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MODULE 1

Basic Concepts of IT

Comprehensive Study Guides

covering
ICDL Syllabus, version 4

ã 2004 The European Computer Driving Licence Foundation Ltd

ã 2004 The Computer Society of Zimbabwe & World Links Zimbabwe

 • Basic Concepts of Information Technology – Module 1 •

TABLE OF CONTENTS

GETTING STARTED ......................................................................... 3

Before the Personal Computer .................................................. 3
Extent of Use of the PC to date .................................................. 3
Electronic Office ....................................................................... 4
Hardware / Software / Information Technology .......................... 5
Types of Computer ................................................................... 7

HARDWARE ................................................................................... 11
Central Processing Unit .......................................................... 11
Input Devices ......................................................................... 12
Output Devices ...................................................................... 17

STORAGE ...................................................................................... 21
Memory Storage Devices ........................................................ 21
Types of Memory .................................................................... 28
Measuring Memory ................................................................. 30
Computer Performance .......................................................... 32

SOFTWARE .................................................................................... 34
Types of Software ................................................................... 34
Operating System Software .................................................... 34
Application Software ............................................................... 37
Systems Development ............................................................ 40

INFORMATION NETWORKS .......................................................... 43

LAN and WAN ....................................................................... 43
The Telephone Network in Computing ..................................... 44
Electronic Mail ........................................................................ 49
The Internet ........................................................................... 50

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COMPUTERS IN EVERYDAY LIFE ................................................... 54

Computers in the Home, at Work & in Education ..................... 54
Computers in Daily Life .......................................................... 59

IT AND SOCIETY ........................................................................... 65

A Changing World .................................................................. 65
A Good Workspace ................................................................ 66
Health and Safety................................................................... 67

SECURITY, COPYRIGHT AND THE LAW ......................................... 69

Security ................................................................................. 69
Computer Viruses................................................................... 74
Copyright............................................................................... 76
Data Protection Act ................................................................ 77

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GETTING STARTED

Before the Personal Computer

The first computers were physically so big that they needed a special
environment for their operation. Even though they were large their
performance was slow compared with modern computers. Some had no
keyboards and screens and instead used punched cards or punched paper
tape, which carried instructions that these computers would execute.
Highly specialised and trained operators were needed for the early
computers and the cost of running these was very high, affordable only for
very large organisations.
Evolution of computer technology came in various stages:

Stage 1 Electronic Tubes Physically Large/Slow/

Single Processing
Stage 2 Transistors More Reliable/Faster/
Multi Processing
Stage 3 Integrated Circuits Desktop Size/Affordable
Single Processor
Stage 4 Microchips Current PC’s/Very Fast/
Multi Processing

These advancements in electronics enabled small lower cost computers

to be mass-produced. These machines have high performance and are
widely used in business and homes. These are the Personal Computers
(PCs) launched in the 1980s, which became increasingly important in the
1990s.
Early PCs were used in stand-alone mode, and were unable to share files
or peripherals. The 1990s saw the advent of networked PCs linked together
to allow the sharing of information and resources such as printers and
modems.

Extent of Use of the PC to date

Computers have revolutionised how the world operates. The Information
Superhighway, enables people to use the Internet to:

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! Exchange information
! Transfer files from one computer to another
! Download software
! Access available information on any subject
! Collaborate interactively
! Communicate instantly via chat sessions
! Shop online
! Participate in subject group discussions.

Electronic Office
The electronic office (Paperless office) is a concept meant to reduce to a
minimum the amount of paper work kept in an office. Imagine how difficult
it could be to search for a client’s record which could have been mis-filed
by the last user! Now, using a computerised database, information is just
a mouse-click away.
Worse still, imagine losing all files by natural disaster such as fire or floods.
Using a computer all information can have backups kept at a remote place
and, if networked, information can be stored in another computer elsewhere.
Information can be transmitted more easily and faster by electronic mail,
than by using telex or facsimile.
These days there is no need to travel to other countries for a conference
because now one can sit in front of the computer and have a video
conference with someone abroad, meetings can be conducted whilst in
one’s office, with huge savings on time and money.
So, as you can appreciate, computers are being used everywhere, that is
in schools for administration and teaching, in banks, shops, companies,
homes, agriculture, medicine etc. Knowing how to work with a computer
then becomes a necessity.

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Hardware / Software / Information Technology

WHAT IS HARDWARE?
This is the term given to the physical or tangible parts of a computer system.
For example, keyboard, mouse, central processing unit, screen, printer
and the speakers. These examples will be classified and explained in detail
later in this module.
For computer equipment to be functional it also needs something that is
not tangible. Hardware on its own is not functional, it needs software.

WHAT IS SOFTWARE?
Software is the term used for the programs that are used to give instructions
to the computer and the information that is obtained from the computer.
Examples of software are Windows 95, Windows 98, Microsoft Word,
Microsoft Excel, Lotus 1-2-3, Word Perfect, Microsoft PowerPoint. Types of
software will be discussed later in this module.
Software is not a “fixed” part of the computer but is loaded as and when
needed. The immense versatility of the computer comes from the fact that
the same computer can be used for many different applications, and this
is achieved by loading different software for each requirement.

WHAT IS INFORMATION TECHNOLOGY?

Before going into detail with Information Technology (IT) it is necessary to
briefly describe the terms “Data” and “Information”. In simple terms we
can say that data is a collection of raw facts.
Information is knowledge communicated or received concerning some
circumstances. Data is processed to become information, which is
meaningful to an end user and can help him to make decisions.

ASDL (A SYMMETRIC DIGITAL SUBSCRIBER L INE/ASYMMETRIC

DIGITAL SUBSCRIBER L OOP)
This is a method of moving data over regular telephone lines in which the
bandwidth available for downstream connection (receiving of data by a
subscriber) is larger than for the sending (uploading).

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This data-rate depends on the length and the quality of the line connecting
the end-user to the telephone company. On average download data flow is
between 1.5 to 9 (mbps) megabits per second while typical upstream data
flow is between 16 to 640 (kbps) kilobits per second speeds average.
ADSL carries analogue voice, digital data and video.

Client-server Model
This is a system in which software is split between server tasks and client
tasks. A client (user) sends requests to a server (according to a protocol to
allow communication) for information or the performing of an action which
the server responds to.

E-Commerce
It is important for us to realize that electronic commerce involves more than
buying or selling online. It involves the entire online process of developing,
marketing, selling, delivering, servicing and paying for products or services.
It has to be appreciated that paying online poses some challenges. For
one, online customers cannot pay by cash or by cheque.
Electronic means have to be used. One is to use your credit card. However
your information is vulnerable to interception by network sniffers, software
that recognizes credit card formats. Hence most companies use security
measures to counter this problem such as software that automatically
encrypts data passing between your browser and the merchant server.

Advantages of Using E-commerce Include:

! Services are available 24 hours a day
! Variety of choice of goods as there will be competitors. This also results
in one making a best buy in terms of quality and cost as well as the
range of products to choose from.
! Transactions can take place anywhere and at any time.
! Transactions are completed quickly (once you have supplied your
details. All you wait for is your delivery!)

Some Disadvantages of Online Shopping do Exist, such as:

! Risk of insecurity over payment methods. How secure will your credit
card information be against hackers?

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! Lack of the human element/contact

! Choosing goods from a virtual store

I NFORMATION T ECHNOLOGY
This is a term used to refer to the procedures and equipment used by
people to improve the quality of gathering, processing, communicating
and storing information.
Because we are now living in an information society where there is more
and more information everyday, a mass of Information Technology has
been produced. This includes radios, televisions, telex, telephone, fax
machines, satellites and computers. It is also necessary to realise that a
ballpoint pen and a book are examples of Information Technology.
With the development of new methods of communicating, storing and
gathering information, this information is seen reaching almost every corner
of the world in a faster way with more people accessing it.
Long ago people depended on smoke signals and drums to transmit and
receive information over long distances but their use was affected by distance
and geographical locations. Now with satellite and radio link technology
everything is possible and information can be transmitted to remote areas.
With IT there is less paperwork involved and retrieval of information is fast
and easy. Storage of information has been enhanced, information can
now be carried in a small diskette and retrieved when needed.

Types of Computer
WHAT IS A COMPUTER ?
A computer is an electronic device capable of accepting data, processing
it, giving it out and storing it for later use.
Taking into consideration the definition above, all computers regardless of
their differences in size, capacity, speed, cost and number of users, have
to perform four basic functions.
These are:
Acceptance of data
Processing of data
Giving out processed data and
Storing data.

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BASIC ELEMENTS OF A COMPUTER

HOW M ANY TYPES OF COMPUTERS ARE THERE?

Different authors have classified computers in many categories but this

study guide will deal with Mainframe computers, Network computers,
Personal computers (PC) Laptops and Personal Digital Assistants (PDAs).
These computers will be classified roughly according to size, number of
people who can use them at the same time, cost and the amount of
processing power and speed.

Personal Digital Assistant (PDA)

Personal Digital Assistants or PDAs are the smallest most portable
hand held computers currently on the market. They are small both in
physical size and processing power and storage capacity. They are not
as versatile as a PC but can usually be connected to a PC for information
exchange.
The PDA group includes Pocket PC, Palm and Smart Phone. The
technology of mobile telephones is converging with the palm computer
technology, and allows Internet access from a mobile unit. The protocols
used for this are termed WAP or wireless access protocols.
Two limitations on the versatility of the PDA are the size of the screen
and keyboard. For those reasons they are usually designed for specific
tasks. (though they are now full screen key-size keyboards as accessories
for them)

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Personal Computer (PC)

Also known as PCs, the Personal Computers, are the most important
category in the field of computers for the end users. These are the most
widely used of all types of computers. Main features of PC’s are:
They are more versatile than PDAs
They are cheaper than the mainframes.
Only one person can use the microcomputer at a time and they are
at times referred to as single-user systems.
They can be networked to support multiple users.
Some of these have a high processing power.
They are widely used in homes, schools and business.
They may be divided into two categories the desktop computers and
namely the laptop computers. Desktop computers are designed for
use in a fixed location while the laptop is designed for portability.

Laptop Computers/Notebook
Laptop computers have a screen inside the top flap
and the keyboard on the bottom flap. They are
designed for portability, using miniature electronic
circuitry, so are generally more expensive than the
desktop PC’s.
New developments are palm or pocket computers.
These can be connected to desktop or laptop
computers to download or upload data files.

W HAT ARE MAINFRAME COMPUTERS?

! Mainframes are the largest and most expensive computers, designed
for large scale processing. Scientists and researchers use them for
complex mathematical calculations. They are also used for control
systems, an example being the computer system called Zimswitch.
This connects Zimbabwe’s banks, and allows countrywide use of the
ATM (automated teller machine) network.
! More than 100 people can use it at the same time.
! They (cost millions of dollars) are generally more expensive than the
other computer types

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! They need a special environment

! They are now being used as network servers on the Internet.

WHAT ARE NETWORKED COMPUTERS?

Networked Computers are computers connected together so that they can
share data and resources and support communication and file transfers
between their users.
The smallest network consists of 2 computers connected to each other.
However two computers that are connected for short periods to transfer
data are not usually referred to as networked computers. The largest
network is the World Wide Web. In a network of 3 or more PCs, one of the
PCs will work as the File Server. On larger networks such as Zimswitch
and the Web, mainframe computers do this job. See INFORMATION
NETWORKS for more information.

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HARDWARE

Central Processing Unit

WHAT DOES CPU S TAND FOR?

CPU stands for Central Processing Unit. It is the ‘box’ that contains, among
other things, the hard disk, CD ROM reader and diskette drives, and to
which all peripherals (screen, keyboard, mouse etc.) are connected. It
contains a functional unit (processor) that interprets and carries out
instructions. It may be likened to the Central Nervous System of an animal.
An instruction is made up of operations that specify the function to be
performed and operands that represent the data to be manipulated. For
example if the instruction is to perform the operation of multiplying two
numbers, there are two things that need to be taken into consideration that
is:
! What the two numbers are, and
! Where the two numbers are.
The job of the central processor is to retrieve instructions and data from
memory and to perform each operation.
Processor models were initially named in numbers for example 80286 or
simply 286. Some examples of the processors are 386dx, 386sx, 486DX2,
486DX4, 586 or Pentium 1, Pentium II, Pentium III. We now also have the
AMD K-6 Processors. The type of processor determines the speed and
efficiency of the computer. Generally the higher the processor model
number, the faster the processor.

PROCESSOR S PEED
The speed of the processor is measured in Megahertz (MHz) which means
million cycles or instructions every second. The speed of the computer is
actually given by the Clock of the computer which sends timed electrical
signals every second and provides the processor’s heartbeat.
A processor is made up of two functional units and a set of workspaces,
that is, Control Unit, Arithmetic Logic Unit (ALU) and Registers.

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THE CONTROL UNIT

The Control Unit is responsible for supervising the operations of the
processor. It does the ‘fetch and execute job’, that is, retrieving instructions
from memory and executing them accordingly.
The control unit is driven by a clock pulse. The rate of the clock directly
affects the processor speed and it is measured in Megahertz (MHz).

THE ARITHMETIC LOGIC U NIT (ALU)

As the name states, it is responsible for all mathematical operations. It
receives data from the Control Unit and performs either Arithmetic operations
(add, subtract, multiply and divide) or Logic operations (making a
comparison and taking an action based on the result) for example If A=2
End, Else Begin. This example shows that if A is equal to 2 the program
should end and if not equal to 2, it should start the operation again.

WHAT ARE REGISTERS?

Registers are storage locations inside the processor. Registers in the control
unit are used to keep track of the overall status of the running program.
Control unit registers keep current instructions and the operands of the
instruction. There are also ALU registers that store data items that are to
be added, subtracted, multiplied, divided or compared.

Input Devices
Input devices send data and instructions to the computers. There are many
input devices but the most common ones are the keyboard and the mouse.
This module will describe the following input devices.
Keyboard
Mouse
Trackball
Joystick
Light pen
Touch screen
Modem
Scanner

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Microphone
Bar code reader
Digital camera
Video digitiser
Magnetic ink character recognition (MICR)
Magnetic strips or stripes
Storage devices can be used as input devices.

KEYBOARD
This is a human touch input device, which means it needs
the human hand to press the keys when entering data. It
mostly captures text data. There are four general areas of
the keyboard. These are the function keys that are labelled
from F1 to F12, the typewriter area in the QWERTY format;
the numeric keypad located on the far right side of the
keyboard and the cursor motion and control keys. To use
the keyboard, just press and release the keys.

THE MOUSE
The mouse is used for all “point and click” operations.
It is a powerful device in today’s graphical user interface type of
programs.
The mouse translates the movement of the hand to the movement
of an arrow, called the mouse pointer, on the screen. The mouse
usually has a ball underneath which rolls when the mouse is moved,
and this ball causes the two shafts to rotate. When the pointer is
over an icon the mouse buttons can be clicked or double-clicked,
or the mouse can be dragged to initiate an action.

TRACKBALL
A trackball is commonly used instead of a mouse on laptop and
notebook computers. The main part of this device is a ball built into
the keyboard. The ball has the same function as the ball built into the
bottom of a mouse. When you turn the ball the pointer moves.

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J OYSTICK
The cursor movement on the screen is controlled by a vertical stick (hence
the name joystick). In some variations such as gamepads, cursor movement
is controlled by the gadget’s arrow buttons. An advantage it has over a
mouse is that more functions are available on the joystick.

SCANNER
This is used to capture graphical or image data. There are two types of
scanners, the hand and the table or flatbed scanner. When you want to
copy a printed picture into the computer you need a scanner to capture it.
The hand scanner is pulled over the image manually, whereas the table
scanner is like a photocopier, and automatically pulls the sensors over the
image.

LIGHT PEN
This is a device the size of a normal pen with a light at its end. The
light pen is connected to the computer by a cord. The user touches
the point of the light pen on the screen of a special pad then makes
writing or drawing motions. This is mostly used by Artists and
Designers.

TOUCH PAD
This also allows the user to sketch a design. It is a flat pad
that the user can write on using a pen like structure known
as a Stylus. All movements made on the pad by the stylus
are translated into writing or drawings on the screen,
because the pad is sensitive to the position of the stylus
and the stylus is sensitive to the pressure applied by the
user.
Most laptops that do not use a trackball, make use of a
touchpad.

TOUCH SCREEN
This device works in a similar way to the light pen. Signals are sent whenever
the user touches any position on the screen to execute a particular
instruction. A finger or pen can be used as with map kiosks in shopping

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centres and pen-based computers respectively. Touch screens are easy to

use, because of this we call them user friendly. They usually found in public
areas. Some ATMs use a touch screen.

M ICROPHONE
A microphone is an input device that translates sound into electric current,
which the computer will then digitise. Initially this was designed as a special
device for the handicapped and required special software. However, more
and more Voice-Recognition software is becoming available, allowing users
to “speak” text rather than type it in. Voice Recognition applications usually
have to be “trained” to understand different voices.
Microphones are also becoming increasingly important as Internet tools,
and the Voice Over Internet Protocol is allowing verbal conversations and
Voice Messaging across computer networks.
Computers that are equipped with a microphone, sound card and speakers
can be used for telephone network switching, and this is becoming
increasingly important in large call centres.

BAR CODE READER

This device works in a similar way to the hand-held scanner, but in this
case it reads a series of bars, to identify an item or product. In shops it
gives a fast and reliable service to both the salesperson and the customer.
When the bar code is ‘swiped’ past the reader, the computer is able to
identify the item and can look up the price in the shops data base. Bar
code readers are also used in large warehouses and courier companies
like DHL use them to track the movement of parcels.

D IGITAL C AMERA
This is a special device used to capture images in digital form. Instead
of storing the image like a conventional camera on a film for
subsequent chemical development, it stores the images on a floppy
disk or in a computer chip. These are later downloaded onto a
computer for editing and printing. The major advantage of digital
pictures is that they can be attached to electronic mail, and hence press
photographers on assignment in distant locations can send in their copy
quickly and easily. The other advantages are that the floppy disk or chip is
re-usable, whereas a normal photographic film is not.

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It also has very powerful tools available for editing and enhancing digital
pictures. The digital camera can also take short video clips that can be
used for multimedia projects.

VIDEO D IGITISER
This is a special device used to display video signals from a video camera
or video recorder in a window on the computer screen. Still images can
also be captured. This is usually used by video editors because it allows
the user to select the best part or images of a tape. Once the video sequences
are on the screen they can be stored on to the hard disk as a video clip, but
remember if not properly compressed they can take a lot of disk space.

MAGNETIC I NK CHARACTER RECOGNITION (MICR)

This is mostly used by banks on bank cheques. The numbers printed at
the bottom of the cheque have got magnetic particles on them. These can
be easily and quickly read by a computer. This input device is very reliable
since even if someone scribbles over the numbers with a pen, the data can
still be read and entered into the computer for processing.

MAGNETIC STRIPS OR STRIPES

These are thin strips of magnetic tape found at the back of most credit or
debit cards and on the key cards of some hotels. When the card is used,
data is read and processed and information is displayed on the screen, for
example, “Good morning J Banda”. Almost everyone is using these cards
each and everyday, if you have a bank card just check for the black strip,
but don’t scratch it.
The magnetic strips are used to withdraw money from cash dispenser
machines popularly known, by abbreviation as ATMs (Automated Teller
Machines).
Most magnetic strips are read-only and are used merely to identify the
cardholder. However, some applications both read from and write to the
magnetic strip.

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Output Devices
These are devices that display or output work which has been done by the
computer in a form readable to users. These include the following:
! Monitor
! Printer
! Plotters
! Speakers
! Actuators

M ONITOR
This is also called the screen or the VDU; it is the main way
of getting the processed data out of the computer. Monitors
come in different shapes and sizes. The most common size
is the 14-inch monitor and the size of the monitor is
measured diagonally. Although they come in different
capabilities in terms of colour output their function is still
the same – to display information to the user.
The normal PC monitor uses a Cathode Ray Tube (CRT)
which contains an electron gun. This shoots a stream of
electrons onto a screen coated with a phosphorescent
substance. There are control buttons on the monitor that
the user can use to adjust the size, brightness and position of the display
area. There is also a power button to turn the monitor on and off. There is
a light next to the power button to indicate the status of the monitor, whether
on or off.
You should note that switching off the monitor will not affect your
information.
Whenever you shut down your computer remember also to switch off the
monitor. The CPU can run continuously for days because it has got an in-
built fan but the monitor needs to be switched off because of the absence
of the in-built fan and it can become hot after some time.

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Exercise: Switch the Monitor Off and On

Press the monitor power button to switch it off the same way
you turn off your television at home.
The light should go off and the screen become black, you have
turned it off
Press the monitor power button to switch it on.
You should see the same information that was displayed before
you switched off the monitor

LIQUID CRYSTAL DISPLAYS (LCDS)

This is another type of screen that does not consume as much power as
the normal PC monitor. They are used in notebook and laptop computers.
Some digital watches and calculators also use this type of display.

LIGHT-EMITTING DIODES (LEDS)

These are small electronic components that emit light when a voltage is
passed through them. They are 3 - 10mm in diameter. They normally
display hard disk and network activities and are also used to monitor the
logic state of some control applications, that is ON and OFF

PRINTERS
Printers produce ‘hard copies’ printed on permanent material. It is
called hard copy because it is tangible and cannot be easily changed.
There are two categories of printers, impact and non-impact printers.
The Dot matrix printer is an example of an impact printer because it
uses tiny dots to produce letters and graphics. They make a lot of
noise and are slow. Some examples of Dot matrix printers are the
Epson LX300, Epson LX780 and the Citizen Prodot 24.
Ink Jet printers are an example of a non-impact printer since they use
nozzles to spray characters on to the page. They are between the dot matrix
and laser printers in terms of speed and quality. Some examples are Canon
BJC 620, HP 610C, HP 590C, Epson Stylus Colour 300 and the HP 859Cix.

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Laser Jet printers use the principle of a photocopier and use a laser beam
to print characters onto a page. They are faster and more expensive. They
are also an example of a non-impact printer. High quality text and graphics
are produced. Some examples are HP LaserJet 1100, HP LaserJet 2100,
HP LaserJet 4L, HP LaserJet 5L and the Epson EPL 5700.
Do the following activity after learning about the mouse and list the printers
that are installed on your computer.

Exercise: List the Printers Installed in Your Computer

Click on the Start Button.
Point to Settings
Click on Printers
The printers window will appear with icons of installed printers
List the printers that are installed on your computer

PLOTTERS
Plotters are used in the scientific and engineering sectors for drawing
building plans, machines and machine parts. Plotters can take A3 and A2
paper and come in different sizes and types. Some of them are as big as a
small classroom!
Plotters use precision motors controlled by a computer. These motors move
an arm across the paper in the ‘X’ direction and a pen unit up and down
the arm in the ‘Y’ axis direction whilst an electromagnet lifts and drops the
pen onto the paper, by so doing drawing or plotting an object according to
instructions.

A CTUATORS
These are devices that can generate physical movements from signals
sent by computers. These signals can be sent through wireless (remote)
transmission or through cables. There are at least four types of actuators
and these are:

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Motors (produce the most accurate movement)

Hydraulics (use oil and are the most powerful)
Pneumatics (use gas and are the fastest)
Solenoids (their movement can be used to open gates/locks or to
control the flow of gases and liquids in pipes)

Motors
These are driven by the output of the computer and this output is displayed
by the turning of this motor. These motors are called stepper motors
because each electrical impulse from the computer rotates the motor shaft
by a very tiny amount such as 1.80. They give very precise movements
and they are used on devices such as flatbed plotters or on robotic arms.
A robot arm can be controlled by motors, hydraulics or pneumatics. The
type of the system used depends on the application.

S PEAKERS
Computers with sound cards are able to translate digital sound into audible
signals via speakers.

O THERS
Some devices such as a modem can be input or output devices. This is
used to receive and download mail but can also be used to send e-mail. A
touchscreen can display a menu system and accept input when the screen
is touched. Some digital cameras can be used to download pictures stored
in the memory and can also upload pictures previously downloaded to the
computer.

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STORAGE

Memory Storage Devices

Keeping information for later use is one of the most important tasks when
one is operating a computer. It is therefore necessary that one understands
the different types of storage devices. These devices store information and
are part of secondary memory:
! Hard Disks
! Floppy Disks
! Data Cartridges
! CD-ROM
! Zip Disk
! Magnetic tapes

The types of memory storage devices are outlined below with their size
and uses
Device Speed Capacity Cost i.e. expensive
cheap

Internal Hard Very fast – speed is Average new hard Costs are falling rapidly
Drive often represented as drives are in the and normally represent
‘average access time’ region of 30 GB but the cheapest way of
measured in can be enormous storing data
milliseconds – the
smaller this number
the faster the disk

External Hard Normally slower than Same as internal More expensive than
Drive an internal drive but drives an internal drive
more expensive
versions can equal a
good internal drive

Zip and Both are slower than 100 or 250 mg for a As one has to buy both
Jaz drives normal hard drives Zip disk and a Jaz a drive and the disks –
but ideal for backups drive up to 2 GB this can be expensive
The Jaz drive can hold
more data

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Device Speed Capacity Cost i.e. expensive

cheap

Magnetic Slower than a hard Can hold large Initially expensive but
tapes and data drive and normally amounts of data economical for large
cartridges used in backups backups as they can
(data cartridges be reused
are similar to
magnetic tapes
but enclosed)

Floppy disks Very slow – almost 360 kb was normal They were relatively
5.25 obsolete cheap – now almost
unobtainable

Floppy disks Slow – although an 1.44 mg is normal Cheap

3.5 (stiffy) ideal way to access
data

CD ROM drives Much slower than a Around 650 mg The recordable Cds
hard drive but are relatively cheap
quicker than a and the cost of a drive
diskette is becoming cheaper

DVD drives Slower than a hard Up to 17 Gbytes Both disks and drive
drive more expensive than
a CD

HARD DISK / HARD DRIVE

The hard disk is the most common form of secondary storage. The hard
disk is found in the Central Processing Unit, commonly known as the CPU
and cannot be removed by the user. It is usually referred to as Drive C and,
when partitioned, the other partition may be called drive D. Hard disks
differ in size from 20Mb to 160GB. The common hard disk range these
days start from 6.4 GB.
The hard disk holds the operating system, the basic software your computer
requires for it to be functional. It will also hold other program applications
such as your word processing programs. Data and information are stored
magnetically on the surface of a flat circular plate that rotates at a very
high speed of about 60 revolutions per minute. The hard disk also contains
the disk heads which read and write information onto a disk.
They are a type of direct access storage device since each sector containing
data can be addressed directly and, because of this, access is extremely
fast. A PC may have more than one hard disk.

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What is the difference between an external and internal hard

drive?
The internal hard drive sits within the computer case or box whereas an
external drive sits outside the computer case and can be detached from
the computer.It may be moved to another computer and attached – therefore
allowing the use of core and library material on any number of computers.

FLOPPY/STIFF DISKS
These are the removable part of secondary storage. They are used with
floppy drives and there are two types of floppy disks, the 3.5-inch and the
5.25-inch. The 5.25-inch disk is virtually obsolete and new computers are
being manufactured without this drive. The 3.5-inch diskette is more robust,
physically smaller, and can hold more information than the 5.25-inch floppy.
When both drives are present the 3.5-inch is usually called drive A and the
5.25-inch, Drive B. A drive is the unit into which the disk is inserted.

Advantages of Floppy Diskettes

! They are cheaper than hard disks and CD-ROMs.
! They are portable hence used to transfer data or information from
one computer to another.
! They offer direct access and they are faster than magnetic tapes.

Disadvantages of Floppy Diskettes

! They are prone to viruses
! They are difficult to handle
! They can easily be corrupted
! They have a relatively short life span
! They hold relatively small amounts of data
! They are not always 100% reliable.

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Floppy Diskette Sizes

The table below shows the different types of floppy disks available

Density Size
3.5-inch 2S/2D 720Kb
2S/HD 1.44MB
5.25-inch 2S/2D 360Kb
2S/HD 1.2MB

The notations 2S/2D and 2S/HD stand for “double sided/double density”
and “double-sided/high density” respectively. The 5.25 floppy disk is pretty
much obsolete now. The 3.5 diskette is likely to follow the 5.25 diskette into
obsolescence when CD writers become a standard part of new PCs as
well as flash disks.

Care and Handling of a Floppy Diskette

! Don’t put the diskette near any magnetic fields.
! Don’t put the diskette near any electric motors.
! Don’t expose the diskette to direct sunlight or heat.
! Store the diskette in a cool, dry, dust-free environment.
! Don’t spill liquid onto the diskette.
! Don’t use any diskette which has had liquids spilled on it.
! Don’t bend or fold a diskette.
! Don’t staple labels onto the diskette.
! Use a soft pencil or felt-tip pen when writing on diskette labels, as the
pressure of a ballpoint may leave indentations on the magnetic surface.
! Don’t touch the magnetic surface (the black plastic like plate) of the
disk, as your fingerprints may hinder the drive in reading from and
writing to the disk

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Graphical Examples of Floppy Diskettes

FLOPPY DISK WRITE PROTECTION

It is necessary to be able to prevent important floppy disks from being
accidentally over-written. For example, the floppy disks containing drivers
and programs should never be over-written.
The 5.25-inch floppy disk has a notch in the outer cover, which if closed,
will prevent the disk from being over-written. Hence, sticking a write-protect
label over this notch will not allow files to be written to the floppy disk. The
3.5-inch floppy disk has a plastic write-protect slider, which if open, will
prevent the disk from being over-written.

FORMATTING DISK
Floppy Disks should be formatted periodically and before being used for
the first time. The computer must keep track of where all the information is
stored so it uses an index system. It is possible for the index to become
corrupt and data to be lost. Diskettes can also be damaged (scratched).
There are two ways to format a diskette, the “quick” and “full” formats. A
quick format only erases the index so the data remains but cannot be
accessed. A full format erases both the index and the data and checks the
diskette for damage.
To format a diskette open Windows Explorer. Place the diskette in the drive
and right click on the diskette icon. Select “format” then select the type of
format required. Click OK.

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(All disks must be formatted before they can be used for the first time.
Hard disks are formatted before any software is loaded. Never try to format
your hard disk because all information stored on it will be lost and your PC
will stop working!)

MAGNETIC TAPES
These are the same as those used by radios or tape
recorders. Data or information is stored on a tape in
a sequential way in blocks separated by interblock
gaps. The tape drives have magnetic heads, which
read or write information on to the tape as it moves.
Usually the tape drive is external and is connected to
the computer by a cable.

Advantages of Using Magnetic Tapes

! They are relatively cheap
! Used for back-up purposes and can take a copy of a hard disk
! They are reusable i.e. can be overwritten
! Can be used in any environment
! Easier to handle than multiple floppy disks when backing up large
files

Disadvantages of Using Magnetic Tapes

! Data access is very slow since it is sequential.
! It is expensive to buy the tape drive.

D ATA CARTRIDGES
Data cartridges are a special magnetic tape
contained in a sealed cartridge, which is opened
only when the cartridge is in the tape drive. These
are more robust than magnetic tapes.

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C OMPACT DISKS
These are the common means of distributing software to PCs. They look
exactly like the musical CD’s that are played on your radio. They store
large amounts of information up to 650MB (which is equivalent to 325 000
pages) in the form of text, sound, still pictures, animation and video clips.
A laser beam reads the information. CDs can be found in four different
forms, that is the CD-ROMs, CD-Rs, CD-RWs and finally the DVDs

CD-ROMs
These letters stand for Compact Disk – Read Only Memory, which means
you can only read but cannot change anything either by deleting or adding
new information. Although it’s a storage device it cannot be considered to
be a backing store since the user cannot write onto it.
They are used to distribute programs, such as encyclopaedias, dictionaries,
bibles, multimedia programs, educational programs and games.

CD-Rs
These are blank CDs that the user can write on, once only, using a CD
writer which can be either external or internal.

CD-RWs
These are re-writable CDs which means the user can read and write many
times as if using a hard disk.

DVDs
Digital Video Disks use the same principle as CD-ROMs but store more
information. They store information on both sides and they can take up to
17 Gigabytes. DVDS are becoming widely used for distribution of films
and video material. They first appeared in 1996 with the concept of Videos
on CDs. To play DVDs you must have a DVD Drive or Player (which is
also able to play CD-ROMs).

ZIP OR FLIP DISKS

These are like a floppy diskette but with an external zip drive. They are used
for data back-up and can take up to 120 MB. Their advantage is that they
can be disconnected and stored in a different site from the computer, so
they are ideal for remote site back-ups.

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Types of Memory
There are two types of Computer memory, namely Primary and Secondary
Memory.
Primary Memory is also known as Internal Memory or Main Memory.
Secondary Memory is held on the hard disk and is used when there is
insufficient Primary memory to hold all the data or instructions
(programme).
Primary Memory, made up of semi-conductor memory chips, is found in
the CPU on the motherboard. There are two types of Primary Memory,
that is, RAM and ROM, with ROM having other versions such as PROM,
EPROM and EAROM.

RANDOM ACCESS M EMORY (RAM)

This is the section of memory that is used to store data and programs
currently in use and it is the memory that is immediately accessible to the
user. Any area of this memory can be accessed very rapidly by the user,
without the delays associated with input-output operations involving disk
drives.
This type of memory enhances the speed of the computer. Most computers
these days come with at least 32MB of RAM.
The computer cannot function without RAM. All data is transferred from the
hard disk to RAM before being displayed on the screen, printed or altered.
Every keystroke is stored in RAM before being displayed on the screen or
stored on a hard disk. When you open a programme all the instructions the
computer needs in order to run the programme are read into RAM.
In the interest of speed, the computer tries to keep the maximum amount
of information in RAM. This explains why you lose data when there is a
power failure. If for example you type a letter but do not save it to disk the
computer can hold the whole letter in RAM.
Since RAM is volatile as soon as the power is turned off all the information
in RAM is lost so when you switch on your PC again you have to retype the
letter.

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Features of RAM
! It holds the application programs and instructions in current use.
! Information in this memory can be read, written and changed.
! It is usually between 256 kilobytes and 512 Megabytes.
! It is the main part of primary memory.
! It is volatile

READ ONLY MEMORY (ROM)

This is memory that is ‘hard coded’ by the manufacturer during the time of
manufacturing. It is a type of memory that the user can not change.

Features of ROM
! It is non-volatile and is used during start-up.
! It forms a small portion of the main memory
! It gives the CPU instructions during the start-up or booting process.
There are several subsets of ROM, which are:
! PROM (for Programmable Read Only Memory). This type of
memory can be programmed by the user and the programmed data
is held permanently once programmed.
! EPROM (for Erasable Programmable Read Only Memory). Just
the same as the PROM but this has an advantage in that it can be
erased and reprogrammed but for one to erase it, the EPROM must
be removed from the computer.
! EAROM (for Electrical Alterable Read Only Memory). This type
of memory can be erased, read and re-programmed without removing
the chip from the computer.

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Measuring Memory

HOW IS INFORMATION STORED IN THE COMPUTER?

Information is stored in the form of bytes. A byte is a unit of memory in a
computer and this byte represents a character which can be letters, numbers
and other punctuation marks. These bytes are formed from bits. Bits, or
Binary Digits, may have one of two values. These are represented by 0 or 1,
true or false, but will actually be the presence or absence of magnetisation.

WHAT IS THE R ELATIONSHIP BETWEEN B ITS, BYTES, KILOBYTES,

MEGABYTES AND GIGABYTES?
A Bit is the smallest element of data storage. Bits grouped together form
bytes. With the ASCII code, a combination of 8 bits form 1 byte. For example
when you type a letter ‘a’ the computer will understand that as a combination
of zeros and ones e.g. 01100001.
Computers are sometimes classified by the number of bits they can process
at one time or by the number of bits they use to represent addresses.
These two values are not always the same, which leads to confusion. For
example, classifying a computer as a 32-bit machine might mean that its
data registers are 32 bits wide or that it uses 32 bits to identify each address
in memory. Whereas larger registers make a computer faster, using more
bits for addresses enables a machine to support larger programs. Graphics
are also often described by the number of bits used to represent each dot.
A 1-bit image is monochrome; an 8-bit image supports 256 colors or
grayscales; and a 24- or 32-bit graphic supports true color.
The following indicates the relationship between different data units
8 bits = 1 byte (=1 character)
1024 (210) bytes = 1 Kilobyte
1 048 576 (220) bytes = 1024 Kilobytes = 1 Megabyte
1 073 741 824 bytes = 1024 Megabytes = 1 Gigabyte.
For reasons of simplicity a Kilobyte can be been taken to mean one thousand
bytes, a megabyte one million bytes and Gigabyte one billion bytes.

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The table below outlines the relationship between measurement units and
what they represent:
Memory Size Relate to Additional information
type

bit 1 A dot Short for binary digit, the smallest unit

of information on a machine. A single
bit can hold only one of two values: 0
or 1. More meaningful information is
obtained by combining consecutive bits
into larger units. For example, a byte
is composed of 8 consecutive bits.

byte 8 bits A single Abbreviation for binary term, a unit of

character such storage capable of holding a single
as a, or b or c character

Kilobyte 1024 bytes A short page In decimal systems, kilo stands for
of text 1,000, but in binary systems, a kilo is
1,024 (2 to the 10th power).
Technically, therefore, a kilobyte is
1,024 bytes, but it is often used loosely
as a synonym for 1,000 bytes. For
example, a computer that has 256K
main memory can store approximately
256,000 bytes (or characters) in memory
at one time.

Megabyte 1,048,576 bytes A small novel A megabyte is 2 to the 20th power

(approximately 1million) and a gigabyte
is 2 to the 30th power (approximately
1 billion).

Gigabyte 1,073,741,824 Encyclopedia 2 to the 30th power (1,073,741,824)

Britannica bytes. One gigabyte is equal to 1,024
megabytes. Gigabyte is often
abbreviated as G or GB.

Terabyte 1,099,511,627,776 More than 2 to the 40th power – abbreviated as

300 feature TB
length movies

File/ A collection of data or information that

directory has a name, called the filename.
Almost all information stored in a
computer must be in a file. There are
many different types of files: data files,
text files , program files, directory files,
and so on. Different types of files store
different types of information. For
example, program files store
programs, whereas text files store text.

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Characters are grouped together to form a word (field). An example could

be having field names such as First name, Surname, Age and Residential
address.
The field names discussed above can then contain detail on certain
individuals. Each individual’s information will then form a record.
A group of records can then be grouped together for storage or filing. This
will then constitute a file. For example records can be collected together for
people working for a certain company and then stored on the computer as
the file ABC company.
Directories/folders are normally created to group a number of related files
in one place. It could be that you are filing the records of a number of
different companies. These can be organised together and stored in one
area as a directory or folder. Refer to module 2 for detail on what folders or
directories are.

Computer Performance
The performance of a computer in terms of processing speed is related to:
! Processor Chip type
! Primary Memory size, and
! Clock Pulse.
The amount of information a computer can hold is dependent on its
Secondary Memory (Hard Disk) size.
Usually the efficiency of a computer is related to the Processor Chip, with
more advanced chips giving improved performance. The early PC processor
chips were known as 8086, 286, 386 and 486. These are all now obsolete,
and have all been superseded by the Pentium chip. The Pentium chip is
available in a range of different speeds; e.g. there is the Pentium 166 and
Pentium 200. The Pentium 200 is faster than a Pentium 166.
It is also important that the computer has sufficient random access memory
i.e. RAM. If there is adequate RAM, the computer can be fast if configured
well, and will be able to run many programs concurrently without running
out of memory. A good office computer should have at least 32MB of
RAM.

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Performance is also related to the speed of accessing the hard disk, for I-
O (input output) operations. Hard disks come in different speeds, some
IDEs are now faster, i.e. their rate of data transfer is greater. Improvements
in hard disk technology have enabled the development of very large and
very fast hard drives, at prices affordable for home and small office
computing. However accessing the hard disk is still slower than accessing
RAM and the size of the RAM determines how often the hard disk is
accessed.
The combination of a modern Processor chip, sufficient RAM and adequate
Hard Disk storage space will produce good performance.
However, it should be noted that an upgrade of the operating system or
application software may degrade computer performance, as the general
tendency is for each upgrade to require greater RAM and Hard Drive
Resources.
Another factor affecting performance is the number of programmes or
applications running at the same time. The amount of RAM available on
any computer is limited and has to be shared between applications, the
more programs loaded at one time the less RAM each programme has
available.

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SOFTWARE

Types of Software
Software is the collective noun describing the programs that are used to
give instructions to the computer. The user will need a basic understanding
of software concepts to be able to interact with the computer. Knowing a
little about software types will help the user decide which program to use
when solving a particular problem. For example when there is a need for
financial analysis the user should know which software is best used for
financial analysis.
There are two types of software namely System Software and Application
Software. System software controls the operations of the computer, and
application software performs user-required functions. For a computer to
be functional it must have system software.

REASONS FOR SOFTWARE VERSIONS

New versions of software are released to update older versions. As hardware

gets more advanced so the operating systems and software applications
that run on them need to be developed to not only supply the needs of the
user but keep in line with new developments. Some older versions of
programs will not run or do not run well on more advanced operating
systems. Equally newer versions of applications may not run on older
versions of operating systems. Newer versions typically patch up areas
that may not have taken into consideration in previous versions. There are
also, in some cases, different versions of a program – aimed at different
users – i.e. Microsoft Office 2000 – standard edition, premium edition and
professional edition. These options allow for users to choose the most
suitable version for their needs – by using a standard version instead of a
professional version the user may save money by not paying for features
he or she will never use.

Operating System Software

SYSTEM SOFTWARE
The basic component of system software is an Operating System. It is
the minimum software that the computer must have for it to be functional.

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An Operating System is a program that runs first when you switch on your
computer and continues to run in the background. All other programs run
under the control of an Operating System. Some have even referred to the
Operating Systems as a Traffic Cop or Central Nervous System because
of its functions.
The process of loading the Operating System is known as Booting, which
is the process of switching on a computer. As electric power is detected the
computer runs a program which fetches the Operating System from the
HARD DISK and leaves it running in the computer memory to control all
other programs. The user does not participate during this process if the
Operating System is installed properly.
Examples of Operating Systems
MS-DOS
WINDOWS 95
WINDOWS 98
WINDOWS 98 SECOND EDITION
WINDOWS NT WORKSTATION
WINDOWS NT SERVER
UNIX
MACINTOSH

FUNCTIONS OF AN OPERATING SYSTEM

! It provides an interface between the user and the computer (this then
means that the user should understand how the Operating System
works before using other programs)
! It manages the flow of information in the computer.
! It directs information to the appropriate destinations. For example if
you send anything for printing it is the duty of the Operating System
to direct that information to the chosen printer.
! It keeps a record of the saved files, their names, sizes, location etc.
This is why it is necessary to understand an operating system when
we deal with managing files.
! It establishes relationships between hardware and software.

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! It controls the running of other programs. Those who have used

computer programs before will have encountered statements like “This
program has performed an illegal operation and will be shut down”.
This is the job of the Operating System.

USER INTERFACE
The term User Interface refers to the way in which the computer presents
itself to the user and the way the user will communicate or interact with the
computer in terms of giving commands. It also determines how easily you
will open a program. A good interface should have the following
characteristics:
! It should be user friendly, allowing the user to do basic operations
without having to first read the computer manual.
! It should be attractive so that it encourages the user to use it.
! And finally it should be effective and easy to use.
There are two types of User Interface. These are the Command Line
Interface and the Graphical User Interface or GUI used with the newer
operating systems.

COMMAND L INE INTERFACE

This is the oldest type of interface. It is the most complicated interface but
is more powerful in some aspects. There is a lot of typing required to give
instruction to the computer. Spelling and syntax need to be remembered,
and entered accurately. One example of such an interface is MS-DOS.
This is an early operating system, which requires the user to type in
commands. It is difficult to use this before actually going in to detail with its
manual. When you switch on the computer and after running the Operating
System a command prompt line appears like the one below:
C:\>
To see a list of the files you need to type dir and press Enter on the prompt
command line like this:
C:\>dir
Press Enter and a list of files and directories will be displayed.
The MS-DOS operating system uses the command line interface. The
main disadvantage is that the user must know the commands, their spelling
and syntax and when to use them.

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GRAPHICAL USER INTERFACE OR GUI

This is the use of small picture-like structures to control the program. These
picture-like structures, which are known as icons, represent a command,
file, program or a folder. The control or communication is done by pointing
the mouse and clicking on the appropriate icons. This is faster and easier
than typing a command, and has the advantage that the user does not
need to remember the spelling or syntax of the command to be executed.
The Windows programs are examples of such programs, using drop-down
menus and icons.

Advantages of GUI
! There is no need to enter commands by typing, so it is faster, more
reliable and there is no need to remember spelling or syntax.
! You use similar actions or procedures to do various different jobs.
! Almost all applications have the same appearance, that is, they contain
caption bars, menu bars, tool bars and status bars in general.

Application Software
The programs that are designed to solve specific problems are referred to
as Application Software. A wide range of programs have been created to
deal with a wide range of problems. These programs are user-oriented
whilst system software is computer-oriented. In this type of software we
have different sub types such as, word processors, desktop publishing,
database management, spreadsheets, graphics, multimedia and
communications.

W ORD P ROCESSING SOFTWARE

These are programs designed to solve the problems of written work. They
use the concept of a typewriter with memory. This type of software is used
to produce written material such as letters, memos, reports, projects and
books. Some of these programs have the ability to do desktop publishing
work. Examples of these programs are Microsoft Word, Lotus WordPro,
Amipro, Display Write, Wordpad and WordPerfect.
The main advantage of using a Word Processor is that the text can be
changed on the screen and mistakes corrected until the document is perfect
and it can then be printed.

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The following can be done by a Word Processor.

! Formatting (choosing the way the document should look by changing
line spacing, setting borders, inserting bullets for highlighting special
points, columns etc.)
! Changing fonts (Styles of printing the letters or characters)
! Justifying (Align left, Centre, Align right and Justify across the width
of the page).
! You can set up headers and footers, information which will appear on
the top and bottom part of all pages in that document.
! Set up the page for either landscape or portrait print layout.
! Set margin widths.
! Grammar and spellings can be checked.
! Mail merging, whereby variable details from a data file are merged
into the same standard letter. Necessary when one wants to send the
same letter to different people.
For more information about Word Processing consult the ICDL Module 3
Study Guide.

DESKTOP PUBLISHING SOFTWARE (DTP)

This is software that is designed to produce work that includes graphics
and text manipulation. It provides the facility to manipulate text and graphics
easily. It also allows the user to change the orientation of text.
When you want to produce letterheads, business cards, anytime cards,
posters, calendars, envelopes or greeting cards, use this type of software.
Some examples are Print Artist, Microsoft Publisher, Instant Art,
Announcement 4.0, Ventura Publisher, Page Maker, Frame Maker.
With a desktop publisher you can design your own material by positioning
the text in desired positions, cropping images and you can also layer the
objects.
Most modern printing presses will now accept material originated using
desktop publishing software

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DATABASE MANAGEMENT SOFTWARE (DBMS)

These are programs used to store, sort, search and retrieve information
as easily as possible. A telephone directory is an example of a database
because a database is simply a collection of information. Other examples
of databases are customer information and student information. A
database is made up of records and fields; records are in rows and fields
in columns. Each record may contain more than one field. Examples of
Database Management programs are Microsoft Access, FoxPro, FoxBASE,
Dbase and Paradox.
With a database management program you can easily enter and sort data,
retrieve information through queries and present the information in the
form of reports, labels and tables. You can search for the information using
condition statements, and the selected information can be printed.
For more information on Database management programs refer to the
ICDL Module 5 Study Guide.

S PREADSHEET P ROGRAMS
Also known as Financial Analysis programs, spreadsheets were designed
to perform money calculations. These programs can be used to
accumulate sales figures, calculate cash flow and expenses and profits,
for home budget. Calculations are done at high speeds. They are used to
calculate sums, averages, and other complex mathematical functions. A
spreadsheet may be made up of several worksheets, each containing rows
and columns. Where a row and column meet is what is known as a cell.
Each cell is given a reference or address starting with the column and then
the row. For example A1 means where column A meets with row 1. Columns
are indicated by alphabetical letters and rows by numbers. Examples of
Spreadsheet program are Microsoft Excel, Lotus 1-2-3, Quattro Pro and
SuperCal.
It is recommended that you study the ICDL Module 4 Study Guide for a
better understanding of Spreadsheet programs.

GRAPHICS AND PRESENTATION SOFTWARE

Software designed to add interest and clarity to reports and presentations.
It can also be used to produce new art. With this type of software you can
paint, produce three-dimensional images or add motion.

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Some popular graphics programs are Adobe PhotoShop, MS-Paint,

Microsoft PowerPoint, Harvard Graphics, TrueSpace, 3D Studio, Corel
Draw.

M ULTIMEDIA APPLIC ATIONS

Multimedia is a new technology that has been introduced in recent years. It
is a technology that deals with the combination of text, graphics, sound,
video and animation. This has been very useful in the fields of Education
and Training. Most educational programs are multimedia programs. With
a multimedia program the user can stop, pause, restart and replay at will.
There are many programs including:
! Encyclopaedias such as Microsoft Encarta, EduSoft (Everyday
Mathematics and English Discovery, The World of Nature.)
! Games like the Silent Steel
! Educational programs like Science Advantage 2000 (a Biology, Physics
and Chemistry CD package)

Systems Development
System Development can be divided into two areas. The one is when an
existing package or programme is chosen for a specific business application.
The other kind of system development is when no ready-made package
exists and new programme(s) must be written.
To develop a computer system from scratch is expensive and time
consuming, so is not usually undertaken except by large companies and
specialised computer companies. The following steps are given very briefly
because this is a very specialised field and one that the reader of this manual
is unlikely to become involved in.
! Analysis – This is the first step when the problem is examined and
defined. It is the Analysts job to decide what data has to be stored for
manipulation and the best way for a computer to be used. In other
words the Analyst analyses the problem and designs the computer
system.
! Programming – the Programmer writes the programmes according
to the Analysts instructions. It could be said that the programmer
translates the instructions from something you and I can understand
into something that the computer can understand.

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! Once the programs have been written they must be tested. Without
testing no one can be sure that the programmer has done the
translating correctly or that the analyst hasn’t overlooked something.
! Implementation – the final step. The programs are ready for use with
‘live’ data. Implementation also involves training of the user etc. as
detailed below.
It should be remembered that the quality of the above product depends on
the abilities of the people involved and the available time. Even the best
team cannot think of every possibility. Although the product is tested before
being used in a live environment the real test comes with the live data and
errors and omissions will be found. In addition the users needs change
with time. Therefore computer programs need constant updating or
maintenance.
Operating systems (e.g. Windows) and programs (e.g. Excel) also need
updating to take advantage of technological advances. Each upgrade of
computer software is given a version number to allow both the supplier
and user to keep track of the changes. Often when a suite of programs is
completely revised a new name is used (e.g. Windows 3.1, Windows 98,
Windows 2000.) As far as possible the latest version should be used but
this is not always possible without upgrading the hardware. (Windows 2000
cannot be run on a 486 or a small Pentium PC due to the memory deficiency
of these machines).
Developing a system or deciding on the best available software for a
company’s needs may be described as follows. The System Development
involves the chain of events from the inception of the idea of using a computer
to the successful running of the computer system. The life cycle of a
computer system is dependent on how useful or successful it is, and on
the developments in the technologies used. Generally, system development
costs should be amortised over 3 to 5 years, and the system reviewed after
that period.
System Development includes the following phases:
Initiation Recognition of the problem and establishment of
project objectives, boundaries and terms of
reference
Feasibility Study Examination of feasibility of alternative solutions,
and decision as to which is most appropriate

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Hardware and Choosing what hardware and software is best

Software Selection suited to solve the current problem, and allow for
future expansion
Cost Justification Quantifying costs and benefits
Hardware and
Software Purchase Purchasing and installation of the necessary
equipment and software, and testing that it is
functional
Training Training of staff as required
Initial Data Conversion of existing data, and/or capture of
Take-on master file records to run the application
Testing Testing that the system produces results as
required. With major projects this may involve pilot
schemes or parallel operations
Procedures
Development Development of the manual procedures that are
required to ensure the correct flow of data into the
system, and information out of the system. These
will include the system security and back-up
procedures
Implementation Switch over to live running
New software is continuously being developed to accommodate new user
requirements, and older software is being improved, so the project may
involve upgrading or improvements of existing systems.

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INFORMATION NETWORKS

WHAT IS A NETWORK?
Networking is the linking together of computers either by wire cables, fibre
optic cables, microwave links or satellite. The networking of computers
introduced in the mid 1980s allowed users to link PCs on their desks together
via cables and a special network Operating System.

WHAT ARE THE ADVANTAGES OF USING A NETWORK?

Networking allows computers to share files and programs, use a common
printer or modems and share the Internet connection as well. People can
also communicate instantly over a network using programs such as
Winchat or Microsoft NetMeeting.

HOW MANY TYPES OF NETWORKS ARE THERE?

There are two basic types of networks, LAN and WAN.

LAN and WAN

LAN
LAN means Local Area Network. This is a network which only connects
together computers in the same building for example an office or a house.
Each computer on a network is called a workstation or terminal. If the
workstation has processing ability it is known as an Intelligent Terminal
and if it does not have processing power it is known as a Dumb Terminal.
Most dumb terminals have a screen and a keyboard only.

WAN
With the advancement of telephone communication technology, WANs were
developed for Wide Area Networks, which connect computers in different
geographical locations. For example computers in a Harare office
connected to the organisation’s Bulawayo offices. Two or more LANs can
be connected together to form a Wide Area Network.

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The wiring needed for both a WAN and a LAN to function is installed and
used specifically for that purpose.

WHAT DO YOU NEED TO HAVE A NETWORK?

A computer with a network card, commonly known as an Ethernet adapter,
is needed and:
! A Computer (file) server with a network operating system e.g. Windows
NT Server or Windows 98 SE.
! A Hub is needed and this is the most important part of the network.
The hub brings all the PCs together and provides a single connection
to a network server or another hub.
! For a WAN network, a Modem is also necessary.
! Fibre optic cables to connect the PCs to the Hub.

The Telephone Network in Computing

This is the use of telephone lines to interconnect computers and other
devices that work with computer coded data, so that data can be transferred
from one location to another. The reasons for interconnection of these
computers via telephone lines are:
! To have access to information
! For the operation of electronic data transmission which is a faster
way of communicating
! To extend the world’s telecommunication services.
! To help business to take place in faster ways, like money transfers
and banking.
For a computer to be able to communicate via the telephone system, another
device is needed which understands both the languages of the computer
and of the telephone. This device is known as the Modem.
Along with telephone networking there are other systems or technologies
that have emerged for the same function, that is digital data transmission.
For this we have to understand terms like PSDN which means Public
Switched Data Networks, ISDN (Integrated Service Digital Network), Satellite
Communications, Fax, Modem, Digital, Analogue and Baud.

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PUBLIC SWITCHED DATA NETWORKS (PSDN)

This is an example of a packet-switched network, a network which is used
especially for Electronic Funds Transfer and also ATMs (Automatic Teller
Machines) which are machines at banks and building societies which provide
cash for withdrawals, deposits, account balance enquiries and payment
of bills. These ATMs or cashpoint machines communicate with the banks’
central computers.

INTEGRATED SERVICES DIGITAL NETWORK (ISDN)

ISDN is a technology of data transmission that combines voice, data,
video and other signals. With this technology people can talk to each other
by telephone and use the same line to send data between their computers.
Meetings can be held with people at different places whist seeing each
other through video screens and this is known as videoconferencing. ISDN
lines are now being installed in homes, schools and businesses. They are
high-speed lines that can transmit at a very high speed, but they need a
special modem. Their transmissions are more error free than ordinary
telephone lines.

PSDA
Short for packet-switched data network, a data communications network
that is based on the principles of packet switching, as opposed to circuit
switching that is used in public telephone networks. Packet-switched
networks do not establish physical communication channels between
communicating devices like circuit-switched networks do. Instead, signals
are formed into fixed-length packets that are affixed with a source and
destination address and packet ordering details. The packets then rely on
network routers to read the address data and route the packets through
the network to their destinations. When the packets arrive at the receiving
device, the packet ordering data is used to reassemble the original signal.
One advantage of packet-switched networks is that packets from different
sources going to different destinations can share common data pathways.
Also called a packet-switched network, or PSN.

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PSTN
Short for Public Switched Telephone Network, which refers to the
international telephone system based on copper wires carrying analog voice
data. This is in contrast to newer telephone networks base on digital
technologies, such as ISDN.
Telephone service carried by the PSTN is often called plain old telephone
service (POTS).

ISDN
Abbreviation of integrated services digital network, an international
communications standard for sending voice, video, and data over digital
telephone lines or normal telephone wires. ISDN supports data transfer
rates of 64 Kbps (64,000 bits per second).

ADSL
Short for asymmetric digital subscriber line, a new technology that allows
more data to be sent over existing copper telephone lines (POTS). ADSL
supports data rates of from 1.5 to 9 Mbps when receiving data (known as
the downstream rate) and from 16 to 640 Kbps when sending data (known
as the upstream rate).
ADSL requires a special ADSL modem. ADSL is growing in popularity as
more areas around the world gain access.

DSL
Refers collectively to all types of digital subscriber lines, DSL technologies
use sophisticated modulation schemes to pack data onto copper wires.
They are sometimes referred to as last-mile technologies because they
are used only for connections from a telephone switching station to a home
or office, not between switching stations.
DSL is similar to ISDN inasmuch as both operate over existing copper
telephone lines (POTS) and both require the short runs to a central
telephone office (usually less than 20,000 feet). However, DSL offers much
higher speeds – up to 32 Mbps for upstream traffic, and from 32 Kbps to
over 1 Mbps for downstream traffic.

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I NTRANET
An Intranet uses the existing telephone network (e.g. PABX) and works like
a private Internet. It is any network of interconnected computers belonging
to one organization, similar to but separate from or insulated from the
Internet. Intranets use the same protocols and software that are used on
the Internet. For instance, many organizations have special intranet web
sites that can only be viewed from a desktop in their offices, or when
connected to their Virtual Private Network (VPN).

EXTRANET
An extranet is a private network that uses the Internet protocol and the
public telecommunication system to securely share part of a business’s
information or operations with suppliers, vendors, partners, customers, or
other businesses. An extranet can be viewed as part of a company’s intranet
that is extended to users outside the company. An extranet requires a high
level of security including digital certificates and encryption of messages,
so that the company that owns the extranet can limit access.
Extranets have many uses for example to share product catalogs exclusively
with their distributors, provide or access services provided by one company
to a group of other companies, share news of common interest exclusively
with partner companies

W HAT IS SATELLITE COMMUNICATIONS?

This is the transmission of data, voice and video through microwaves. No
cabling is required on satellite communication; it is the most powerful
means of communication and provides broadband communication
channels. The transmission rate is measured in Megabytes per second.
Orbital satellites act as repeaters or relay stations in a communication
link. They also receive signals which can originate from a phone line and
re-send an amplified signal to the receiver.

Advantages of Satellite Communications?

! There is less limitation as to the origin and destination of a
transmission, which can originate from any point and be received at
any point within the coverage of the satellite.
! There are no obstructions, and transmission is not subject to the terrain
problems faced by landlines.

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! High bandwidth of several Megabytes per second can be enjoyed.

! Thousands of people can simultaneously talk through telephones using
a single satellite.
! There is no sea or ocean to hinder satellite transmission and distance
is not significant.
! The cost of providing satellite communications does not depend on
distance.
! They can reach every corner of the world, even the most remote areas.
Although there are some disadvantages, these are insignificant compared
to the advantages offered by satellite communications.

WHAT IS FAX?
This is a technique used for transmitting text and black and white pictures
over the telephone in digital form, by scanning at the transmitter and printing
at the receiver.
The receiver receives a facsimile printed copy.

WHAT IS A M ODEM?
The term modem means Modulator-Demodulator. It is a device that
translates digital signals to analogue and visa versa. It modulates a
transmitted signal and demodulates a received signal at a data station.
This means that it understands both the languages of the computer and
the telephone. It is connected between the telephone and the computer. It
acts then as the go-between in establishing a communication relationship
between a computer and the phone. For example a digital signal from a
computer is converted into an analogue signal for transmission over the
telephone system and converts received signals back to digital form at the
receiving end. Note that a modem is necessary at each end of a
communication link. The modem is necessary for electronic mail and the
Internet.

WHAT DO THE WORDS DIGITAL, ANALOGUE AND BAUD MEAN?

Digital is the representation of data or physical quantities by means of
digits. Digital quantity is discontinuous and it goes step by step in other
words in the form of a pulse.

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Analogue is a signal that is continuous. It can take any value in a

continuous form within a specified range.

Baud Rate
This is the speed at which modems transmit data, i.e. sending and receiving.
The baud rate is measured by the number of bits per second that are
transmitted. Modems now go as fast as 56Kb per second.

Electronic Mail
This is the transmission of written messages by electronic means via a
computer network. Messages can be sent locally or worldwide. Each user
of the e-mail has a mailbox address to which messages are sent. Messages
sent through e-mail may take only a few minutes to arrive.
Pictures, documents and sound files can be sent through e-mail as
attachments. These files are referred to as MIME attachments. MIME stands
for Multimedia Internet Mail Extension and was developed to help e-mail
software to handle a variety of file types.
A user can type a message using Word Processing Software and transfer
the message to a communication software package, or can simply type
the message directly in a window displayed by the communication software.
There are two types of e-mail accounts, there is the computer server based
e-mail account and the web based e-mail account. With a computer based
account there is an initial configuration needed to receive mail from a Service
provider. Once configured and the user has the required equipment one
can send and receive mail for the cost of a local telephone call.
Most web-based accounts are free, and one can access the mail anywhere,
at any time, as long as the computer is connected to the Internet. You can
get a free e-mail address from the following web sites:
www.yahoo.com
www.doramail.com
www.hotmail.com
www.ireland.com

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WHAT DOES ONE NEED TO SEND AND RECEIVE E-MAIL?

For one to send and receive mail you need to be connected. This simply
means you must have an e-mail address and a computer that is capable
of being connected to the Internet. For one to connect to the Internet, you
must have an account with an ISP (Internet Service Provider). Your computer
must have a modem connected to a telephone line.
The following are examples of e-mail addresses:
[email protected]
[email protected]
[email protected]

WHAT ARE THE BENEFITS OF ELECTRONIC MAIL?

! Savings in postage and telephone costs since one is charged at local
call rates when sending and receiving e-mail.
! It is very fast and allows multiple addressing. The same letter can be
sent to several different people at the same time.
! The recipient does not have to be present to receive mail. Messages
are stored at the ISP and can be retrieved at any convenient time.
! One can join list servers and news groups and receive updated
information on a particular subject.
! One can enjoy e-mail discussions through e-groups.
! It is paperless.
Some examples of E-mail programs include Eudora, Microsoft Outlook
Express, Microsoft Outlook 2000 and Netscape Messenger.
For a better understanding please consult the ICDL Module 7 Study Guide
which deals with Internet and e-mail.

The Internet
This is a huge international network made up of smaller networks that are
linked together like a spider web. The Internet started as an application for
self-healing of computers in the US government in case of nuclear disaster.
It later spread to the academic researchers for exchange of ideas and
study material. Now the Internet has taken the world by storm. Information
on almost anything can now be found on the Internet.

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There is one important aspect to consider, there is the Internet and there is
also the World Wide Web (WWW). These concepts are different although
people use them interchangeably. The difference is that the Internet is the
term referring to the physical connection of the world-wide network whilst
the World Wide Web holds all the information which moves around the
Internet.

WHAT IS NEEDED FOR ACCESS TO THE INTERNET?

All you need is:

! A computer
! Phone line
! Modem or an ISDN connection
! An account with an Internet Service Provider
! An Internet browser program (the two main browsers are Internet
Explorer and Netscape Navigator)

WHAT CAN I FIND ON THE INTERNET?

There is almost everything on the Internet. The Internet can offer you the
following just to mention a few:
! Electronic Mail. This is fast and efficient, and no matter where you
are, with access to a computer, you can still get in touch with others.
! File Transfer. You can enjoy sharing of files through FTP (File Transfer
Protocol)
! Current Information. You can use search engines to get information
on almost any subject.
! Discussion Groups. You can join discussion groups on any topic of
interest.
! Virtual Classroom. You can be part of the virtual classroom and gain
the benefit of expert lecturers, who can reach many more students
than could fit into a conventional physical classroom. If you have a
question on a particular subject, you can contact web mentors or
experts in your field and they will be able to help.
! Downloads. Teachers can get lesson plans and past exam papers on
the Internet.
! Collaborative Learning. You can share ideas and learn with others
virtually.

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! Entertainment. It is easy to listen to a radio station on the Internet via

real-time broadcasting. It is also possible to play on-line games and
compete with strangers.
! Breaking News. Why buy a newspaper when you can read it on the
Internet, just type in the website address.
! On-line Shopping opportunities. You can buy whilst at home.
! Chat Sessions. You can talk to someone abroad instantly by typing
and sending messages.

WHAT ARE SEARCH ENGINES?

These are web sites that enable users to query an index and then return
results relevant to the query. You can search by typing the concept, keyword,
site and/or links. After searching the search engine will display the results
and the user can select the appropriate site.
Most popular search engines are AltaVista, Direct Hit, Excite, GO.com,
Google, HotBot, Northern light (www.nlsearch.com) ProFusion, Inference
(www.infind.com)

ELECTRONIC P UBLISHING
Whilst books and printed materials will never disappear, there are substantial
benefits to electronic publishing. This is the production of material on
electronic media, which can be distributed either via CD-ROM or via
electronic mail or the Internet. The material can include text, graphics,
sound and even video images.

The Benefits of Electronic Publishing are:

! Decreased origination costs. There will be no change in the cost of
collection and editing the material for publishing, but software tools
available for origination have greatly reduced origination costs
! Low production costs. Creation of a CD-ROM from a master copy is
significantly less expensive than printing
! Low distribution costs. Newspapers, journals and magazines which
relied on conventional postage and physical delivery to reach their
readers can now be published on the Internet, and reach the readers
immediately after publication

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! Reduced distribution chain. The conventional distribution chain, with

mark ups being applied at each stage, can be short-circuited to reduce
the final product cost.
! Ease of Updating. Changes to the published material can be made
very easily. This means that on-line newspapers can compete with TV
stations in their coverage of breaking news. If the material is reference
material which has been distributed on CD-ROM, updates can be
posted on the Internet, so that the user can download these and keep
the reference material completely current.
! Breadth of Distribution. Material published on the Internet can reach
millions of readers, whereas material held in libraries will only be
available to a fortunate few.

The Disadvantages of Electronic Publishing are:

! Ease of Piracy. The material may be copied illegally and the authors
denied royalties.
! Ease of Plagiarism. Portions of the material may be reproduced without
credit to the authors or the copyright holders.

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COMPUTERS IN EVERYDAY LIFE

Computers are now being used in almost all walks of life. They are becoming
an indispensable tool, helping to make mankind more efficient and improve
the quality of work output. The next section focuses on how computers are
being used in different sectors.

Computers in the Home, at Work & in Education

COMPUTERS IN THE HOME

As mentioned earlier, computers have changed the way people do things.
Almost every task is now being computerised. Some examples of how
computers are used in the home are:
! For entertainment, i.e. playing computer games. There are Internet-
based computer games which allow users to compete against other
players who might be anywhere in the world.
! The old technology of using big boxes for television viewing is phasing
out. If your computer has a TV and FM card, it can be used for
watching TV and listening to the radio.
! DVD the New Technology Videos on CDs. Films can now be watched
on a computer with a DVD drive.
! For storing family photographs, where these have been taken with a
digital camera.
! For editing family videos, where these have been taken with a digital
video camera
! To access the Information Super Highway, the Internet.
! To do online shopping or arranging money transfers whilst at home.
! Communicating with others abroad, having chat sessions with a friend
abroad, sending e-mail, people are now running away from snail mail.
! At home a computer can be used to keep family information or records.
! The same computer can be used by children to do their homework
and also for remedial purposes using Educational software, such as
eduSoft Everyday Mathematics a multimedia CD design for O’Level
Maths, EduSoft English Discovery, Biology, Geography CDs.

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! Reference material and encyclopaedias which are published on CDs

will require use of the computer to allow look-up or extract of material.
Additional reference material can be obtained via the Internet.
! You can also practice Teleworking, working at home while accessing
all the information you need on the companies computer and sending
information to the office (other employees) using electronic mail.
Teleworking has a number of advantages – no interruptions from other
workers, no travelling to and from the office, flexable working hours.
In addition the company saves on office space, office equipment and
other facilities like a canteen.
A major drawback is lack of interaction with work colleagues. This
imples that in such an environment there is less emphasis on
teamwork. The social side is also affected as there is lack of human
contact and the exchange of ideas that comes from that contact.
! Reading your Bible. There are now computerised Bibles one can install
in a computer and it is easy to use. Just type the verse and it is
displayed.

COMPUTERS AT WORK
Computers offer a means for making employees more efficient, and so
the world of commerce computerises to gain competitive advantage. Job
seekers who know how to use a computer will have a distinct advantage
over computer-illiterates
! In many offices the typewriter has been displaced by the word
processor.
! Accounting packages e.g. Pastel, have been developed for accounting
purposes
! Payroll packages help in the administration of payrolls and annual
tax returns.
! Spreadsheets programs are now being used in most companies for
financial and what-if analysis.
! Database management systems have been developed to keep
company information, for example information about every employee.
! In industry Computer Aided Design has been introduced as a product
design tool, and robots are being used to do simple repetitive tasks,
e.g. the welding jobs on production lines that used to be done by

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human beings. The robots are computer controlled and can work 24
hrs a day without losing concentration and hence boost company
production. A robotic arm can average one weld per second.
! Advertising can be featured on the Internet using advertising banners,
links and web sites – this is often a less expensive way to put forward
your product than conventional advertising in the media.
! In some hotels the use of ordinary keys is being phased out with the
introduction of plastic cards, which you just need to insert and remove
for the door to open. Some companies have also used the same
technique for their staff to enter and leave the company premises.
! E-business is “electronic business” using the Internet for both business
to business and business to consumer transactions. This will allow
organisations to communicate more efficiently with both suppliers
and customers, and facilitate improvements in supply chain
management and customer relationship management.
! Airline booking systems – the computer automation of airline booking
systems has improved the lives of travelers, airlines and travel agents.
An airline seat can now be booked for travel between Harare or any
other city and anywhere else in the world within minutes with seat
availability being almost instant. The system is often integrated with
automated ticketing processes and hotel and car hire availability and
booking facilities.
! Insurance claims processing – In many places throughout the world
the insurance industry relies upon computer based processing of
claims. They, often use large mainframe computers. Large amounts
have been invested in both computers and software so as to improve
insurance claim procedure and system saving money for the industry.
! Online banking – whether it be the use of ATMs, electronic transfers
or the managing of ones banking affairs computers now play an
indispensable role in the banking industry. Costs to the customer are
cut and the system is efficient and fast. The downside to this is that
there are, in many cases, losses of jobs in the industry due to the
automation of systems. A customer can pay for bills online and in
some countries can deal with all banking procedures without any
contact with any banking personnel. More information concerning
online banking will come later in this module.

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COMPUTERS IN EDUCATION
In education computers are being used from kindergarten to university, in
both administrative and educational functions.
For administrative purposes school computers are being used as follows:
! Keeping student information and school staff information.
! Printing examination papers and assignments
! Printing levy and tuition invoices.
! Keeping records of school cash flow
! Printing school reports.
! For school documentation.
For teaching purposes computers have made a difference in instructional
methods:
! Students can now do collaborative learning with other students
anywhere in the world and can also have Internet group discussions.
! Distance learning is ideal in a third world environment where books
and even teachers may not be available to all schools. Books and
study materials can be made available to a number of schools on the
Internet and classes can be held with one teacher overseeing pupils in
a number of schools. Although the personal aspect of teaching may
be compromised the overall aspect means more education for more
pupils.
! The teacher may become a facilitator rather than the source of
information. New School versus Old School,
! There are now excellent software programs that can handle both
student registration and timetabling. The advantages of these systems
are that registration can be handled quickly and efficiently – often
using previously entered information instead of having to re-enter
already existing data and timetabling can be processed allowing for
sessions to be planned without overlapping.
! Using some educational software the teacher becomes a facilitator
rather than the source of information. New School versus Old School,
because in the old school teachers used to be the centre of all
knowledge but in the new school students can find information from
other sources like the Internet and share it with the teacher.

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! Software such as Tutorials can directly instruct a student.

! Simulators are software designed to give students a better visualisation
of a real biological process or phenomenon, without using the real
biological or chemical material.
! Computers are being used to develop problem-solving abilities.
! Programming languages are being taught in schools.
! Homework can be done and submitted electronically.

COMPUTER BASED TRAINING OR INSTRUCTION (CBT)

This technology is now becoming common, whereby the learner sits at a
computer and interacts with a program. It has advantages and
disadvantages.

The Advantages of CBT are:

! There is no fast and slow learner because the student can learn on
his own at his/her own pace.
! The learner has the freedom to repeat as many times as he/she wants.
! The combination of text, video, sound, pictures and animation can
improve the rate of assimilation. This is the concept of multimedia.
! The program is also designed in such a way that it monitors student
progress and gives feedback.
! These programs are user friendly and very interactive.

The Disadvantages are:

! The computer can only instruct and not teach or rather educate,
because education or teaching goes as far as the sentiments of the
person.
! It is dependent on technology.
! Students cannot ask questions, but can only follow what is given.

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Computers in Daily Life

There is little that one does these days without involving a computer.
Remember that an end user of the computer system is not only the person
operating it, but also anyone who uses the information it produces.

HOW ARE COMPUTERS BEING USED IN SHOPS?

Electronic Point of Sale Terminals (EPOS) at checkout points monitor sales
and control stock. They use Bar Code Readers to read bar codes on
products. These black and white bars hold information to identify the specific
product.
When an item is sold the correct price is automatically retrieved from the
computer, and sales file and stock file records are updated.

What are the Advantages to the Customer?

! The customer will enjoy faster service at the check out till. If the scanner
is not working the numbers can be punched in by the shop assistant.
! It is more accurate than typing the prices or punching in the numbers.
! The store will use sales information to re-stock according to demand,
and so there will be fewer stock-outs.
! An itemised receipt shows the name of a purchased product, the
quantity and the price.

What are Advantages to the Store Manager?

! Customers pass through the checkout points more quickly with fewer
errors.
! There is less opportunity for fraud by staff.
! Goods are not priced individually but have only one code number
which when processed will determine a price.
! Stock control is fully automated.
! Purchasing information is available so that stocks can be replenished
according to demand.
In some large supermarkets, bar code readers are available so that the
customer can check the price of a product before going to the till point.

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HOW ARE COMPUTERS BEING USED IN BANKS AND BUILDING

S OCIETIES?
Banks were among the first organisations to use computers, as early as in
the 1950s. Computers in banks are used extensively for cheque processing,
using Magnetic Ink Character Recognition that is difficult to forge. With this
input device cheques can be read at a speed of 3000 cheques per minute.
When a cheque goes for processing, three sets of Magnetic Ink characters
are required and these are:
! The customer’s account code-every customer is given a unique account
number.
! The sort code-every branch of every bank has a sort code.
! The cheque number. Cheques are numbered in sequence in a
chequebook.
In addition, the amount the cheque has been made out for is captured
when the cheque is presented for payment.

ATMS (AUTOMATIC TELLER MACHINES )

The use of ATMs or cash dispensers has removed the need to rush to the
bank before it closes. ATMs work 24 hours a day, so money can be
deposited or withdrawn at any time of the day. These ATMs are computer
terminals connected to the central computer. Whatever instructions you
give are sent to the central computer and the records are kept there.

What do I do to Obtain Cash from ATMs?

! Insert your Bank card into the slot. (A welcome message appears)
! Enter your PIN (Personal Identification Number – private password)
! Choose the service you want, or simply press the button next to the
amount you want and wait
! Take back the bank card
! Take the money
! Take the receipt if you asked for it.
The card used to withdraw the money is plastic with a magnetic stripe
similar to a credit card (VISA or MasterCard). The magnetic stripe is coded
with the following data:

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! Card holder’s account number

! The PIN Personal Identification Number. For security reasons, do not
write this on the card or divulge to anyone.
! The sort code
! The card holder’s withdrawal limit
! The amount withdrawn so far that day.

HOW DOES E LECTRONIC F UNDS TRANSFER WORK?

When one withdraws money from an ATM that amount is automatically
removed from the account and the new balance is set. This is known as
the Electronic Funds Transfer because money is transferred electronically.
When one pays for the shopping using a bankcard, that payment is
transferred electronically from the customer’s account to the supermarket’s
account. This transfer of funds is called EFTPOS (Electronic Funds Transfer
Point of Sale)

WHAT IS ON-LINE BANKING?

This is telephone-based banking where customers can make bank
transactions using the telephone or mobile phone or computer, using
numbers to give instructions to the Bank Computer.
With this technology you can pay bills, get balances, move money from
one bank to another. Some banks are also offering banking services through
the Internet where one can use the keyboard for communication.

HOW ARE COMPUTERS BEING USED IN HOSPITALS?

The introduction of computers in hospitals has helped both the
administrators and the doctors. The following are some of the uses of
computers in hospitals:
! For keeping patients’ records in a patient database to allow easy
entering and retrieval of information.
! With mail merge techniques it is now easy to send reminders to
patients.
! Computerised equipment is used in intensive care wards to monitor
patients, with heartbeat, temperature, pressure, and movement
sensors inputting critical data from the patient.

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! Databases are created with details of patients requiring transplant

surgery and in the event of transplant organs becoming available,
these can be matched quickly to an appropriate patient.
! Doctors are now able to view a cross section of any body organ without
cutting by using CAT technology. CAT means Computer Axial
Tomography (a technology allowing the doctors to have an image of
a cross section view of an organ of the body)
! Mothers can now be told the abnormalities or baby deformations before
birth and proper preparations can be made. This is scanning technology.
! Most medical research is now computerised.

HOW ARE COMPUTERS BEING USED IN GOVERNMENT?

Computers are now used worldwide for the processing of such information
as census data, vehicle registration, revenue collection, and electronic
voting.
Public data such as census information can be processed easily and quickly
and formatted in such a way that it can be searched and formatted to
enable all interested bodies to extract the information they require from
this data.
Creation of databases/information on public sector information such as
parliament and its proceedings. Databases are also used to assist in revenue
collection.
General information on the country, including what it can offer to tourists
and investors.
Aspects such as National registration and production of birth certificates
have been computerised. This makes it east to collect relevant data such
as births within a geographical area.
Vehicle registration can be computerized to assist the revenue agencies to
collect fees and the police to quickly identify vehicle details that might be
required for accident or crime investigations helping them to track down
criminals, especially where the criminals attempt to transport the cars to
another country.
Revenue collection agencies can access details of tax payers and
computerization makes the job of collecting taxes and VAT quicker and
easier.

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Computerised voting systems should ensure that all people qualified to

vote have their details correctly entered into a database to enable voting
stations to identify them with ease. The actual voting can be done by
computer but this has its drawbacks as the system may not hold details
that might be required should their be a dispute in the voting process.
Security remains one of the main drawbacks.
It should be pointed out that the use of computers varies from country to
country. It is best for one to find out more about e-government in their own
country to come up with concrete examples of how that country’s
government is utilising computers.
All the examples above have shown how useful and powerful a tool the
computer is. Have you ever stopped to wonder if there are any situations
where human beings are more suited than computers? The answer to this
question is in areas where decision-making has to be made. Computers
no matter how complicated they may seem, cannot really think for
themselves. Those used in artificial intelligence and expert systems base
their judgements on stored information. This means that they cannot make
their own judgements outside what has been fed into them. This means
that for the forseeable future, humans are more suited in areas requiring
reasoning, that is where one is required to think for themselves.
A computer would be more appropiate in the following areas of everyday
life:
! Repetitive tasks: In the past, many repetitive jobs were performed by
low skilled, poorly paid workers. Now is it more usual to use computers
instead.
! Easily automated tasks: The phone system is now largely automatic,
while previously all calls were made through an operator one can now
make a phone call and by dialing in an extension number be connected
automatically.
! Mathematical calculations: A computer is ideally suited to performing
mathematical calculations. Re-calculating a spreadsheet could take
hours (or days)if done manually – on a computer, this re-calculation
can take seconds.
! Dangerous situations: Monitoring of dangerious polluted or radioactive
environments is suited to computer-based robots, where the use of a
human would expose that person to unacceptable risks. Unmanned,
computer-controlled machines almost exclusively carry out serious
space exploration.

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Computers have their limits and people can still be more appropriate to
certain jobs and in certain situations than computers.
Here are some examples of how people might be more appropriate than
computers
! When you are unwell and visit your doctor, it is often a person to
whom you want to talk In most of the caring professions, the same is
true, whether it be doctors, nurses or social workers. The human touch
is still important.
! Although e-commerce in the form of on-line banking, on-line buying
and selling is now part of most peoples lives there are many people
who still like to have the option of talking to a real person and not a
computer, whether it be the local bank manager or a real person on
the end of a telephone line.

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IT AND SOCIETY

A Changing World
The introduction of IT in society has changed the way many people live.
Although not everyone has access to a computer, there are many different
types of communication equipment like radios, televisions, satellite dishes,
telephone and fax machines, which all use modern technology. All these
affect how information travels and it now takes only a few seconds to send
a letter abroad.
Although some people believe that the introduction of IT in the Society has
made life more complicated, others believe that it has made life easier and
now enjoy working at home using Tele working technology. All this is possible
because we live in an Information Society where access to information is
vital.

WHAT IS AN INFORMATION SOCIETY?

An Information Society is described as one in which a greater part of the
population is involved in service industries such as finance, insurance,
administration, education, the media etc. In the Agrarian Society people
used hoes to produce output from the land. In the Industrial Society, people
used machines to produce manufactured output from factories. In the
Information Society people are now using information and communication
technologies to disseminate information which is adding value to everyday
life.
Information is necessary for one to make proper decisions and this
information must be always up to date.

WHAT IS THE INFORMATION SUPERHIGHWAY?

The Information Superhighway, also known as the Internet, is a world-
wide network of computers that can provide information on almost every
subject, through the World Wide Web.
Information Technology has made many changes in society. The following
are some examples of the changes:
! In offices there is now the concept of office automation, which means
almost every task is now computerised, for example account ledgers

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and books have become computer based spreadsheets and

accounting packages. Document storage and retrieval have now
replaced manual filing.
! The use of typewriters has been seen to change with the introduction
of word processing packages.
! Basic phones have become digital and are being used to send mail at
a faster speed, and for call conferencing.
! Computers have also helped physically handicapped people; e.g.
teaching material can now be printed in Braille for use by the blind.
Computer control systems that allow voice recognition have helped
those without hands to give voice commands for doors, lights and
alarms.
! Computers can help to connect people who are physically confined,
with the outside world and to keep in touch with others.
! With computers anyone can communicate abroad at the cost of a
local telephone call.

WHAT ARE THE ADVANTAGES OF USING C OMPUTERS?

! Computers reduce or eliminate jobs that are repetitive for example
retyping a document to correct mistakes, organising a weekly payroll
or typing the same personalised letter to a large number of people.
! By using computers work can be completed faster, more easily and
more accurately. Complex calculations can be done at high speeds
using Spreadsheets.
! They also produce more professional output by the use of word
processing and graphics
! Allow fast retrieval of information that would take a long time, or be
impossible, with a manual search.

A Good Workspace
To create a good working environment one should practice good working
habits, such as:
! Frequent breaks away from the computer, this is necessary to refresh
the mind and to relax the hands.

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! Appropriate position of the screen such that the screen is at the same
level with the eyes.
! It is advisable to have an adjustable chair and the chair must not be
too high or too low.
! The room should have adequate lighting so that you don’t strain your
eyes.
! It should be a clean and dust free environment.
! The room should have good ventilation, ideally, it should be air-
conditioned.

Health and Safety

Since computers work with electricity it is always necessary for one to
make sure that there is a clean power supply, and to ensure that the cables
are safely secured, i.e. that there are no naked live wires and no cables
obstructing or interfering with movement of workers. It is also necessary to
ensure that power points are not overloaded.
There are also injuries that are associated with working in a bad environment,
and some of them are RSI, eyestrain and problems of bad posture.

WHAT IS RSI?
RSI stands for Repetitive Strain Injury. This injury occurs when repeating
the same action numerous times. For example when playing a game or
doing work which only involves the use of the mouse. In this situation the
arm is held steady while the wrist and fingers repeat the same small
movements over and over. The muscles used to hold the arm steady are
particularly prone to strain. Hence the name Repetitive Strain Injury. The
continuous use of the keyboard can also cause RSI. Frequent breaks away
from the computer are necessary to avoid these repetitive motions. To
overcome this problem some organisations are using pads where the arms
or wrists can be rested.

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EYESTRAIN
Continuous use of computer screens may cause eyestrain or damage
vision. The eyestrain problem can be made worse by using inferior monitors
with poor resolution. Some of the problems are caused by the reflection
from the screen, especially if the screen is facing the sunrays or when the
user is facing the window. To reduce eyestrain the screen should be at the
same level as the eyes, and not too close to the eyes. Anti-glare products
like screen filters are available to reduce screen glare.

WHAT ARE THE PROBLEMS ASSOCIATED WITH BAD POSTURE

Due to practice of bad working habits, people have experienced problems
related with posture, for example backache. This is because people slouch
in their chairs, have their keyboards at the wrong height or sit too close to
their screens. Some even use chairs which are not adjustable and do not
give good back support. It is necessary that we take note and avoid all that
has been mentioned above because we may end up blaming the computer
yet it is our own problem.

ENVIRONMENTAL CONCERNS
As we use computers, we at thus accumulate a lot of printed documents
as well as use up toner cartridges in the process. If these are recycled, this
can help the environment.
If we employ the concept of a paperless office, by using electronic
documents more, this reduces the need for printed materials.
I is now common to find monitors being manufactured that consume less
power as a way to help the environment.

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SECURITY, COPYRIGHT AND THE LAW

Information is vital and needs therefore to be protected and kept secure.
The level of security required differs from company to company. There are
several means that can be used to protect the information depending upon
the nature of the threat.
There are three aspects of information which need to be taken note of in a
computerised environment and these are:
! Confidentiality: Information should be available only to those who
are supposed to have it, but there is a risk that other people may have
access to it. This needs to be prevented.
! Integrity: Information stored for later use should be correct and
complete for the purpose for which it was obtained, but there are
times when this information can be corrupted. People should be aware
of this risk.
! Availability: This means that information stored for later use should
be available when people entitled to it need it. This is not always the
case, as information in the computer can be difficult to retrieve in
case of a power failure.
Computer systems can be threatened in different ways:
! Hardware Failure: The physical parts of the computer system may
fail to work, for example the Hard disk may crash, or the keyboard
may fail to function.
! Software Failure: The programs that are used with the hardware to
make a complete functional computer may be damaged by a fatal
program known as a virus or cease to work in the intended way.
! The information itself can be damaged, deleted or lost in some way.
So all of the above mentioned risks need to be considered and protective
measures put in place.

Security
There are different threats that can attack computer systems and it is
necessary to know about them and to know how to secure systems against
these threats. When working in an office without a networked computer it
is relatively easy to attain a high level of security. All you need to do is lock

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the office each time you leave and ensure that important documents are
not left lying about for visitors to read. A networked computer is similar to
working in a general office where everyone uses the same cupboards and
filing cabinets. In addition a disk crash will result in the loss of all information
stored on that disk. The lost information can be impossible to recover if a
second copy has not been kept.

ACTS OF GOD
Fire, floods, hurricanes and earthquakes can destroy equipment. Computer
hardware should be secured by making good structures and good siting
of the computer location. The equipment should also be insured.
Back ups are vital, and are simply duplicate copies of the vital information
kept at a different place. The frequency of backups depends on how often
the data changes. A secretary who keeps a hard copy of all the letters she
types need never backup her data but a weekly or daily backup regime can
save a lot of retyping. A bank on the other hand, needs to duplicate all data
or have instant backups each time data is changed. Imagine your reaction
if they were to lose your salary because of a computer failure a few minutes
after it was deposited. It is certain that the hard disk will not run forever so
the user must assess the level of risk and act accordingly. Backups are
normally done on removable media such as tapes and zip drives, with the
capacity to back up all the necessary information on the hard drive. Back
up information should be kept at a separate location and in a fireproof
safe.
And don’t forget to save your work. A single copy on your hard disk is not
referred to as a backup but is an important part of working with a PC.
Don’t wait until the letter or spread sheet is perfect in every aspect before
saving it. Get into the habit of saving at least every 15 to 30 minutes.
Remember that what you see on your screen is stored in RAM and will be
lost if there is a power failure. Do not rely on a UPS (Uninterrupted Power
Supply). Although a UPS will help protect your disk and usually give you
time to save your data , you normally discover it is faulty when you need it
most.

U NAUTHORISED ACCESS
Information should be kept secure against unauthorised access, for example
hackers and co-workers. The managers work should not be available for
perusal by a clerk. Hackers are people who dial into a computer by breaking

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passwords and codes to gain unauthorised access to information. They

can then steal the information, delete or change it. Individuals can also
change the data to suit themselves and this is computer fraud, so the use
of access level passwords for company staff is important. And don’t forget
that PCs can be stolen. Once a thief has a computer in his possession he
has lots of time to break passwords and you have to start installing all
your information on a new machine.
Any theft of computer or technology related communication equipment
can lay a company open to misuse of confidential files, loss of material
(often impossible to recreate if it has not been backed up), misuse of e-
mail addresses and telephone numbers, and loss of contact details if not
available on a separate source
Stand-alone computers are not as much a risk to hackers as are computers
connected to a network or the Internet.
It is advisable to encrypt data so that it cannot be decoded and read when
in transit and to use passwords to control access to the computer.
The theft of a laptop computer or a PDA , even if it is password access
protected and also document password protected, can be very serious to
a company. Theft of this type can seriously effect the security of company
files and information. Any theft of this type should be immediately reported
to the company security department and your technical support department.
The importance of security of information stored on a laptop cannot be
underestimated.
Any theft of a mobile phone should immediately be reported to your cell
phone provider and, if you work with a company phone, to your technical
support department. Theft of a phone could cost you or your company
considerable funds should an unauthorized person be allowed to use the
phone without the line being blocked.
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

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USER IDS AND PASSWORDS?

A User ID is normally used to logon to a computer, or computer network.
It uniquely identifies you to the network. In addition you use a password
which is only known to you and should not be given to anyone else. The
password guarantees that no one can access the network and impersonate
you (in theory). Once you have logged on (i.e. connected) to the rest of
your computer network, you will have been assigned access rights to the
network. Your network administrator will have defined these access rights.
The idea of access rights is that you only have the ability to connect to, or
share, devices which you have authority to use. The network administrators
usually have access rights to just about every computer, printer, modem
etc on the network and most of the data stored there. You on the other
hand may have access rights to print to only certain, specified printers and
you may be able to access only certain data held on the network.

CHOOSING A SECURE PASSWORD

Your password is the only thing which will prevent someone else logging
into a computer using your user ID and impersonating you. It is important
to choose a password which cannot be easily guessed by other people.
Ideally a password should be at least 8 characters long & contain a mixture
of words and numbers. It is also recommended that you change your
password regularly. Many companies adopt a system where users
passwords are changed on a regular basis. Passwords should be changed
or removed from the system when employees leave a company so that
they will no longer have access rights.

HOW SECURE IS YOUR SOFTWARE?

As soon as you connect a computer to a computer network or the Internet
your risk of attackby hackers or viruses increases. Applications and
operating systems are vulnerable to attack. For instance there are some
virus programs which explore security weaknesses within Microsoft Windows
to spread themselves and infect your computer.

HOW DO YOUR MANAGE DATA SECURELY?

Make sure that there is a policy in place for the management of sensitive
data, both within your working environment and for the transmission of
the information beyond your organization. If you are sending a fax or email,

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be sure that the message contains your contact information, and a message
describing the contents as confidential, with instructions for what to do if
the recipient has received the message in error. Logs should be kept of all
faxes and emails sent and received. Sensitive printed materials should be
clearly marked, maybe with a watermark saying CONFIDENTIAL or
DRAFT ONLY.

HOW DO YOU DISPOSE OF DATA SECURELY?

! Floppy disks: If you perform a full re-format on a floppy disk, this will
remove the data. However be aware that there are programs available
which will undo the effect of this formatting. The only way to be sure
that the data is removed is to physically destroy the floppy disk. Do
not leave floppy disks containing data or information on your desk or
in your computer – lock them away safely when you leave your working
area
! Hard disks: If you delete a file, then it is actually only moved to the
Recycle Bin. As a first step, empty the Recycle Bin of deleted files.
Even where a file appears complete deleted, it can still often be
recovered using specialist data recovery programs. Be warned. If you
are disposing of an old hard disk which used to contain sensitive data,
the safest way is to crush it. When you leave your computer for any
length of time ensure that your files are safely protected by passwords
– or turn it off completely.
! Tape backups and removable drives (ZIP and JAZ drives): Apart from
file deletion, physical crushing of the media is the only totally safe way
to guarantee that your data remains secure. And again do not leave
disks out where they might be easily picked up by an unauthorised
person.
! Old Computers: When disposing of old computers, remove all data
storage media and crush this so it cannot be retrieved.
! Paper output: Always put unwanted paper output through a paper
shredder, prior to disposal.

WHAT IS VISITOR CONTROL?

! When you let visitors into your building, they should always sign in.
This is not only vital for fire regulations, so that you know exactly who
is in a building, in case of emergency but also for security.

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! You could issue electronic badges to visitors. This often allows the
movement of visitors to be monitored electronically by your security
staff. It can also be used to allow access to certain areas of the building,
but deny access to more sensitive areas.
! Electronic passes can also be used to control which members of staff
have access to which area of your building. Equipment should also
be logged in and out to decrease the possibility of theft.

Computer Viruses

WHAT IS A COMPUTER VIRUS?

A computer virus is a small computer programme that can spread across
computers and networks by making copies of itself, usually without the
users knowledge. To be classed as a virus it must be able to replicate itself.
Viruses can have harmful side-effects. These can range from displaying
irritating messages to deleting all the files on your computer.
Unless you use virus detection the first you know that you have a virus is
when it activates. Different viruses are activated in different ways – some
activate on specific days or dates. Virus may be a small program but they
can destroy your data and cause major problems to your computer system.
Viruses come in several forms.
! Boot viruses are activated when you boot your computer and effect
the boot section of a floppy disk or the boot section of your hard drive.
! Program viruses effect executable files and are normally transmitted
by e-mail
! Macro viruses infect document files of programs such as Microsoft.
! There are Trojan horses attach themselves to your hard drive, worms
and logic bombs – these are different to viruses as they do not replicate
themselves.
Recently addware and spyware have become active – quite often the first
sign that your computer has been affected is that your home page changes
from your chosen page to another and cannot be changed back.
If you run good anti-virus software and anti spyware software these will
protect you against most attacks – but it must be remembered that new
viruses are continually being developed and your software must be up to
date to counter any attack.

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HOW CAN A COMPUTER A CQUIRE A VIRUS?

Viruses can be acquired by:
! Using other people’s infected floppy disks
! Copying illegal software
! Starting the computer with infected floppy disks in the drives
! Opening electronic mail messages or attachments which have been
infected. Unless you recognise the sender and and the sender tells
you that something is attached do not open it – just delete it.
! Down-loading infected software from the Internet.

HOW CAN O NE PREVENT COMPUTER VIRUS INFECTION?

! Do not use other people’s diskettes unless you first check for viruses
! Do not illegally copy software and use it with your machine
! Beware of Internet downloads, some of them may have a virus
! Ensure that there is no floppy disk in the drive when you boot up the
computer
! Avoid opening “Spam” electronic mail messages which advertise offers
“too good to be true” such as free holidays
! Install anti-virus software, and keep it up to date.

WHAT HAS BEEN DONE TO OVERCOME COMPUTER VIRUS

PROBLEMS ?
Anti-virus programs have been developed. These are programs that locate
and attack viruses. They can even be loaded resident in the memory so
that they quickly report any virus entry. There are many different anti-virus
programs. The following are some examples of the most popular programs:
! Doctor Solomon’s Antivirus
! Norton Anti-virus
! MacAfee Anti-virus
These anti-virus programs should be updated regularly to cater for new
viruses, because using an old version will not detect some of the new viruses
or it can detect but fail to clean the virus.

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Software suppliers plug holes and supply updates. A virus must be able to
replicate itself so the writers look for ‘holes’ in the software. A virus writer
probably knows more about a product like Outlook Express than the authors.
When he discovers something the author overlooked he has a way to get his
virus into the programme. But as soon as he releases the virus the authors
get working to plug the hole. Then they release a new version of the software.
It is a bit like securing your home. You can add burglar bars, a gate and
razor wire but if you overlook something the thief will find it and all you can
do is to plug the hole so he cannot get in that way again.
Keep your software up-to-date.

WHAT TO DO IF YOU ARE INFECTED BY A VIRUS.

If you are running the latest version of your anti-virus software you should
avoid most infections but as viruses are being developed on an almost
daily basis it is possible that you may be infected at some time.
Do not panic! Run an update on your virus software and run a complete
virus check. This will almost always pick up the virus and disinfect your
machine either by healing the computer or by placing the virus in quarantine
– effectively removing it from endangering your system.

Copyright
Computer software can be copied very easily, without it affecting the original
software in any way. This gives rise to what is called software piracy, i.e.
the illegal use of software which has been copied rather than purchased.
Correct purchasing of software will ensure that the developers of the
software or copyright holders receive the required license fee. Piracy of
software is the illegal use, WITHOUT the payment of the license fee.
There are a lot of people who share programs or rather software on a
social basis without realising that this is a crime. People should be aware
of copyrights. Please don’t use software that has no license because this is
a serious offence.
You should know that copying software or software piracy is illegal and is
a criminal offence. Also using illegally copied software and manuals and
running purchased software on two or more machines at the same time
without a valid license for each machine is a criminal offence.
There are also legal penalties for breaking copyright law, which can be a
fine or prison sentence.

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Most text which you will find on the Internet is copyrighted. Never copy any
text without authority to do so and always quote your sources. Using text
which someone else had written is theft.. Graphics and clipart are also
available for download on the internet and unless they are noted as ‘free
for use’ should be considered as copyrighted. Music clips are also available
but even those that might be used to replace your operating software sounds
could be illegal to download. Be careful and download only material that
you know is free to use.
Whole movies are sometimes offered for download – one can almost
certainly be sure that these are illegal. Be wise – if in doubt – don’t download
any material that might be illegal.
Shareware is software that you are allowed to use on your machine for a
limited evaluation period. The idea is that if you find the product useful and
you wish to continue using it beyond the evaluation period, you then make
a registration payment which will then entitle you further benefits of the full
version of the software. Some shareware programs are automatically
programmed to stop working after the evaluation period.
Freeware is any software that is free of any obligation to the end user.
That is one is free to use it indefinitely as well as distribute it to others.
However no technical support is available. Examples of freeware include
demonstration disks and educational software. However some freeware
may come with license information that you have to read and abide by.

User Licences
This license is the official or legal permission about the particular software.
You need to read carefully the license information so that you do not misuse
the software. For example if your user license may be said to accommodate
10 users, if you exceed this you are violating the manufacturer’s rights.

HOW TO FIND YOUR USER ID

Normally by clicking on help in your application program a drop down
menu will appear with an option ABOUT, here you should be able to find
out which version of the software you are using and the product ID number.

Data Protection Act

The following are the principles of the Data Protection Act, which is intended
to protect the data collected on personal matters. These are necessary

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because they protect our personal data from being misused. Privacy is all
that we look forward to. Imagine yourself not being able to get insurance
or a credit facility because some company which was holding your personal
data decided to disclose it to some other company. Imagine yourself losing
compensation because a company had wrong information.
In order to ensure that data which is held by a company is not misused
Data Protection Acts have come into force in many countries. It is important
that you know your rights when it comes to information stored about you
and your affairs in electronic format.
In some countries there is no data protection act and therefore personal
information is open to misuse. There is no specific data protection act for
Zimbabwe. We are outlining the data protection act as used in the European
Union for the basic of this study guide.
The points below will try to protect you from all these risks.
! Personal data should be obtained and processed fairly and lawfully
! Data obtained for personal use should be held only for specified
purposes
! Personal data should not be used for any reason incompatible with
its original purpose.
! Personal data should be relevant and adequate for the purpose
! The personal data should be accurate and up to date
! Personal data should not be kept longer than necessary
! It should be made available to the individual concerned and provision
made for correction.
! Personal data should be kept secure.
It is also necessary to point out that this Act does not apply to some areas
like:
! Data relating to crime detection
! Immigration data
! Data relating to income tax assessment and collection.
! Data not held on computers
! Data that is required by law to be made public.

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