components and the smaller market for laptops, these are
usually quite a bit more expensive than personal computers. Increased volumes and
improvements in manufacturing techniques will bring the price of laptops down in the future.
Typical users: Although the users could be any of those mentioned under personal computers,
cost tends to limit the users to those who need portability or who can afford the cost. You would
find them most commonly used by people such as managers and journalists. It is quite common
to see a laptop and the desk of senior members of staff and personal computers on the desk of
staff. This is not always a matter of status but often due to the fact that managers tend to take
work home with them.
PDA / Personal Digital Assistant
The PDA is the smallest of all computers. Their main task is to maintain a diary and keep contact
lists. On many you are able to make use of a word processor or spreadsheet, but, because of
physical constraints, the amount that can be done is far more limited than on a PC. PDAs vary
considerably in the features they contain. Top of the range cell phones now contain a PDA.
Usually, all the components of a PDA are solid state they do not contain any moving parts.
Some of the larger PDAs, often called subnotebooks, may contain a miniature 1 hard drive.
One feature that distinguishes a PDA from a subnotebook is that the latter has a built-in
keyboard whereas the PDA makes use of a light pen and character recognition for data input.
Most PDAs are able to connect to a personal computer so that data can be exchanged. A common
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1.1 Concepts of Information Technology: Basic Concepts

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feature is synchronisation where software on the PC automatically updates both the PC and
PDA at the same time by using the most up-to-date data on each.
Capacity and speed: PDAs have much less storage capacity and are slower than personal
computers. They were designed with convenience and low power requirements in mind rather
than power.
Cost: Usually a PDA is less expensive than a personal computer, but top of the range PDAs can
actually be more expensive than an average personal computer.
Typical users: Typical users are those with high mobility who need to keep track of their
agendas. These would include managers, representatives and doctors.

Cost comparisons
The cost of a computer depends on a range of factors including the components, labour and
demand. As a result, any price that is quoted will be out of date within weeks. Further, as
demand increases for one type of computer and decreases for another, their relative prices will
change.
The following table attempts to give a graphical representation of the relative prices of different
types of computer:
Most expensive

Least expensive

Mainframe
Laptop computer
Personal computer
Network computer
PDA

1.1.3

Main Parts of a Personal Computer

1.1.3.1 Know the main parts of a personal computer such as: central
processing unit (CPU), hard disk, common input and output devices,
types of memory. Understand the term peripheral device.
Central Processing Unit
The Central Processing Unit or CPU can be thought of as the
brain of the computer. The function of the CPU is to execute the
instructions in the programs. At the heart of its operations are
arithmetic and logical operations.
The CPU is made up of millions of electronic components called
transistors, capacitors and resistors. Transistors are the active
components of the CPU. Modern CPUs contain millions of
transistors.

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1.1 Concepts of Information Technology: Basic Concepts

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It was the miniaturisation of components and the creation of the

integrated circuit that has made the development of modern
computers possible. Although integrated circuits contain
enormous numbers of components and connectors, the whole
object is manufactured as a single item through special
manufacturing techniques. From the outside, the integrated
circuit looks like a small black box with a number of electrical
connectors on the outside.
Hard disk
The hard disk is the component that stores data and
programs even after the computer has been switched
off. It consists of a number of rotating platters which
are covered with a magnetic film. Information is stored
using the magnetic properties of the film. The platters
rotate from between 5000 and 8000 rpm or faster.
Heads are attached to the end of arms that are able to
move backwards and forwards across the surface.
These heads move very close to the surface, typically
only a speck of smoke could fit between the head and
the surface.
Because a hard drive is both mechanical and electronic
in construction, it is called an electro-mechanical
device.
Input devices
Input devices are components which are used to feed commands and data into the computer.
These include devices such as keyboards and mice.
Output devices
Output devices are devices that the computer uses to send us the results of the processing.
These include the VDU (monitor) and printers.
Peripheral devices
A computer system comprises the case which houses the motherboard, CPU, hard drives, power
supply and various other components. Devices such as printers, monitor, keyboard and mouse
which are connected to the main unit by various types of cables and connectors are called
peripheral devices.
Memory
There are two general categories of memory: primary and secondary.
Secondary memory consists of the various devices that are able to store data and programs
even when the power is off. This includes devices such as hard drives, floppy drives, tape drives,
CD drives and DVD drives.
Primary memory is the memory that is intimately associated with the actual working of the
computer. This includes memory that holds the start-up routines as well as the current program
and data it is working with. There are various forms of primary memory: RAM, ROM and Cache
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memory.
RAM or Random Access Memory holds the current running program and its associated data.
ROM or Read Only Memory contains certain key routines (small programs). One example, is
the set of start-up routines. These take control of the computer when you switch on and ensure
that the computer boots-up. Booting-up is the process of starting the computer up so that it is
able to load and run computer programs.
Cache memory is very high speed memory that is used by the CPU in executing the individual
instructions of the program. It is used to hold items such as instructions that are next in line to
be executed and data that is likely to be needed by the CPU.
All of these concepts will be dealt with in more detail in the next chapter.

1.1.4

Computer Performance

1.1.4.1 Know some of the factors that impact on a computers performance

such as: CPU speed, RAM size, the number of applications running.
The performance of a computer is determined by a number of factors, all of which work together.
Often a single item that is functioning poorly will cause a bottleneck resulting in poor
performance.
CPU: The model of the CPU and its speed are the first factors that determine computer
performance. Generally, the CPU so far outperforms the other components, that poor
performance is usually due to other factors. One important factor in the performance of the CPU
is the amount of on-board cache memory. If the CPU has sufficient cache memory it can queue
future instructions and data in cache. Since access to cache memory is far faster than that to
RAM, the overall processing performance is improved. On-board cache memory helps especially
where the CPU is involved in processing of graphics.
RAM: If a computer does not have sufficient RAM, it has to make use of the hard disk to store
intermediate data that it would normally store in RAM. This is referred to as virtual memory.
Since hard disk access is much slower than access to RAM, this will slow down the computer. The
more RAM a computer has, the less need there will be to make use of virtual memory.
Number of applications: Modern computers are designed to run more than one application at a
time and to allow applications to be working on multiple sets of data at the same time. For
example, a user may be working on four documents at once. However, the more open
applications and documents there are, the more this will place a burden on the processing power
of the computer. For best performance, only open the applications and documents you need.
Close others.
Graphics cards: The graphics card is the unit that converts the signals from the CPU into a form
that can be displayed on the monitor. A good graphics card can take over many of the tasks of
the CPU in generating the output. This leaves the CPU free to do other processing tasks. The
quality of the graphics card is a key factor in the performance of a computer, yet is one which is
often overlooked.

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Module 1:
Concepts of Information
Technology (IT)
Section 2: Hardware
_________________________________

1.2 Concepts of Information Technology: Hardware

_________________________________________________________________________________________________

1.2.1

Central Processing Unit

1.2.1.1 Understand some of the functions of the CPU in terms of calculations,

logic control, immediate access memory. Know that the speed of the
CPU is measured in megahertz (MHz) or gigahertz (GHz).
Parts of the CPU
There are three main components to the CPU: the arithmetic-logic unit (ALU), control unit and
on-board cache memory.
Control unit: The control unit is responsible for loading and interpreting the individual
instructions that comprise the computer program. These instructions are in a language called
machine code. Machine code is a pattern of ones and zeros. The control unit also has the task of
getting the data needed by the instructions and returning the results of the processing after the
instruction has been executed.
Arithmetic-logic unit: The ALU is responsible for carrying out arithmetic operations such as
addition and subtraction as well as logical decisions such as whether one number is bigger than
another. All programs consist of complex sets of arithmetic and logical operations. Another way
of thinking of a logical operation is as a decision making operation.
On-board cache memory: Because the CPU can perform its operations much faster than data
can be transferred from RAM, many CPUs have on-board cache memory. This is memory that the
control unit can access very quickly and use for intermediate storage. Further, data and
instructions can be loaded into cache before they are actually needed. When they are needed, the
transfer is much faster than it would have been if RAM had been used.
Speed of the CPU: The CPU operates as a result of electronic pulses sent to it by another device
on the motherboard called the clock. The speed of a CPU is measured by the maximum number
of pulses it is able to handle. This is measured in MHz (megahertz) or millions of pulses per
second or GHz (gigahertz) thousands of millions of pulses per second. A good personal computer
will use a CPU with a clock speed of over 2 GHz. This means it receives 2 000 000 000 million
pulses every second from the CPU.
Previously CPUs could only do one operation per pulse. With improvements in technology, they
have been able to improve on this. For example, they can do one operation at the start of the
pulse and one at the end of the pulse.

1.2.2

Memory

1.2.2.1 Understand different types of computer memory such as: RAM

(random-access memory), ROM (read-only memory) and distinguish
between them.
As mentioned in the first chapter RAM is used to store the current data and programs whereas
ROM is used to store the routines that enable a computer to boot up.
The following table compares RAM and ROM.

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RAM

ROM

Function

Store the currently active programs

and their data.

Stores certain fixed routines such as

the boot-up routines.

Volatility

RAM is volatile: When the computer is ROM is non-volatile: When the

switched off, the contents are lost.
computer is switched off, the contents
are not lost.

Changeable

The contents of RAM can be changed

or deleted.

The contents of ROM cannot be

changed or deleted.

1.2.2.2 Know how computer memory is measured: bit, byte, KB, MB, GB, TB.
Relate computer memory measurements to characters, files and
directories/folders.
Bits
In all the components of a computer, data and instructions are stored as patters of ones and
zeros. These individual ones and zeros are called bits.
In electronic components the one is stored by switching an electronic switch on and a zero by
switching it off. On a magnetic material, such as the surface of a hard disk, the one may be
stored with a clockwise magnetic field and a zero with a counter-clockwise field.
The reason for the use of only ones and zeros stems directly from the fact that modern circuitry
makes use of electronic switches and these can only be on or off. The term for circuitry based on
switches is digital. Arithmetic based on the use of only ones and zeros is called binary
arithmetic.
Bytes
Bits are grouped together into sets of eight. A set of eight bits is called a byte.
ASCII or American Standard Code for Information Interchange was a system of
representing all the characters of the western alphabet and certain special characters in a single
byte. You can think of the byte as the amount of memory required to store a single character.
As there are only 256 possible variations within eight bits, this is not sufficient to represent other
alphabets. As a result a new system, called uni-code, has been developed to represent all the
alphabets of the world. This makes use of two bytes or sixteen bits. With two bytes, 65536
different characters and symbols can be represented.
Units of memory
Because we use very large numbers of bytes for storage, abbreviations are used for large
numbers. These are based on powers of two and are set out in the following table.
kB

kilobyte

10

= 1 024 bytes

approx. 1 000 bytes

Mb

Megabyte

20

= 1 048 576 bytes

approx. 1 000 000 bytes

Gb

Gigabyte

30

bytes

approx. 1000 000 000 bytes

Tb

Terabyte

40

bytes

approx. 1000 000 000 000 bytes

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The capacity of hard drives is measured in bytes. A modern hard drive has a capacity of 40 Gb or
more.
When files are stored on disk, the amount of space they occupy is measured in bytes. The
following screen shows a partial listing of files in a directory. Notice the fourth column which
contains the size of the file in bytes. (Don't be concerned with the detail of this screen it is
shown purely for illustrative purposes.)

When we work with files and directories, we often need to know how large the files are or how
much space a directory and its files occupies.

One byte is one character which is a number, letter or symbol. It consists of eight bits
(binary digits) and is the smallest unit of information a computer can process.
One kilobyte is 1,024 characters and is approximately equal to one page of text in doublespacing.
One megabyte is 1,048,576 characters and is approximately equal to one book.
One gigabyte is 1,073,741,824 characters and is approximately equal to 1000 books.
One terabyte is 1,099,511,627,776 characters and is approximately equal to a whole library.

1.2.3

Input Devices

1.2.3.1 Identify some of the main devices for inputting data into a computer
such as: mouse, keyboard, trackball, scanner, touchpad, lightpen,
joystick, digital camera, microphone.
Any device which allows us to send data or instructions to the computer can be regarded as an
input device. We can use any mechanical movement, sound, light, heat or electronic signals to
input data and instructions.
Keyboard
The most familiar input device is the keyboard.
Users type the text directly into the computer.
There are a number of layouts of the keyboard.
The most important are the language
variations. For example, the US and UK
keyboards are quite similar but are very
different from the French keyboard.

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Mouse
The mouse is a point and click device. As you move the mouse
across a surface, it senses this movement either mechanically or
optically. This is translated into the movement of a pointer on the
screen. Functions are represented as icons on the screen. When
you click on these using a mouse button, the function is executed.

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Touchpad
A touchpad is a device that senses pressure to guide the pointer on the computer screen. It is
generally a small square area below the keyboard. As the user moves his/her finger across the
touchpad, the pointer moves on the screen. Next to the pad are two buttons used for clicking in
exactly the same way as those on a mouse.

Trackball
A trackball acts as a type of overturned mouse. The ball is on the
top side of the object. By rolling the ball you can move the
pointer across the screen. Some keyboards have an in-built
trackball.
The trackball has been superseded by the touchpad.
Lightpen
A light pen is a device which is sensitive to variations in patterns on a surface.
Light pens act like a miniature scanner and can read text as they are dragged
across the printed page. This can be transferred directly to the current open
document.
Bar code reader
A bar code is a pattern of vertical lines in which the spacing and thickness can
be used to represent data. A bar code reader is a device that can read and
interpret bar codes and input the data into the computer.

Joystick
A joystick is a device that is familiar for use in games to move objects on the
screen. However, it is also used to control the movements in computerised
industrial machines such as lathes. It consists of a small vertical lever which
can move in any direction. These movements are translated to the computer
which in turn uses them to control the movements of machinery.
Digital camera
Instead of film, a digital camera uses a light sensitive screen at the back of the camera. A small
computer inside the camera converts the pattern on the screen into a standard graphics file
which can then be transferred to a computer.
Microphone
A microphone translates speech into an electronic signal. Modern speech recognition software is
able to translate this into either commands or data. This enables the user to use a microphone as
an alternative to the keyboard.

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Scanner
A scanner is similar to a photocopier, except that instead of
producing a paper copy of the document you place on it, you get an
electronic copy which appears on your computer screen.
Text recognition software can be used with a scanner. This
software is able to recognise the individual letters in the image.
Instead of creating a single image of the document, the software
inserts actual text into your application which can then be edited.

1.2.4

Output Devices

1.2.4.1 Identify common output devices for displaying the results of

processing carried out by a computer, such as: monitors, screens,
printers, plotters, speakers. Know where these devices are used.
An output is any device that the computer uses to send the results of processing to the user. The
output can be a hard copy (paper), visual or sound.
Visual Display Unit (VDU)
Virtually all computers use some type of screen as their primary output device. There are two
categories of screen: cathode ray tube and LCD.
CRT screens: The cathode ray tube (CRT) type screen is usually called a monitor and makes
use of the same technology as a television screen. A beam of electronics is fired from an
electronic gun at the back of the tube. This strikes the front of the tube which is covered in a
phosphorescent material which glows when struck by electrons. Between the electron gun and
the screen the beam is modulated by a signal to produce the image you see on the screen.
With CRT type screens, an important measure is the refresh rate. Roughly speaking, this is the
number of times the image is refreshed every second. A low refresh rate makes the image appear
to flicker. You need a refresh rate of at least 72 Hz (72 times a second) to avoid the appearance
of flicker.
Solid state screens: Solid state screens, also known as LCD or Liquid Crystal Displays, make
use of tiny transistors to emit light and create an image. Originally, LCD screens were confined to
laptops, but they are increasingly used with desktops. They are usually called flat screens when
used as separate units with desktops.
Resolution: An important characteristic of all screens is their resolution. Each point of light on
the screen is called a pixel. The resolution of a screen is the maximum number of pixels that the
screen can display. This is given as the number of pixels across (horizontal resolution) by the
number of pixels down (vertical resolution). For example, 800 x 600. The greater the resolution
the better. Modern screens can display 1024 X 768 or better.
Printers
Printers produce a hard copy of the output on paper. There are three main types of printer: Dot
matrix, Inkjet and Laser. The following table compares the three types.

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Dot matrix

Inkjet

Laser

Initial cost

Low

Medium

High

Cost per printed page

Low

High

Medium

Speed

Low

Medium

High

No

No

Yes

Noise level

High

Low

Low

Print quality

Low

Medium

High

Print graphics

No

Yes

Yes

Print in colour

No

Some

Some

Ink ribbon

Ink

Toner powder

High volumes

Print source

Plotters
A plotter consists of a device that can move paper
both backwards and forwards. On the top of the
device one or more pens are able to move
horizontally across the paper. The combined
movement of the pens horizontally across the
paper and the vertical movement of the paper
allows complex continuous diagrams to be drawn.
Some plotters allow different colour pens to be
used to create diagrams in multiple colours.
In other types of plotters, the paper lies on a flat
bed. The mechanics of the plotter are so designed
that the pens can move both across and down the
paper to create the diagram.

Plotters are usually used in conjunction with CAD (Computer Assisted Design) programs. These
are used in everything from the design of ships and machines to buildings.
Speakers
Modern computers using the appropriate software can turn text in a document into audible
speech. This is known as speech synthesis. Other types of software allow music and other
sounds to be created and played back.
The line between the computer and a home entertainment system is becoming blurred.
Computers are able to play music directly from a CD or play a film from a DVD. You can even fit
your computer with a radio or TV card to add these functions.
In all cases, the sound is transmitted through a speaker in the same way it is in a sound system
or radio.

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1.2.5
1.2.5.1

Input/Output Devices
Understand some devices are both input/output devices such as: touchscreens.

Some devices function as both input and output devices.

A touchscreen is a special type of screen in which the screen not only displays output but also
responds to being touched.
A typical example is their use in autotellers at banks. Part of the screen contains information.
Other parts may contain a menu. When you touch one of the icons on the screen, the system
responds to the associated command.
Another example is to be found in information screens in shopping malls. The lower half of the
screen consists of a number of icons representing menu items. If you touch one of these, either
information will be displayed in the top half or a sub-menu will appear allowing you to refine your
search for information.
PDAs have touch sensitive screens. You would use a special stylus to touch icons on the screen or
to write. Character recognition software then converts your writing to input text for the PDA.

1.2.6

Storage Devices

1.2.6.1 Compare the main types of memory storage devices in terms of speed,
cost and capacity such as: diskette, Zip disk, data cartridges, CD-ROM,
internal, external hard disk.
Diskette
A diskette comprises a plastic flexible disk enclosed inside a
tough plastic cover. At one end is a window. When the diskette
is placed inside a diskette drive, the window is pushed to the
side. The read-record head inside the drive makes contact with
the magnetic disk.
Diskettes are slow and have a low capacity (1,44 Mb). Since they are cheap, they still tend to be
commonly used for storing small amounts of data. Another advantage is that they can be used
over and over again. Unfortunately, many are not very good quality and data can become
corrupted and unusable. Because of this they are not suited to backup purposes. The disks can
become corrupt through many causes including disk, heat, magnetism or moisture.
Zip disk
A zip disk is a removable magnetic disk which fits into a special zip drive. The surface is coated
with a special scratch resistant material which makes a zip disk a very robust storage device. It
comes in a number of capacities: 100, 250 and 750 Mb. The speed of a zip drive is faster than all
but the very fastest of CD drives. Its robustness and speed make it an excellent backup device.
However, its capacity is much less than that of hard drives and tape drives which limits its use
for very large amounts of data.
Data cartridge
A data cartridge is a tape very similar to that found in a tape recorder, only much higher quality.
These are used in a device called a tape streamer to record data. Data cartridges, especially if
good quality, are reliable and cheap devices for creating backups of large quantities of data. They
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are, however, rather slow. Data cartridges are sequential devices which means that to access
an item of data on them, all the preceding data reads to be read first. They are tending to
become obsolete as newer faster and more reliable technologies are available. A single tape can
stored many Gb of data.
CD ROM
A CD ROM uses optical technology. When data is written, small pits are burned into the surface
using a highly focussed laser beam. These are read by another laser beam.
There are two types of CD ROM used for storage. The CD-W disks can only be written to once.
Once data has been written to part of the surface, this part can no longer be used. CD-RW disks
are designed so that one set of data can overwrite another. This allows the disks to be re-used
many times.
CD ROM provides a reliable and storage medium for backing up and storing data. The speed is
greater than that of a diskette but slower than that of a hard drive. Writing to a CD ROM is a
much slower process than reading it. The capacity of a CD ROM is 640 Mb. It is sometimes
possible to store about 700 Mb on a disk.
CD ROM technology is improving all the time with continued improvements in quality and speed.
DVD
The Digital Versatile Disk is a development of the storage technology of the CD ROM. Using
newer storage methods and higher quality media, a DVD can store about 4 Gb of data. This is
enough to store a full length film.
Hard disk drive
A hard disk drive can be internal or external. An internal drive is housed inside the main unit
and is connected directly to the motherboard of the computer. An external drive is housed inside
a special caddy which connects to the computer through one of its ports. Most now use the USB
or firewire ports to achieve maximum performance.
An external hard drive is a good backup medium and allows large quantities of data to be stored.
Since the same drive can be connected at different times to different computers, these drives
provide a useful way of transferring data between computers that are not connected through a
network. As they are electromechanical devices, they are subject to mechanical failure if not
handled with care. The small 2 drives used in laptops make excellent external hard drives
since they are constructed to be moved around.
Modern hard drives have capacities from 40 Mb to 120 Mb. They are also relatively cheap in
terms of the storage capacity they offer.
Because they contain moving parts, they do eventually fail. When a hard drive fails is quite
unpredictable. Any suspicious noise coming from a hard drive should be viewed with great
caution and the data it contains should backed up immediately. The expected life span of a hard
drive is measured as the mean time between failures. This is a very rough average of the
working life. Figures of 250 000 hours are often quoted but these should be viewed with caution.
Numerous systems have been developed to protect data on hard disks. One of these is mirroring
where the data is stored simultaneous on two disks. The one disk becomes the mirror image of
the other. If one fails, the data is still one the other. In this case, the first disk is replaced, the
system creates a mirror image of the first disk automatically and the system continues.
There are a number of measures of performance of a hard disk. One is the speed at which the
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platters turn. Typically this is somewhere between 4800 and 7200 rpm. There are faster, more
expensive disks. Another is the access time. This is the time it takes the disk to access an item of
data. A good figure here would be around 10 ms. An ms or millisecond is one thousandth of a
second. Disks are also sometimes compared in terms of their data transfer rates. This is a
measure of how many bytes can be read or written per second.
Flash memory and memory sticks
A new type of external memory is the flash disk or memory stick. This is a solid state device (no
moving parts) that connects to the computer via the USB port. It provides a very fast and reliable
method of storing data externally.
They are at the moment fairly expensive, especially the larger capacity devices. They tend to be
limited to a maximum of about 2 Gb. This figure can be expected to increase quite dramatically
over time.
Relative cost of storage
As in the case of computers, the cost of memory is continually changing. The price varies from
country to country as well as according to international demand. In order to compare the cost of
memory, a common measure is to calculate the cost per Mb. The following table compares the
cost per Mb of the different media.
Medium
Relative
cost
per Mb

Hard disk

CD

Data
cartridge

Zip disk

Flash disk

Floppy disk

0.04

0.15

0.3

0.3

This table tells you that it is about 100 times as expensive to store a Mb of data on a floppy disk
as it is on a hard drive.
Use this table with caution. Treat the values as very approximate relative values. In other words
use them as comparative values, not as monetary values.

1.2.6.2 Understand the purpose of formatting a disk.

A new diskette or hard disk is not able to record data immediately. The disk first needs to be
prepared by a process known as formatting. This marks out concentric circles called tracks. Each
track is divided into a number of sectors. The tracks and sectors are marked out using magnetic
markers.
As data is recorded on a disk, it fills up. To be able to re-use a disk, it may also be formatted.
This releases the areas that contain data so that new data may be stored in its place. When a
disk is reformatted, the old data is lost.
When data is stored on a disk, it is not always stored in a continuous pattern. Rather, the system
stores data in the first free area it finds. When this has been filled, it looks for additional free
space and continues storing the data. A file ends up being stored as a series of segments across
the disk. This breaking up a a file into many segments is called fragmentation.
Fragmentation slows down the operation of the disk as the system needs to keep track of all the
different segments. A disk may be re-organised to reduce fragmentation by a process called
defragmentation.
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There are different file systems available, but in all cases the disk needs to be prepared with the
index area, tracks and sectors through formatting.
As mentioned previously, disk can be reformatted. In this process everything on the disk is
erased and the disk is formatted as if it was a new disk.
The following diagram represents the tracks (green) and sectors (red triangular area) that are
created when the disk is formatted and ready to store data.

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Module 1:
Concepts of Information
Technology (IT)
Section 3: Software
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1.3 Concepts of Information Technology: Software

_________________________________________________________________________________________________

1.3.1

Types of Software

1.3.1.1 Distinguish between operating systems software and applications

software.
Understand the reasons for software versions.
Software is divided into two broad categories: systems software and application software.
Systems software is the term used to described programs that enable the computer to
function, improve its performance and access the functionality of the hardware. Systems software
sole function is the control of the operation of the computer. You can think of systems software
as providing the foundation for applications software.
Systems software is further subdivided into operating systems and utilities. The operating
system is the program that actually makes the computer operate. Utilities are programs which
either improve the functioning of the operating system or supply missing or additional
functionality.
Applications software is the term used for programs that enable the user to achieve specific
objectives such as create a document, use a database, produce a spreadsheet or design a
building.
Versions: Software developers continually strive to improve the performance of their products
and add new features. Especially in a world of competing products, each developer needs to
make their product perform better, have fewer problems and have more features. The new
releases of software products are called versions. The versions use a numbering system such as
Mandrake Linux 9.2 or OpenOffice.org 1.1. A change in the first number represents a major new
version while a change in the second number represents a less significant change.

1.3.2

Operating System Software

1.3.2.1 Describe the main functions of an operating system and name some
common operating systems.
As mentioned above, it is the operating system that actually makes the computer function. The
following is a list of some of the functions of the operating system:
Boot-up the computer.
Control the hard drives: This includes such features as formatting and defragmenting disks as
well as saving files to and retrieving files from disk.
Control input devices such as keyboards, mice and scanners.
Control output devices such as the video display and printer.
Control the external ports: Ports are the external connections that enable peripheral devices to
be connected to a computer. Common types of ports are serial, parallel, usb and firewire. Of
these the USB ports are the most important.
Provide the functionality for computers to be linked in a network.
Provide the foundation for application software to be launched.
Enable application software to access and use the hardware.
The following list names some operating systems. They are grouped according to similarity.
Unix; Linux; Free BSD
Windows 95; Windows 98; Windows Me
Windows NT4 Workstation / Server; Windows 2000 Workstation / Server; Windows XP; Windows
2003 Server.

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1.3.3

Applications Software

1.3.3.1 List some common software applications such as: word processing,
spreadsheet,
database,
Web
browsing,
desktop
publishing,
accounting, together with their uses.
The following table lists some types of application software, brand names and function.
Application

Brand names

Function

Word processor

OpenOffice.org Writer
StarWriter, KWord
Microsoft Word
Lotus Ami Pro
Corel WordPerfect

Create, store, format and edit

documents, letters and articles. Word
processors are used where the emphasis
is on manipulation of text.

Spreadsheet

OpenOffice.org Calc
StarCalc, KSpread
Microsoft Excel
Quattro Pro
Lotus 123

Create financial statements, balance

sheets, perform statistical and numerical
analysis of data, make forecasts based on
numeric data. Spreadsheets are used
where the emphasis is on arithmetic.

Presentation

OpenOffice.org Impress
StarImpress
KPresenter
Microsoft PowerPoint

Create slide shows, lectures, seminars

and other types of presentation.

Database

Sybase, MySQL
Microsoft Access

Store and convert data into information.

Databases are particularly useful in
working with large quantities of data.

Email client

Evolution, KMail
Microsoft Outlook

Send, receive, store and organise

electronic mail.

Web browser

Mozilla, Netscape
Microsoft Internet Explorer

Surf the Internet and view web sites.

Desktop publishing
DTP

Microsoft Publisher
Page Maker

DTP is similar to word processing except

that there is more emphasis on page
layout and the integration of diagrams.

Accounting

GnuCash
Pastel Accounting

Store accounting information and produce

reports, statements and invoices.

Web development

Dreamweaver
Microsoft FrontPage

Create web sites that can be read by a

browser.

Graphics and imaging The GIMP

Adobe Photoshop

1.3.4

Create and manipulate graphics images

and store images in a variety of formats.

Graphical User Interface

1.3.4.1 Understand the term Graphical User Interface (GUI).

A graphical user interface or GUI is designed to simplify the work of the user whether they are
using the operating system or an application package. The interface consists of a screen with a
number of icons or menus. Functions are executed by pointing and clicking with the mouse.

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Some of the advantages of using a GUI are:

Less work for the user. To execute a function all you have to do is point and click on an icon
instead of typing out an instruction.
Quicker to learn.
Easy access to the basic functionality of the operating system or application package.
Hides the underlying complexity from the user.
Simplifies and integrates multitasking. Multitasking refers to using several applications at the
same time. Opening a new application or document involves a couple of mouse clicks. Likewise
switching between tasks also involves only a couple of mouse clicks.
There are some disadvantages to using a GUI based operating system.
Not all the functionality is available. The icon represents the most commonly used form of a
function. A text based system gives you access to all the options associated with a function.
Power users tend to switch between the GUI and the system prompt as needed.
Being graphics based, a GUI runs more slowly than a text based system. However, with the
power and speed of modern computers this is not the problem it once was.
The following screens illustrate a GUI in Linux and Windows.
Linux:

Windows:

The following two screens illustrate the use of menus:

In each case, clicking on an icon will either execute a function or display another set of icons
containing the function.
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1.3.5

Systems Development

1.3.5.1 Understand how computer-based systems are developed. Know about

the process of analysis, design, programming and testing often used
in developing computer-based systems.
Program development life cycle
The development of computer programs is a highly developed and structure process involving a
number of distinct stages as shown in the table below. The stages of development are known as
the program development life cycle.
Stage

Description

Analysis

The problem or task is analysed and clarified. This involves analysis of the
way the task is currently being done and consultation with end users.
The project is set out in broad outline. The work of this stage is performed
by systems analysts.

Design

The project is broken down into smaller sections. These too may be further
broken down until there are units. The method of programming each unit is
then specified in great detail. The most suitable programming language for
each unit is then chosen. The complete specification is the final design. The
work of this stage is also performed by systems analysts.

Programming

The design is handed over to programmers who code the design into
programming languages such as C or Java. The work of this stage is carried
out by computer programmers.

Testing

Since programs are long and complex, they may contain errors called bugs.
These may be syntactical errors, in which the programmer made a mistake
in the structure of the command, or logical errors. In these the program
appears to work, but works incorrectly. The process of testing is designed to
find and eliminate bugs. This stage involves end users to try out the
program, programmers to fix syntactical mistakes and systems analysts to
fix errors in the logic of the program.

The following are often also included as part of the development cycle.

Implementation Once the systems analysts are satisfied that the system is operating
correctly, it is installed and implemented. Usually this is done using a pilot
group. In this implementation, the system is implemented on a limited
scale to start with. If any further bugs are found, these can be eliminated
before full scale implementation.
Further
development

Once the system has been in use for a while, further problems, limitations or
performance problems may become apparent. The system will then be
modified and new versions released with the changes.

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Module 1:
Concepts of Information
Technology (IT)
Section 4: Information Networks
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1.4 Concepts of Information Technology: Information Networks

_________________________________________________________________________________________________

1.4.1

LAN, WAN

1.4.1.1 Understand the terms, local area network (LAN), wide area network
(WAN). Understand the term client/server.
Networks
A set of computers connected together so that they can communicate is called a computer
network. This involves installing network cards in each computer. Each computer is then
connected through cabling to a central device called a hub. Operating systems contain
components that are dedicated to the task of enabling computers to communicate over a
network. This software makes use of special rules of communication called protocols. There are
many different types of protocols used for a variety of purposes. The most commonly used
protocol for establishing and maintaining communication across a network is called TCP/IP or
Transmission Control Protocol / Internet Protocol.
Client-server and peer-to-peer networks
Networks on which all computers have equal status are called peer-to-peer networks.
On most networks, certain computers have special dedicated tasks. Since these machines provide
services to other computers, the are called servers. The computers that make use of the
services or servers are called clients or workstations. A network such as this is called a clientserver network.
A server which is used for the central storage of files is called a file server. Using a file server,
users can access their work from anywhere on the network. They can also make these files
available to users on other computers. File servers also enable users to co-operate on a task by
centralising the results of their work.
A computer attached to a printer which users can access is called a print server. Having a single
printer rather than a printer attached to each computer obviously saves capital.
An increasingly important type of server is an applications server. In the case of applications
servers, application packages are not installed on the workstations but on the applications server.
A communications server is a computer dedicated to connecting a network to the outside
world. These are often called proxy servers.
As the case of print servers illustrates, one of the values of having a network is that it enables
resources to be shared.
LAN
A LAN or Local Area Network is a group of computers within the same building, or within a
group of buildings that are in close proximity, that are connected together.
WAN
A WAN or Wide Area Network is a group of widely dispersed computers that are connected
together. These could be across the same town, or across a country or even across the world.
Apart from distance, the other feature that distinguishes as WAN from a LAN is that the WAN
would make use of a range of communication technologies such as telephone, microwave and
satellite links.

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1.4.1.2 List some of the advantages associated with group working such as:
sharing printers, applications, and files across a network.
Advantages of sharing printers and files
A peer-to-peer network is where two or more computers are linked together in order to share
information and hardware.
It is a major advantage to be able to share printers, plotters and scanners. When computers are
networked together, there can be many pc's sharing a printer as opposed to each one having to
have it's own printer which is much more costly.
It is also possible to share data files across the network by creating a share on the harddrive and
allowing other people access to that information.
If you want to share applications you would need to investigate a client/server network solution
and some of the advantages are listed below.
Advantages of file servers

Users can access their work from any workstation connected to the network.
Users can easily exchange work with colleagues.
Users can easily co-operate on tasks.
Backing up is centralised and can be placed under the control of experts who will follow the
correct procedures.

Advantages of print servers

Instead of having printers attached to each computer, printers only need be purchased for the
print servers. This results in financial savings.
As there are fewer printers to look after, there is lower maintenance.
As far fewer printers need to be purchased better quality printers with advanced features can
be purchased.
Advantages of applications servers
Software only needs to be installed on the applications server instead of each workstation.
The software is configured in the same way for all users.
Upgrading of software only needs to be done on the server.
Cost of licensing software for an applications server is less than the cost of many stand-alone
versions.
Centralising applications software simplifies the process of implementing software policies in an
organisation. Software policies refer to what software may be installed on computers and how
it may be used.

Advantages of proxy servers

Proxy servers contain a repository of internet sites recently visited and cached for quicker access
at a future date.
Proxy servers can be configured with firewall software. This helps protect the network from
attack by hackers.
Files can be filtered for computer viruses before being passed on to the network.
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Organisations can control access of users to outside sites.

Since there is only one point of communication, there is a large saving on line costs.

1.4.2

Intranet, Extranet

1.4.2.1 Understand what an intranet is and understand the distinction

between the Internet and an intranet.
Internet
The internet is the collection of all computers across the world which can access each other in
some way. The links between computers might include telephone, fibre optic cable, radio,
microwave or satellite. Today tens of millions of computers are able to access each other. The
Internet has no central organisation which controls its use. Because the Internet knows no
borders, many governments have tried to control the flow of information across the Internet.
However, communications technology is so varied and so widespread that this is a near
impossible task.
Intranet
An intranet is similar to the Internet in operation. However, it is limited to an organisation. Users
may browse computers within an intranet using a browser but will usually not be able to access
the wider Internet. In the same way, outsiders will not be able to access the intranet of an
organisation. An intranet can be thought of as a private Internet.

1.4.2.2 Understand what an extranet is and understand the distinction

between an intranet and an extranet.
Extranets
An extranet is an extension of a organisation's intranet to include outside users. In an extranet,
outside organisations or individuals are allowed access to certain parts of the intranet. This
access is usually controlled by means of passwords and access rights. These restrict which users
can access the extranet and what they can do once they have access. The purpose of the
extranet is to facilitate business transactions with other organisations.

1.4.3

The Internet

1.4.3.1 Understand what the Internet is and know some of its main uses.
The Internet was described in section 1.4.2.1.
Some of its main uses are to:

Integrate the operations of multinational corporations.

Provide access to and share information and databases.
Transfer and share files between computers.
Facilitate business transactions.
Share resources.
Promote scientific co-operation between research institutions.
Provide a communications channel for the military.

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1.4.3.2 Understand what the World Wide Web (WWW) is and distinguish it
from the Internet.
World Wide Web
The World Wide Web or WWW is a part of the Internet. The WWW consists of all the sites that
can be accessed using a web browser such as Mozilla, Netscape, Internet Explorer or Opera. In
order for a browser to access a web site, the web site must contain files that have a particular
format constructed using HyperText Markup Language or HTML. These sites are developed
using special web development applications. It is possible to create simple web sites using a word
processor by saving the document in HTML format.
The HTML documents are stored as web pages on special servers known as web servers. These
run special web server software such as Apache Web Server or Internet Information
Services.
The WWW enables the free flow of information across the world. Developments in technology
have made access easier and faster. As a result the WWW also became known as the
Information Superhighway.
Most of the activities listed under the Internet in the previous section are now actually carried out
using the Internet. In other words, the sites are created in HTML, or a similar format, are
installed on web servers and are accessed by web browsers.

1.4.4

The Telephone Network in Computing

1.4.4.1 Understand the use of the telephone network in computing.

Understand the terms Public Switched Telephone Network (PSTN),
Integrated Services Digital Network (ISDN), Asymmetric Digital
Subscriber Line (ADSL).
Communications between computers rely heavily on the public telephone system. Newer
telephone line technologies have improved the standard of communications between networks
considerably. The following is a brief description of some of the technologies that are available.
PSTN
The PSTN or Public Switched Telephone Network refers to the originally telephone network.
From a communications perspective it was slow and unreliable. Some of the exchanges on a
PSTN may still make use of mechanical switches to route telephone calls. These add additional
noise to the line. When lines are noisy, signals have to be resent repeatedly between the source
and the destination. The PSTN makes use of analogue technology. Analogue technology uses
continuously variable signals. An example of an analogue signal is ordinary speech. Newer digital
technologies make use of pulses of fixed magnitude and duration.
In order to improve connections, it is possible to have an analogue leased line. This is a
dedicated permanent telephone connection between two computers using the PSTN.
In order to connect a computer to a telephone network, you need a modem. This is an
abbreviation for modulator-demodulator. The function of the modem is to convert the digital
signals from the computer into an analogue form suitable for transmission on the PSTN.
ISDN

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ISDN or Integrated Services Digital Network is a technological development that is able to

make use of the existing PSTN cabling to transmit digital signals.
Technically ISDN is an international standard for the transmission of data, voice and video or
normal voice or digital telephone lines. ISDN supports rates of up to 64Kbps. An ISDN connection
consists of two lines which can be used independently or together to give a combined rate of
128Kbps.
If you wish to connect a computer to an ISDN line you need a special ISDN modem. This is a
different type of modem to the one used with an analogue line. Its purpose, however, is the
same, to convert the digital signals of the computer into a form suitable for transmission on an
ISDN line.
It is possible to get a dedicated connection between two computers using ISDN. This is called a
diginet connection.
The older telephone systems make use of electrical currents transmitted through copper cabling.
As electric signals are subject to interference, they are not the ideal method of transmitting data.
Newer telephone systems make use of fibre optic cable. In fibre optic technology, light is
transmitted along the cable. As light signals are not subject to the same interference problems as
electrical signals, fibre optic is a far more efficient and reliable system.
ADSL
ADSL or Asymmetric Digital Subscriber Lines allow the transmission of high speed digital
data over ordinary telephone lines using a modulation technology called DMT or Discrete
MultiTone. Ideally, fibre-optic is the ideal medium for high speed digital transmission. As the
installation of fibre-optic is expensive, ADSL provides solution until copper cable is replaced by
fibre-optic.

1.4.4.2 Understand the terms analogue, digital,

(measured in bps bits per second).

modem,

transfer

rate,

Analogue signals
Analogue signals are used on the PSTN as well as for normal AM and FM radio transmissions. An
analogue signal is one which varies continuously as, for example, in ordinary speech. An
analogue signal has a graphical form as shown in the following diagram.

Digital signals
Digital signals are used in ISDN and ADSL connections. Newer television and radio transmission
techniques are also making using of digital technology.
Digital signals are two state signals corresponding to a switch which is on or off. The same two
state signal can also represent TRUE and FALSE or 1 and 0.

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Graphically a digital signal is represented as in the diagram above.

Modems
A modem or modulator-demodulator is a device connected
between a computer and a telephone line. Its function is to convert the
digital signals of the computer into a form suitable for transmission
over a telephone line. It must also do the reverse and convert the
telephone line signals into a form suitable for the computer. Note that
the modem used to connect to an ISDN line is different to that used to
connect to an analogue line.
Data transfer rates
Each 1 or 0 that is transferred is referred to as a bit. The speed of a data transfer is measured by
the number of bits that can be transferred each second or bps (bits per second). This is also
sometimes called the baud rate or bandwidth.
High speed lines have their speed measured in kbps or Mbps.
1 kbps = 1 024 bps (roughly 1 000 bps)
1 Mbps = 1 024 kbps = 1 048 576 bps (roughly 1 000 000 bps)
To put these figures in perspective, the maximum theoretically attainable speed with an analogue
line is 56kbps. This figure is very seldom attained and the reality is usually substantially lower.
ISDN lines operate at 64 kbps.

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Concepts of Information
Technology (IT)
Section 5: The Use of IT in Everyday Life
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1.5.1

Computers at Work

1.5.1.1 Identify some situations where a computer might be more appropriate than a
person for carrying out a task and where not.
Computers are ideal for repetitive work requiring speed and accuracy. This is especially true of
those situations where human beings would become bored or simply cannot work fast enough.
Some examples include:

Corporate data processing including functions such as sorting, selecting, summarising

Analysis of census and other demographic data
Administration of the national revenue system
Actuarial calculations
Statistical analysis
Corporate accounting functions
Creation of animations for films
Weather forecasting
Forensic analysis such as DNA and fingerprint matching
Manufacture of electronic components and circuitry

1.5.1.2 Know some of the uses of large-scale computer applications in

business such as: business administration systems, airline booking
systems, insurance claims processing, online banking.
Corporate uses of computer applications
Corporations have to keep records of their staff, details of their clients, the levels of their stocks,
production schedules, debtors, creditors and a myriad of other details. Many of these activities
are themselves linked in one or more ways. For example, stock levels of raw materials and
production schedules are very closely linked.
The ideal solution in a corporate environment is Enterprise software. This is a complex suite of
applications that are created to work together. Enterprise software is designed to automate all
the activities of an organisation in one system. The different components or modules interact
with each other. For example, if production requires certain raw materials, the appropriate
production module will send a message to the stock module that certain materials are needed
and when they will be needed. If the stock module determines that existing levels are too low, it
will send a message to another module responsible for orders. This module will then check which
supplier to use and automatically generate an order stating the quantity needed and a deadline
for delivery. Organisations do not buy an entire enterprise package, but only the modules that
are relevant to the operation. Because of cost and complexity, enterprise software is usually
found only in large organisations.
All organisations, no matter their size, can benefit from computer applications. Examples found in
business include:
Office application suites such as OpenOffice.org, Koffice, StarOffice or Microsoft Office for
creating documents, spreadsheets and presentations.
Accounting packages such as Pastel Accounting for keeping debtors and creditors records and
creating statements and invoices.
Inventory systems for keeping track of stock.
Desktop publishing packages such as Microsoft Publisher and Page Maker for creating
newsletters and press releases.
Client tracking software such as Gold Mine for representatives to maintain regular contact with
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clients and record their activity.

Airline bookings systems which manage large amounts of data and reservation details and also
have the flexibility to handle frequent changes to bookings.
Insurance claims systems to manage the processing and payment of claims.
Online banking systems enable corporates and individuals to have easy access to funds
transfer and account maintenance.

1.5.1.3 Know some of the uses of large-scale computer applications in

government such as: public records systems (census, vehicle
registration), revenue collection, electronic voting.
Inland Revenue
The Department of Inland Revenue needs to keep records on millions of tax payers, both
individual and corporate. It also needs to calculate the tax each has to pay and send out tax
assessments. Sophisticated computer systems manage these tasks. SARS has a website that a
taxpayer can register on and submit returns electronically by filling in the return online and
authorising payment directly from their bank account.
National census and other demographic data
National economical and social planning require that governments have a good idea of the
number of people in the country and in each region. They need to know income and health levels
and size of families. They also need to know the skills and educational levels of different sections
of the population.
This information is obtained by means of a national census. Part of this involves people filling in
census forms and these being collected and checked by census officials. In other cases, figures
are obtained by indirect methods such as aerial photographs. In all cases the data has to be
analysed to produce summaries that planners can use. This task can only be done by specialised
software designed for the purpose.
Other organisations also collect data for specific research purposes. For example, the Medical
Research Council will conduct research to determine the prevalence of aids. This research relies
on sophisticated statistical software to analyse the data.
Vehicle Registration
Every vehicle has a unique registration number. This number, together with the vehicle and
owner details is kept in a central database. This database can be accessed not only by the
municipal officials, but also by other interested parties such as the police.
Voting registers
In order to vote, a person must be recorded on the voting register. This register of voters
contains millions of records. Records need to be changed, deleted and added on a regular basis.
Because of the sheer volume, it would be difficult to maintain in any other way than a
computerised system.
Electronic voting
This is a system that is being introduced which will allow voters to register their choice online to
submit their ballot instead of the traditional method of marking a piece of paper with a pen.
National Identity System

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The Department of Home Affairs keeps records of all the citizens in a country. It keeps records of
births, marriages and deaths. It also issues identity documents and passports. All this is only
possible through the use of computerised systems.

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1.5.1.4 Know some of the uses of large-scale computer applications in

hospitals/healthcare such as:
patient records systems, ambulance control systems, diagnostic tools
and instruments, specialist surgical equipment.
Patient records
Patient records need to record not only personal details such as name, address, relatives and
employer, but most importantly detailed health history, record of operations and medication. The
more efficiently this information can be stored and retrieved, the more efficiently the health care
system can be administered.
Scheduling
Hospitals are extremely busy organisations which usually function amidst considerable stress. In
order to use the facilities efficiently, where possible, activities need to be scheduled. For
example, the availability or surgeons needs to be co-ordinated with the availability of operating
rooms and the urgency of treatments. With good scheduling systems, much of the stress of the
more routine activities can be reduced.
Ambulance control systems
By their very nature, ambulances do not work to a schedule. They are needed at unexpected
places and unexpected times. The best a system can do is to optimise their use. That means
knowing which ambulance is nearest to a scene at any given moment. In addition, modern
software gives an ambulance driver details of the shortest route. The latest on-board software
makes use of speech synthesis which actually tells the driver how to get to a destination as he is
driving. This technology makes use of in-built maps and global positioning (GPS).
Diagnostic tools
With diagnostic tools, a doctor feeds information about a patient symptoms into the system. The
system will respond with a series of possible causes. It may ask for further information to refine
the diagnosis. At the moment these tools are not replacing the diagnostic skills of a doctor, but
rather help him/her explore alternative diagnoses.
Other diagnostic tools connect the patient directly to the computer. This is commonly used in the
diagnosis of cardiac problems. Not only are all the different heart waves displayed on the screen,
but the physician has the option of magnifying or analysing any of the patterns in more detail.
They can also be stored and compared with the heart patterns at a later stage.
Specialised surgical equipment
A modern trend is towards less invasive surgery. This involves inserted catheters into different
parts of the body. Through these miniature cameras and surgical instruments are placed. The
output from the cameras are displayed on large screens. Other relevant data is also analysed and
displayed on screens. All of the activities are assisted by special computer programs.

1.5.1.5 Know some of the uses of computer applications in education such as:
student registration and timetabling systems, computer-based
training (CBT), distance learning, homework using the Internet.
Student records
Education institutions have electronic registration that allows students to be registered on the
system first and then further information such as personal records and results as they progress
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through the course.

Student records keep personal details of students as well as their academic records and fees
accounts. Where students have had disciplinary problems, these are also recorded. Some
institutions offering health and accommodation services to students. All this information needs to
be recorded on a centralised system that can be accessed according to the rights different users
have. For example, although health data may be recorded on a centralised system, only health
workers would have access to it.
The same student administration system would need to send out examination results and
accounts.
Timetabling
The process of timetabling involves scheduling staff, students and lecture rooms at the same
time. The scheduling also needs to take into account the correct total amount of time allocated to
staff, students and courses. Further public holidays and term holidays need to be taken into
account. The larger the organisation, the more complex the process becomes. Software programs
are now available which can factor in all the different parameters and produce a timetable. This
can still be fine-tuned manually.
CBT
Computer Based Training makes use of the computer to instruct students. The quality of CBT
material varies widely. Some CBT material is little more than a text book on the screen, but other
makes use of interaction or simulation to instruct. For example, if a student were learning word
processing, a simulated version of the word processor would appear on-screen. The program
would demonstrate how to perform a task by showing the activity of the cursor and the display of
the menus. Most of this software produces an audible output so that the student is able to listen
to a commentary on headphones as the activity is taking place on-screen.
Automated examinations
Automated examinations allow computerised systems to test students skills. These are most
relevant to knowledge based or skills based courses. Courses requiring critical analysis such as
literature or philosophy are not suited to this type of testing.
Knowledge based courses can be tested using randomised multiple choice, true/false or similarly
highly structured typed of questioning. If there is a sufficiently large test bank, students can be
given a randomised set of questions. This would mean that no two students would get the same
set of questions.
Skills based courses can be tested using a simulated environment. For example, a pilot could
take a test on flying an aircraft by taking a test in a simulator. This would appear exactly like the
inside of the cockpit. Instead of windows, there would be computer screens with a simulation of
the outside. An examiner would control all aspects of the simulation from a computer. The pilot
would be required to respond by actually flying the simulator. The computer in turn would be
able to analyse the quality of the flying.
Distance learning
In distance learning, the student controls the learning environment: when and where to learn
and how long to take over a course. Information technology can facilitate the whole process. The
student can send assignments and questions to the lecturer using email and the lecturer can
respond using email. An institution may put the courses on a web site that is password protected.
A student either reads the coursework directly on the Internet or downloads it from the Internet.
This has obvious cost and administrative savings for the institution.
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It also means it can recruit students from all over the world. Registration and payment of fees
can also be done on-line.
Homework using the Internet
The Internet contains enormous quantities of information. Some of this is excellent, some very
poor and much incorrect. To access information on the Internet, a student makes use of a
search engine such as Google. Feeding in a number of key words can result in a list of many
thousands of sites being displayed. Each of these is represented by a hyperlink. This is a link to
another site. When you click on a hyperlink, you are immediately taken to the site.
There are two important aspects to using the Internet to search for information to do
assignments:
The skilled use of a search engine: First you need to become familiar with the different ways of
using keywords and the various criteria you can set. This comes with practice.
Sifting the good from the bad: There is no control over the Internet. People can and do post
deliberately incorrect or biased information on the Internet. You need to be able to assess the
quality of what you read. For example, does the site give references to its sources or is the
information corroborated by that on another independent site. Developing a critical mind in
determining the quality of information is as important as being able to access information in
the first place.

1.5.1.6 Understand the term teleworking. List some of the advantages of

teleworking such as: reduced or no commuting time, greater ability to
focus on one task, flexible schedules, reduced company space
requirements. List some disadvantages of teleworking such as: lack of
human contact, less emphasis on teamwork.
Teleworking
Teleworking means literally doing work at a distance. This means instead of going into an office,
you work from home, a holiday cottage, another country or any other location. When you do
teleworking, you can be thought of as having a virtual office.
Modern technology such as email, the Internet and Virtual Private Networks (VPNs) have made
teleworking a reality for many people. A VPN makes use of the Internet and various security
protocols to enable remote users to connect to a company network. Apart from speed limitations,
it will appear as if they are working on the network inside the organisation.
Not all occupations lend themselves to teleworking, but there are many that do. Examples
include journalists, writers, computer programmers, graphic artists, consultants and
representatives. Often teleworking is associated with contract work. Professionals are paid to do
specific tasks and are given deadlines within which these have to be created. Where they do it is
not relevant as long as it is done professionally and on time.
Advantages of teleworking
Professionals
do not waste time on commuting between home and work.
are free to undertake work where ever they are.
greater ability to focus on one task.
have flexibility to arrange their work time according to their needs and inclinations.
generally have tax advantages as they can claim business expenses.
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Organisations:
save on office space, equipment and facilities.

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Disadvantages of teleworking
Professionals:
may suffer from lack of human contact.
need to be highly self-disciplined.
Organisations:
will not get the benefits of teamwork.
will have less control over workers.
The disadvantages of teleworking can be overcome by requiring professionals to spend a certain
amount of time at the office. This does not require that they actually have a workstation or office
of their own. They could be required to attend meetings or seminars. If they are structured as
part of a team working on a project, they could be required to attend team meetings which focus
on planning, allocation of tasks, feedback or general motivation.

1.5.2

Electronic World

1.5.2.1 Understand the term electronic mail (e-mail) and know its main uses.
Email refers to the transmission of messages between computers across a network or across the
Internet. Email allows text, graphics and sometimes sound. Users are able to send files together
with messages. These are sent as attachments to the email.
To use email, you need to have access to a network or the Internet. A mail client is installed on
the computer. This is used for the creation, sending, receiving and storage of email messages.
Well known email clients include Evolution, KMail, Microsoft Outlook and Outlook Express.
Web based email systems only require that you have access to the Internet. Many of these such
as Yahoo, Hotmail and Eudoramail are free. Web based mail systems act as remote mail clients.
Effectively, you log on to the mail client on the server using a web browser. From that point on, it
acts in much the same way as a mail client installed on your own computer. You can log on to
your web based mail system where ever in the world you happen to be.
Email addresses
Email address consist of two parts separated by an @ symbol. The first part is the name of the
user and the second part is the name of the mail server.
For example, in the email address [email protected], the user name is david and the name of
the mail server is icdlafrica.com. This is the address of the computer which holds his mail.
Advantages of email
It is very fast and efficient. Mail is transmitted from the sender to recipient in a matter of
seconds. Recipients can reply immediately. If both happen to be on-line at the same time, they
can conduct a conversation using email.
Documents and files can be sent with the email. The only limitation is the maximum size of
attachments that your system will permit.
It is very cost effective. The cost of sending an email is a fraction of the price it would be to
send it as a letter.
There is a saving on paper, printing and envelopes.
Email clients can be organised so that copies of emails that have been sent can be stored
under appropriate directories.

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Disadvantages of email
If there is a problem with the telephone lines, email cannot be sent or received.
There are certain security problems such as the interception of email by hackers. This can be
overcome by encrypting email. This requires the email to be coded into an unintelligible form
using a key. The recipients system has access to the key and is able to decrypt the email.
Occasionally problems in the complex system between the sender and recipient occur which
cause email to disappear. To know when this has occurred, it is possible for your system to
request a receipt of delivery from the recipients computer.
Unsolicited email or spam is becoming a problem. Because it is simple to send thousands of
identical emails to users at the same time, some merchants acquire lists of email addresses
and compile these into distribution lists. They then send the same advertising email to
everyone on the distribution list. To overcome this, anti-spamming software is now available
which identifies certain addresses as sources of spam and discards any mail that comes from
them.

1.5.2.2 Understand the term e-Commerce. Understand the concept of

purchasing goods and services online, including giving personal
details before a transaction can be carried out, payment methods,
consumers basic right to return unsatisfactory goods.
E-Commerce
E-commerce is the name given to the process of carrying out commercial transactions over the
Internet.
One of the best known examples is Amazon.com. You can purchase books anywhere in the world
from this web site. You make payment using your credit card at the same time as making the
purchase. Amazon.com exemplifies many of the characteristics of e-commerce. You are entitled
to post a comment on the site, whether good or bad, about any book you buy. Before you
purchase a book, you can look through the comments of other purchasers. They also have a
procedure in place that allows you to return books under certain circumstances.
To purchase goods using an e-commerce site you need to provide a name and physical address
to which the goods must be sent and a credit card. You can also specify the delivery method. This
will depend on how urgently you need the goods and how much you are willing to spend on
delivery. Good e-commerce sites will tell you in advance, the availability of the goods, how long
they will take using the different delivery methods and the cost of delivery.
There are two types of e-commerce site. Business to consumer or B2C sites sell directly to the
consumer. Other sites involve transaction between business themselves. These are are Business
to Business or B2B sites.
CNP transactions
When a purchaser uses a credit card to purchase goods, this is known as a Card Not Present or
CNP transaction, since the vendor does not physically see the credit card. A purchaser not only
has to give the credit card number but also the three digit security code. This means that there
are a number of dangers associated with CNP transactions.
In utilising CNP transactions:
Vendors need to be sure that:
The card is not being used fraudulently.
Purchasers need to be sure that:
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They can afford the goods they are buying. It is very easy to spend money using a credit card
on the Internet.
The vendor will not abuse the information and make unauthorised debits. They should not deal
with any unknown sites.
The information will not be stolen by employees and used fraudulently. Once again, well known
reputable sites will have measures in place and will generally take responsibility if anything
does go wrong.
The information will not be stolen and used by hackers. Only use sites that are able to encrypt
the information you send using a secure link such as SSL. This eliminates the risk of insecure
payment methods.

1.5.2.3 List some of the advantages of purchasing goods and services online,
such as: services available 24 hours a day, opportunity to view a wide
range of products. List some of the disadvantages of purchasing goods
and services online such as: choosing from a virtual store, no human
contact, risk of insecure payment methods
Advantages of on-line purchasing
No restriction on shopping hours. You can purchase goods 24 hours a day, seven days a week.
You are not put under pressure by a salesperson and have time to make a more rational
purchase decision.
You are not restricted to shopping in an area to which you have physical access. You can shop
across the world.
Usually it is much cheaper to purchase goods on-line from a virtual store. If you purchase at
source you can eliminate the mark up of intermediaries. Further, on-line sites have lower
overheads than conventional shops.
You have access to a wider range of alternatives.
Disadvantages of on-line shopping from a virtual store
It is more impersonal as you do not interact with a human being with whom you can discuss
the product you wish to buy.
You cannot physically see and touch the item you are buying.
There are certain risks associated with purchasing goods on the Internet with a credit card. See
the section on CNP transactions above.
Returning defective or incorrect goods can be a problem. This is especially the case if they
have come from another country.

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Module 1:
Concepts of Information
Technology (IT)
Section 6: Health, Safety and Environment
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1.6 Concepts of Information Technology: Health, Safety and the Environment

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1.6.1

Ergonomics

1.6.1.1 Understand what elements and practices can help create a good
working environment such as: appropriate positioning of monitors,
keyboards and adjustable chairs, use of a mouse mat, use of a monitor
filter, provision of adequate lighting and ventilation, frequent breaks
away from the computer.
Ergonomics is the science of co-ordination the physical and psychological aspects of human
beings with their working environment. Although computers present us with great opportunities
for making our work easier, they do present some health and safety risks if used incorrectly. The
science of ergonomics tells us how to use computers correctly.
Monitors
If you work with a monitor, tired, sore or blood-shot eyes indicate eye strain. The following points
indicate some aspects of monitors to be aware of.
Refresh rate: The refresh rate of a monitor is the rate at which it updates the images on the
screen. When the refresh rate is too low, the screen appears to flicker. Apart from the
annoyance factor, this causes eye strain. The refresh rate should be at least 72 Hz (72 times a
second) and preferably higher.
Monitor filter (Anti-glare screen): Reflections on the screen can cause eye strain. This can be
overcome by using a monitor filter with an anti-glare screen or by placing a special anti-glare
cover in front of the screen.
Focus: The image on the screen should be sharp. Poor quality monitors have a slightly blurred
effect. This causes the eyes to continually attempt to reduce the blur.
Low radiation: The beam of electrons that strikes the screen to display the image also sends
out electromagnetic radiation. There is some fear that this can be a health hazard, particularly
to pregnant women. Use a monitor with low electromagnetic radiation.
Position: Place the monitor in a position where you can look into the distance at regular
intervals. To the side of a window is an ideal position. You need to change the focus of your
eyes on a regular basis to prevent eye strain.
Angle: The monitor should be slightly below eye level. Looking up at a monitor can cause
strain in the neck.
Rest: Take regular rest periods where you do not look at the monitor.
Keyboards and mouse
Repeated use of the same muscles and joints can result in a type of injury called RSI or
Repetitive Strain Injury. This type of injury can range from inflammation of joints, to damaged
ligaments and muscles or even hairline fractures in bones. RSI is usually caused by the incorrect
use of the keyboard and mouse.
Ergonomic keyboards: Ergonomic keyboards are designed in such a way that the strain on the
hands and finger are reduced.
Touch typing: Learning to touch type can help reduce strain as it distributes the work evenly
between the fingers. Users who can touch type also tend to use far less force when striking the
keyboard.
Mouse mats (pads): Mouse mats or pads are available with a cushion for the wrist to rest on.
Repeated clicking of the mouse buttons can lead to inflamed finger joints. Resting the wrist on
the cushion reduces this effect.
Rest: Take regular breaks to rest the muscles and joints.

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Desks and chairs

Height and position of chairs: The height and position of the chair is an important factor in
reducing strain. These should be adjusted so that:
- the feet can rest flat on the floor. This maintains blood circulation.
- the thigh is horizontal to the floor.
- the head can be kept upright in line with the spinal column. If the chair is too high, the head
will be bent. This will in turn cause backache.
A chair with adjustable height will allow you to find the most appropriate and comfortable
height for your build.
Posture: The back should be slightly bent forward. Sitting rigidly upright for long periods can
cause stress in the back and shoulders.
Support: There should be support for the lower back to avoid sitting in a hunched position.
Rest: It is important to get up and move around on a regular basis. Ideally should do some
stretching exercises to help relax tense muscles.
Height of the desk: A common problem is having a desk which is too high. This is largely a
matter of trial and error. A good test is whether the elbows are able to rest comfortable on the
work surface.

1.6.2

Health Issues

1.6.2.1 List some common health problems which can be associated with
using a computer such as: injuries to wrists caused by prolonged
typing, eye strain caused by screen glare, back problems associated
with poor seating or bad posture.
Lighting and ventilation
It is important to ensure that there is adequate lighting, but does not cause a glare on the
screen. Another important consideration is whether there is enough air circulation in the room as
computers generate a lot of heat and if a room is not adequately ventilated it can become stuffy
and cause fatigue. It is also not good for the equipment so most companies make use of air
conditioning.
Other health problems associated with using a computer as discussed in the previous section are
listed below:

repetitive strain injury

eye strain caused by the glare on the screen
back problems due to poor seating or bad posture

1.6.3

Precautions

1.6.3.1 List some safety precautions when using a computer such as:
ensuring power cables are safely secured, power points are not
overloaded.
Apart from health issues, there are a number of safety issues associated with the use of
computers.
Adequate earthing
A faulty earthing system can cause electrical shock. A good system will be properly earthed and
will incorporate earth-leakage detection. If the system detects a fault that could lead to
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electrical shock, a switch will trip before any damage can be done.
Cabling
It is common to see electrical cabling lying on the floor of offices. Apart from the fact that it looks
untidy, workers can trip over cabling. Electrical cabling should be installed by electricians so that
there is the minimum of open cabling. Electrical power sockets should be installed close to
workstations so that there is no need to run cabling across the floor. The cabling between the
power point and the computer should be secured using cable ties.

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Load on power points

There should be adequate power points for the equipment. Overloaded power sockets are a fire
hazard. If there is any sound of sparking in a power socket, the cause should be investigated by
a qualified electrician.

1.6.4

The Environment

1.6.4.1 Be aware that recycling printed outputs, recycling printer toner

cartridges, using a monitor that consumes less power while the
computer is inactive can help the environment.
Paper
One of the goals on information technology was the paperless office. The reality is quite
different and users are often careless and wasteful in the use of paper. The cost factor will be
considered in the next section. From an environmental perspective, waste of paper is very
damaging. Here are some things that you can do to reduce the environmental impact.
Do not throw paper away. Set up a storage area for paper that cannot be re-used. Have this
collected on a regular basis for recycling.
Print on both sides of the paper. Unless you are producing a document in final form, print on
the reverse side of used paper.
Alternatively, look for organisations that can make use of this paper. Many poor schools would
be very glad to get supplies of paper that can still be used on one side.
Consumables
Often users throw used toner and ink cartridges away. There are two alternatives. You can have
them refilled. If this is not an option because of guarantee restrictions on printers, you could
resell them to companies which refurbish cartridges for resale. In either case, you reduce the
waste output from your organisation.
Power
Another area where users are often careless is electrical power consumption. For example, many
users switch only their monitors off at the end of the day so they do not have to boot up in the
morning. Apart from the security risk, this means that the computer is running all night and
wasting electrical power. Switch off any equipment that does not need to be on.
When purchasing equipment, low power options could be selected. An example, would be the
purchase of flat LCD screens over conventional monitors as these consume less power.
It is also possible to configure the computer to save power. When a component, such as the
monitor, has not been used for a while, the computer shuts it down.

1.6.4.2 Understand that using electronic documents can help reduce the need
for printed materials.
Using networks and email, there is little need to send printed documents. Rather send them in
electronic format. In addition to avoiding printing, it is faster and more efficient.
Avoid printing documents even for you own use unless it is necessary. It is quite possible to do
much of your reading on-screen. Set the zoom and font size to facilitate on-screen reading.
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Module 1:
Concepts of Information
Technology (IT)
Section 7: Security
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1.7 Concepts of Information Technology: Security

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1.7.I

Information Security

1.7.1.1 Understand the term information security and the benefits to an

organisation of being proactive in dealing with security risks such as:
adopting an information security policy with respect to handling
sensitive data, having procedures for reporting security incidents,
making staff members aware of their responsibilities with respect to
information security.
Information Security
Because information and information technology are fundamental to just about all aspects of
modern life, the modern era is often referred to as the Information age. By its very nature,
much information is private and confidential. Information security refers to all the procedures
which are used to protect information for deliberate or accidental misuse or dissemination.
Technically, it refers to the maintenance of the integrity of information. Integrity means that the
information remains correct at all times and cannot be accessed by unauthorised agents.
Personal privacy
If personal information such as health or finance status, personal or family issues and
background details became available to unauthorised agents, this could lead to the standing of
individuals being seriously compromised. In some cases it may have little more effect than a
feeling of invasion of personal privacy, while in other cases in may lead to serious
embarrassment, loss of status or job and even blackmail.
Company confidentiality
Business functions by trying to achieve a competitive edge. This is achieved by making better
products and having better marketing strategies. If competitors found out the formulation of
products or details of manufacturing or the marketing plans for new products, a company would
lose its competitive edge. There is a whole dark area to business known as industrial
espionage in which a variety of means are used to discover trade secrets and business dealings.
Obviously, there is an absolute imperative to maintaining the confidentiality of all company
information.
A less obvious breach of information security occurs through industrial espionage where
information is either changed or deleted to sabotage the functioning of the organisation.
Protecting company information
There are a number of procedures companies can take to protect their information and these
would usually be detailed in a company policy document which would be explained to the staff on
appointment. Often a personal copy of this document is given to each employee for their
records.
Staff employment practices: Basic to good company security are loyal and trustworthy staff. If
staff are likely to have access to sensitive information, they should be thoroughly screened before
they are employed. The more sensitive the information they have access to, the more vital is this
process. Promotion to more sensitive positions can be based on a good history or loyalty and
trust. Part of the staff induction process and on-going staff training should inculcate in staff the
importance of security and an awareness of the consequences of its violation.
Security procedures: Information should be classified on the basis of its sensitivity. Access
rights to this information should be limited to those who need to know. To access certain
information, an employee might need a special security clearance. All access to sensitive
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information should be recorded. The question of access rights is discussed further in the next
section. Where sensitive information is stored in the form of paper files, these should be kept in a
secure vault. Procedures should be in place that enable staff to report breaches or suspected
breaches of security. They should be able to report these without fear of reprisal. In large
organisations security departments can be established specifically for the purpose of providing
such channels and monitoring security on an on-going basis. This is often done in conjunction
with forensic auditing. This is a special form of auditing to detect mismanagement and
corruption.

1.7.1.2 Know about privacy issues associated with computers, such as

adopting good password policies. Understand what is meant by user
ID and differentiate between user ID and password. Understand the
term access rights and know why access rights are important.
Information stored on computers
All computers from laptop computers to mainframes contain information. Much of this, whether
corporate or personal, is confidential. Many thousands of laptop computers containing important
company or state information have been stolen. Since most corporate records are now kept in
electronic form on computer systems, procedures need to be put in place to protect the
computers.
Apart from deliberate violations by people, computers are also subject to accidental damage and
natural disasters.
Physical procedures
Physical access to mainframes should be restricted to operators and systems administrators.
Facilities should be fire and flood proof. Highly sensitive installations should also have adequate
protection from criminal and terrorist activities.
Desktop and laptop computers are very vulnerable to theft. A simple procedure is to only allow
authorised people access to offices. The use of security cameras can also act as a deterrent.
Desktop computers can be physically attached to the floor or a work surface.
Laptop computers present the greatest risk. They are not only light and easy to pick up, but they
are also more expensive and valuable than desktops. The best protection is not to let them out of
site. If a manager is staying at a hotel, he or she can leave the computer in the hotel safe rather
than their room.
Software procedures
Information can be stolen, altered or deleted without the computer being physically removed.
The information may even be accessed across the Internet.
Firewalls: A firewall is the first line of defence against hackers. It is a computer program that is
installed on a computer that connects a network to the Internet. The firewall analyses the
packets that pass in and out of the network. It is programmed to follow certain rules which
enable it to decide whether or not to allow a packet to pass. There is firewall software that can be
installed on a stand-alone PC.
Access rights: Access rights can refer to both physical and software. In a physical sense, these
refer to different members of staff who have to gain physical access to certain areas. For
example, access to the room containing the mainframe may be restricted to operators. Software
rights refer to the level of access different users have to different levels of data and information.
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For example, some users may have no access to certain data, others may only be able to read
the data but not change it. Others in turn may have full rights to create and change data. Access
rights are associated with a user id and password. A user id could be a user name or a
combination of letters and numbers. To log on to a system a user would need a user id and a
password. As other users may know the user id of colleagues, another level of security in terms
of passwords needs to be added in the form of a password. Passwords are private and should
never be divulged to anyone else. Users could have several user ids, each with a different level of
security. They would log on each time with the lowest level of security they need to accomplish a
given task.
Password policies: Password policies refer to guidelines or requirements on the structure and
use of passwords. They can be required for access to a computer system or a group of files or a
single file. The following are some guidelines for password policies:
They should never be blank.
They should not be the names of family members or pets or anything else that would be easy
for an intruder to try out.
Ideally they should never be words, especially words like administrator, admin or root.
They should never be less than five characters and preferably longer. Short passwords can
easily be determined by a brute force password cracker. This is a piece of software that
repeatedly feeds in all combinations of letters and numbers until accessed is gained. With short
passwords this can be done in seconds.
A good policy is to use a meaningless combination of letters and numbers that is seven or eight
characters long. What some users do is to take a meaningful word such as looking and replace
the o with the number 0 and the letter i with the number 1 so that the password becomes
l00k1ng. You could also make a less obvious change, for example replace k with 3 and g with
9 so that the password becomes loo3in9.
Passwords should be changed on a regular basis. Administrators can set a policy that
automatically causes passwords to expire after a certain period of time, for example 7 days.
When using a PC, you would need to use an operating that provides genuine access protection
with a user id and password. This means using Linux or Windows NT/2000/XP/2003. In Windows
95/98/Me the logon procedure can be bypassed. If Windows NT, 2000, XP or 2003 are used, it
should be in conjunction with the NTFS file system.
Data encryption: Data should be encrypted. Encryption scrambles the data and makes it
unintelligible without the use of a key. The key is used to decipher the data.

1.7.1.3 Know about the purpose and value of backing up data, software to a
removable storage device.
Vulnerability of data
Data is vulnerable in many ways:
The system on which it is stored can fail. For example, a hard drive may crash due to
component failure.
The medium itself may become corrupt. Where data is stored on a magnetic medium, this can
become corrupt due to a number of factors including moisture, heat, magnetic fields and
electromagnetic radiation. Even optical storage which is highly reliable should never be
regarded as infallible.
The system can be stolen.
The system could be physically damaged through war, criminal activity, vandalism or
carelessness.

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The system could be damaged as a result of a natural disaster such as a flood, fire or
earthquake.
The data could be deleted or changed through criminal activity, vandalism or carelessness.
No matter what care you may take to protect a system, additional copies of data need to be
made and stored on a regular basis. Copies of data are referred to as backups. The following are
some guidelines to working with backups.
Once backups have been created, they should be store in a secure area at a different site.
Never keep backups on the same site as the system. They could be stolen or destroyed along
with the rest of the system.
Backups should be made on a very regular basis. Even for a small organisation, this should be
done daily. Even the loss of a single day's work would be a major problem. In large
organisations backing up may take place on an on-going basis. A schedule of backing up
should be clear policy and adhered to.
More than one copy of data should be made. If the data is very valuable, the different copies
could be stored in different secure locations.
Different versions of the backup should be retained. The following is an example of a backup
schedule that could be followed.
The cycle of backing up starts on the first Monday of the month. At the end of each day of the
week a backup is made. At the end of the week, there is a Monday, Tuesday, Wednesday ...
Saturday backup. On Sunday a backup is created and labelled week 1 backup. This is kept for
the rest of the month. The weekday tapes are then reused and the process repeated. At the
end of the month you end up with a series of weekly backups. The last one becomes the
backup for the month and the process starts over the next month. At the end of the year you
then have a series of monthly backups.
An appropriate medium for backing up must be used. In the case of companies this would
generally be done using tape, although optical storage is becoming more common. For
personal use, a CD or DVD makes an excellent backup. DVD writers are still quite expensive.
Never use diskettes for backup purposes. They are not reliable for this purpose. Even when
backing up a PC, makes multiple copies and keep them at another site for safe storage. You
could, for example, use a safety deposit box at a bank.
Often a network server has two identical hard drives, one being a mirror image of the other. This
means that if one fails the other one can take over. In other words all the software on the first is
identical to the software on the second.
Software can be backed up by making a copy of the cd/dvd media and then storing the originals
and using the backups to install from. This is allowed by most software manufacturers. The
original is kept under lock and key along with the licence numbers.

1.7.1.4 Be aware of possible implications of theft of a laptop computer, PDA,

mobile phone such as: possible misuse of confidential files, loss of
files, loss of important contact details if not available on a separate
source, possible misuse of telephone numbers.
Highly portable devices such as cell phones, PDAs and laptop computers can containing vital and
confidential information. Even if the information is not confidential, it could be vital to your work.
Losing your contact list or diary will very seriously compromise your business operations.
PDAs, cell phones and laptops usually contain contact lists and diaries. Make sure that copies of
these are kept else
where. Cell phones and PDAs come with synchronisation software. This software links the
device with a personal computer or laptop and updates each of them with the latest data. In
other words, if you keep your diary on your PDA, synchronising will automatically update the
diary (and contacts) on the PC or laptop. You should make sure that your diary and contact list

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are on two different devices. These should be kept apart so that they are unlikely to be stolen at
the same time. Ideally, you should make backups of these at the end of every day and keep
these backups in a safe location.
Although you can at least retain your diary, contacts and files through the use of backups, loss of
these can compromise you seriously. If for example, you keep information of your bank and
credit cards details on your PDA, cell phone or laptop, a criminal could make use of these if they
steal these devices.
Personal information and telephone numbers of friends and business colleagues could make them
vulnerable to the activities of criminals.

1.7.2

Computer Viruses

1.7.2.1 Understand the term virus when used in computing and understand
that there are different types of virus. Be aware when and how
viruses can enter a computer system.
Computer viruses
A computer virus is a program that is deliberately created to cause annoyance or alter or delete
data. Some viruses cause computer systems to slow down to the point where they are not
usable. One of the features of viruses is that they are designed to replicate and spread.
Trojan: A Trojan (or Trojan horse) is a virus that hides itself inside another legitimate program.
When the program is used, the virus is released and can begin its work of replication and
annoyance or damage.
Worm: A Worm is a program that replicates itself over and over in the computer's memory until
the computer can barely function. One of the signs of invasion by a worm is the slowness of
computers.
Time bomb: A time bomb is a virus which lies dormant until a certain date or time or for a
period of time. At this date or time, the virus suddenly becomes active and carries out whatever
task it is programmed to do. This can include the deletion of everything on the hard drive.
Logic bombs: A logic bomb is similar to a time bomb, except that instead of becoming active at
a certain time, it becomes active when a particular activity happens. For example, instead of
formatting a diskette, the virus causes the hard drive to be formatted.
Macro-viruses: Macro-viruses make use of a special customisation feature in applications called
macros. Macros allow you to create mini-programs to carry out certain tasks in your applications.
Spread of computer viruses
Viruses are spread in a number of ways:

Downloads from the Internet.

Pirated software.
Exchange of diskettes.
In attachments to emails and in emails themselves.
In documents. Macro-virus, described above, can be hidden in ordinary documents,
spreadsheets and presentations.

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1.7.2.2 Know about anti-virus measures and what to do when a virus infects a
computer. Be aware of the limitations of anti-virus software.
Understand what disinfecting files means.
The actions of computer viruses were discussed in the previous section. The measures you can
take to protect yourself against viruses will be discussed in the next section. One of the main
measures to protect against viruses, anti-virus software, is discussed in this section.
Anti-virus software
Anti-virus software scans files for pieces of code, called signatures, which it recognises as part
of a virus. Updating anti-virus software mostly involves updating the signatures file. This should
be done on as frequent as basis as possible. This is even more the case when you receive files
regularly from outside sources. The actual anti-virus program itself will be updated from time to
time. These updates will include additional features and improved methods of scanning.
It is important to keep in mind that no anti-virus software is perfect. It is only as good as the
techniques it uses for detecting viruses and the currency of the signature file. There is always the
chance that a virus will go undetected. However, a good anti-virus system installed on your
system is essential and will usually detect most viruses.
When a virus is detected, the software will attempt to remove the virus. This is called cleaning
or disinfecting. It sometimes happens that the system can detect the virus but not get rid of it.
In this case, you will usually be given the option of deleting or quarantining the infected file.
When a file is quarantined, it is made unusable and so unable to spread the virus. A future
update of the software may be able to remove the virus. If it can the quarantine is removed.

1.7.2.3 Understand good practice when downloading files, accessing file

attachments, such as: use of virus scanning software, not opening
unrecognised e-mail messages, not opening attachments contained
within unrecognised e-mail messages.
There are a number of measures you can take to protect yourself from viruses:
Install good anti-virus software and update it on a regular basis, for example at least once a
month but preferably once a week. But always remember, anti-virus software is not perfect. It
cannot be the only measure you take.
Scan all diskettes before reading them.
Enable the auto-protection feature on the anti-virus software to scan emails.
Be wary of emails from unknown sources, particularly if they contain attachments. Some very
careful users delete emails they are unsure of without opening them.
Use an Internet Service Provider than scans emails before delivery.
Do not download files/software from unknown Internet sites.
Be careful of using diskettes from unknown sources.
Do not install pirated software.

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Module 1:
Concepts of Information
Technology (IT)
Section 8: Copyright and the Law
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1.8 Concepts of Information Technology: Copyright and the Law

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1.8.1

Copyright

1.8.1.1 Understand the concept of copyright when applied to software, and

also to files such as: graphics, text, audio, video. Understand
copyright issues involved in downloading information from the
Internet.
Copyright
Copyright refers to the legally protected right to publish and distribute any literary, musical,
artistic or software material. This means that only the developer and authorised sellers have the
right to copy and distribute computer software, video materials, music or text.
Because there is no control over the Internet, there are hundreds of sites where software, music
and videos can be downloaded. Access to permanent connections makes downloading of large
files physically possible. Many of these sites are located in countries that do not protect
copyright.
The fact that it is possible to do something does not make it legally and ethically right. Authors
and developers are entitled to a return on their creative efforts. Downloading pirated material is
both ethically and legally wrong. By reducing revenue, piracy can hamper the development of
software. Software development is expensive and part of the royalties are needed for future
development.
Software piracy is a form of theft. It is both a criminal and a civil offence. Developers are entitled
to claim damages in cases of piracy. Increasingly they are making use of all legal avenues to
reduce piracy and obtain compensation where it has occurred. They are entitled to claim
damages against not only sites, organisations and individuals who make pirated software
available, but also those who make use of it.
Downloading from the Internet is not the only form of software piracy. Making copies of software,
other than for personal use, as well as installing software on more computers than specified in
the licence agreement are both forms of piracy.

1.8.1.2 Understand copyright issues associated with using and distributing

materials stored on removable media such as CDs, Zip disks,
diskettes.
When you purchase software, you are actually purchasing the right to install the software on a
specified number of machines. Software usually comes out in two forms: standalone and
network. When you purchase standalone software, you are purchasing the right to install it on a
single machine. Generally there are further restrictions that are specified in the licence
agreement. Licence agreements are covered in the next section.
When you purchase a network version of the software, you purchase the right to install the
software on computers attached to a particular network. This may give you the right to install it
on all the computers on the network or a certain maximum number.
It is important to realise that you do not purchase the actual program. The program remains the
intellectual property of the developer. The concept of intellectual property is used as the
developer owns something abstract, something which is the result of considerable intellectual
effort. This also means that you do not have the right to alter the program in any way other than
the configuration allowed in the installation.
However you may store the program, on CD, DVD, zip disk, diskette, hard drive or tape, the
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program still remains the intellectual property of the developer. This does not mean that you may
lend the stored program out to others, though. This would be a breach of copyright. The stored
version is for that purpose only as a backup and for the licensed user only.
The section on licence agreements in the next section specifies some of the copyright issues in
more detail.

1.8.1.3 Know how to check the Product ID number for a software product.
Understand the terms shareware, freeware, end-user license
agreement.
Licence agreements
As mentioned in the previous section, when you purchase software, you only purchase the right
to use the software subject to certain conditions. These conditions are specified in the licence
agreement. When you install the software onto a computer, there is always a stage where you
have to make a selection that you have read and accept the terms and conditions of the licence
agreement. When you do this, you are agreeing to the developer's rights under copyright law.
The terms of the licence agreement include the following:
Clarification of the licence as meaning right to use the software not ownership of the
intellectual property.
The number of machines on which the software may be installed.
Restrictions on copying the distribution CD.
Restriction on the resale of the software.
Prohibitions on altering the code and reverse engineering. Reverse engineering involves a
process of uncovering the logic and algorithms used to develop the program.
Shareware
Shareware is software, generally downloaded from the Internet, which can be freely used and
distributed. However, it does require that if users would like to continue using it, they pay the
developer a fee. This is nearly always done by means of a credit card transfer across the
Internet. When payment is received, users get a serial number which they insert into the
software.
To attempt to enforce payment, developers usually employ a number of methods:
Nag notices. These are notices that appear on a regular basis reminding the user that the
software has not yet been registered.
Time limitations. The software can be used for a certain period of time. At the end of this
period it ceases to work.
Function limitations. The shareware version may exclude certain key features.
These limitations would be removed when a valid serial number is entered.
Freeware
Freeware is software which can be freely copied and distributed. Usually there are certain
restrictions such as it may not be resold or its source should be acknowledged.
Open Source software

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An interesting evolution in software development is the Open Source Movement. This

movement has the objective of creating software that can be distributed freely and used at no
charge. Developers all over the world are encouraged to become part of the movement. Many
corporations are playing an active role in the development of open source software. Two
examples are Linux and OpenOffice.org. The development of Linux is being actively supported by
corporations such as IBM and Sun Microsystems. Sun Microsystems are central to the
development of OpenOffice.org.
Open source software is still subject to a licence agreement. However, the licence agreement is
quite different in tone and purpose to that attached to commercial software. The following is an
extract from the licence agreement of KOffice, another Open Source office application suite.

Preamble
The licenses for most software are designed to take away your freedom to share and change it.
By contrast, the GNU General Public Licenses are intended to guarantee your freedom to share
and change free software--to make sure the software is free for all its users.
This license, the Library General Public License, applies to some specially designated Free
Software Foundation software, and to any other libraries whose authors decide to use it. You
can use it for your libraries, too.
When we speak of free software, we are referring to freedom, not price. Our General Public
Licenses are designed to make sure that you have the freedom to distribute copies of free
software (and charge for this service if you wish), that you receive source code or can get it if
you want it, that you can change the software or use pieces of it in new free programs; and
that you know you can do these things.
To protect your rights, we need to make restrictions that forbid anyone to deny you these rights
or to ask you to surrender the rights. These restrictions translate to certain responsibilities for
you if you distribute copies of the library, or if you modify it.
For example, if you distribute copies of the library, whether gratis or for a fee, you must give
the recipients all the rights that we gave you. You must make sure that they, too, receive or
can get the source code. If you link a program with the library, you must provide complete
object files to the recipients so that they can relink them with the library, after making changes
to the library and recompiling it. And you must show them these terms so they know their
rights.

1.8.2

Data Protection Legislation

1.8.2.1 Know about data protection legislation or conventions in your country.

Understand the implications of data protection legislation for data
subjects and data holders. Describe some of the uses of personal data.
Because of the all-pervading nature of information and communications technology as well as the
ease with with data can be accessed and transferred, some countries have introduced legislation
to protect the privacy of individuals and organisations.
The purpose of data protection legislation is to specify how data may be obtained, stored and
used. This type of legislation can be very technical and complex. Some of the key points of the
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Data Protection Act of 1998 of the United Kingdom are set out below as an illustration of the
issues covered.

The provisions of the act refer to data in whatever way it is stored, whether electronic or
paper.
Personal data should be obtained in a fair and lawful way.
Data should be processed in accordance with its original purpose. If data is to be used for
purposes other than for which it is collected, safeguards need to be put in place to avoid
abuse.
Data must be up-to-date and accurate.
Data must not be kept for longer than is necessary.
Appropriate security measures must be in place to prevent:
Unlawful or unauthorized processing;
Accidental loss;
Damage;
Theft.
Personal data may not be transferred.
Data may not be used for certain purposes such as direct marketing.

In addition, subjects of the data have certain rights. These include the right to access data held
about themselves.

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