European

Computer Driving
Licence®

Syllabus 4
Module 1 - Basic Concepts of I.T.

Release ECDL34v3
Module 3 Word Processing ECDL

Published by

CiA Training Ltd

Business and Innovation Centre
Sunderland Enterprise Park East
Sunderland SR5 2TH
United Kingdom
Tel: +44 (0) 191 549 5002
Fax: +44 (0) 191 549 9005
E-mail: [email protected]
Web: www.ciatraining.co.uk

ISBN-10: 1-86005-123-5
ISBN-13: 978-1-86005-123-4

European Computer Driving Licence, ECDL, International Computer Driving Licence, ICDL,
e-Citizen and related logos are trade marks of The European Computer Driving Licence
Foundation Limited (“ECDL-F”) in Ireland and other countries.
CiA Training Ltd is an entity independent of ECDL-F and is not associated with ECDL-F in
any manner. This courseware publication may be used to assist candidates to prepare for
ECDL/ICDL tests. Neither ECDL-F nor CiA Training Ltd warrants that the use of this
courseware publication will ensure passing of ECDL/ICDL tests. This courseware
publication has been independently reviewed and approved by ECDL-F as complying with
the following standard:
Technical compliance with the learning objectives of ECDL/ICDL Syllabus Version 4.0
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2 © CiA Training Ltd 1999 Word 97

 ECDL Module 1 Basic Concepts

Aims
To provide an understanding of the fundamental concepts of Information
Technology.

Objectives
After completing the guide the user will be able to:
• Understand and distinguish between hardware & software

• Identify parts of a computer and its peripheral devices

• Identify and understand storage devices and memory

• Understand elements of computer performance

• Understand the purpose of an operating system

• Understand and identify software applications

• Understand the term systems development

• Understand the terms LAN & WAN

• Understand the use of telephone networks, e-mail & Internet

• Be aware of the use of computers in everyday life

• Understand the implications of health & safety issues

• Understand the need for security and backups

• Understand the term computer virus

• Understand copyright laws and the Data Protection Act

Assessment of Knowledge
At the end of this guide is a section called the Record of Achievement Matrix.
Before the guide is started it is recommended that the user completes the
matrix to measure the level of current knowledge.
Tick boxes are provided for each feature. 1 is for no knowledge, 2 some
knowledge and 3 is for competent.
After working through a section, complete the matrix for that section and only
when competent in all areas move on to the next section.

Basic Concepts 3 © CiA Training Ltd 2003

Module 1 Basic Concepts ECDL

Contents
SECTION 1
GENERAL CONCEPTS........................................................................................................................................6
DRIVING LESSON 1 - TYPES OF COMPUTER.................................................................................................................7
DRIVING LESSON 2 - MAIN PARTS OF A PC..............................................................................................................10
DRIVING LESSON 3 - HARDWARE/SOFTWARE.............................................................................................................12
DRIVING LESSON 4 - REVISION................................................................................................................................13
SECTION 2
HARDWARE........................................................................................................................................................14
DRIVING LESSON 5 - CENTRAL PROCESSING UNIT......................................................................................................15
DRIVING LESSON 6 - INPUT DEVICES .......................................................................................................................16
DRIVING LESSON 7 - OUTPUT DEVICES ...................................................................................................................17
DRIVING LESSON 8 - REVISION................................................................................................................................19
SECTION 3
STORAGE.............................................................................................................................................................20
DRIVING LESSON 9 - STORAGE DEVICES...................................................................................................................21
DRIVING LESSON 10 - TYPES OF MEMORY................................................................................................................25
DRIVING LESSON 11 - MEASURING MEMORY............................................................................................................26
DRIVING LESSON 12 - COMPUTER PERFORMANCE......................................................................................................27
DRIVING LESSON 13 - REVISION..............................................................................................................................28
SECTION 4
SOFTWARE..........................................................................................................................................................29
DRIVING LESSON 14 - OPERATING SYSTEM..............................................................................................................30
DRIVING LESSON 15 - APPLICATION SOFTWARE..........................................................................................................31
DRIVING LESSON 16 - SYSTEMS DEVELOPMENT.........................................................................................................33
DRIVING LESSON 17 - REVISION..............................................................................................................................34
SECTION 5
INFORMATION NETWORKS..........................................................................................................................35
DRIVING LESSON 18 - LAN AND WAN..................................................................................................................36
DRIVING LESSON 19 - THE TELEPHONE NETWORK ....................................................................................................37
DRIVING LESSON 20 - THE INTERNET.......................................................................................................................39
DRIVING LESSON 21 - INTRANETS AND EXTRANETS....................................................................................................40
DRIVING LESSON 22 - ELECTRONIC MAIL.................................................................................................................41
DRIVING LESSON 23 - REVISION..............................................................................................................................42
SECTION 6
THE USE OF IT IN EVERYDAY LIFE............................................................................................................43
DRIVING LESSON 24 - COMPUTERS AT WORK............................................................................................................44
DRIVING LESSON 25 - THE ELECTRONIC WORLD.......................................................................................................47
DRIVING LESSON 26 - REVISION..............................................................................................................................48
SECTION 7
HEALTH & SAFETY ENVIRONMENT..........................................................................................................49
DRIVING LESSON 27 - HEALTH AND SAFETY.............................................................................................................50
DRIVING LESSON 28 - REVISION..............................................................................................................................52
SECTION 8
SECURITY...........................................................................................................................................................53
DRIVING LESSON 29 - SECURITY ISSUES...................................................................................................................54
DRIVING LESSON 30 - COMPUTER VIRUSES...............................................................................................................58
DRIVING LESSON 31 - COPYRIGHT...........................................................................................................................62
DRIVING LESSON 32 - THE DATA PROTECTION ACT...................................................................................................65
DRIVING LESSON 33 - REVISION..............................................................................................................................66

© CiA Training Ltd 2003 4 Basic Concepts

 ECDL Module 1 Basic Concepts

SAMPLE ANSWERS..................................................................................................................................................67
GLOSSARY............................................................................................................................................................76
INDEX...................................................................................................................................................................78
RECORD OF ACHIEVEMENT
MATRIX................................................................................................................................................................80

Basic Concepts 5 © CiA Training Ltd 2003

Section 1 General Concepts ECDL

Section 1
General Concepts

By the end of this Section you should be able to:

Understand what is meant by IT

Identify Different Computers and their Uses

Identify Parts of a PC

Distinguish between Hardware & Software

To gain an understanding of the above features, work through the Driving

Lessons in this Section.
For each Driving Lesson, read the Park and Read instructions, without
touching the keyboard, then work through the numbered steps of the
Manoeuvres on the computer. Complete the Revision Exercise(s) at the end of
the section to test your knowledge.

© CiA Training Ltd 2003 6 Basic Concepts

 ECDL Section 1 General Concepts

Driving Lesson 1 - Types of Computer

Park and Read
The Personal Computer (PC)
A computer is a machine that is used to store and process data electronically.
Personal Computer (PC) has come to be used as a generic term for any small
computer, small enough to sit on a desktop.

A standard PC typically comprises a processor, normally housed within a metal

case, a monitor, a keyboard and a mouse (See Driving Lesson 2 - Main Parts
of a PC).

Capacity Speed Cost Typical Users

Capable of Will process data Affordable by Students, families,

storing and extremely quickly individuals. small businesses.
processing quite (gigahertz),
large amounts display films and
(gigabytes) of operate complex
data. games.

Laptop Computers

A Laptop is a much smaller version of a desktop PC approximately the size of

an A4 pad, which is usually transported within a small carry case.

Laptops are portable and can be battery powered, allowing them to be used in
locations where you would not normally take a desktop PC.

Capacity Speed Cost Typical Users

Similar to a PC Similar to a PC 50-100% more Business people

expensive than a who need to work
PC of comparable and access
specification. information while
out of the office

PDA

A PDA (Personal Digital Assistant) is a version of computer, which is small

enough to be held and used in the palm of a hand.

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Section 1 General Concepts ECDL

Driving Lesson 1 - Continued

It usually uses cut-down software programs that do not have as many features.

Capacity Speed Cost Typical Users

A fraction of that A fraction of that 10-25% of the Student, business

of a PC of a PC price a PC. person.
(megabytes). (megahertz).

Network Computers

PCs can operate as independent or stand alone computers or they can be

connected together via cables as Networked Computers.

Connecting PCs in this way allows them to share resources, such as printers
and to access programs and data stored on any PC connected to the network.

More sophisticated networks can allow a Server or File Server to be used

which can provide a single, central storage point for all data, whilst the other
PCs in the network provide users with access to this central data.

These workstation PCs do not then require much data storage capacity
themselves.

Capacity Speed Cost Typical Users

Equivalent to Similar to PCs Relatively high. Medium to large

multiple PCs (gigahertz.) Dependent upon organisations.
(gigabytes/ the size of the Schools, hotels,
terabytes). network. office suites, etc.

Mainframe Computers

These are large computer systems that store and process data centrally for
entire organisations and are usually accessed via large numbers of data input
terminals.

The main units of such systems will typically take up a lot of space (maybe a
room or two), and can process huge quantities of data simultaneously.

© CiA Training Ltd 2003 8 Basic Concepts

 ECDL Section 1 General Concepts

Driving Lesson 1 - Continued

A permanent staff of operators is often required to manage the running of such
installations.

Capacity Speed Cost Typical Users

Huge (terabytes). Huge. Equivalent Huge. Large

to multiple PCs, organisations.
each with multiple Banks, building
processors. societies, etc.

Manoeuvres
1. Discuss some advantages and disadvantages of laptop PCs.

2. What benefits can be gained from using a network server?

3. What type of computer would a multi-national bank tend to use?

Answers to all Driving Lessons can be found at the back of the guide.

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Section 1 General Concepts ECDL

Driving Lesson 2 - Main Parts of a PC

Park and Read

Monitor

Floppy drive

System Unit
Mouse

Keyboard

The components of a computer are:

The Keyboard, this is used to type (input) information.
The Monitor or Visual Display Unit (VDU) is used to view information entered
into the computer. A monitor’s picture quality or resolution varies depending on
the number of pixels (dots of light on the screen). The higher the resolution the
better the picture. Size of screen also affects the apparent quality of the picture,
but price increases steeply with larger screen sizes.
The Mouse controls a moveable cursor on the screen, allowing data input by
selecting options.
The Computer is normally housed in a metal or plastic casing, sometimes
called the system unit, and contains the following items:
The Electronics such as the Central Processing Unit (CPU) and all the other
microchips.
The Hard Disk Drive (HDD) is used to store programs and data.
The Floppy Disk Drive allows the user to insert a floppy disk
(3½” diskette) to transfer files to and from the computer.

© CiA Training Ltd 2003 10 Basic Concepts

 ECDL Section 1 General Concepts

Driving Lesson 2 - Continued

CD-ROM Drive reads information from a standard Compact Disk (CD) which
can contain application software, data or music.
Other forms of external storage devices other than a CD or floppy disk such as
an External hard disk drive, Zip drive or tape storage cartridge may be attached
to a PC.
Most computers have speakers attached, usually externally, to play music or
listen to communications.
A modem can be attached externally or internally. This allows the user to
connect to the telephone system and use e-mail or the Internet.
Any piece of external equipment that is attached to a PC, rather than built into
it, is termed a peripheral device. This covers external storage devices, printers,
scanners, in fact any device that enhances the capabilities of a PC system.
(For information about common input and output devices refer to Driving
Lessons 6 & 7.)
(For information about types of memory refer to Driving Lesson 10.)

Manoeuvres
1. In what ways can the picture quality of a computer display be described?

2. What is the purpose of a modem?

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Section 1 General Concepts ECDL

Driving Lesson 3 - Hardware/Software

Park and Read
Hardware is any physical part of the computer such as the monitor, keyboard,
mouse, CD-ROM drive, printer, etc.
Software consists of the programs that allow you to use the computer such as
the operating system, games, database management system, word processor
or spreadsheet application.
You can touch hardware but not software.
Information Technology (IT) is an all-embracing term referring to the storage,
processing or transferring of information using electronic means. The term IT
has more recently been upgraded to become ICT, to include the word
Communication. The term can be applied not only to anything concerning
computers, but also facsimile transmission, telephone and multi-media
presentations.

Manoeuvres
1. What is the difference between hardware and software?

2. Give two examples of hardware.

3. Give two examples of software.

© CiA Training Ltd 2003 12 Basic Concepts

 ECDL Section 1 General Concepts

Driving Lesson 4 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. What does the term PC stand for?

2. What do you understand by the terms hardware & software?

3. To what does the term Information Technology refer?

4. Describe 3 different types of computer.

5. List the main components of a PC?

6. What types of removable storage devices can be used?

7. What do you understand by the term peripheral device?

If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.
Once you are confident with the features, complete the Record of Achievement
Matrix referring to the section at the end of the guide. Only when competent
move on to the next Section.

Basic Concepts 13 © CiA Training Ltd 2003

Section 2 Hardware ECDL

Section 2
Hardware

By the end of this Section you should be able to:

Understand the term CPU

Identify and Understand Input Devices

Identify and Understand Output Devices

To gain an understanding of the above features, work through the Driving

Lessons in this Section.
For each Driving Lesson, read the Park and Read instructions, without
touching the keyboard, then work through the numbered steps of the
Manoeuvres on the computer. Complete the Revision Exercise(s) at the end of
the section to test your knowledge.

© CiA Training Ltd 2003 14 Basic Concepts

 ECDL Section 2 Hardware

Driving Lesson 5 - Central Processing Unit

Park and Read
The Central Processing Unit is the part of the computer that performs the
work. It carries out the core processing, logic control and calculation work on
the electronic data.

The CPU also controls the transfer of information between the secondary and
main memory (See Driving Lesson 10 - Types of Memory).

A CPU that is constructed on a single chip is called a microprocessor.

The speed at which a CPU can process information is known as its clock
speed.

This is measured in megahertz (MHz) or gigahertz (GHz). Mega refers to a

million and hertz refers to frequency per second, therefore a 500MHz
processor would be capable of operating at 500 million cycles per second.
Giga refers to a thousand million (billion), therefore a 2.4GHz processor would
be capable of 2,400,000,000 cycles per second.

The clock speed of the CPU is one of the limiting factors which determine how
quickly a PC can perform tasks, the higher the clock speed of the processor,
the faster and more expensive the PC will be.

The current market leaders (2002) in the production and sales of

microprocessors are Intel (Pentium 4 range) and AMD (Athlon Series).

Manoeuvres
1. What do the initials CPU stand for?

2. What is meant by the term clock speed?

3. What is clock speed measured in?

4. What is the defining feature of a microprocessor?

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Section 2 Hardware ECDL

Driving Lesson 6 - Input Devices

Park and Read
An input device is any device that allows information to be entered into a PC
by typing, selecting, importing or downloading. Typical examples are the
keyboard and mouse. Others include:
Touchpads and trackballs are often found built
into laptop computers and perform the same
function as the mouse. A touchpad senses the
movement of a fingertip being dragged across it
and moves the mouse pointer on the screen
accordingly. A trackball is, effectively, a
stationary, upturned mouse, where the ball is
exposed and rotated by the fingertips rather than
movement across a flat surface.
Joysticks can be used to perform
manoeuvres more quickly and effectively
when playing games on the PC.
A graphics tablet is a touch sensitive pad,
which is used with a light pen to allow
freehand drawing or writing to be entered
into a PC in digitised format. Anything
created on the pad with the pen appears on
the monitor.
Scanners allow printed material to be converted into digitised formats suitable
for importing into appropriate application software. To import printed text into a
PC via a scanner, special applications software known as Optical Character
Recognition software (OCR) is required. This allows hard copy text to be
converted into text files within word processing applications.
Digital cameras store photographic images in digital formats, directly on to
memory or magnetic media. These images can then be downloaded into a PC.
A Microphone in conjunction with Voice recognition software allows speech
to be converted into text. An operator speaks into a microphone linked to a PC
and appropriate software is able to translate the audio signals into digitised
text. This has implications for the visually or physically impaired.

Manoeuvres
1. Explain the term, input device.

2. What is a scanner used for?

© CiA Training Ltd 2003 16 Basic Concepts

 ECDL Section 2 Hardware

Driving Lesson 7 - Output Devices

Park and Read
An output device is any device that allows
the results of a PC's processing activity to be
seen or heard. Typical examples are the VDU
(visual display unit or monitor), printer, plotter,
speakers and speech synthesisers.

The VDU is the most common form of output

device with virtually all PCs being equipped
with one.

Speakers attached to a PC act in exactly the

same way as speakers attached to any stereo system. As the standard PC
system becomes ever more sophisticated, more are being sold as multimedia
systems, i.e. they have the capability to act as stereo, audio-visual recording
and playback systems.

Speakers may be self powered with their own small amplifier built in and they
usually require a soundcard to be fitted inside the computer, to which the
speakers are then connected.

Speech synthesiser software is able to translate written text from a file into
audible speech. This has specialised uses, particularly relevant to those
individuals with impaired vision, speech or manual dexterity.

Printers are used to produce paper copies of any text, numerical or graphics
material processed by the PC.

A Plotter is a more specialised type of printer that uses computer software to

control a pen, moving in two dimensions over the paper. They are ideally suited
to produce larger, more complex prints, e.g. technical drawings, engineering or
architectural plans and maps.

Touchscreens are screens (monitors or wall mounted screens) that not only
display information, but can react to touch, e.g. the latest generation of pub tills,
cash dispensers. These and certain other devices such as modems, can be
classed as Input/Output devices.

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Section 2 Hardware ECDL

Driving Lesson 7 - Continued

General Information. When a new output device is first released into the
market, costs are substantially higher than that of the existing technology that it
is expected to supersede. This cost reflects its development, improved
performance and specification as well as novelty value. After a while the price
reduces quite dramatically to a level where it becomes affordable to the mass
market. A typical example of this progression can be found in Driving Lesson
9 dealing with Storage Devices.

Manoeuvres
1. Explain the term output device.

2. Name a device that is both input and output.

© CiA Training Ltd 2003 18 Basic Concepts

 ECDL Section 2 Hardware

Driving Lesson 8 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. Explain the meaning of the term CPU.

2. What does a CPU do and in what unit is its speed measured?

3. List some of the main input devices.

4. List some of the main output devices.

5. What would a plotter be used for?

If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.
Once you are confident with the features, complete the Record of Achievement
Matrix referring to the section at the end of the guide. Only when competent
move on to the next Section.

Basic Concepts 19 © CiA Training Ltd 2003

Section 3 Storage ECDL

Section 3
Storage

By the end of this Section you should be able to:

Identify and Understand Storage Devices

Understand Types of Memory and how it is Measured

Understand Elements of Computer Performance

To gain an understanding of the above features, work through the Driving

Lessons in this Section.
For each Driving Lesson, read the Park and Read instructions, without
touching the keyboard, then work through the numbered steps of the
Manoeuvres on the computer. Complete the Revision Exercise(s) at the end of
the section to test your knowledge.

© CiA Training Ltd 2003 20 Basic Concepts

 ECDL Section 3 Storage

Driving Lesson 9 - Storage Devices

Park and Read
Storage capacity uses several terms to define the increasing amounts of data
that can be stored.
1 bit The amount of storage space needed to hold either a 1
or a 0 in memory (binary numbering). This is the smallest
unit of computer memory
1 byte Equal to 8 bits, this is the amount of storage space
needed to hold one character
1 kilobyte (k) 1024 bytes
1 Megabyte (Mb) 1024k or 1,048,576 bytes (approx. 1 million)
1 Gigabyte (Gb) 1024Mb or 1,073,741,824 bytes (approx. 1 billion)
1 Terabyte (Tb) 1024 Gb or 1,099,511,627,776 bytes (approx. 1 trillion)

Information is saved to the Hard Disk Drive (HDD) and remains there ready to
be retrieved at some future date. Applications software packages or programs
are also stored on the hard disk.
Hard Disk Drives can contain many
Gigabytes of information, and the
capacity of the HDD supplied as
standard with a PC is rising
continuously and quickly. A PC will
usually be sold with a single HDD as
an internal component, however, it is
possible to purchase additional HDDs
to increase storage capacity.
The average multimedia PC currently (2002) on sale will have an internal HDD
of at least 20Gb. A supplementary HDD can be added as an internal or external
unit, the external drive unit being significantly more expensive. Cost increases
with capacity. HDDs are readily available with a capacity of 120Gb.
A hard disk drive with a storage capacity of 20Gb can store a huge quantity of
data. The access time of a HDD is measured in milliseconds (msec). This is
the time required by a hard drive to search for, identify and process data saved
on the disk. In general, larger capacity hard drives tend to have faster access
times than smaller ones. Also, the larger and faster the drive, the higher the
cost.

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Section 3 Storage ECDL

Driving Lesson 9 - Continued

A Floppy Disk Drive uses floppy disks (portable
diskettes) to store information in a similar way to a
hard drive. The most common type of floppy disk
is the 3½” high-density disk, which can store
1.44Mb of data. Information can be saved on to a
floppy disk to create a backup (a second copy) of important files in case the
original is damaged or deleted, or carried from one computer to another, to
copy or open information on a different machine.
Floppy disks are a cheap and simple form of removable storage media but are
gradually declining in popularity, as higher capacity options become available at
reasonable cost.
The Zip Drive is a type of storage
device that recently became
popular because it offered the
convenience and portability of a
floppy disk, combined with either a
100Mb or 250Mb capacity. These
drives require the use of special Zip
Disks which are similar in
appearance to a floppy but are
slightly larger and heavier. Zip Disks do tend to be rather more expensive in
terms of £/Mb than other storage media. The availability of affordable
recordable and rewritable CD-ROM drives prevented the use of Zip Drives
becoming universal.
HDDs, floppy disks and Zip Disks are constructed from thin disks of non-
metallic material, with a coating of magnetic medium on both sides. This allows
data to be saved as magnetised dots on either surface of the disk. The dots are
arranged in concentric circles called tracks, each of which is sub-divided into
sectors. The process that creates these areas is called formatting. All hard
disk drives and most floppy and Zip disks are nowadays sold pre-formatted,
so that a user does not need to perform the formatting process. However,
when a floppy or Zip disk has become filled to capacity with saved files that are
no longer required, carrying out a format on that disk will effectively wipe it
clean, leaving it in “as new” condition for further use. The Microsoft® Windows
operating system software contains the facility to format a floppy disk. Our
book European Computer Driving Licence Module 2 – Using the Computer
and Managing Files contains instructions on how to do this. Zip disks usually
need their own special software in order to carry out a format. This software is
provided with each Zip Drive purchased. Compact disks and DVDs may need
formatting, although they operate with optical rather than magnetic technology.
Once again, the manufacturer will provide special software if this is required.

Warning: users should not attempt to format their Hard Disk Drives!

© CiA Training Ltd 2003 22 Basic Concepts

 ECDL Section 3 Storage

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Section 3 Storage ECDL

Driving Lesson 9 - Continued

Compact Disks (CD-ROM) have been used for some years as storage devices
for computer software, as Read Only Memory, i.e. users could not save their
own data to these disks, but only access information which was already stored
on them, hence ROM. CD-ROMs were originally able to store 650Mb of
information (approx. 75 min of music). Because of the read-only limitation and
relatively large capacity, CD-ROMs are typically used to store data which does
not need frequent updating, e.g. computer programs, clipart, graphics files,
encyclopaedia, complete libraries of reference material, etc.
Developments in CD technology, increased speed of access and reductions in
costs have enabled users to save, or write, their own data on to CD-ROMs in
the same way as to a HDD. This facility however requires specialised drives
and disks, which are available in two forms: CD-R (Recordable) and CD-RW
(ReWriteable). The difference being that CD-R disks can only have data saved
to them once, so that it becomes permanently burnt on to the CD, while CD-RW
disks allow data to be saved and retrieved on a reusable basis. CD-RW drives
are now fitted as standard to most new PCs, with blank CD-RW disks costing
much less than Zip Disks. CD-R disks cost approximately half as much as CD-
RW disks.
Already Digital Versatile (or Video) Disk (DVD)
storage is beginning to supersede CD-ROMs as
the next step forward in technology. DVDs are
basically specialist drives and disks with a storage
capacity of approx. 4-5Gb, that can used to store
audio, video or computer program data.
The progression from CD-ROM  CD-R  CD-RW  DVD  DVD-R is a
typical illustration of how PC technology has developed since the mid-1990s. At
each stage, upgraded disk drives would be required and as each subsequent
development became available on the market, it would be more expensive than
its predecessor. These forms of storage media provide a quicker, more
convenient form of storing large quantities of data than tape cartridge devices
that were traditionally used for high capacity storage. At the time of publication,
DVD-R drives and disks are not low enough in price to become as universal as
CD-R/RW technology.

Manoeuvres
1. What is the smallest unit of computer memory?

2. What benefits do large capacity hard disk drives offer?

3. Why have Zip disks not overtaken floppies in popularity?

4. Describe the benefits and disadvantages of standard CD-ROM and DVD

as storage media.

© CiA Training Ltd 2003 24 Basic Concepts

 ECDL Section 3 Storage

Driving Lesson 10 - Types of Memory

Park and Read
Random Access Memory (RAM) or Main Memory is used to store information
on a temporary basis, such as a text document or a software program that is
currently in use by the PC. The CPU must transfer information to RAM before
software can manipulate it, e.g. the operating system software must be
loaded from the HDD to RAM when a computer starts up and both the
necessary software and appropriate file/s must be loaded into RAM before
processing can be performed.
Memory chips, however, work only if there is a source of electricity, so that
when the computer is switched off everything in the RAM is lost. This is known
as volatile memory.
The RAM available for PCs is currently available in modules of 128, 256 or 512
Megabytes (Mb) of memory. Like many computer specifications, the typical
memory capacity of a machine is constantly increasing.
Read Only Memory (ROM) or Secondary Memory is used to store important
information that the CPU needs in order to keep the PC running. Information
stored within ROM can only be read by the CPU and not manipulated or
changed. ROM retains this information after the power is switched off, e.g. the
machine start-up software is stored here, so that when the PC is switched on
again the software is immediately available to be used again and again. This
type of memory is non-volatile.

Manoeuvres
1. Why is RAM so important?

2. What is the difference between RAM and ROM?

Basic Concepts 25 © CiA Training Ltd 2003

Section 3 Storage ECDL

Driving Lesson 11 - Measuring Memory

Park and Read
Measurements of computer memory are:

1 bit The amount of storage space needed to hold either a 1 or a 0

in memory (binary numbering).
1 byte 8 bits, this is the amount of storage space needed to hold one
character (letter, number, symbol, space etc.).
1 kilobyte (k) 1024 bytes. This can store several paragraphs of text.
1 Megabyte (Mb) 1024k. This can store enough text for a sizeable book.
1 Gigabyte (Gb) 1024Mb.
1 Terabyte (Tb) 1024Gb.

Characters are used to build up meaningful words, numbers and pictures, this
collection of text, numeric and graphic information can then be saved with a
given name, referred to as a file. Files can contain different amounts of data in
many different forms, e.g. a memo, a report, a database containing records, a
program or an image. The number of characters contained within a file will
determine the amount of space or memory needed to save it. Some example
file sizes are given below:
Small Memo (Microsoft Word) 15kb
10 page report with graphics 250kb
Photo Image(jpeg format) 20 - 300kb
50 page Manual with graphics 1 Mb
Microsoft Excel program 6 Mb
Computer Game 600Mb +

In some data files, characters can be organised within the file into units
referred to as fields and records. In a file holding personnel data, a single
record would contain all the information for one person. Within each record
there would be many fields, each field being a single piece of information such
as a name, or date of birth. A file containing many records requires more
memory than one containing a few.
In order to organise and manage files easily they can be saved in a named
section on a disk called a directory or a folder. The size and number of the
files that are contained within a folder determine the amount of space or
memory needed to store it.

Manoeuvres
1. How many bits are in a byte?

2. How many Megabytes are in a Gigabyte?

© CiA Training Ltd 2003 26 Basic Concepts

 ECDL Section 3 Storage

Driving Lesson 12 - Computer Performance

Park and Read
The user can judge the performance of a PC according to how quickly tasks
are performed. There are a number of factors that determine the overall
operating speed of a PC:
♦ The clock speed of the CPU
♦ The capacity of the RAM
♦ The capacity and speed of the
HDD (Hard Disk Drive).
♦ The number of applications running
The speed of a system is determined
by any component that causes a
bottleneck in the flow of data. A PC
with the fastest available CPU (currently around 2.4GHz) will not operate to its
full potential if the machine only has 16Mb RAM and a small, slow hard drive.
Similarly, a PC fitted with 512Mb RAM and a 120Gb hard drive will not give its
optimum performance if the CPU speed is 166MHz.
The relative importance of all these factors will depend on the nature and
number of the tasks being performed. A task involving thousands of complex
calculations will depend heavily on CPU speed, whilst one involving huge
quantities of data will be more affected by RAM size and HDD access times.
Tasks involving the Internet will probably be restricted by modem speed.
Although modern operating systems are designed to allow more than one
application to be open and in use simultaneously, a large number of open
applications will make enough demands on the CPU and RAM to produce a
noticeable reduction in performance.
For a PC to operate at its optimum speed the capability of all components
needs to be carefully balanced.

Manoeuvres
1. What may happen if you have lots
of applications open at the same
time?

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Section 3 Storage ECDL

Driving Lesson 13 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. How is computer memory measured?

2. List the main types of memory storage device.

3. How does hard disk memory storage compare with compact disk storage
in terms of cost and capacity?
4. Describe the two main types of computer memory.

5. What factors can affect a computer’s performance?

6. Why might a floppy disk need to be formatted?

If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.
Once you are confident with the features, complete the Record of Achievement
Matrix referring to the section at the end of the guide. Only when competent
move on to the next Section.

© CiA Training Ltd 2003 28 Basic Concepts

 ECDL Section 4 Software

Section 4
Software

By the end of this Section you should be able to:

Understand the Purpose of an Operating System

Understand and Identify Software Applications

Understand the term Systems Development

To gain an understanding of the above features, work through the Driving

Lessons in this Section.
For each Driving Lesson, read the Park and Read instructions, without
touching the keyboard, then work through the numbered steps of the
Manoeuvres on the computer. Complete the Revision Exercise(s) at the end of
the section to test your knowledge.

Basic Concepts 29 © CiA Training Ltd 2003

Section 4 Software ECDL

Driving Lesson 14 - Operating System

Park and Read
The Operating System (OS) is a special computer program that is essential to
the efficient running of all the other programs within the computer.
The operating system carries out tasks, key press instructions and controls
which operations within the computer are carried out and in which order. Some
common operating systems are Windows and Linux.
When the computer is switched on it carries out a Power On Self Test (POST)
and boot-up entirely on its own because the necessary software is in ROM
memory. This process ensures that all the hardware components are running
and that the CPU and memory are functioning correctly. A series of beeps
denotes any detected errors.
The second function of the boot-up operation is to search drives for an
operating system and then launch it, by reading the operating system files and
copying them to the RAM. The operating system is not part of the PC and
needs to be located at each boot-up, this makes upgrading or fixing errors in
the OS much simpler and allows a choice of operating systems.
A Graphical User Interface (GUI) is a way of showing the computer's facilities
using icons (pictures) and menus (names). Instead of typing a technical
instruction the mouse is used to click on an icon (picture) or menu (names) to
select or perform an action.

Manoeuvres
1. What do the abbreviations POST and OS mean?

2. What happens when a computer boots up?

© CiA Training Ltd 2003 30 Basic Concepts

 ECDL Section 4 Software

Driving Lesson 15 - Application Software

Park and Read
Computer programs such as word processors, spreadsheets, games, etc. are
called applications. Applications are separate from the operating system
software but must be compatible with it in order to be able to operate, e.g.
some applications will only run when Microsoft® Windows is running. Files will
only open if they are compatible with the application used.

The picture above shows three separate applications open within the
environment of the Microsoft Windows operating system.
Examples of software applications or programs are:
Microsoft Word Word processor
Microsoft Excel Spreadsheet
Microsoft Access Database
Microsoft PowerPoint Presentation tools
Microsoft Publisher Desk Top Publishing
Microsoft Internet Explorer Web Browsing facilities
Microsoft Outlook Express E-mail
Microsoft AutoRoute Express Route planning
CorelDraw! Graphics
Sage Accounts and Payroll

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Section 4 Software ECDL

Driving Lesson 15 - Continued

Word Processing applications allow text to be typed, amended, formatted,
printed and saved as a file (document), which can be reused at a later date.

Spreadsheet applications allow text, numbers and calculations to be entered

into a worksheet usually in the form of rows and columns. Spreadsheets allow
numbers to be amended and the resulting calculations are updated to take
account of the changes, ensuring calculations are always current.

Database applications store large quantities of data that can be questioned to

display only specific pieces of information. A database contains multiple fields
and records. A field is a column of similar data, e.g. containing like information
such as date of birth. A record is a collection of associated data, e.g. a row
containing entries that relate to an individual person, object, company or stock
item, etc.

Desktop Publishing (DTP) applications use drawing and graphic design

facilities to allow greater control over the layout of pages and the appearance of
text and graphics. DTP applications are used rather than word processors to
create flyers, posters, cards and newsletters because of the ease of using
graphics and text together. Some formatting features within DTP applications
can also be found in word processing.

Presentation applications allow sophisticated presentations to be created for

use as overhead projections, 35mm slides, Web pages or as an on-screen
display with the option of incorporating special effects, audio and video clips.

Web Browsing applications allow users to access the information on the

Internet; to search for, view and download text and images from the vast
collection of data which comprises the World Wide Web.
Software versions are identified numerically to show the order of
development, e.g. Word 97 is an older version of the software than Word 2000,
which in turn is an older version than Word 2002 (sometimes referred to as
Word XP.) As software is developed and updated, it is necessary for a user to
be able to identify the version installed on their PC to ensure compatibility with
existing files. Files created using an older version of an application may not be
compatible with the latest version, and vice-versa. The exact version of a piece
of software can usually be found by selecting Help | About from the menu bar.

Manoeuvres
1. What do you understand by the term compatibility in the context of
software applications?
2. What types of applications software would be particularly suited to the
following business uses; news-sheet production, stock control, medical
practice patient records?

© CiA Training Ltd 2003 32 Basic Concepts

 ECDL Section 4 Software

Driving Lesson 16 - Systems Development

Park and Read
The development of computer based systems can include a variety of
steps, depending largely on the size and type of the application, but a
typical development path includes analysis, programming, testing and
documentation.
Once the need for a computer system had been identified, the next stage
would be to turn the objectives of the proposed system into formal
definitions including program specifications, hardware requirements and
estimates of final system size. This is the Systems analysis stage
(performed by systems analysts) and the task would include meetings
with various key members of staff to ensure that all the relevant input is
considered. As a result of this analysis, a design for the proposed
system would be generated.
It may be that the objectives of the system can be met by an off-the-shelf
computer package, but if not then it will be the job of programmers to
write the necessary programs to meet the supplied specification
(programming stage). The computer language used for this task will
depend on the nature of the task and integration with existing systems.
The system must be tested, sometimes at stages throughout its
development, to ensure that it both meets the original requirements and
that any bugs, or faults, are identified and corrected. This can be done
by staff within the organisation using a variety of testing techniques and
by selected outside users who can test the system in a realistic
environment (known as Beta testing).
Finally documentation must be written for the finished system. This is
usually at two levels, one detailing the technical operation of the systems
and programs to enable future maintenance and the other an
instructional guide for system users.

Manoeuvres
1. What is the job of the systems analyst?

2. What does the programmer do?

3. What is a bug in a program?

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Section 4 Software ECDL

Driving Lesson 17 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. Explain the terms operating system and applications software.

2. What are the main functions of an operating system?

3. Why are there different versions of software?

4. List some common software applications and explain their uses.

5. Describe some of the processes involved in the development of computer-

based systems.

If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.
Once you are confident with the features, complete the Record of Achievement
Matrix referring to the section at the end of the guide. Only when competent
move on to the next Section.

© CiA Training Ltd 2003 34 Basic Concepts

 ECDL Section 5 Information Networks

Section 5
Information
Networks

By the end of this Section you should be able to:

Understand the terms LAN & WAN

Understand the term Client/Server

Understand the use of ‘Phone Networks in Computing

Understand the use of E-mail and the Internet

To gain an understanding of the above features, work through the Driving

Lessons in this Section.
For each Driving Lesson, read the Park and Read instructions, without
touching the keyboard, then work through the numbered steps of the
Manoeuvres on the computer. Complete the Revision Exercise(s) at the end of
the section to test your knowledge.

Basic Concepts 35 © CiA Training Ltd 2003

Section 5 Information Networks ECDL

Driving Lesson 18 - LAN and WAN

Park and Read
Two or more computers connected together is called a Network. A network
allows PCs to share information and resources via
that connection. As few as two and as many as
several hundred can be linked together on a
network.
In an office environment a network would allow e-
mail messages to be sent between PCs, files
containing text and graphics to be shared and
resources such printers, scanners or even
applications to be accessed, even if they are not
directly connected to the PC in use. This would provide financial advantages - a
smaller number of peripheral devices shared between a larger number of users
requires less investment in hardware, together with performance benefits - the
network is able to operate more efficiently.

Local Area Network (LAN)

A LAN consists of computers that are linked together by lengths of cabling
within a building or other close proximity.
Wide Area Network (WAN)
A Wide Area Network involves computers
linked up over longer distances. An example of
a WAN is a computer that is linked to another
by means of a telecommunications network.
A rule of thumb used by telecommunications
engineers is that any network covering an area
of less than one square kilometre is a LAN, while any network covering
more than one square kilometre is a WAN.
Client/Server Networks
This term describes networks in which all core data is stored on a central
server computer. The data may then be accessed by the peripheral PCs or
clients, which allow users to interface with the server.

Manoeuvres
1. What are some of the advantages of working over a network?

2. What is the difference between a LAN and a WAN?

© CiA Training Ltd 2003 36 Basic Concepts

 ECDL Section 5 Information Networks

Driving Lesson 19 - The Telephone Network

Park and Read
Advances in telecommunications mean that computers can be linked to
telephone systems in order to produce a world-wide WAN.
The growing use of digital rather than analogue devices is responsible for on-
going improvements in the capabilities of communications systems. Digital
data is transmitted as a series of digits made up of 1 and 0. This is the format of
the data that computers use. Data in digital form can be transmitted
significantly more quickly than it can in analogue form. Analogue transmissions
transfer data as electromagnetic waves, which is not only slower, but also more
susceptible to corruption.
A modem (modulator/demodulator) is a device that converts a digital signal
from within a computer into an analogue (audio) signal that can be passed
along a standard telephone line. The modem
in the computer that receives the signal then
converts it back to digital form.
Modems have been able to operate at a
variety of speeds (known as transfer rate),
from 14,400bps (bits per second) to the
latest models that can transfer up to
56,600bps over the telephone line. Faster modems may be more expensive to
buy, but can result in cheaper phone bills because of their quicker transmission
rate.
The Integrated Services Digital Network (ISDN) is a system that allows
transmission of digital data between telephone exchanges. No modem is
required at the PC, since banks of modems at the exchange do all analogue-
digital-analogue conversion. This type of telephone link allows faster data
transfer rates, i.e. e-mail transmission, web page downloads, etc., than the
standard Public Switched Telephone Network (PSTN) telephone line, as
accessed by the average home user.
An Asymmetric Digital Subscriber Line (ADSL) allows transfer rates up to 40
times faster than a PSTN line. This technology allows two different frequencies
of signal to be sent down the normal line, one for telephone message
transmission (including fax) and the other for high-speed broadband Internet
communications. It is an “always on” link, which does not need a dial up
connection. This type of technology requires extra expenditure on a more
expensive type of modem and converting the telephone line to ADSL.

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Section 5 Information Networks ECDL

Driving Lesson 19 - Continued

Type of Network Properties
PSTN Public Switched Telephone Standard system, analogue, dial-up
Network connection, slow transfer rate.
ISDN Integrated Services Digital Faster than PSTN, no modem needed, no
Network dial-up.
ADSL Asymmetric Digital Faster than PSTN and ISDN, special
Subscriber Line modem required, no dial-up.

Manoeuvres
1. Explain the term transfer rate.

2. What benefits does ADSL provide?

3. Explain the difference between analogue and digital transmission.

© CiA Training Ltd 2003 38 Basic Concepts

 ECDL Section 5 Information Networks

Driving Lesson 20 - The Internet

Park and Read
The Internet is a Wide Area Network of computers all linked together. The
World-Wide-Web (www) refers to the vast collection of information, stored in
web pages within web sites, which is available for access by anyone
connected to the Internet. Internet users can download information (pictures,
sounds, information or games) and save it to their own PC, or place data from
their own PCs into web pages. The Internet also allows people to leave
messages for, or even talk to, like-minded groups around the world. E-mails
can be sent via the Internet.
To gain access to the Internet a modem is usually required. It is also necessary
to subscribe to an Internet Service Provider (ISP), who will provide the
connection service, an e-mail address and the Browser software, e.g.
Microsoft Internet Explorer or Netscape Navigator to enable the PC to connect
to and use the Internet. The ISP acts as an Internet equivalent of a mobile
telephone service provider.
In order to find specific subject matter on the world-wide-web, a user can
access a web page linked to a database - called a Search Engine - from
suppliers such as Yahoo, Microsoft, Alta Vista and Excite.

These sites enable a word or phrase to be typed and the facility will then
search the web for any references to the terms entered and produce a list of
web sites containing relevant references.

Manoeuvres
1. What is a search engine?

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Section 5 Information Networks ECDL

Driving Lesson 21 - Intranets and Extranets

Park and Read
Intranets
Many medium to large organisations now operate their own internal networks
that provide similar funtions to the Internet, i.e. web pages containing company
information and procedures, standard forms that can be downloaded, pricing
structures, newsletters, etc. Such a network is known as an intranet since it is
effectively an internal Internet! Intranets may or may not be connected to the
Internet. An intranet would only be accessible from within the organisation.
Extranets
An extranet is an intranet, or part of an intranet, which can be accessed by
certain external users via the Internet. A company or organisation that operates
an intranet may wish to make specific information such as product ranges,
prices, on line order forms, etc. available to suppliers, clients or potential
customers. Access to this area of the intranet would often be controlled by
usernames and passwords to establish the credentials of the external user,
and the specific areas of the extranet that the user is entitled to view.

Manoeuvres
1. What is the difference between an intranet and an extranet?

© CiA Training Ltd 2003 40 Basic Concepts

 ECDL Section 5 Information Networks

Driving Lesson 22 - Electronic Mail

Park and Read
E-mail (Electronic Mail) allows messages
to be sent from one computer to another,
via an electronic mailbox, using an e-mail
address, equivalent to the address on an
envelope.
E-mail can transmit documents over the
Internet very quickly to worldwide
destinations at the cost of a local rate
telephone call. This compares very
favourably with using postal services.
E-mail messages may also be used as
“carriers” for files of any type or format,
e.g. a word-processed document, a
spreadsheet file, a scanned photograph or an audio file could be attached to
an e-mail message and transmitted along with the e-mail. Such files are known
as e-mail attachments. Great care must be taken when opening a received
attachment since they are now the most common method of spreading
computer viruses. (See Driving Licence 30.)
Used properly, e-mails are completely confidential.
In order to be able to send and receive e-mails externally, a PC must have an
appropriate software application installed and must be connected to a
telephone network, usually via a modem. It is also necessary to subscribe to an
Internet Service Provider (ISP), who provides the connection to the Internet
and holds e-mails for delivery to you and sends your e-mails.
E-mail is also used within organisations to handle internal communications,
such as memos, announcements and messages between employees. These
messages are carried over the local area network.

Manoeuvres
1. What is an e-mail address?

2. What does the Internet Service Provider (ISP) offer in relation to e-mail?

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Section 5 Information Networks ECDL

Driving Lesson 23 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. What is the importance of the telephone network to computing?

2. Explain the terms: www, modem.

3. To what does the term e-mail refer?

4. What are the benefits of e-mail?

5. What is an e-mail attachment?

6. What equipment and software is needed to use e-mail?

7. What is the Internet and how does it differ from the World-Wide-Web?

8. Describe how the Internet and the www can be used.

9. What is an Intranet?

10. What is an Extranet?

If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.
Once you are confident with the features, complete the Record of Achievement
Matrix referring to the section at the end of the guide. Only when competent
move on to the next Section.

© CiA Training Ltd 2003 42 Basic Concepts

 ECDL Section 6 IT in Everyday Life

Section 6
The Use of IT In
Everyday Life

By the end of this Section you should be able to:

Understand the use of Computers at Work

Understand the Electronic World

To gain an understanding of the above features, work through the Driving

Lessons in this Section.
For each Driving Lesson, read the Park and Read instructions, without
touching the keyboard, then work through the numbered steps of the
Manoeuvres on the computer. Complete the Revision Exercise(s) at the end of
the section to test your knowledge.

Basic Concepts 43 © CiA Training Ltd 2003

Section 6 IT in Everyday Life ECDL

Driving Lesson 24 - Computers at Work

Park and Read
Computers in business
Computers now play vital roles in commerce and industry. National and multi-
national organisations use computerised systems to sell their products, track
their customer base and process and store their sales records. Airline
booking systems allow travellers to access flight times and ticket prices,
choose their flights and pay for their tickets on-line. It is common for banks to
offer current accounts that can be run totally via the Internet. Balances can be
checked, deposits and payments made, direct debits and standing orders set
up, all from the convenience of the account holder’s PC. Insurance
companies also utilise large-scale computer systems to provide personalised
insurance quotes and increased efficiency of claims processing.

Computers in healthcare
Hospitals and Health Care Trusts make use of computerised Patient Record
databases. Ambulance Control Systems, like those of other Emergency
Services are computerised. Computers can even be used to assist with
diagnosis and also maintaining precise control over specialist surgical
equipment and instruments.
Computers in government
Government agencies use national computer database systems to store vast
amounts of public records data. Social security records, vehicle
registration details, census information, revenue collection records,
criminal records, NHS records, housing information, etc., are all stored on
computers at both local and national level. The government is currently
committed to moving towards a situation where voting in local and national
elections may be done electronically.

Computers in education
Educational establishments use software applications in order to familiarise
pupils with commercial software and as teaching aids. Computer systems are
now widely used to store student records and registration details and to
assist with working out complicated timetable plans. Access to the Internet
and computer based reference software is particularly useful to students who
have homework/project work to complete. Word processing, spreadsheet and
database software will also be of use to such individuals.

© CiA Training Ltd 2003 44 Basic Concepts

 ECDL Section 6 IT in Everyday Life

Driving Lesson 24 - Continued

Computer Based Training or CBT refers to situations where a student uses
learning materials that are either provided as software that is run from CD/DVD
or loaded into the students PC, or accessed via the Internet. Such learning
material would consist of factual information and exercises to work through in
order to test personal competence. Distance Learning refers to situations
where students could “attend” training courses over the Internet. Course
material and assignments would be viewed or downloaded from the training
provider’s web site, tutors would be contacted via e-mail and completed
assignments submitted over the Internet.

CBT/Distance Learning
Advantages Disadvantages
Learn at own pace Distractions around the home
Learn at times convenient to individual Need for extra self discipline
No travelling involved Lack of human interaction
Much more control over learning process Potential feelings of isolation

Teleworking
This is a concept that allows employees who would otherwise be office based
to work at home. Since more and more office work involves the use of
computer systems and electronic communication, the necessity for such work
to be done in a central office, rather than on an individual workstation in the
employee’s own home is being reduced. There are a number of theoretical
benefits to teleworking, which are not dissimilar to those identified in the
paragraph above, relating to CBT/distance learning. An employee could
operate a much more flexible schedule, adjusting their working day to suit
their own needs. If a significant proportion of the country’s workforce operated
at home, the amount of commuting would be greatly reduced with a resultant
benefit to the transport network and the environment. There could be a
reduction in company space since fewer employees would need to be
accommodated in central offices. In theory, individuals would be able to focus
on a specific task, without being side-tracked onto other matters by
colleagues. Disadvantages to teleworking are also very similar to those listed
above: distractions in the office could be replaced by distractions in the home;
there could be a lack of human contact and a resultant lack of teamwork.
Teleworking
Advantages Disadvantages
Enables flexible schedules Distractions around the home
Reduces commuting Need for extra self discipline
Reduces company space requirements Lack of human interaction/teamwork
Enables greater focus on specific task Potential feelings of isolation

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Section 6 IT in Everyday Life ECDL

Driving Lesson 24 - Continued

Computers or people?
Computers in business and industry can fulfil useful functions where highly
accurate machining is required. For instance, repetitive tasks can be
automated, fast and accurate calculations can be performed and data can be
manipulated, correlated from different sources and stored or retrieved.

There are, however, situations where a human being is still a more useful
worker than a computer. A computer has no initiative or common sense, it will
only perform the exact function for which it is programmed. A person is more
adaptable/resourceful, more capable of applying judgement to a situation and
finding a more cost-effective way of carrying out a task, which is a one-off or
which only occurs infrequently.
A person also provides a more acceptable customer interface than a computer.
There will always be customers who prefer to speak to a human being, rather
than having to navigate their way through a menu of options by pressing
buttons on their telephone keypad!

Computer Systems
Benefits Drawbacks
Fast, accurate calculations Cannot use initiative
Fast data manipulation/correlation Cannot apply judgement
Automation of repetitive tasks Cannot adapt to the unexpected
Highly accurate control of machinery Lacks the human customer interface

Manoeuvres
1. Explain the term teleworking.

2. Do some research to establish how computers might be put to use in

educational establishments.

© CiA Training Ltd 2003 46 Basic Concepts

 ECDL Section 6 IT in Everyday Life

Driving Lesson 25 - The Electronic World

Park and Read
The term Information Superhighway is used
to describe a situation where information of any
kind, anywhere in the world, would be available
to anyone who had access to a PC linked to
the Internet.
This would create an Information Society in
which access to unlimited amounts of
information would be available without having
to leave home or work or without having to look it up in huge reference books
or visit libraries. Information Society can also be used to describe the situation
today where an increasing proportion of the working population is employed to
collect, process, store, retrieve and transfer information.
In an e-commerce environment, a company will advertise and display its wares
on the Internet via its own web site. Potential customers are able to view this
type of on-line catalogue, make their choice of goods or services, complete an
on-line order form, in which they provide their personal details including name;
address, contact telephone number, e-mail address, etc. The next stage is to
specify the payment method electronically via secure debit card or credit card
transfer. The goods will then be delivered. Organisations that operate such e-
commerce web sites must conform to normal consumer protection legislation,
such as allowing customers to return unsatisfactory goods. In the electronic
world, almost anything can be bought over the Internet: the smallest
component part of a computer, a book, music CD, an airline ticket, a family
holiday, a new car.
On-line Purchasing
Advantages Disadvantages
Services available 24hrs a day, 7 A virtual store, only pictures
days a week available, can’t examine the goods
Services available world-wide No human interface, can’t ask for
advice
Huge range of products/services Some risk of insecure payment
on view methods

Manoeuvres
1. Explain the term e-commerce.

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Section 6 IT in Everyday Life ECDL

Driving Lesson 26 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. List some advantages and disadvantages of CBT.

2. Explain the term Distance Learning.

3. List some advantages and disadvantages of on-line purchasing.

4. What disadvantages does a computer have compared to a human?

5. What can computers be used for in healthcare?

6. When might a person be more appropriate than a computer in a

commercial setting?
7. List some uses of large-scale computer applications in government.

If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.
Once you are confident with the features, complete the Record of Achievement
Matrix referring to the section at the end of the guide. Only when competent
move on to the next Section.

© CiA Training Ltd 2003 48 Basic Concepts

 ECDL Section 7 Health & Safety Environment

Section 7
Health & Safety
Environment

By the end of this Section you should be able to:

Identify Health & Safety Issues

Understand how to help protect the Environment

To gain an understanding of the above features, work through the Driving

Lessons in this Section.
For each Driving Lesson, read the Park and Read instructions, without
touching the keyboard, then work through the numbered steps of the
Manoeuvres on the computer. Complete the Revision Exercise(s) at the end of
the section to test your knowledge.

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Section 7 Health & Safety Environment ECDL

Driving Lesson 27 - Health and Safety

Park and Read
Ergonomics
The term ergonomics refers to the relationship between workers and their
working environment. The following aspects of the working environment should
be taken into account when assessing whether or not a working environment is
suitable for computer operation and whether or not it conforms to legislation:
♦ Provision of adequate lighting
♦ Provision of adequate ventilation
♦ VDUs appropriately positioned with screens free from flicker and interference
and images free from glare
♦ Provision of monitor filters/anti-glare screens if required
♦ Suitability and adjustability of chair to provide the prescribed posture for the
user, i.e. feet on the floor and a comfortable height in relation to the desk
♦ Provision of a mouse mat or suitable equivalent surface
♦ Suitably positioned keyboard, not too far away from the user
♦ Provision for frequent breaks away from the computer (10mins after every
50mins work).
It is an employer’s responsibility to ensure that appropriate provisions are made
available, but the employee has a responsibility to ensure that he/she makes
use of them and goes about their job in an appropriate manner. A workplace
that has swivel chairs with adjustable positions, stable, roomy desks, etc. will
provide a working environment that is comfortable and safe. Furniture and
equipment needs to be suitably positioned, conducive to the type of work for
which it is intended and to conform to the relevant Health and Safety at Work
(HASAW) legislation.

Health Issues
Injuries common in an IT environment are:
♦ Aches and pains (especially to the back) due to bad posture when seated for
long periods
♦ Repetitive strain injury (RSI) caused by poor ergonomics combined with
repeated movements of the same joints, e.g. wrist, over a long period of time
♦ Eye strain which can be caused by glare or flickering from a VDU and by not
taking regular visual breaks (10 minutes every hour is recommended) away
from the screen
♦ Injuries due to tripping over trailing wires or other obstructions.

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 ECDL Section 7 Health & Safety Environment

Driving Lesson 27 - Continued

Precautions
♦ No trailing or insecure power leads or other cables
♦ No worn or frayed power leads
♦ No overloaded power points.
The Environment
It is desirable that certain steps be taken in an IT workplace to minimise the
effect of working practices on the environment.
♦ Where possible recycle waste paper
♦ Where possible recycle ink/toner cartridges from printers and copiers
♦ Where possible use energy efficient monitors with low power options
♦ Use PC settings that enable “sleep” (or standby) mode for HDDs and
monitors when the devices are inactive
♦ Where possible save documents in an electronic format within the computer
system rather than printing out hard copies.

Manoeuvres
1. How would you ensure that your working environment was safe?

2. As an employee, what are your responsibilities towards your own safety

in the workplace?
3. What precautions could you take to minimise the effect of your work on
the environment?

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Section 7 Health & Safety Environment ECDL

Driving Lesson 28 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. What is meant by HASAW?

2. Describe a good working environment relevant to PC use.

3. What is RSI?

4. Describe some Health and Safety precautions which should be taken

when working with computers.
5. What common injuries might occur in such an environment?

6. What do you understand by the term ergonomics?

7. What two things can you do to save paper?

If you experienced any difficulty completing this S.A.E. refer back to the
Driving Lessons in this section. Then redo the S.A.E.
Once you are confident with the features, complete the Record of Achievement
Matrix referring to the section at the end of the guide. Only when competent
move on to the next Section.

© CiA Training Ltd 2003 52 Basic Concepts

 ECDL Section 8 Security

Section 8
Security

By the end of this Section you should be able to:

Understand the need for Backing up Data

Know about Privacy Issues

Understand the Information Security Issues

Understand the Implications of Theft

Understand Computer Viruses

Be aware of Anti-virus Measures

Understand Copyright Legislation

Know about the Data Protection Act

To gain an understanding of the above features, work through the Driving

Lessons in this Section.
For each Driving Lesson, read the Park and Read instructions, without
touching the keyboard, then work through the numbered steps of the
Manoeuvres on the computer. Complete the Revision Exercise(s) at the end of
the section to test your knowledge.

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Section 8 Security ECDL

Driving Lesson 29 - Security Issues

Park and Read
Backing Up
In an earlier section, the fact that certain parts of a PC’s memory are only
temporary was discussed. It is, therefore, good practice for a PC operator to
save their work to permanent storage (HDD or file server) after regular, short
periods. This ensures that if a power cut
occurs, only the data produced since the
last save is lost. Certain software
applications offer the facility to perform
this task automatically.

Apart from protecting data against loss

due to power failure, an organisation
needs to consider the possibility of total
file loss due to; a serious hardware fault,
physical damage to the computer
(possibly as a result of fire), infection by
computer virus, theft or other malicious action.

The loss of vital files may be inconvenient to an individual using a home PC for
hobby purposes, but to a business user, large or small, the loss could well be
catastrophic. It is, therefore, essential for strategies to be available that enable
regular, complete copies to be made of all files which are identified as being
critical to an organisation. This is known as backing up files and may be
carried out hourly, daily, weekly or in any combination thereof. Regular backing
up ensures that even in the event of a total loss of data, an organisation has an
almost current, duplicate set of its most important files, which it can rely upon to
maintain business continuity.
Storage containing the backed up material is known as backing store and
should be treated as the very valuable commodity that it actually is. The
fundamental reason for backing up files is to ensure that they cannot be lost, or
completely destroyed, while saved on the hard drive of the PC or the file server.
It is, therefore, not totally secure to keep the backing store in the same room, or
even building, as the source material because of the risk of fire.
For absolute security, the backing store should be removed from the working
environment (off site) and more than one set of backing store media should be
used in rotation. All backup media should be kept in a storage environment,
which is theft-proof, fireproof and waterproof.

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Driving Lesson 29 - Continued

For an individual home PC user, such sophisticated techniques are
unnecessary, however some backing up should be carried out. Always try to
bear in mind how much time and effort would be lost if your PC either switched
itself off or blew up! If the former happened, you would lose all unsaved work, if
the latter, you would lose all work saved onto your HDD as well as all
application software installed on your machine. It is good practice to keep all
the original media on which application software is supplied, i.e. program CDs
or floppies, in a safe place.
It is highly likely that at some point, for whatever reason, you will need to re-
install application software. You should also make a point of backing up all files
that you have created yourself and saved to disk.
Privacy Issues
If there is any need to consider the content of certain files as being sensitive or
confidential, the use of password protection should be used to prevent
unauthorised persons accessing, viewing or editing the data. A password
typically acts as a user’s personal entry code to their own PC, software or files
and would usually be chosen by the user and never divulged to anyone.
Passwords should be changed regularly, to prevent the possibility of misuse by
unauthorised individuals.
As well as password protection, most organisations or systems would require
the use of a user ID (otherwise referred to as a user-name or log-in name.)
This is another level of access code that provides evidence of a user’s
entitlement to access certain areas of a network or system. A user ID would
typically be assigned to users by the relevant organisation, i.e. the
owner/administrator of the system or network in question. A number of users
might be given the same user ID. This would identify to the system the fact that
the user could legitimately claim access to the network, also, it would identify
the level of access to which the user was entitled. The password would also be
necessary to identify the individual user, and provide evidence of their
entitlement to access their own files, within an area of the network designated
as “theirs”.
It is feasible therefore, if full use is made of password protection facilities, for
the following security measures to be in place when a user starts up a
networked PC:
♦ A password must be typed in to gain access to the PC.
♦ A user ID must be typed in to gain access to the network or system
♦ A password must be entered to gain access to shared directory space
on the network server.

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 ECDL Section 8 Security

Driving Lesson 29 - Continued

♦ A password must be typed in to gain access to a file saved in that
directory space.
♦ A password must be typed in to gain authority to amend the file
content by saving changes.
The different levels of access given by different user IDs are known as access
rights. It is important that organisations have security policies in place with
regard to access rights, in order that only appropriate personnel have access
to the system and only appropriate personnel have access to sensitive parts of
the system. These security precautions should be taken on top of normal,
sensible physical security measures such as burglar alarms, locks and keys,
etc.
Information Security
This term is used to describe methods for ensuring that data stored on a
computer system is protected against being compromised, or against
unauthorised access. It is important that any organisation should have an
active policy to ensure that security is not compromised, rather than waiting to
deal with any breach once it has happened. An information security policy
should document such issues as:
♦ The details of a user ID/password policy as described above
♦ The personnel responsible for each level of security
♦ Anti-virus measures
♦ Penalties for breaching security policy
♦ Procedures for reporting security incidents
♦ Procedures for educating staff about their responsibilities regarding
information security
As part of overall security consciousness, individuals should be aware of the
sensitive nature of information stored in portable appliances such as laptops,
PDAs and mobile phones. If such a device was lost or stolen, not only could
confidential files fall into the wrong hands but personal information
(addresses, phone numbers etc.) could be misused by the finder and contact
details could be lost to the company. All such devices should be kept safe at
all times and password protection should be applied wherever available, also,
as much of the material as possible should be included in any backup regime.

Manoeuvres
1. Why is it good practice to regularly save to permanent storage?

2. Why should at least one set of backing store media be kept off site?

3. Describe the possible levels of password protection that may be applied

to networked files.

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Section 8 Security ECDL

Driving Lesson 30 - Computer Viruses

Park and Read
A computer virus is a malicious piece
of programming that is written
specifically to cause nuisance or harm
to other computer programs or files.
This should not be confused with the
term bug, which describes an error or
fault in a piece of software code. The
term virus is used because the
malicious program is designed to
behave like an infection, being passed
on from program to program, file to file,
PC to PC, system to system.

In many cases the contamination

remains unnoticed in its host file until a
specific event triggers off its action.
Viruses can cause many levels of harm to a computer system. The least
harmful might cause slightly odd things to happen to a file, for example if a user
typed text into a word processed document on an infected computer, certain
letters or words might appear on screen in an unexpected text format. Another
manifestation of a relatively harmless virus could be the refusal of an
application’s software to save files to any area other than a specific folder on
the HDD, rather than the desired folder on a disk in the floppy drive. The action
that a virus carries out when activated is known as the payload.

At the other end of the scale, a virus might lie dormant until the built in clock
within a PC reaches a certain time on a certain date, or possibly until the
computer has been restarted a certain number of times, and then become
active. This type of virus is variously known as a time bomb or logic bomb. It
could then destroy the entire file structure as laid down on the HDD and render
the HDD completely useless. If this type of virus infected a network, the effect
could be catastrophic.

Macro viruses are those that are added to executable files within an
application. The most common of these can occur within the template files in
Microsoft Word and Excel. This is why a user is sometimes given the option of
opening such a file with macros disabled. If the macro facility can’t run, neither
can any virus that might be within it!
A worm is a type of virus that does not affect files, but replicates itself within a
system so many times that it simply clogs up the system resources.

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 ECDL Section 8 Security

Driving Lesson 30 - Continued

A Trojan Horse virus is so called because it is disguised as a file that a user
would be particularly tempted to open, e.g. a game or a graphics file.
Currently, the most common type of virus is one that arrives in an e-mail
attachment, installs itself within the recipient’s Outlook or Contacts Address
Book and automatically e-mails itself to some or all of the e-mail addresses it
finds there. These viruses are particularly effective since the recipient may not
realise that the virus has arrived or they have spread the infection onwards.
The new victims are less likely to be suspicious of attachments e-mailed to
them by a known contact.
Viruses can only become active within a system if they are introduced to the
system from outside and then subsequently activated.
It therefore follows that the only pathways available to viruses are via input
devices such as floppy disks, CDs or DVDs or the Internet. If genuine
application software from reputable sources only is installed on a PC, in theory
there should be no danger. If, however, disks containing applications or files are
borrowed/acquired from dubious or unknown sources, the chances of them
containing viruses is much greater. As indicated above, e-mails received with
file attachments are now a prime source of viruses and should be treated with
particular caution, as should any files downloaded from the World Wide Web
that have a .exe extension. This extension identifies executable files, i.e. files
that are actual programs that will open up and run. If the file contains a virus,
the virus will run with the program!
Anti-virus measures
Taking certain basic safety precautions will reduce the chances of infection:

♦ Install reliable anti-virus software and update it regularly.

♦ Use the software to carry out regular scans of the entire system.
♦ Use the software to scan any removable disk that is placed in a drive
on the system before installing or opening any files from it.
♦ Be conscious about the source of any software you use!
♦ Save any files downloaded from the Internet, either to a floppy disk
or to the HDD and scan them with anti-virus software before
opening them.
♦ Be particularly suspicious of any e-mail messages containing
attachments from an unknown source.
♦ Even be suspicious of any e-mail messages from an unknown source.
♦ Do not open anything suspicious, virus-scan everything!

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© CiA Training Ltd 2003 60 Basic Concepts

 ECDL Section 8 Security

Driving Lesson 30 - Continued

Anti-virus software
Every computer system in use now should have an anti-virus program
installed. It is important to be aware of the limitations of anti-virus software.
Virus writers modify existing viruses and create new examples almost every
day. This means that the writers of AV software must modify their own software
on almost a daily basis, in order to maintain the effectiveness of their products.
This means that once a user has installed an AV program it should be updated
immediately since it will have been sitting in stock for a number of weeks.
Updating is typically done via the Internet. The software will have some type of
interface that will allow the user to specify how and when updating takes place.
At the specified time the software will access the Internet, check for current
update files, download them if appropriate and automatically install the new
data files. This procedure should be carried out on at least a weekly basis, to
ensure that effective AV protection is maintained. An AV program, purchased
and installed 18 months previously and never updated, is virtually useless!
Once an AV program has been installed, configured and updated, it must be
used conscientiously, i.e. used regularly to scan the entire contents of the
computer and set up to automatically scan any incoming e-mails and Internet
downloads.
If an AV program detects the presence of a virus during a scan, one of two
courses of action should be followed:
The file containing the virus should be disinfected. This means that the
elements of malicious programming within the file are identified and deleted,
leaving the file in its original, harmless state. An effective AV program will give
the user the option of allowing it to do this.
If an AV program detects a virus that it does not recognise, i.e. a virus that has
been created too recently for the AV updates to disinfect, the software should
offer to quarantine the infected file. This means that the AV software will move
the infected file into a protected folder within its own installation. From this
quarantine area, the entire file can either be uploaded to the AV software
supplier’s web site for their attention, or simply deleted by the user so that it
presents no further threat.
If, in spite of taking all the recommended precautions, a system does become
infected, the appropriate staff member should be informed, the computer
affected should be removed from any network connection and disinfected in the
manner described above. If this is not effective, specialist IT support should be
sought.

Manoeuvres
1. What is a computer virus?

2. List some strategies that can reduce the risk of contamination by

computer viruses?

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Section 8 Security ECDL

Driving Lesson 31 - Copyright

Park and Read
Software copyright legislation
This exists to give the authors/developers of software the same legal protection
as the authors of published, written and musical works already enjoy. The
software legislation is, if anything, more restrictive in practice than traditional
copyright laws. If an individual purchases a book or music CD, copyright law
prohibits them from copying that material in any way, without the express
permission of the author or publisher. They are, however, able to lend their
copy of the book or CD to a third party.
Software copyright operates in such a way that an individual who buys a
computer program, be it a game, a piece of application software or an
operating system, does not actually purchase that item but purchases the right
to use it within a specific set of criteria. It is a single user licence that has
been purchased, allowing the user to install one copy of the software on a
single computer on which the program will be run, together with the right to
create one backup copy of the software (unless specifically excluded). The
licence details accompanying the software will also set out exactly what the
user is permitted to do with it without contravening copyright laws.
With the advent of laptops and other portable PCs, some software licences
allow the software to be installed on two machines as long as they are not both
used simultaneously. This recognises that more and more users have a
desktop PC in their office, as well as a laptop that they carry around, or a
desktop machine at home. These users will need to run the same software on
both machines and as (in theory) they cannot use two machines at the same
time they are not forced to buy two expensive copies of the same software.
However, unlike a book or an audio CD, a piece of software cannot be loaned
to a third party, since that would presumably mean that an unlawful installation
of the program would have to be made in order for that third party to run it.
Files and copyright issues
The recent proliferation of Internet access and the availability of multi-media
Input/Output devices such as digital cameras and scanners raises
important issues relating to the copyright status of file material. Basically, any
graphic image, text file, audio file or video file, unless created by, written by,
composed or filmed by the user will be protected by internationally recognised
copyright legislation. This means that no copy, either in paper form or digital
format, of any type of material, may be created without the permission of the
owner of the copyright. The copyright owner is deemed to be the author/creator
of the original item, or, in the case of an organisation, the employer of the
author/creator.

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 ECDL Section 8 Security

Driving Lesson 31 - Continued

The effect of this legislation is that any text or picture scanned into a PC and
saved; any graphic image, text file, audio or video file downloaded from the
Internet and saved to disk is illegal, unless specifically identified by its owner
as being copyright-free. This situation also applies to any digital material
saved onto removable media such as floppy diskettes, Zip disks and
CD/DVDs. This material must be considered to be copyright protected unless
distributed by its owner, or specifically identified as being copyright-free.
Effectively therefore, it should not be used or distributed!
End User Agreement
As discussed earlier, a typical piece of software would be sold with a single
user licence, allowing only one installation of the software to be carried out. In
order to cater for the situation within an organisation where a software
application is standardised for all employees, multi-user site licences can be
purchased. An organisation might use Microsoft Office 2000 as its standard
software package in an environment where 25 employees could be expected to
use the program at any one time. Rather than purchase 25 full copies of the
software, disks and licence, the company could instead, purchase one copy of
the software and disk, with a site licence to install the software on to 25
machines.
This would work out as a significantly cheaper way of installing the required
number of copies of the software. Such a licence would also be required if any
software were installed on to a shared directory on one file server and then
accessed across a network by multiple users. Any licence would have to cover
the likely maximum number of users. The penalties for infringement of software
copyright laws can be very severe indeed!
When a piece of software is installed onto a computer, there is usually a point
in the installation process where the user has to enter their own name and/or
their company name. There is another stage when the user has to signify
(usually by ticking a check box) that they have read and accepted the End
User Agreement. This is the document mentioned earlier, which details exactly
what the user is permitted to do with the software. The End User Agreement is
usually displayed in a scrolling dialog box at the same stage as the indication of
acceptance by the user. Without this acceptance, installation will not proceed.

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Section 8 Security ECDL

Driving Lesson 31 - Continued

Product ID
Once a legitimate software installation has
been completed, the details entered by the
user are locked to that application. Each
individual example of the program has its
own registration number known as the
Product ID. It is possible to view this
information to determine which named
individual is the legitimate owner of the
licence for a specific example of the
software. The information can usually be
displayed by clicking on Help on the Menu
Bar and selecting About.
Shareware is a type of software that can be obtained on the equivalent of a
sale-or-return basis. The software is obtained and distributed free of charge
and installed for a pre-determined trial period, typically 30 days. At the end of
this evaluation period, the software is programmed either to cease operating, or
to flash up reminders, unless a payment is made to the author/software house.
Another type of shareware is software that is available free of initial fee, but is
not the fully functioning version of the program. The watered down version
allows the potential of the package to be evaluated, but the operator must then
pay to receive the full version, together with registration and technical support
as an official user. The main advantage of shareware is its cost. Relative to
major commercial packages, useful software can be acquired extremely
cheaply, often in the £10-£30 price range.
Freeware is, as the term implies, available completely free of any purchase or
licensing fee. It is provided by programmers, who write software for their own
interest and are then prepared to make the fruits of their labours available to
others. Shareware can originate from a similar source, but the author
presumably has decided to recoup some reward for his/her efforts.

Manoeuvres
1. What does the purchase of a single-user licence allow a software user to
do?
2. Discuss some pros and cons of using shareware/freeware.

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 ECDL Section 8 Security

Driving Lesson 32 - The Data Protection Act

Park and Read
The Data Protection Act (1998) regulates the use of personal data by all
businesses. It aims to promote high standards in the handling of personal
information, and so to protect the individual’s right to privacy. This act defines
personal data as any data that can be used to identify a living individual,
including names, addresses, personalised e-mail addresses and video images
of such individuals.
Under the Data Protection Act (1998), a person who determines the purposes
for which and the manner in which any personal data is to be processed, is the
data controller. In a business that is not run by a sole trader, or that is not a
partnership, the business itself is defined as the data controller.
The law requires data controllers to give their details to the Information
Commissioner’s Office for inclusion in a public register, unless their data
processing is exempt. This is so that people can find out who is processing
personal data about them and why they are doing so.
The Act sets out eight rules that data controllers must follow for protecting
personal data; these are known as the eight principles. Personal data must be:
♦ Obtained and processed fairly and lawfully.
♦ Processed only for one or more specified and lawful purposes.

♦ Adequate, relevant and not excessive for those purposes.

♦ Accurate and kept up to date.

♦ Kept for no longer than is necessary for the purposes for which it is
being processed.
♦ Processed in line with the rights of the individual.

♦ Secure and protected against loss, damage and inappropriate

processing.
♦ Not transferred to countries outside the European Economic Area
unless there is adequate protection for the information.
If a business does not comply with the principles, the Information
Commissioner can take enforcement action against the data controller, whether
it is an individual or a business.

Manoeuvres
1. What type of information is covered by the Data Protection Act?

2. Describe the Data Protection Principles.

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Section 8 Security ECDL

Driving Lesson 33 - Revision

This Driving Lesson covers the features introduced in this section. Try not to
refer to the preceding Driving Lessons while completing it.

1. What does backing store mean and why is it important?

2. How can unauthorised access to computer file systems be prevented?

3. What can happen to data and files in the event of a power cut?

4. What is the difference between a User ID and a Password?

5. What do you understand by the term access rights?

6. Detail four issues that an effective Information Security Policy should

set out.
7. How can a computer virus enter a system?

8. Name three different types of virus.

9. Explain the difference between a virus and a bug.

10. Why is it important to update anti-virus software on a regular basis?

11. What do you understand by the term software copyright?
12. How do shareware and freeware differ from mainstream software?
13. Why is it illegal to distribute files on removable media?
14. Give an overview of the implications of the Data Protection Act for
computer users.

If you experienced any difficulty completing the Revision, refer back to the
Driving Lessons in this section. Then redo the Revision.
Once you are confident with the features, complete the Record of Achievement
Matrix referring to the section at the end of the guide.

© CiA Training Ltd 2003 66 Basic Concepts

 ECDL Module 1 Basic Concepts

Sample Answers
Please note: these are example answers only.
Driving Lesson 1
Step 1 Laptop PCs can be transported easily and used in many
locations, but are more expensive than a standard PC.
Step 2 A network server stores data in a central location, allowing
access across the network.
Step 3 A multi-national bank would probably use a mainframe
computer.
Driving Lesson 2
Step 1 The picture quality of a computer is known as resolution.
Larger screens also provide a better quality picture.
Step 2 A modem allows connection to the Internet/e-mail via the
telephone line.
Driving Lesson 3
Step 1 Hardware is a physical part of the computer. Software is the
term used for the programs that allow you to use the computer.
Step 2 Hardware: monitor, keyboard, mouse, CD-ROM drive,
printer.
Step 3 Software: spreadsheet application, word processor,
database management system, operating system, games.
Driving Lesson 4
Step 1 PC stands for personal computer.
Step 2 Hardware is a part of the computer; software allows you to use
it (programs, etc.).
Step 3 IT refers to the electronic storage, processing or transfer of
information.
Step 4 PC - personal computer, sits on a desktop. Laptop - smaller
than a PC and portable. PDA - palm held computer, has less
features than a standard PC. Network PC - connected to others
computers. Server - provides centralised storage for data used
by network PCs. Mainframe - large system that stores and
processes data for large organisations. Must be staffed by
operators.
Step 5 The main parts of a PC are the keyboard, the monitor, the
mouse, the Central Processing Unit, the Hard Disk Drive, the
Floppy Disk Drive, the CD-ROM drive, speakers and possibly
a modem.

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Step 6 Removal storage devices such as a floppy disk, CD or zip

drive, or a tape storage cartridge can be used.
Step 7 A peripheral device is a piece of equipment that is attached to
the computer, e.g. printer or scanner.
Driving Lesson 5
Step 1 CPU stands for Central Processing Unit.
Step 2 Clock speed is the speed at which the CPU can process
information.
Step 3 Clock speed is measured in megahertz or gigahertz.
Step 4 A microprocessor is a CPU built on a single chip.
Driving Lesson 6
Step 1 An input device allows information to be entered into the
computer.
Step 2 A scanner converts printed text or pictures into a format
recognised by the computer.
Driving Lesson 7
Step 1 An output device allows processing results to be seen or
heard.
Step 2 A touchscreen or modem can be classed as both an input and
output device.
Driving Lesson 8
Step 1 CPU means Central Processing Unit.
Step 2 A CPU processes information, performs calculations and
controls the transfer of information between main and secondary
memory. Its speed is measured in megahertz or gigahertz.
Step 3 Some of the main input devices are: keyboard, mouse,
touchpad, trackball, joystick, graphics tablet and light pen,
scanner, digital camera and microphone (also touchscreen
and modem).
Step 4 Some of the main output devices are: monitor, speakers,
speech synthesiser, printer, plotter (also touchscreen and
modem).
Step 5 A plotter would be used to produce technical drawings, maps,
or architectural/engineering plans.
Driving Lesson 9
Step 1 The smallest unit of memory is a bit.
Step 2 Large capacity hard disks can store vast amounts of data and
access it more quickly than smaller ones.

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Step 3 Zip disks are more expensive than other forms of storage and
many people use CDs when more storage space is required
than is available on a floppy.
Step 4 CDs can store a lot of data, but cannot be overwritten or
updated. CD-RW disks allow data to be added at a later date,
but are more expensive than read only disks. DVDs have larger
storage space than CDs but at the moment are more expensive
Driving Lesson 10
Step 1 RAM must be present for processing to take place. It is where
the software in use stores all its information.
Step 2 RAM is a temporary store for information and anything in it is
lost when the computer is switched off. ROM is a permanent
store for information that can only be read by the CPU. It cannot
be manipulated or changed and is not lost when the computer is
switched off.
Driving Lesson 11
Step 1 There are 8 bits in a byte.
Step 2 There are 1024 Mb in a Gb.
Driving Lesson 12
Step 1 The computer’s performance may be reduced.
Driving Lesson 13
Step 1 Memory is measured in bits and bytes.
Step 2 Main types of storage device are: hard disk drive, floppy disk
drive, zip drive, CD and DVD.
Step 3 A hard disk costs much more than a CD, but it can store much
more data.
Step 4 The two main types of memory are RAM and ROM. RAM is a
temporary store for information and anything in it is lost when
the computer is switched off. ROM is a permanent store for
information that can only be read by the CPU. It cannot be
manipulated or changed and is not lost when the computer is
switched off.
Step 5 CPU speed, RAM capacity, hard disk speed and capacity and
the number of applications running can all affect a computer’s
performance.
Step 6 A floppy disk may need to be formatted when it becomes full of
files that are no longer needed.
Driving Lesson 14
Step 1 POST stands for Power On Self Test. OS stands for Operating
System.

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Step 2 When a computer boots up it searches drives for the operating

system and launches it.
Driving Lesson 15
Step 1 Software applications must be compatible with the operating
system in use in order to run. Files must be compatible with the
application software before they will open.
Step 2 A news-sheet could be produced using a DTP application. Stock
control and patient records could be maintained with a database
application.
Driving Lesson 16
Step 1 A systems analyst defines what is needed from a computer
system, e.g. programs, hardware, number of computers, etc.
Step 2 A programmer writes the programs to meet the analyst’s
specifications.
Step 3 A bug is a fault found with the computer system during testing.
Driving Lesson 17
Step 1 An operating system is a specialised computer program that
allows all other programs to run, e.g. Windows, Linux.
Applications are computer programs such as database, word
processor or spreadsheet.
Step 2 The main functions of an operating system are to carry out a self
test, boot up the computer and provide a running platform for
software applications.
Step 3 Different software versions exist to identify the age of the
application, so that the user can make sure it is compatible with
the files they want to use. A new version is usually an
improvement on a previous version.
Step 4 Word processing applications are used to produce documents.
Spreadsheet applications allow calculations to be performed on
numbers. Database applications store lots of data and allow the
user to interrogate this data to find specific information. DTP
applications are used to produce and manipulate documents
containing drawings, graphics and text. Presentation
applications allow presentations to be created for an audience,
either on screen or via overhead projectors or slides. Web
browsers allow you to search the Internet and download text
and images.
Step 5 As a computer system is developed, it goes through the
following stages: systems analysis to identify what is needed,
design of the system, programming to produce programs for
the specified system, testing of the system and then the writing
of documentation, both technical and for instruction purposes.

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Driving Lesson 18
Step 1 A network allows many users to share files, printers, scanners,
applications and to communicate via e-mail.
Step 2 A LAN is made up of computers connected by cables over a
relatively short distance, while a WAN is linked via a
telecommunications network, for example.
Driving Lesson 19
Step 1 Transfer rate refers to the speed of a modem.
Step 2 ADSL is up to 40 times faster than a telephone connection. It
does not require a separate line for telephone calls and is
always connected.
Step 3 Analogue transmits data as electronic waves, which are
susceptible to corruption. Digital transmissions are much faster
and use a series of digits (1 and 0) to transmit data.
Driving Lesson 20
Step 1 A search engine is a special web page linked to a database
that allows you to search for any web pages containing a
particular word or phrase.
Driving Lesson 21
Step 1 An Intranet is only accessible from within an organisation. An
Extranet is part of an Intranet, but can be accessed by some
external users via the Internet.
Driving Lesson 22
Step 1 An e-mail address is a computer’s mailbox address, to which
messages are sent.
Step 2 The ISP provides the Internet connection, sends and delivers e-
mail.
Driving Lesson 23
Step 1 The telephone network provides a world wide connection
between computers.
Step 2 www is the world wide web: the collection of information stored
on computers that can be accessed via the Internet. A modem
converts a digital computer signal into an analogue signal that
can travel along a telephone line.
Step 3 E-mail refers to electronic messages sent between computers.
Step 4 E-mail allows you to communicate with people all over the world,
immediately and at the cost of a local telephone call. Files can
also be sent with messages.
Step 5 An e-mail attachment is a file attached to a message.

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Step 6 To use e-mail a computer must be connected to a telephone

network, usually via a modem. You must subscribe to an Internet
Service Provider and have messaging software installed.
Step 7 The Internet is a network of linked computers. The World Wide
Web is a collection of information held in web pages to which
anyone connected to the Internet can gain access.
Step 8 The Internet/www can be used to gather information about
almost any subject by using a search engine. Information,
pictures, sounds, games, can be downloaded.
Step 9 An Intranet is like an internal Internet, accessible only from
within an organisation.
Step 10 An Extranet is part of an Intranet that can be accessed by
external users via the Internet.
Driving Lesson 24
Step 1 Teleworking is a concept that allows previously office based
workers to work at home.
Step 2 Your answer may include: to teach pupils how to use
commercial software, as a teaching aid, to use the Internet for
research and homework, for storage of student records and
registration details, to help work out timetables.
Driving Lesson 25
Step 1 E-commerce is the buying and selling of goods over the
Internet.
Driving Lesson 26
Step 1 Advantages of CBT: can learn at your own pace, at convenient
times, no travelling, more control over learning.
Disadvantages of CBT: distractions, need for self discipline, lack
of interaction with others can lead to feelings of isolation.
Step 2 A Distance Learning course is completed over the Internet.
Step 3 Advantages of on-line purchasing: a huge range of products and
services available 24 hours a day, 7 days a week, from all over
the world.
Disadvantages of on-line purchasing: not able to examine the
goods or ask for advice and a small risk of insecure payment
methods.
Step 4 A computer can’t use initiative or apply judgement. It can’t adapt
to the unexpected and lacks the human touch.
Step 5 In healthcare computers can be used to hold patient records, in
ambulance control systems, to help in diagnosis and to help
perform some surgery.

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Step 6 A person would be more appropriate than a computer when

judgement or initiative is needed, or when an unexpected
situation arises. Many people prefer to have human contact
rather than deal with impersonal computer systems.
Step 7 In government computer systems are used to store public
records: social security records, vehicle registration details,
criminal records, NHS records, housing information, census
records, tax records.
Driving Lesson 27
Step 1 You would make sure your workplace was safe by checking for:
trailing or insecure power leads or cables, worn or frayed power
leads, overloaded power points.
Step 2 An employee is responsible for making proper use of provisions
and going about their job in a responsible manner.
Step 3 To protect the environment you could recycle waste paper, ink
and toner cartridges, use monitors with low power options and
PCs with standby mode. You could also save documents rather
than print out hard copies.
Driving Lesson 28
Step 1 HASAW is Health and Safety at Work.
Step 2 A good working environment would be well lit and ventilated,
have glare free VDUs, adjustable chairs and mouse mats
provided. There would be provision for breaks from the
computer.
Step 3 RSI is repetitive strain injury.
Step 4 Check for: trailing or insecure power leads or cables, worn or
frayed power leads, overloaded power points. Make sure your
chair is at the correct angle for your back and your feet touch the
floor, that your monitor screen is free from glare and you have
regular breaks.
Step 5 Some common injuries: back ache due to poor posture, RSI,
eye strain and trips or falls.
Step 6 Ergonomics means the relationship between workers and their
environment.
Step 7 To save paper you can recycle it and save files to disk rather
than print them.

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Driving Lesson 29
Step 1 You should regularly save to permanent storage in case the
computer crashes, there is a power failure, or some physical,
permanent damage to the computer.
Step 2 At least one set of backing store media should be kept off site
because of the risk of fire, theft or flood.
Step 3 Possible levels of password protection for networked files: a
password to access the PC, a user ID to access the network, a
password to access the directory or network server, a password
to access the file, a password to amend the file content.
Driving Lesson 30
Step 1 A computer virus is a malicious program intended to cause
nuisance or harm to other computer programs or files.
Step 2 Some strategies to reduce the risk:
install and regularly update anti-virus software
regularly scan the system
scan removable disks before using them, be aware of
where these disks came from
save downloaded files to floppy or hard disk and scan
before use
be suspicious of e-mails from an unknown source, do not
open anything suspicious before scanning it.
Driving Lesson 31
Step 1 A single user licence allows the software to be installed only
once.
Step 2 Advantages of shareware/freeware: either cheaper than major
commercial packages or totally free. Disadvantages: shareware
is either a not fully functioning version of the software, or will
shut down after a trial period unless a fee is paid.
Driving Lesson 32
Step 1 Personal information, e.g. names, addresses, financial
information, etc. is covered by the Data Protection Act.
Step 2 The Data Protection Principles are conventions that must be
followed by all organisations keeping information.
Driving Lesson 33
Step 1 Backing store is storage containing backed up material and is
important because it may be needed due to computer failure,
damage, etc.

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Step 2 Unauthorised access to files can be prevented by applying

passwords to every level of access.
Step 3 In the event of a power cut any changes made to data and files
since they were last saved may be lost.
Step 4 A user ID lets the system know that the user is entitled to access
the network and also which level of access is allowed. A
password is a user’s personal entry code to a computer,
software or files.
Step 5 Access rights are the different levels of access allowed by
different user IDs.
Step 6 Any four of the following: details of a user ID/password; the
personnel responsible for each level of security; anti-virus
measures specified by the security policy; penalties for
breaching security policy; procedures for reporting security
incidents; procedures for educating staff about their
responsibilities relating to information security.
Step 7 A virus can enter a system through an e-mail attachment, floppy
disk, CD or DVD, or the Internet.
Step 8 Any three of the following: time bomb/ logic bomb, macro virus,
worm, Trojan Horse.
Step 9 A virus is a malicious piece of programming intended to cause
harm, but a bug is an error or fault in a piece of software code.
Step 10 Anti-virus software should be regularly updated because new
viruses appear every day.
Step 11 Software copyright gives authors and developers of software the
same legal protection as authors of published, written and
musical works.
Step 12 Shareware and freeware are cheaper than mainstream software
(or free). Shareware often has a free trial period or a trial of a cut
down version of the program, before the fee is payable.
Step 13 This material must be considered copyright protected and it is
therefore illegal to distribute it.
Step 14 For data holders, the Data Protection Act means they must
ensure the data is secure and disclosed only for legitimate
purposes. They must only hold relevant material and nothing
more. The data must be accurate and up to date and not held
when it is no longer needed. The information must also be
accessible to the individual concerned.

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Glossary
1 byte The equivalent of 8 bits (binary digits) of information.
ADSL Asymmetric Digital Subscriber Line.
Analogue Data that is transmitted as electromagnetic waves.
Application software Software programs that allow a PC to perform specific tasks.
AV Anti-Virus - Software which deletes and destroys viruses.
Backing up Making copies of all important files.
Browser A piece of software enabling access to the Internet.
CBT Computer Based Training.
CD See CD-Rom.
CD-R Compact Disk Recordable - A Compact Disk on which it is possible to
store (write) information. (Needs specific hardware).
CD-Rom The term given to both a Compact Disk Drive and a Compact Disk itself.
“CD’s” can hold many hundreds of megabytes of information. (See ROM.)
CD-RW Compact Disk Re-Writeable - CD which allows the writing of data
repeatedly.
Client A workstation computer that accesses core data from a server.
Clock Speed The number of cycles per second (hertz) at which a processor runs.
Computer Virus A malicious piece of code which can cause damage to computerised
systems.
CPU Central Processing Unit - The “engine” of a modern computer. The CPU
carries out all information processing tasks.
Database A store of information. Usually consisting of fields in tables.
Digital Data stored/transmitted as a series of 1s and 0s.
DPA Data Protection Act - 1984 (UK) Legislation designed to prevent the
misuse of data.
DTP Desktop Publishing - The process of creating professional looking
documents.
DVD Digital Versatile Disk - A high capacity storage medium used for digital
media and information storage.
DVD-R Digital Versatile Disk Recordable.
Extranet Part of an intranet that is accessible to external users.
File server See server.
Floppy Disk Drive In principle, the same as an HDD though storage capacity is far smaller.
Holds information on a 3.5 inch floppy disk.
Formatting The process of preparing a storage disk for use.
GHz See Gigahertz.
Gigabyte 1000 megabytes (approx.).
Gigahertz 1 billion hertz.
Hard Disk Drive A form of data storage capable of holding vast amounts of information,
commonly called an HDD.
Hardware Any physical part of a computer system.
HDD See Hard Disk Drive.
Hertz One cycle per second.
Input device Any device that allows a user to enter data into a computer.

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Internet A global network of linked computers.

Intranet An organisation’s internal network.
ISDN Integrated Services Digital Network - A system which allows the
transmission of data between telephone exchanges without the need for a
modem at the computer.
ISP Internet Service Provider - Companies which provide Internet access.
IT/ICT Information Technology/Information and Communication Technology
Keyboard An input device used to enter information into a computer.
Kilobyte 1000 bytes (approx.).
LAN Local Area Network - A network which covers an area of less than 1
square kilometre.
Laptop A portable, battery operated PC.
Mainframe A very large computer system servicing an entire organisation.
Megabyte 1 million bytes (approx.).
MHz Megahertz (1 million hertz).
Modem Standing for Modulator - Demodulator, this is a device that converts
information allowing it to pass from computer to computer via a telephone
line.
Monitor A visual display device connected to a computer.
Mouse An input device used primarily for navigation around a computer's
desktop.
Operating System The piece of software which runs “behind” all others, the Operating
System allows all other software to run. Examples are Microsoft Windows
and Unix.
OS See Operating System.
Output device Any device that allows a user to bring stored data out of a computer.
PC Personal Computer.
PDA Personal Digital Assistant.
Peripheral A device attached to a computer, e.g. printer.
POST Power On Self Test - A process which a computer carries out as it starts.
PSTN Public Switched Telephone Network.
RAM Random Access Memory - Memory which can be written to and erased
repeatedly, also known as volatile memory.
ROM Read Only Memory - Memory which cannot be written too.
RSI Repetitive Strain Injury.
Search Engine A service which allows the searching of the web for information.
Server A single computer on a network from which other machines derive
resources.
Software The programs that run on a computer.
Speakers Output devices which play sounds.
Terabyte 1000 gigabytes (approx.).
Touchscreen A monitor which allows input from the user via touching the screen.
VDU See Monitor.
Virus See Computer Virus.
WAN Wide area network - A network which covers a very large area (more than
1km square).
World-Wide-Web The collection of information stored on the Internet.
Zip Disk A form of larger capacity disk than 3.5 inch floppy, used in a zip drive.

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Index

ADSL 35 Input Devices 15

Anti-virus Software 56 Internet 37, 45
Application Software 29 Intranet 38
Backup 52 ISDN 35
Bugs 31, 55 Joysticks 15
CD-ROM Drive 10, 22 Keyboard 9
Central Processing Unit 13, 14, 25 Laptop 6
Clock Speed 14, 25 Local Area Network (LAN) 34
Computer 7 Mainframe 7
At Work 42
Memory
In Daily Life 44
In Education 42 Measuring 24
In the Home 43 Types 23
Performance 25 Microprocessor 14
Viruses 55
Modem 10, 35, 40
Copyright 58
Monitor 9, 16
Database 30
Mouse 9
Data Protection Act 61
Multimedia 20
Desktop Publishing 30
Network Computers 7, 34
Digital Camera 15
OCR 15
DVD Storage 22
Operating System 28
e-commerce 45
Output Devices 16
Electronic Mail 39
Password Protection 53
Extranet 38
PDA 6
File Server 7
Peripheral 10
Floppy Disk Drive 9, 21
Personal Computer 6
Graphics Tablet 16
Plotter 16
Hard Disk Drive 9, 20
Presentation 30
Hardware 11
Printers 16
Health and Safety 48
Programmer 31
Information Society 45
PSTN 35
Information Superhighway 45
Random Access Memory (RAM) 23

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Read Only Memory (ROM) 23

Scanner 15
Search Engine 37
Secondary
Memory 23, 28
Storage 20
Security 52
Software 11
Software Applications 29
Speakers 10, 16
Storage Devices 20
Systems Analyst 31
Systems Development 31
Telephone Network 35
Touchpads 15
Touchscreens 16
Trackballs 15
Types
Computer 6
Memory 23
VDU 9, 16
Virus 55
Voice Recognition Software 15
Wide Area Network (WAN) 34
World-Wide-Web 37
Zip Drive 21

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Record of Achievement
Matrix
This Matrix is to be used to measure your progress while
working through the guide. This is a learning
reinforcement process, you judge when you are
competent.

Tick boxes are provided for each feature. 1 is for no

knowledge, 2 some knowledge and 3 is for competent. A
section is only complete when column 3 is completed for
all parts of the section.

For details on sitting ECDL Examinations in your country

please contact the local ECDL Licensee or visit the
European Computer Driving Licence Foundation Limited
web site at http://www.ecdl.com.
 ECDL Module 1 Basic Concepts

Tick the Relevant Boxes 1: No Knowledge 2: Some Knowledge 3:

Competent

Section No. Driving Lesson 1 2 3

1 General Concepts 1 Types of Computer
2 Main Parts of a PC
3 Hardware/Software

2 Hardware 5 Central Processing Unit

6 Input Devices
7 Output Devices

3 Storage 9 Storage Devices

10 Types of Memory
11 Measuring Memory
12 Computer Performance

4 Software 14 Operating System

15 Application Software
16 Systems Development

5 Information Networks 18 LAN and WAN

19 The Telephone Network
20 The Internet
21 Intranets and Extranets
22 Electronic Mail

6 The Use Of IT in Everyday Life 24 Computers at Work

25 The Electronic World

7Health and Safety Environment 27 Health and Safety

8 Security 29 Security Issues

30 Computer Viruses
31 Copyright
32 The Data Protection Act
Module 1 Basic Concepts ECDL

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 ECDL Module 1 Basic Concepts

Notes
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Notes