Lecture Notes

For
INTRODUCTION TO ICT

Diploma in Electrical & Electronics Engineering

MODULE 1

TRAINER: MR. MARTIN MWANGI

RIFT VALLEY INSTITUTE OF SCIENCE & TECHNOLOGY

Department of Electrical & Electronics Engineering

 1
INFORMATION COMMUNICATION TECHNOLOGY

DEFINITION OF TERMS

i) Computer

A computer is an electronic device that accepts and processes data into information and
under the control of instructions stored in its own memory and output or store the results for future
use.

NB: An electronic device is a device that depends on the principles of electronics and uses the
manipulation of electron flow for its operation.

ii) Data
Data are raw, unprocessed and unorganized (unstructured) facts and figures that are relatively
meaningless to the user. E.g. number of hours worked by an employee.

iii) Information
Information is derived from data. This is data that is processed, organized/structured and
presented in a given context so as to make it useful. e.g., multiplying the hours worked by the
hourly rate to get each employee’s gross earning. Information is an important component in
decision making.

For example from a students test scores, the following information can be derived: a)
Class' average score
b) Most improved student
c) Median Score etc.

USES OF INFORMATION
(a) Decision-making
When managers are ready to make choices (decisions) they need good, accurate and up-to-date
information. If they act without relevant information it could lead to disaster, and failure.
(b) Monitoring and control
Businesses will compare actual performance against its predicted (budgeted) performance. Then they
will act upon it.

iv) Information Communication Technology/Technologies (ICT)

ICT is an umbrella term that covers any software or hardware product that can store, retrieve,
manipulate, transmit or receive information electronically in a digital form. Examples include
personal computers, digital television, email, robots, radio, cellular phones and networking
hardware.
For our study, we are concerned with computer (hardware and software) and telecommunications
technology (data, image, and voice networks).

v) Information System (IS)

 An Information System (IS) is a data and
procedures that interact to support and improve day-to-day operations in an organization. These
elements of an Information System are also known as the components of an Information System.
Characteristics of High Quality Data

The Audit Commission has identified six key characteristics of good quality data.

a) Accuracy
Data should be sufficiently accurate for the intended use and should be captured only once, although it
may have multiple uses. Data should be captured at the point of activity.

b) Validity
Data should be recorded and used in compliance with relevant requirements, including the correct
application of any rules or definitions. This will ensure consistency between periods and with similar
organizations, measuring what is intended to be measured.

c) Timeliness
Data should be captured as quickly as possible after the event or activity and must be available for the
intended use within a reasonable time period. Data must be available quickly and frequently enough to
support information needs and to influence service or management decisions.

d) Relevance
Data captured should be relevant to the purposes for which it is to be used. This will require a periodic
review of requirements to reflect changing needs.

e) Completeness
Data requirements should be clearly specified based on the information needs of the organization and
data collection processes matched to these requirements.

f) Uniqueness
In order to add value to an organization, information must be unique and distinctive.

A BRIEF COMPUTER HISTORY

The
the first computer. This device allows users to make computations using a system of sliding beads arranged
on a rack; it was simply a counting device.
The Abacus

1662), the 18-year-old son of a French tax collector, invented what he called a numerical wheel calculator
to help his father with his duties but which used eight movable dials to add sums up. It was not until the
1940s that the electronic computers emerged.

In the 1820s, Charles Babbage designed the ‘Difference Engine’, a machine which could perform
mathematical calculations. A six-wheeled model was initially constructed and
demonstrated to a number of audiences. He also worked on another invention, the more complex
Analytical Engine, a revolutionary device which was intended to be able to perform any arithmetical
calculation using punched cards that would deliver the instructions, as well as a memory unit to store
numbers and many other fundamental components of today's computers. Lady Ada produced programs to
be used by the analytical machine. She is claimed to be possibly the first programmer.

Five Generations of Modern Computers

Modern computers can be classified into five generations.

First generation: 1946-1959.

First generation of computers started with using vacuum tubes as the basic components for memory and
circuitry for CPU (Central Processing Unit). These tubes like electric bulbs produced a lot of heat and were
prone to frequent fusing of the installations, therefore, were very expensive and could be afforded only by
very large organizations. The Electronic Numerical Integrator and Computer (ENIAC) was announced in
1946. It cost almost $500,000 (approximately $6,000,000 today). The computer contained 17,468 vacuum
tubes and consumed 150 kW of electricity.

Another example of computers in this generation was the UNIVersal Automatic Computer I (UNIVAC) which
used 5200 vacuum tubes and weighed 13 metric tons. It consumed 125 and could perform about 1,905
operations per second.
Vacuum Tubes

In this generation mainly batch processing of data was done. In this generation Punched cards, Paper
tape, Magnetic tape Input & Output device were used. It is said that this computer weighed 30 tons,
and had 18,000 vacuum tubes which were used for processing. When this computer was turned on for the
first time lights dimmed in sections of Philadelphia. Computers of this generation could only perform a
single task at a time, and they had no operating system.

NB: Batch processing- Executing a series of non-interactive jobs all at one time.

Second generation: 1959-1965.

Computers in this generation using the transistor were cheaper, consumed less power, more compact in
size, more reliable and faster than the first generation machines made of vacuum tubes. In this generation,
magnetic cores were used as primary memory and magnetic tape and magnetic disks as secondary storage
devices.

A Transistor

In this generation assembly languages and high level programming languages like FORTRAN and COBOL
were used. Examples of computers in this generation include IBM 300 series and the ATLAS.

The difference between a transistor and a vacuum tube is that a transistor uses a sandwich of silicon instead of
tube filled with gas to do the switching. Silicon falls into a family of elements that are neither conductor nor
insulator; they’re called semiconductors. This type of element will be either a conductor or an insulator depending
on some condition. In the case of transistors, an electrical current will cause the silicon to be a conductor.
Third Generation: 1965-1971.

The third generation of computers is marked by the use of Integrated Circuits (IC's) in place of transistors.
A single I.C has many transistors, resistors and capacitors along with the associated circuitry. The I.C was
invented by Jack Kilby. This development made computers smaller in size, reliable and efficient.

In this generation Remote processing, Time-sharing, Real-time, Multi-programming

Operating System were used. High level language (FORTRAN-II TO IV, COBOL, PASCAL PL/1, BASIC, ALGOL-
68 etc.) were used during this generation

NB:

o
circuit element.

o to
store energy electrostatically in an electric field.

Fourth Generation: 1971-1980.

The fourth generation of computers is marked by the use of Very Large Scale Integrated (VLSI) circuits.
VLSI circuits having about 5000 transistors and other circuit elements and their associated circuits on a single
chip made it possible to have microcomputers of fourth generation. Fourth Generation computers became
more powerful, compact, reliable, and affordable. As a result, it gave rise to personal computer (PC)
revolution.

In this generation Time sharing, Real time, Networks, Distributed Operating System were used. All the High
level languages like C and C++, DBASE etc. were used in this generation

Fifth Generation: 1980-todate.

In the fifth generation, the VLSI technology became ULSI (Ultra Large Scale Integration) technology, resulting
in the production of microprocessor chips having ten million electronic components or more.

This generation is based on parallel processing hardware and AI (Artificial Intelligence) software.

AI is an emerging branch in computer science, which interprets means and method of making computers
think like human beings. All the Higher level languages like C and C++, Java, .Net etc. are used in this
generation

THE TREND IN THE COMPUTER’S TECHNOLOGICAL REVOLUTION

Continual decrease in computer size

Improved speed and power of processing
Decrease in computer’s power consumption and its related facilities cost Number of components
per circuit (IC) greatly increased.

ADVANTAGES OF USING COMPUTERS

• Processing capability/Speed – Computers have higher processing speeds than other means of
processing, measured as number of instructions executed per second.
 • Accuracy – Computers are not prone to errors. So long as the programs are correct, they will always
give correct output. A computer is designed in such a way that many of the inaccuracies, which
could arise due to the malfunctioning of the equipment, are detected and their consequences
avoided in a way, which is completely transparent to the user.
• Consistency – Given the same data and the same instructions computers will produce exactly the
same answer every time that particular process is repeated.
• Reliability – Computer systems are built with fault tolerance features, meaning that failure of one
of the components does not necessarily lead to failure of the whole system.
• Memory capability – A computer has the ability to store and access large volumes of data.
• Computer can operate in risky environments e.g. volcanic sites, lethal chemical plants, where it’s risky
for humans to operate.
• Computers help to reduce paper work significantly.
• Computers can work continuously without getting bored or tired.
• Helps to cut on wage bills by reducing manpower.

DISADVANTAGES OF USING COMPUTERS IN BUSINESS

• Initial cost of installation is high
• Can result to retrenchment of staff
• Computerization projects are not always cost-effective
• In case the computers break down or malfunction, it might be extremely difficult to revert back to
the old manual system. For this reason, stand by procedures are necessary, but expensive.
• Can compromise security of data stored or being transmitted.
• Computerization leads to cyber-crime e.g. pornography etc
• They present a health hazard for example eye strain, trigger-finger syndrome and addiction
• Due to the rapid change in the computer technology, the computer and related facilities can
become outdated very fast, hence posing a risk of capital loss and cost of upgrading.

CLASSIFICATION OF COMPUTERS
Computers can be classified in different ways as shown below:

Classification by size and capability

a) Supercomputers. The largest and most powerful. Used to process large amounts of data
very quickly. They use extremely fast processors that are built for speed and are used
for processorintensive calculations such as nuclear reaction simulations and global
weather pattern modeling. Useful for meteorological or astronomical applications. Examples
include Cray and Fujitsu.

b) Mainframe computers. Large computers in terms of price, power and size. Require a carefully
controlled environment and specialist staff to operate and used for centralized processing for large
commercial organizations. They are designed to provide maximum throughput for a
simultaneous variety of workloads. They can also support a large number of terminals and
have large on-line secondary storage capacities. Manufacturers include International Business
Machine (IBM).

c) Minicomputers. Their size, speed and capabilities lie somewhere between mainframes and
microcomputers. Used as departmental computers in large organizations or as the main computer
 in medium-sized organizations. Manufacturers of minicomputers include IBM and International
Computer Limited (ICL).

d) Microcomputers. These are the personal computers commonly used for office and leisure
activities i.e. they are designed for an individual. Examples include Hewlett Packard (HP), Compaq and Dell.
They include desktops, laptops, palmtops and notebooks. Examples
of computers in this category include:

OTHERS
I. LAPTOPS
• Are among the smallest in modern world and have very large-scale circuit integration.
They have low memory and are portable.
• The main difference between the microcomputer and the laptop is the size. They are
portable. Expandability and the number of devices supported by the laptops are also limited
They run on battery power, but can also be plugged into a wall outlet.
•
computer is carried around.
•
touch pad).

II. PERSONAL DIGITAL ASSISTANT (PDA)

• It is a handheld microcomputer that trades off power for small size and greater portability.
• They typically use a touch-sensitive LCD screen for both output and input (the user
draws characters and presses icons on the screen with a stylus).
• PDAs communicate with desktop computers and with each other either by cable connection,
infrared (IR) beam, or radio waves.
• PDAs are normally used to keep track of appointment calendars, to-do lists, address
books, and for taking notes.

III. PALMTOP OR HANDHELD PC

• It is a very small microcomputer that also sacrifices power for small size and portability.
These devices typically look more like a tiny laptop than a PDA, with a flip-up screen and
+small keyboard.
• They may use Windows CE or similar operating system for handheld devices.
• Some PDAs and palmtops contain wireless networking or cell phone devices so that users can
check e-mail or surf the web on the move.

Classification by way of processing data (Type of data handled) This is by how

the computer represents and processes the data.

a) Digital computers
Digital computers process data represented in binary format using the numbers 0 and 1. They are
used for both business data processing and scientific purposes since digital computation results in
greater accuracy than analog computers. They also can perform complex computations. They are the
most commonly used type of computers.
 b) Analog computers
These are used for scientific, engineering, and process-controlled purposes. Outputs are represented
in the form of graphs. Analogue computers process data represented by physical variables and output
physical magnitudes in the form of smooth graphs. These physical changes include changes in
electronic voltages, pressure changes, temperature changes etc. Analog values, unlike digital values,
are typically many values in a range. Examples of analogue devices include car speedometer and the
slide rule.

c) Hybrid computers are computers that have the combined features of digital and analog computers;
hybrid computing offers both speed and precision. They offer an efficient and economical method
of working out special problems in science and various areas of engineering.

Consider the difference between two common types of light switches: a standard light switch and a
dimmer switch. The standard light switch has only two values: on and off. As a rule, at any one time
the switch will be in either one position or the other. This is similar to digital electrical signals, which
have discrete values (like on and off). By way of comparison, the dimmer switch starts at off , but can
be changed gradually to stronger and stronger intensities, up to the full on setting. At any one instant,
a dimmer switch can have a setting almost anywhere between on and off. This is similar to an analog
electrical signal, which may be on or off or somewhere in between.

NB/ The main feature that distinguishes digital from analog computers is the nature of the signals.
Digital signals have two discrete states, on or off. Analog signals are continuous. An analog signal’s
voltage may be constant or vary with time.

Classification by purpose
This is a classification by the use to which the computer is put.

a) Special purpose/ Dedicated computers are used for a certain specific function e.g. in medicine,
engineering, manufacturing. Embedded systems are examples of special purpose computers.

b) General-purpose computers can be used for a wide variety of tasks e.g. accounting, word processing
etc.

ROLE OF ICT IN A BUSINESS ENVIRONMENT

The use of ICT and technology has affected every aspect of business, transforming not only the way that
business is conducted but also creating new business sectors and jobs. Examples are companies like Google,
Amazon, Safaricom M-Pesa and e-Bay.
Some examples of the nature of this change include:

Marketing and e-Commerce: The use of websites has allowed companies to develop new
and cheaper ways of reaching new markets, offering customers the opportunity of buying
goods and services whenever they want and often at reduced cost, while also enhancing the
level of customer service.
Finance: Practically all companies now use software programmes e.g. Sage, QuickBooks and Excel to
manage their accounts. This has allowed them to look at financial information when required, monitor
and respond to their customers purchasing patterns. The result of this has been for many
companies a reduction in their accountancy fees.

Out of office working: For many businesses the need for staff to be away from the office attending
meetings or to be based in another geographical location has grown alongside employee demands
for more flexible working patterns. However effective communication and ability to access information
remains critical to the productivity of these staff members. Therefore through the use of technology
many companies now use a range of technologies to enable this. These include mobile phones, e-
mail, broadband, laptops, etc, thus ensuring that companies are able to be flexible and
adaptive depending on their business needs.

Networks: Virtually all businesses now have or have access to a computer. The existence of two
or more computers in an office almost always leads to the creation of a network. The main advantage
of doing so is that resources can be shared e.g. printers, internet access, files/information can
be managed and shared amongst workstations and the security of information can be better
managed through a network. Increasingly, networks are not just confined to the office but are
being adopted so that they allow home/remote working that supports changing business needs.

Inventory management
Inventory management systems track the quantity of each item a company maintains, triggering an
order of additional stock when the quantities fall below a predetermined amount

Customer Relationship Management

Customer Relationship Management systems store every interaction a company has with a customer
for future reference. The customer has a better, more focused experience and the company benefits
from improved productivity.

Payroll Systems
A payroll system is used to maintain pay accounts of employees, easily and quickly.

Human Resource Management

HRIS help in recruitment, Human Resource Planning, wage and salary planning, personnel record
 keeping and training and development.

POSITIVE USE OF ICT IN THE SOCIETY

1. Industry and commerce
• It has made the industry and commerce more efficient, productive and reliable
• Leading companies use computer technology as a competitive tool to develop new products
and services
• They are used in manufacturing to schedule operations and process control

2. Health care
• Used in medical automation in the areas of automatic diagnosis, electro-cardiogram screening
and monitoring
• Storage of medical records on patients
• Used in inter-country aided surgeon operations

3. Government Institutions
• Used heavily in government ministries such as finance, planning & education to store records
and improve work efficiency
4. Education and research
• Used in education as training aid, and in research institutions. Long distance learning (e-learning) has
replaced the old international correspondence courses offered by postage.
• It is used in aviation to train pilots using flight simulators.
• Engineers and architects use computers to design, test and re-design.

5. Communication Industry
• In telecommunication industry, it is used in control of exchange switch
• Railway corporations rely heavily on computers to co-ordinate the movement of their wagons and
goods
• Air traffic controllers use it for airspace surveillance using radar equipment

6. Police and defense

• Computers are currently used in fighting crime
• Police are capable of keeping database of finger prints which are automatically analysed by computers
• Integration of computer technology and defense has produced modern military

7. Home and leisure (entertainment)

• Computer can be used for home shopping
• There are also entertainment information for those looking for leisure as well as a host of games
• They have also been used to help handicapped e.g. instant speech are turned into text on the screen
to help deaf, while text are turned into simulated speech for the blind.

8. Employment
• Employment in the computer industry world wide has increased by 20% during 1980s to
higher percentages
• In South East Asia countries, 60% of employment opportunities are today in the computing industry.
Negative Effects of ICT in the Society
1. Lack of Social Skills
The use of online social media outlets causes us to meet face-to-face with much less frequency resulting
in a lack of much needed social skills. We lose the ability to read body language and social cues in other
people.
2. Excessive use of ICT poses a health hazard
Technology creates the perfect recipe for depression with the lack of human contact, overeating and lack
of exercise. This will lead to depression, obesity, sleep disorders, eye strain, back pains etc

Other resultant disorders include Internet addiction disorder (IAD) commonly called
problematic internet use (PIU) or compulsive internet use (CIU). Other overlapping terms include
internet overuse, problematic computer use or pathological computer use – and even iDisorder.
These terms refer to excessive computer use that interferes with daily life.
Internet addiction includes
a) Cybersexual addiction: compulsive use of adult websites for cybersex and cyber porn.
b) Cyber-relationship addiction: Over-involvement in online relationships.
c) Net compulsions: Obsessive online gambling, shopping or day-trading.
d) Information overload: Compulsive web surfing or database searches.
e) Computer addiction: Obsessive computer game playing.
3. Pollution
E-waste is not always disposed of properly, causing deadly chemicals to leach into the ground. Plants that
manufacture the electronics are emitting toxic fumes into the air.

4. Higher energy consumption People don’t turn their devices off; they keep computers on or plugged in,
mobile devices charging and televisions plugged in. Also manufacturing all of these high tech toys causes
an increase in greenhouse gas emissions.
5. Lack of Social Boundaries
Much in the same way that people over share on social media sites, there is an increasing tendency to
cross social boundaries. Cyber stalking someone or sending unsolicited nude photos are examples of
crossing social boundaries.

6. Encourages the culture of violence

After people lose empathy and are accustomed to violence, it becomes the social norm.
 COMPUTER HARDWARE
Hardware refers to the physical, tangible computer equipment and devices, which provide support for major
functions such as input, processing (computation and control), output, secondary storage (for data and
programs), and communication.

Basic Computer Parts

System Unit

The system unit is the core of a computer system. Usually it's a rectangular box placed on or underneath your
desk. Inside this box are many electronic components that process data. The most important of these
components is the central processing unit (CPU), or microprocessor, which acts as the "brain" of your
computer. Another component is random access memory (RAM), which temporarily stores information that
the CPU uses while the computer is on. The information stored in RAM is erased when the computer is turned
off.

Almost every other part of your computer connects to the system unit using cables. The cables plug into
specific ports (openings), typically on the back of the system unit. Hardware that is not part of the system unit
is sometimes called a peripheral device. Peripheral devices can be external such as a
external
Internal peripheral devices are often referred to as There are two types
according to shape: tower and desktop.

A motherboard (mainboard, system board, planar board or logic board) is the main

system, such as the central processing unit (CPU) and memory, and provides connectors for other peripherals.

The Accelerated Graphics Port (AGP) is a high speed connection to the motherboard for video cards. The AGP
port is faster than a PCI card and doesn’t use the system memory.
The Power Supply

Power supplies, often referred to as "switching power supplies", use switcher technology to convert the
AC input to lower DC voltages, a form that is usable by the Personal computer. The typical voltages supplied
are:

• 3.3 volts
• 5 volts
• 12 volts

and fans. The main specification of a power supply is in watts.

Uninterruptible Power Supply

An uninterruptible power supply, also uninterruptible power source, UPS or battery/flywheel backup is
an electrical apparatus that provides emergency power to a load when the input power source, typically

device senses a loss of power from the primary source.

HARDWARE CATEGORIES (Functional Parts)

A computer system is a set of integrated devices that input, output, process, and store data and information.
Computer systems are currently built around at least one digital processing device. There are five main
hardware components in a computer system: Input, Processing, Storage, Output and Communication
devices.
 1. INPUT DEVICES
Most computers cannot accept data in forms customary to human communication such as speech or
handwritten documents. It is necessary, therefore, to present data to the computer in a way that provides easy
conversion into its own electronic pulse-based forms. This is commonly achieved by typing data using the
keyboard or using an electronic mouse or any other input device.

a) The Keyboard

Keyboard (similar to a typewriter) is the main input device of a computer (refer to figure 2.2). It contains three
types of keys-- alphanumeric keys, special keys and function keys. Alphanumeric keys are used to type all
alphabets, numbers and special symbols like $, %, @, A etc. Special keys such as <Shift>, <Ctrl>, <Alt>,
<Home>, <Scroll Lock> etc. are used for special functions. Function keys such as <Fl>, <F2>, <F3> etc. are
used to give special commands depending upon the software used e.g.F5 reloads a page of an internet
browser. The function of each and every key can be well understood only after working on a PC. When any
key is pressed, an electronic signal is produced. This signal is detected by a keyboard encoder that sends a
binary code corresponding to the key pressed to the CPU. There are many types of keyboards but 101 keys
keyboard is the most popular one.

How the keys are organized

The keys on your keyboard can be divided into several groups based on function:

• Typing (alphanumeric) keys. These keys include the same letter, number, punctuation, and symbol
keys found on a traditional typewriter.
• Special (Control) keys. These keys are used alone or in combination with other keys to perform certain
actions. The most frequently used control keys are CTRL, ALT, the Windows key , and ESC.
• Function keys. The function keys are used to perform specific tasks. They are labelled as F1, F2, F3,
and so on, up to F12. The functionality of these keys differs from program to program.
• Cursor Movement (Navigation) keys. These keys are used for moving around in documents
or WebPages and editing text. They include the arrow keys, HOME, END, PAGE UP, PAGE DOWN,
DELETE, and INSERT and ARROW KEYS.
• Numeric keypad. The numeric keypad is handy for entering numbers quickly. The keys are
grouped together in a block like a conventional calculator or adding machine.
Key names
A – Function keys
B – Alphanumeric keys
C – Control keys
D – Navigation keys/cursor movement keys
E – Numeric keypad

The above illustration shows how these keys are arranged on a typical keyboard. Your keyboard layout
may differ.

Exercise: With the help of your tutor, identify all the keys in each of the categories listed above and
their general tasks.

b) The Mouse
A mouse is a small device used to point to and select items on your computer screen. Although mice come in
many shapes, the typical mouse does look a bit like an actual mouse. It's small, oblong, and connected to the
system unit by a long wire that resembles a tail and the connector which can either be PS/2 or USB. Some
newer mice are wireless.

A mouse usually has two buttons: a primary button (usually the left button) and a secondary button. Many
mice also have a wheel between the two buttons, which allows you to scroll smoothly through screens of
information.
When you move the mouse with your hand, a pointer on your screen moves in the same direction. (The
pointer's appearance might change depending on where it's positioned on your screen.) When you want to
select an item, you point to the item and then click (press and release) the primary button. Pointing and clicking
with your mouse is the main way to interact with your computer. There are several types of mice: Mechanical
mouse, optical mouse, optical-mechanical mouse and laser mouse.
Basic parts

A mouse typically has two buttons: a primary button (usually the left button) and a secondary button (usually
the right button). The primary button is the one you will use most often. Most mice also include a scroll wheel
between the buttons to help you scroll through documents and WebPages more easily. On some mice, the
scroll wheel can be pressed to act as a third button. Advanced mice might have additional buttons that can
perform other functions.

Holding and moving the mouse

Place your mouse beside your keyboard on a clean, smooth surface, such as a mouse pad. Hold the mouse
gently with your index finger resting on the primary button and you thumb resting on the side. To move the
mouse, slide it slowly in any direction. Don't twist it—keep the front of the mouse aimed away from you. As
you move the mouse, a pointer (see picture) on your screen moves in the same direction. If you run out of
room to move your mouse on your desk or mouse pad, just pick up the mouse and bring it back closer to you.

Hold the mouse lightly, keeping your wrist straight.

Pointing, clicking, and dragging

Pointing to an item on the screen means moving your mouse so the pointer appears to be touching the item.
When you point to something, a small box often appears that describes the item. For example, when you point
to the Recycle Bin on the desktop, a box appears with this information: "Contains the files and folders that you
have deleted."
Pointing to an object often reveals a descriptive message about it

The pointer can change depending on what you're pointing at. For example, when you point to a link in your
web browser, the pointer changes from an arrow to a hand with a pointing finger .

Most mouse actions combine pointing with pressing one of the mouse buttons. There are four basic ways
to use your mouse buttons: clicking, double-clicking, right-clicking, and dragging.

Clicking (single-clicking)

To click an item, point to the item on the screen, and then press and release the primary button (usually
the left button).

Clicking is most often used to select (mark) an item or open a menu. This is sometimes called single-
clicking or left-clicking.

Double-clicking
To double-click an item, point to the item on the screen, and then click twice quickly. If the two clicks
are spaced too far apart, they might be interpreted as two individual clicks rather than as one double-click.

Double-clicking is most often used to open items on your desktop. For example, you can start a program or
open a folder by double-clicking its icon on the desktop.

Right-clicking

To right-click an item, point to the item on the screen, and then press and release the secondary button (usually
the right button).

Right-clicking an item usually displays a list of things you can do with the item. For example, when you right-
click the Recycle Bin on your desktop, Windows displays a menu allowing you to open it, empty it, delete it,
or see its properties. If you are unsure of what to do with something, right-click it.
Right-clicking the Recycle Bin opens a menu of related commands

Dragging

You can move items around your screen by dragging them. To drag an object, point to the object on the
screen, press and hold the primary button, move the object to a new location, and then release the primary
button.

Dragging (sometimes called dragging and dropping) is most often used to move files and folders to a different
location and to move windows and icons around on your screen.

Using the scroll wheel

If your mouse has a scroll wheel, you can use it to scroll through documents and WebPages. To scroll
down, roll the wheel backward (toward you). To scroll up, roll the wheel forward (away from you).

The mouse as an input device- every movement or click you make with the mouse sends a specific input signal
to the computer. These commands allow you to open programs, drag objects, and perform many other
functions on your computer.

Mouse Types
i. Opto-Mechanical Type
This type of mouse contains a round ball that makes contact with two rollers—one for the x-axis (the
horizontal) and one for the y-axis (the vertical). Moving the mouse causes the ball to roll, and because the ball
is in contact with the two rollers, it causes them to turn. These rollers are connected to wheels with small holes
in them. Each wheel rotates between the arms of a U-shaped optical sensor. The holes allow a light to shine
through the wheel onto the optical sensor in flashes as the wheel turns. By the speed and patterns of the light
pulses, the mouse senses the speed and direction it is moving and sends its interpretation of those movements
to the computer and the mouse control software.
 ii. Optical Mouse
An optical mouse looks the same as any other computer mouse, except there is no mouse “ball.” Instead, the
optical mouse uses a special mouse pad and a beam of laser light. The beam of light shines onto the mouse
pad and reflects back to a sensor in the mouse. The mouse pad has small lines crossing it that can reflect the
light into the sensor in different ways. It is in this fashion that the optical mouse detects direction and speed
of movements.

iii. Trackballs
A trackball is basically an opto-mechanical mouse turned upside down. Instead of moving the mouse on a
table, you move the mouse ball (or, properly, the trackball), which otherwise remains stationary.

c) Computer Terminal. A terminal is a form of input and output device. A terminal can be connected to a
mainframe or other type of computers called a host computer or server. There are four types of terminals
namely dumb, intelligent, network and Internet.

Dumb Terminal
 - Used to display, send, and receive text.
- It cannot process data independently.
E.g. a terminal used by an airline reservation clerk to access a mainframe computer for flight
information is an example of a dumb terminal

Intelligent/Smart Terminal
- Includes a processing unit, memory, and secondary storage. It has a processor and does its
own processing. It can also submit jobs to be processed by a server or mainframe, but it
can stand alone as a non-connected machine
- It uses communications software and a telephone hookup or other communications link.
E.g. a microcomputer connected to a larger computer by a modem or network link is an
example of an intelligent terminal.
Network Terminal
- Also known as a thin client or network computer.
- It is a low cost alternative to an intelligent terminal.
- Most network terminals do not have a hard drive.
- This type of terminal relies on a host computer or server for application or system software.
Internet Terminal
- It is also known as a web terminal.
- It provides access to the Internet and displays web pages on a standard television set. - It
is used almost exclusively in the home.
Point-of-sale (P.OS) terminals (electronic cash registers) use both keyboard and direct entry. POS
software records each sale when it happens, so that inventory records are always up-to-date.
Keyboard Entry can be used to type in information.
Direct Entry can be used to read special characters on price tags.

Point-of-sale terminals can use wand readers or platform scanners as direct entry devices.
• Wand readers or scanners reflect light on the characters.
• Reflection is changed by photoelectric cells to machine-readable code.
• Encoded information on the product’s barcode e.g. price appear on terminal’s digital display.

`
d) Direct data entry devices

Direct entry creates machine-readable data that can go directly to the CPU. It reduces human error that
may occur during keyboard entry. Direct entry devices include pointing, scanning, voice-input devices and
gaming devices.
(i) The mouse as an input device - every movement or click you make with the mouse sends a specific
input signal to the CPU. These commands allow you to open programs, drag objects, and
perform many other functions on your computer.
(ii) Pen input devices e.g. Light pen, stylus pen etc
Pen input devices are used to select or input items by touching the screen with the pen. Light pens
accomplish this by using a white cell at the tip of the pen. When the light pen is placed against the
monitor, it closes a photoelectric circuit. The photoelectric circuit identifies the spot for entering or
modifying data. It allows the user to point to displayed objects or draw on the screen in a similar way
A stylus (or stylus pen) is a small pen-shaped instrument that is used to input commands to a

the surface of the screen to draw or make select-ions by tapping the stylus on the screen

Stylus pen

(iii) Touch sensitive screen

Touch sensitive screens, or touch screens, allow the user to execute programs or select menu items
by touching a portion of a special screen. Behind the plastic layer of the touch screen are
crisscrossed invisible beams of infrared light. Touching the screen with a finger can activate actions
or commands. Touch screens are often used in ATMs, information centers, restaurants, and
convenience stores. They are popularly used at gas stations for customers to select the grade of gas
or request a receipt at the pump (in developed countries), as well as in fast-food restaurants to allow
clerks to easily enter orders.

(iv) Scanning Devices

Scanning devices, or scanners, can be used to input images and character data directly into a
computer. The scanner digitises the data into machine-readable form. The scanning devices used
in direct-entry include the following:
Image Scanner – converts images on a page to electronic signals.
Fax Machine – converts light and dark areas of an image into format that can be sent
over telephone lines (analog signals).
Bar-Code Readers – photoelectric scanner that reads vertical striped marks printed on items.
 Character and Mark Recognition Devices – scanning devices used to read characters
and marks on documents.
There are three kinds of character and mark recognition devices:
Magnetic Ink Character Recognition (MICR)
Magnetic ink character recognition, or MICR, readers are used to read the numbers printed at
the bottom of cheques in special magnetic ink. These numbers are an example of data that is
both machine readable and human readable. The technology allows MICR readers to scan and
read the information directly into a data-collection device. The use of MICR readers increases
the speed and accuracy of processing checks.

Optical-Character Recognition (OCR)

machine-encoded text. It is widely used as a form of data entry from original paper data source such as
documents, sales receipts, mail, or any number of printed records. It is a common method of digitizing
printed texts so that they can be electronically searched, stored more compactly, displayed on-line, and
used in machine processes.

Optical-Mark Recognition (OMR)

Optical mark recognition readers are often used for test scoring since they can read the location of marks
on what is sometimes called a mark sense document. This is how, for instance, standardized tests, such as
the KCPE, SAT or GMAT are scored.

NB/ Scanners are generally classified into two: flatbed scanners and handheld scanners. Flatbed scanners
are named after the flat bed of glass that the item to be scanned would lie upon, they resemble the top
half of a photocopier
 (v) Voice–input devices
Voice-Input Devices can also be used for direct input into a computer. Speech recognition can be used
for data input when it is necessary to keep your hands free. For example, a doctor may use voice
recognition software to dictate medical notes while examining a patient. Voice recognition can also be
used for security purposes to allow only authorized people into certain areas or to use certain devices.

• Voice-input devices convert speech into a digital code.

• The most widely used voice-input device is the microphone.
• A microphone, sound card, and software form a voice recognition system.

(vi) Gaming Equipment

Games players have a wide range of hardware available to them to help them drive, fly, score, and shoot more
realistically than by using a mouse. The most common are joysticks but they can also choose steering
wheels, gamepads, and headsets.

Joystick Gamepad

2. PROCESSING DEVICES

FUNCTIONAL/LOGICAL PARTS OF A DIGITAL COMPUTER

The system unit houses the processing components of the computer system. All other computer system
devices are called peripherals, and are connected directly or indirectly into the system unit.

Fig: Components of a computer System

Central Processing Unit (CPU)
This is the part of the computer that processes data. Is the brain or the heart of a computer. Is also
known as processor and consist of three units namely -
i) Control Unit ( C U)
ii) Arithmetic logic Unit ( A L U)
iii) Main Memory unit ( M M U)

• Control Unit
o Controls execution of programs.
o It fetches instructions from memory, interprets and send the instructions to other components.
Instructions to the CPU are stored in memory, and the CPU functions by following a cycle of
fetching an instruction, decoding it and executing it. This process is known as the fetch-decode-
execute cycle.
 o Maintains order and controls activity in CPU
o Directs sequence of operations
o Communicates with Input-Output devices for
transfer of data/results into/from storage o Does not
process or store data.

 Arithmetic Logic Unit (ALU)

Performs actual processing of data using program instructions i.e. arithmetic and logical
operations. The arithmetic/logic unit can perform four kinds of arithmetic operations, or
mathematical calculations: addition, subtraction, multiplication, and division.

As its name implies, the arithmetic/logic unit also performs logical operations. A logical operation is
usually a comparison. The unit can compare numbers, letters, or special characters. The computer
can then take action based on the result of the comparison. This is a very important capability. It is
by comparing that a computer is able to tell, for instance, whether there are unfilled seats on
airplanes, whether charge- card customers have exceeded their credit limits, and whether one
candidate for Congress has more votes than another.

Logical operations can test for three conditions:

 Equal-to condition. In a test for this condition, the arithmetic/logic unit compares two
values to determine if they are equal. For example: If the number of tickets sold equals the
number of seats in the auditorium, then the concert is declared sold out.

 Less-than condition. To test for this condition, the computer compares values to
determine if one is less than another. For example: If the number of speeding tickets on a
driver's record is less than three, then insurance rates are $425; otherwise, the rates are
$500.

 Greater-than condition. In this type of comparison, the computer determines if one value
is greater than another. For example: If the hours a person worked this week are greater
than 40, then multiply every extra hour by 1.5 times the usual hourly wage to compute
overtime pay.
  CPU Buses

CPU Buses: these components are the information highway for the CPU. Buses are bundles of tiny wires
that carry data and instructions between components. The three most important buses are the
address, the data, and the control buses.

A bus is an electrical pathway that allows different elements of the computer to

Communicate with one another.

Types of buses.
 Control buses
Are unidirectional buses that carry commands signals from the microprocessor to other
parts of the system.
Contains address of the memory location to be acted by the microprocessor.
It is wide to enable it to address many devices as possible.
Majorly used for timing and control operations.
 Address bus
Are unidirectional buses from the microprocessor to external devices?
They are used to locate storage positions in the memory where the next instruction
data to be processed is to be found.
 Data bus
Are bidirectional buses that carry information and data to and from the CPU. It
determines the width of the microprocessor?
The size of the data bus is an indication of the information moving capability of its chip.
It’s where actual data transfer takes place.
64-bit Athlon Microprocessor by AMD

 Main Memory
Primary storage, also called main memory, although not a part of the CPU, is closely related to the CPU. Main
memory holds portions of the program instructions and data before and after execution by
the CPU. All instructions and data pass through main memory locations. Memory is located physically close
to the CPU to reduce access time, that is, the time it takes the CPU to retrieve data from memory. Although
the overall trend has been increased memory access time, memory has not advanced as quickly as processors.
Memory access time is often measured in milliseconds, or one thousandths of a second.

Types of main memories

1. Random Access Memory (RAM)

Referred to as the working memory. It’s the most common memory.

Its contents are read directly regardless of storage sequence.
Its function is to hold instructions and data needed by running applications.
It’s a temporary storage that holds data entered into the computer for processing.
Characteristics of RAM

 It is a volatile memory (its contents are lost when power goes off.
 Holds data temporarily before processing.
 Data can be read and written to.
 Its contents are user defined (user dictates what is stored in it)

Types of RAM
i. Static RAM
Located inside the microprocessor.
It is a fast type of memory that holds contents for a long time provided power is on.
It is used on special purpose memories because of its efficiency (cache’ memory)
A cache’ memory is used to enhance the processing speed of the computer by holding data
and instructions that are required by the processor.
Characteristics of SRAM

 Faster access by the CU

 Its contents does not require refreshment
 Its large in size
 It’s expensive
ii. Dynamic RAM
A slower type of RAM.
Holds data for a short time even when power is on hence require constant refreshing to
maintain its contents.
It is referred to as dynamic because of its tendency to lose stored charge through leaking
even with constant power supply.
Characteristics of DRAM

 Requires constant refreshment to avoid losing its content.

 Offers slower access time compared to SRAM.
 Cheaper than SRAM

2. Read Only Memory (ROM)

Stores programmed instructions and data permanently or semi permanently.
Data stored in ROM are those that should remain unchanged for a long period of time.
ROM is used to store firmware from hardware manufacturer.
Characteristics of ROM

 Data can be read but not written to.

 Its non volatile (does not lose its content even when power goes off.
 Stores data permanently
 Its contents cannot be modified.
Types of ROM
i. Mask ROM (MROM)
Written once by the manufacturer and cannot be changed.
ii. Programmable ROM (PROM)
Allows the user to write once. After programming it assumes the roles of MROM
iii. Erasable Programmable ROM (EPROM)
Allows the user to erase its contents and reprogram it as many times as possible. Its
contents are erased by exposing it to ultra violet rays through a quartz window.
iv. Electrically Erasable Programmable ROM (EEPROM)
Allows the user to also erase its contents by using electricity and reprogramming it as many
times as possible.

3. Special purpose memories.

They are memories embedded in a microprocessor used to enhance the processing speed of
the computer.
They include:
 Buffers
They are special memories found on input and output devices.input data is held in the input
buffer whereas output data is held in the output buffer.
e.g. a computer printer have buffers that can store massive documents sent by the CPU for
printing hence freeing the CPU to perform other tasks.
 Registers
They are high speed memory locations used to hold data and instructions temporarily
before and after processing.
Registers hold one piece of data at a time. They are used to hold data temporarily hence
enabling the ALU to manipulate data at high speed.

Types of registers.
 Program counter
Holds memory address of instructions to be fetched next.
 Instruction register
Holds the instructions that is currently being processed.
 Accumulator
Holds results of the last processing steps of the ALU.
 Address register
Holds the address of the next piece of data to be fetched for processing
  Storage register
Holds a piece of data that is on its way to and from the CPU.

 Cache memories
It is a fast type of RAM used to optimize system performance by increasing the
processing speed of a computer.They are labeled as:level 1,level 2 and level 3 cache
memories.

Memory capacities
Memory and storage capacity is measured in bytes.
A byte is equivalent to a single character, symbol, number and space between words.
MY HOUSE has 8 bytes.
Memory quanties include:Kilobyte,Megabyte,gigabyte,terabyte

Types of processors.

There are two types of processors namely:

1. Complex Instruction Set Computer (CISC)
Made of complex instructions microcoded into the processor.

2. Reduced Instruction Set Computer (RISC)

Uses fewer instructions set than CISC hence less costly.

Processor speed / clock speed

It is the speed at which a processor executes instructions.
It is measured in hertz (kilohertz, megahertz and gigahertz)
NB/ Some computers come equipped with COPROCESSORS. A coprocessor is a special-purpose processing

called numeric and floating-point coprocessors.

be written to take advantage of the coprocessor. If the program contains no coprocessor the
coprocessor will never be utilized.

are often called accelerator boards.

Graphics Processing Unit (GPU)

A graphics processing unit (GPU), also occasionally called visual processing unit (VPU), is a specialized
electronic circuit designed to rapidly manipulate and alter memory to accelerate the creation of images for
output to a display. The GPU is the part of the Video Adaptor Card that makes it work.

Used primarily for 3-D applications, a graphics processing unit is a single-chip processor that creates lighting
effects and transforms objects every time a 3D scene is redrawn. These are mathematically-intensive tasks,
which otherwise, would put quite a strain on the CPU. Lifting this burden from the CPU frees up cycles that
can be used for other jobs.

3. OUTPUT DEVICES

Results are taken from main storage and fed to an output device. This may be a printer, in which case the
information is automatically converted to a printed form called hard copy or to a monitor screen for a soft
copy information. Output is human-readable information. Input (data) is processed inside the computer’s
CPU into meaningful output (information). Output devices translate the machine-readable information into
humanreadable information.
 absence of holes in predefined positions. Characters are coded onto an 80-column card in columns by
combining punches in different locations; a special card reader reads the cards and translates them into

b) PRINTERS
– Outputs printouts on paper often referred to as hard-copy output.
Categorized according to:

(I) Printing Capacity

- Character printers – Print one character at a time.

- Line printers – Print one line at a time.
- Page printers – Print a whole page at a time.

(iii) Mode of Printing

- Impact Printers
- Non-Impact Printers

Impact Printers

Impact printers create an image by using some mechanism to physically press an inked ribbon against the
page, causing the ink to be deposited on the page in the shape desired. These printers are typically loud, but
remain in use today because of their unique ability to function with multipart forms. Multipart forms are
sheets of paper with embedded carbon paper so that printing on the top sheet provides several copies
simultaneously when the multiple parts are split.

a) Dot matrix printers

Dot matrix printers which use a print head that runs back and forth, or in an up and down motion, on the
page and prints by impact, striking an ink-soaked cloth ribbon against the paper, much like the print
mechanism on

are relatively of poor quality since dots are visible upon close inspection. They are inexpensive to buy
compared to other types and have one of the lowest printing costs per page. They are, however, noisy and
low-end models are slow (speed varies with price).

b) Daisy-Wheel Printer

The daisy wheel is a disk made of plastic or metal on which characters stand out in relief along the outer edge.
To print a character, the printer rotates the disk until the desired letter is facing the paper. Then a hammer
strikes the disk, forcing the character to hit an ink ribbon, leaving an impression of the character on the paper.
You can change the daisy wheel to print different fonts.

Daisy-wheel printers cannot print graphics, and in general they are noisy and slow, printing from 10 to about
75 characters per second. As the price of laser and ink-jet printers has declined, and the quality of dot-matrix
printers has improved, daisy-wheel printers have become obsolete.
 A daisy wheel

Non-Impact Printers
This type of printers print by “shooting” or burn tiny droplets of ink or toner onto paper.

a) Ink jet printers

These form images by “shooting” tiny droplets of ink on paper. They offer relatively good image quality
with so many small dots that they are not noticeable, even upon close inspection. They are relatively quiet
compared to dot matrix and most can print colour images. They are the most commonly used.

b) Laser jet printers

They form images using copier technology. When a document is sent to the printer, a laser beam "draws" the
document on a selenium-coated drum using electrical charges. After the drum is charged, it is rolled in
toner, a dry powder type of ink. The toner adheres to the charged image on the drum. The toner is transferred
onto a piece of paper and fused to the paper with heat and pressure. After the document is printed, the
electrical charge is removed from the drum and the excess toner is collected. These printers have excellent
image quality – so many small dots that they are not noticeable, even upon close inspection. They are quieter
than ink jet printers.

c) Thermal Printers

producing an image. It is very quiet and not widely used by home PC users. Some very expensive colour
models are available. “Ink” in these computers is wax crayons.
C) PLOTTERS
Printers make images one line at a time and move from top to bottom during the printing process.
Plotters, on the other hand, draw the image as humans would, with a pen; one shape at a time. Plotters
are most often used with CAD software to produce blueprints or technical diagrams. It would be quite
expensive to make a printer that can print on paper as wide as these drawings require. Because a plotter
uses a pen (or several pens in a holder) on a cable carrier, it is easy (and relatively inexpensive) to make a
very wide plotter.

Plotters are typically used for design output. They are special-purpose output devices used to produce
charts, maps, architectural drawings and three-dimensional representations. They can produce high-
quality multi-colour documents or large size documents. Plotters produce documents such as blueprints or
schematics.

been replaced with wide-format conventional printers.

D) MONITORS/VDU (Visual Display Unit)

Output device for soft-copy output (temporal screen display of output which lasts as long as the monitor’s
power is on). They are the most frequently used output devices. Some are used on the desktop; others are
portable. Two important characteristics of the monitor are size and clarity.
A monitor displays information in visual form, using text and graphics. The portion of the monitor that displays
the information is called the screen. Like a television screen, a computer screen can show still or moving
pictures.

The monitor forms images from tiny dots, called pixels. Pixels are arranged in a rectangular form. The
sharpness of image (screen resolution) depends upon the number of pixels. There are several types of
monitors:
CRT MONITORS

and deflect the electron beam(s) onto the screen to create the images.
Disadvantages of CRT monitors
1. Sharpness
CRT monitors produce images with softer edges that are not as sharp as an LCD at its native resolution.
Imperfect focus and color registration also reduce sharpness.

2. Interference from magnetic fields

They are affected by magnetic fields from other equipment including other CRTs.
3. Brightness
Relatively bright but not as bright as LCDs. Not suitable for very brightly lit environments.

4. Screen Shape
Some CRTs have a rounded, spherical or cylindrical shape screen which distorts images when viewed from
acute angles. Newer CRTs are flat.

5. Emissions
CRTs give off electric, magnetic radiations. There is considerable controversy as to whether any of these pose
a health hazard, particularly magnetic fields. The most authoritative scientific studies conclude that they are
not harmful but some people remain unconvinced.

6. Physical
They are large, heavy, and bulky. 7.

Electricity Consumption

They consume a lot of electricity and produce a lot of heat.

TFT MONITORS

is also the most expensive.

LCD MONITORS
displays utilize two sheets of polarizing material with a liquid crystal solution between them. An electric current
passed through the liquid causes the crystals to align so that light cannot pass through them. Each crystal,
therefore, is like a shutter, either allowing light to pass through or blocking the light.

LED DISPLAY

An LED display is a flat panel display, which uses light-emitting diodes as a video display.

PLASMA DISPLAY

A type of flat-panel display that works by sandwiching a neon/xenon gas mixture between two sealed glass
plates with parallel electrodes deposited on their surfaces. The plates are sealed so that the electrodes form
right angles, creating pixels. When a voltage pulse passes between two electrodes, the gas breaks down and
produces weakly ionized plasma, which emits UV radiation. The UV radiation activates colour phosphors and
visible light is emitted from each pixel.

F) VOICE-OUTPUT DEVICES
Voice-output devices make sounds that resemble human speech. Voice-output devices use pre-recorded
vocalized sounds to produce output. The computer “speaks” synthesized words. Voice output is not as difficult
to create as voice input. Most widely used voice-output devices are stereo speakers and headphones. Devices
are connected to a sound card in the system unit. Sound card is used to capture sound as well as play it back.

Examples of voice output uses:

• Soft-drink machines, the telephone, and in cars.
• Voice output can be used as a tool for learning: can help students study a foreign language.
• Used in supermarkets at the checkout counter to confirm purchases.
• Most powerful capability is to assist the physically challenged.

4. STORAGE DEVICES AND MEDIA

Memory refers to the physical devices used to store programs (sequences of instructions) or data on
a temporary or permanent basis for use in a computer or other digital electronic device.

Types of Memory

1) Primary storage, also known as main storage or is the main working area in a computer
in which data is stored for quick access by the computer's processor.

2)
computer's primary storage or

storage does not lose the data when the device is powered down—it is non-volatile.
DIFFERENCE BETWEEN PRIMARY AND SECONDARY MEMORY
(a) Unlike primary memory, secondary memory is not directly accessed by the CPU.
(b) Primary memory is volatile in nature, while secondary memory is non volatile. The information that
is stored in the primary memory cannot be retained when the power is turned off.

(c) The primary memory is much faster in terms of data access time than the secondary memory.
(d) Primary memory is more expensive than the secondary memory devices.

(e) The primary memory contains program and data that is currently being used by the CPU (temporary)
while secondary memory is used for bulk storage of data permanently.

(f) Primary memory is much smaller than secondary memory.

1. PRIMARY STORAGE

a) RAM (Random Access Memory) /RWM (Read Write Memory) – Also referred to as main memory
or primary storage. Its contents can be read and can be changed and is the working area for the user.
It is used to hold portions of the programs and data during processing. RAM chips
are volatile, that is, they lose their contents during a power cycle. A power cycle is when a device is
purposely or accidently powered off and then powered back on.
Typical sizes of RAM include 32MB, 64MB, 128MB, 256MB, 512MB, 1GB, 2GB, 4GB, 8GB etc. There
are several types of RAM:

• DRAM – Dynamic RAM

With Dynamic RAM the memory must be constantly refreshed (reenergized) or it will lose its contents.
• EDO RAM –Extended Data Out Random Access Memory
Unlike conventional DRAM which can only access one block of data at a time, EDO RAM can start
fetching the next block of memory at the same time that it sends the previous block to the CPU.
• SRAM – Static RAM
Static RAM is faster and less volatile than dynamic RAM, but it requires more power and is more expensive
• SDRAM – Synchronous DRAM

DDR (Double Data Rate), DDR2 and DDR3 are examples of SDRAM.
b) Cache Memory - Cache memory is high-speed memory that a processor can access more quickly
than RAM and more expensive than RAM. Frequently used instructions are stored in cache since they
can be retrieved more quickly, improving the overall performance of the computer. Most CPUs have an
internal cache memory (in-built in the processor) which is referred to as Level 1 (L1) cache. This can be
supplemented by external cache memory fitted on the motherboard and referred to as Level-2 cache
memory or secondary cache.

c) ROM (Read Only Memory) – Its contents can only be read and cannot be changed. ROM chips
are nonvolatile, so the contents aren’t lost if the power is disrupted. ROM provides permanent storage
for unchanging data & instructions, such as data from the computer maker. It is used to hold
instructions for starting the computer called the bootstrap program.

ROM chips, the contents, or combination of electrical circuit states, are set by the manufacturer and cannot
be changed. States are permanently manufactured into the chip.

Programmable ROM (PROM): This is a type of ROM that can be programmed using special equipment; it
can be written to, but only once. Used mostly in electronic devices such as alarm systems.
Erasable Programmable ROM (EPROM): An EPROM is a ROM that can be erased and reprogrammed. A
little glass window is installed on top of the ROM package, through which you can actually see the chip that
holds the memory. Ultraviolet light of a specific frequency can be shined through this window for a specified
period of time, which will erase the EPROM and allow it to be reprogrammed again. These chips are
usually easily identified by their small, circular windows.

Electrically Erasable Programmable ROM (EEPROM): The next level of erasability is the EEPROM, which can
be erased under software control. This is the most flexible type of ROM, and is now commonly used for

refers to reprogramming the BIOS EEPROM with a special software program. This is not a contradiction of
what "read-only" really means, but the rewriting is done maybe once a year or so, compared to real read-write
memory (RAM) where rewriting is done often many times per second. Flash memory was derived from
EEPROM.

It is very inconvenient to remove an IC every time it needs to have the software it contains upgraded. EEPROM
chips can be erased by sending a special sequence of electric signals to the chip while it is still in the circuit.
These signals then erase all or part of the chip.
NB/For the most part, PCs today use memory chips arranged on a small circuit board. These circuit boards are
called Single Inline Memory Modules (SIMMs) or Dual Inline Memory Modules (DIMMs), depending on if there
are chips on on……e side of the circuit board or on both sides, respectively.

The CMOS is used to store basic information about the PC’s configuration: number of hard drives, how much
memory etc. Boot order settings, date and CMOS password are also stored in the CMOS memory. e) Non-
Volatile BIOS Memory

This is a block of Read Only Memory (ROM) which is separate from the main system memory used for loading
and running software. The Rom contains the PC’s Basic Input/Output system (BIOS) The BIOS performs the
following routines and functions:

1. When the machine is powered on, it inspects the computer to determine what hardware is fitted and
then conducts some simple tasks to see if everything is functioning normally - process known as
the Power-On Self Test (POST).

2. If any of the peripherals are plug-and-play devices, the BIOS recognizes them and assigns
them resources.

3. Allows the PC’s set-up configuration to be viewed and edited.

If all the tests are passed, the ROM boots the machine. This, it does by looking at the boot sector of either a
hard disk or any other drive to find the boot loader program of the operating system. When it does find the
file, it loads the file into RAM, and then the operating system takes charge of the computer.

1. SECONDARY STORAGE

CLASSIFICATION OF SECONDARY STORAGE a)

Internal Storage Media

Internal storage allows the data and applications to be loaded very rapidly into memory, ready for use. The
data can be accessed much faster than data which is stored on an external storage device. This is because
internal storage devices are connected directly to the motherboard and its data bus whereas external
devices are connected through a hardware interface such as USB, which means they are
considerably slower to access.
Internal storage also means that if the computer is moved around, it will still retain its most frequently used
data. The main disadvantage of internal storage is that when the hard disk fails, all the data and applications
may be lost.

This can be avoided to some extent by using more than one hard disk within the machine. Each hard disk has
a copy of all the data, so if one fails the other can carry on. This is called a RAID array. An alternative is to use
external media for backup. An example of internal storage media is an internal/fixed hard disk.

b) External Storage Media

These media are normally used for data back-ups and are not permanently fixed inside a computer. To fulfill
the large storage requirements of computers, magnetic disks such as diskettes and external hard disks, optical
disks such as CDs and DVDs and flash drives are generally used. Advantages of external storage include:
• Data can be transported easily from one place to another- portable.
• It is useful to store software and data that is not needed frequently.
• External storage also acts as data back-up.
• External storage provides additional storage other than available in the computer.

Magnetic Storage Media

How Magnetic Storage Works

•A magnetic disk's medium contains iron oxide particles, which can be polarized—given a magnetic
charge— in one of two directions.
•Each particle's direction represents a 1 (on) or 0 (off), representing each bit of data that the CPU can
recognize. •A disk drive uses read/write heads containing electromagnets to create magnetic charges on
the medium. An electromagnet is a type of magnet in which the magnetic field is produced by electric
current.

The primary types of magnetic storage Media are:

•Diskettes (floppy disks)
•Hard disks
•High-capacity floppy disks
•Disk cartridges
•Magnetic tape

1. Diskettes/Floppy disks

•Diskette drives, also known as floppy disk drives, read and write to diskettes (called floppy disks or floppies).
•Diskettes are used to transfer files between computers, as a means for distributing software, and as a backup
medium.
•Diskettes come in two sizes: 5.25-inch and 3.5-inch.
 2. Hard Disks

•Hard disks use multiple platters, stacked on a spindle. Each platter has two read/write heads, one for each
side.
•Hard disks use higher-quality media and a faster rotational speed than diskettes.
•Removable hard disks combine high capacity with the convenience of diskettes.

2. Disk cartridges are like small removable hard disks, and can store up to 2 GB.
 Disk cartridge

3. Magnetic tapes offer very slow data access, but provide large capacities and at low cost. They
are vulnerable to dust and interference from magnetic fields.

Magnetic Tape

Advantages of Magnetic Devices

• They are very cheap for example floppy disks.
• They offer very fast data access speeds, about 1000kb/s
• Data can be read directly from any part of the hard disk
• Most of the devices store very large amounts of data e.g. hard disks.
Disadvantages of Magnetic Devices
• Data can be altered or erased by magnetic fields, dust or mechanical problems
• They gradually lose their charge over time and therefore lose data
• Hard disks eventually fail (can no longer be magnetized) which stops the computer from working
• Regular clashes can damage the surface of the disk, leading to loss of data.

b) Optical Storage Devices

•An optical disk is a high-capacity storage medium. An optical drive uses reflected light to read data.
•To store data, the disk's metal surface is covered with tiny dents (pits) and flat spots (lands), which
cause light to be reflected differently.
•When an optical drive shines light into a pit, the light cannot be reflected back. This represents a bit
value of 0 (off). A land reflects light back to its source, representing a bit value of 1 (on). Laser technology
is used to record and read information from a CD’s or a DVD’s surface.
 Types of Optical Storage Devices
1. CD-ROM

•In PCs, the most commonly used optical storage technology is called Compact Disk Read-Only Memory
(CD-ROM). CDs use microscopic indentations (Pits) and flat surfaces (Lands) to store information.
•A standard CD-ROM disk can store up to 650 – 700 MB of data, or about 70 minutes of
audio. •Once data is written to a standard CD-ROM disk, the data cannot be altered or
overwritten.

CD-R (Compact Disk - Recordable)

A CD-R disk is blank when it is supplied. The user can write data to it just once. After data has been written to
the disk it cannot be changed. CD-Rs are often used for making permanent backups of data and distributing
software when only a small number of copies are required.

CD-RW (Compact Disk - Rewriteable)

CD-RW disks can be read from and written to many times

CD-ROM Speeds and Uses

•Early CD-ROM drives were called single speed, and read data at a rate of 150 KBps. (Hard disks transfer
data at rates of 5 – 15 MBps).
•CD-ROM drives now can transfer data at speeds of up to 7800 KBps. Data transfer speeds are getting
faster. •CD-ROM is typically used to store software programs. CDs can store audio and video data, as well as
text and program instructions.

2. DVD-ROM

•A variation of CD-ROM is called Digital Video Disk Read-Only Memory (DVD-ROM), and is being used in
place of CD-ROM in many newer PCs. Its speed is much faster than CD and has a much higher storage
capacity. This is made possible by the reduction of the distance between the pits.
•Standard DVD disks storage capacity is 4.7GB of data—enough to store an entire movie. Dual-layer DVD
disks can store up to 17 GB.
•Dual-layer DVD disks can store so much data because both sides of the disk are used, along with sophisticated
data compression technologies.

DVD-RW
These disks can be read from and written onto many times.

Difference between DVD and CD

3. Blu-Ray Disc

length video discs. Triple layer discs (100 GB) and quadruple layers (128 GB) are available for BDXL re-writer

stored at a greater density than is possible with the longer-wavelength red laser used for The major
application of Blu-ray Discs is as a medium for video material such as feature films.

The Blu-ray disc overcomes DVD-reading issues by placing the data on top of a 1.1-mm-thick polycarbonate
layer. Having the data on top prevents birefringence and therefore prevents readability problems. And, with
the recording layer sitting closer to the objective lens of the reading mechanism, the problem of disc tilt is
virtually eliminated. Because the data is closer to the surface, a hard coating is placed on the outside of the
disc to protect it from scratches and fingerprints.
Advantages of Using Optical Devices over Magnetic Disks

In magnetic devices, data can be altered or erased by magnetic fields, dust or mechanical
problems unlike in optical devices where data cannot be affected by dust, magnetic fields or
fingerprints.
Magnetic devices gradually lose their charge over time and therefore lose data whereas data written on
optical devices is usually permanent.
Hard disks, which are magnetic, eventually fail which stops the computer from working.
Regular clashes of magnetic devices can damage the surface of the disk, leading to loss of data.
Optical disks are more durable and last a long time. There is a greater distance between the media
and the Read/Write element in a CD as compared to magnetic storage and therefore optical devices
can be used repeatedly without wear or data damage.
Optical devices are more portable in that they are small and lightweight.
They are inexpensive i.e. they are cheaper to manufacture than magnetic devices.

Flash/Electronic Memory
Flash memory and pen drives are very common today. Flash memory is also known as a solid state storage
device because there are no moving parts and therefore less susceptible to mechanical damage. They are
also small in physical size and light in weight therefore portable. Flash memory also transfers data at a
faster rate than optical and magnetic media. They are useful in devices where frequent updating of data
is required. Flash memory is usually found in digital cameras, digital camcorders and mobile phones.

Examples of flash memory include:

Memory sticks/flash disks
• Secure digital (SD Cards)
• MultiMedia card (MMC)
• Smart cards
Other Backup Options

Zip drive/disk – It is a special diskettes that hold 100 MB, 250 MB or 750 MB

SyQuest drive – Uses special cartridges that hold 200 MB

SyQuest drive

RAID - RAID stands for Redundant Array of Independent or Inexpensive Disks. RAID technology is
fault tolerant; that is, it allows data to be stored so that no data or transactions are lost in the event of
disk failure. RAID involves using multiple hard disks in a special controller unit and storing data
across all the disks in conjunction with extra reconstruction information that allows data to be
recovered if a hard disk fails.

Storage Area Network (SAN) – A storage area network connects servers and storage devices in
a network to store large volumes of data. Data stored in a storage area network can be quickly
retrieved and backed up. The use of storage area networks is likely to increase in the near future.
The storage

Cloud Storage
This refers to saving data to an off-site storage system maintained by a third party i.e. the hosting
company. People and organizations buy or lease storage capacity from the providers to store user,
organizational or application data.
 Computer Output Microfilm/Microfiche (COM) – A microfilm is a film on which printed
materials are photographed and stored at greatly reduced size for ease of storage. Companies that
must store significant numbers of paper documents often use computer output microfilm. These
devices transfer data directly from the computer onto the microfilm, thus eliminating the intermediate
step of printing the document on paper. Newspapers and journals typically archive old issues in this
manner, although some are now using optical storage devices. Data written on a microfilm is read
using a microfilm reader.

Storage Capacity Abbreviations

• KB - kilobyte - 1000 (thousand bytes)

• MB - megabyte - 1,000,000 (million bytes) GB - gigabyte - 1,000,000,000 (billion)
• TB - terabyte - 1,000,000,000,000 (trillion)

Difference between storage media and storage devices

A storage medium (media is the plural) is the physical material on which data items are kept. A storage
device is the computer hardware that records and retrieves items to and from a storage medium. Storage
devices can function as sources of input and output. When storage devices transfer items from a storage
medium into memory – a process called reading – they function as sources of input. When storage devices
transfer items from memory to a storage medium – a process called writing – they function as sources
of output. Sometimes the storage medium is removable from the device, e.g. a CD-ROM can be taken out
of a CD drive. Types of storage media include floppy disks, hard disks, compact discs, tape, PC Cards,
microfilm, and microfiche.

The Memory Hierarchy

 5. COMMUNICATION DEVICES

A communication device is a piece of equipment or hardware designed to help computers or electronic

devices communicate with each other.
• Network Interface Card/Controller (Network Interface Card/Network Adapter/ LAN adapter/
Ethernet card)
In computer networking, a NIC provides the hardware interface between a computer and a network.
Network cards act as the physical connection between the computer and the network media. Every
NIC has a unique Media Access Control (MAC) address and because an NIC's MAC address is
permanent, it's often referred to as the "real," or physical, address of a computer. NICs are built into

via a lowcost dedicated Ethernet chip.

• Modem
Modems allow computers (digital devices) to communicate via the phone system (based on
analog technology). It turns the computers digital data into analog, sends it over the phone line,
and then another modem at the other end of the line turns the analog signal back into digital data.

• Fax modem
A fax modem enables a computer to transmit and receive documents as Basic digital/analog
modem enhanced with fax transmission hardware that enables faxing of information from
computer to another fax/modem or a fax machine.

TYPES OF COMPUTER CABLES

Most of you probably know, that connecting of peripheral devices or hardware component to a computer
requires a specific type of cable.However, this can be quite confusing because of the wide variety of cables
that exists, so in this post I will try to provide you with a short description of some of the most frequently used
cables.
1. VGA

vga cableAnalog VGA interface was created in the late 1980′s and until now remains a standard way for
connection between a computer and monitor. Today, however, it is almost replaced by the digital interface
DVI. VGA consists of 15 contacts arranged in three rows, each of which corresponds to three separate channels
– red, green and blue. Аlthough almost all video cards on the market are equipped with DVI, you will
encounter many displays, allowing the connection to VGA, through VGA to DVI adapter.

2. Parallel ATA (IDE)

ide-cableParallel ATA (PATA) cables are used for the connection of storage devices such as hard disks,
solid-state drives, and CD-ROM drives to the computer’s motherboard. The Paralel ATA cable is a ribbon
cable with two or three connectors, one of which plugs into the ATA connector mounted on the
motherboard and the remaining connector(s) plug into drives. Each connector has 40 pins (44 pins for the
smaller formfactor version used for 2.5″ drives). Note that if two drives are attached to a single cable, one
must be configured as master and the other as slave.

3. SATA

sata cableThe serial ATA (serial advanced technology attachment), or SATA cables are designed to replace
the older ATA cables used for connection of storage devices. Since SATA offers higher data transfer speeds,
almost all modern desktop motherboards have integrated SATA host adapters. Unlike PATA, the same
SATA connectors are used on both 3.5-inch SATA drives (used in desktop and server computers) and 2.5inch
drives
(for portable computers). Each SATA cable has two 8-pin connectors (one on each end) and connects one
motherboard socket to one hard drive.

4. USB

Today it is the most popular standard for connecting various peripheral devices to a computer. Using USB
you can connect almost everything to your computer. There are 3 versions of USB:

USB 1.0/1.1 – offers data transfer speeds up to 12Mbit / s and uses four wires (2 for data and 2 for
power supply)

USB 2.0 – This is the most commonly used version of this type of interface. It provides higher data
transfer rates (480 Mbit / s) and compatibility with older versions of USB.

USB 3.0 – provides max. data transfer rate up to 4.8 Gbit / s (600 MB / s theoretical speed) and
backward compatibility with previous versions.

usb connectors

Each USB cable has two connectors (one on each end). In addition to standard USB connector, there are also
smaller ones, such as Mini-USB and Micro-USB, which are used in mobile devices. There are different types of
cables, that combine different types of USB connectors.

5. e-SATA

esata cableeSATA or External Serial Advanced Technology Attachment is an external interface for the new
SATA technologies. The e-SATA port is very similar to the SATA ports inside the computer. It allows connection
of external hard drives or optical drives, providing data transfer speeds, about three times faster than FireWire
400 and USB 2.0.
6. DVI

This is the successor of VGA designed to provide very high visual quality to digital display devices such as LCD
computer displays. It allows you to transmit digital signals between the video source and display using a digital
protocol in which the desired illumination of pixels is transmitted as binary data. There are 3 types of DVI
connectors:

DVI-A used to transmit analog signals (compatible with VGA) to an analog display, such as a CRT
monitor or budget LCD.

DVI-D can transmit only digital signals. It provides direct digital connection between any digital video
source (such as PC videocard) and digital LCD monitor.

DVI-I can work with both types of signals (DVI-A and DVI-D). DVI-I cables are capable to transmit either
a digital-to-digital signal or an analog-to-analog signal.

Importandvi cablet : To decide which type of DVI cable to use you have to heck both of the female DVI plugs
on your devices to determine what signals they are compatible with.Note that the long flat pin on a DVI-I
connector is wider than the same pin on a DVI-D connector. That’s why it is not possible to connect a male
DVI-I to a female DVI-D by but it’s possible to connect a male DVI-D cable to a female DVI-I connector. If both
connections are DVI-I a DVI-I cable is recommended. There are also special DVI to VGA cables or a DVI/VGA
adapters. In case if one connection is analog and the other connection is digital you will need a special VGA
to DVI or DVI to VGA converter.

7. HDMI

hdmi cableHDMI or High-Definition Multimedia Interface is used for transmission of high-definition video
between digital video sources (like PC graphic card or Blue ray player) and digital LCD monitors. HDMI provides
the transmission of DVI video signals and audio signals simultaneously. HDMI is backwardcompatible with DVI
digital video (but only with DVI-D or DVI-I not DVI-A) used on modern computer monitors and graphics cards.
There are 4 types of HDMI connectors:

Type A – This is the most popular type. The male connector outside dimensions are 13.9 mm x 4.45 mm
and has 19 pins. It is also electrically compatible with single-link DVI-D.

Type B – This connector dimensions are 21.2 mm x 4.45 mm (it has 29 pins). Type B is electrically compatible
with dual-link DVI-D

Type C – It is Mini connector intended for portable devices (10.42 mm x 2.42 mm) with 19 pins. Type C
is used mostly for connecting digital cameras and camcorders.

Type D – A Micro connector with 19 pins and dimensions (2.8 mm x 6.4 mm) resembling a micro-
USB connector.

8. FireWire

firewire cableA FireWire is very similar but faster than USB ( offers speeds up to 400Mbps in 1394a and
800Mbps in 1394b). It allows you to send data to and from high-bandwidth digital devices such as printers,
scanners and digital camcorders. A single 1394 port can be used to connect up 63 external devices at a
maximum cable distance between devices of 4.5 meters.

9. RJ 45 (Radio Jack 45)

rj 45 cableRJ 45 cables are used to connect computers to local area networks. There are two basic types of RJ
45 cables – straight-trough and crossover. A straight-trough cable is required to connect a computer to
hub/switch, while if you want to connect two computers directly you will need a crossover cable.
 NB/
Serial and Parallel Transmission
Digital data transmission can occur in two basic modes: serial or parallel. Data within a computer system is
transmitted via parallel mode on buses with the width of the parallel bus matched to the word size of the
computer system. Data between computer systems is usually transmitted in bit serial mode . Consequently,
it is necessary to make a parallel-to-serial conversion at a computer interface when sending data from a
computer system into a network and a serial-to-parallel conversion at a computer interface when receiving
information from a network. The type of transmission mode used may also depend upon distance and required
data rate.

Parallel Transmission
In parallel transmission, multiple bits (usually 8 bits or a byte/character) are sent simultaneously on different
channels (wires, frequency channels) within the same cable, or radio path, and synchronized to a clock.
Parallel devices have a wider data bus than serial devices and can therefore transfer data in words of one or
more bytes at a time. As a result, there is a speedup in parallel transmission bit rate over serial transmission
bit rate. However, this speedup is a tradeoff versus cost since multiple wires cost more than a single wire, and
as a parallel cable gets longer, the synchronization timing between multiple channels becomes more sensitive
to distance. The timing for parallel transmission is provided by a constant clocking signal sent over a separate
wire within the parallel cable; thus parallel transmission is considered synchronous . Serial Transmission
In serial transmission, bits are sent sequentially on the same channel (wire) which reduces costs for wire
but also slows the speed of transmission. Also, for serial transmission, some overhead time is needed since
bits must be assembled and sent as a unit and then disassembled at the receiver.

COMPUTER HARDWARE SELECTION CRITERIA

The following factors are considered when selecting hardware for use: i)
Compatibility and Industry Standards:
• Is the hardware compatible and futuristic in regard to other pieces of hardware in your technology
plan;
• Are there industry standards for similar hardware components; ii) Ease of Operation:
• Can hardware be installed, operated and maintained by local personnel;
• Are adult and student users able to access/use hardware with minimal additional technology
 competencies; iii)
Support:
• Is technical support provided by vendor at minimal cost and available in a variety of mediums;
• Are printed and electronic manuals written and understandable; Does the vendor have a
strong Research and Development Department;
• Does the vendor have a strong commitment to the Educational Community? iv) Cost:
initial and maintenance
• Is the cost competitive within the market place for like specifications; Are the
required/requested components included in the purchase price;
• Are detailed and renewal warranties available?
v) Reputation of the manufacturer.
• Financial stability
• Record of keeping promises vi) Technological Considerations:
• Is the equipment networkable?
• Does the hardware include sound utilities, video input/output, etc;
• Is the built in memory sufficient and expandable;
• Is the hard drive storage adequate and expandable;
• Are computers and printers compatible;
• Are there adequate electronic devices available for backup and storage of data;
• Are printers adequate to handle current and future job loads;
• Are monitors and projection devices adequate for small and large groups;
• Do presentation systems have quality sound in and out capabilities

HOW TO AQCUIRE ICT RESOURCES – PROCEDURE

1. Conduct feasibility study: Economic, Operational, Technical etc.
2. Prepare invitation to tender documents
3. Receive response from suppliers
4. Shortlist best suppliers
5. Call them for interview
6. Select one and sign a contract

7. Wait for delivery Ordering/Acquisition Suggestions:

• Occasionally group purchases/bundles are available; investigate current or pending offers
• Hardware packages may not provide adequate memory for necessary program functions;
consideration should be given to the savings of the package vs. the cost of additional memory
upgrades.
• Consideration must be given to whether a line of equipment is being discontinued; what implications
does the discontinuance have on issues such as maintenance.
• Review the type of warranty which is provided on the hardware.
• Maintain copies of all warranties.
COMPUTER SOFTWARE – INTRODUCTION
A computer software/program is a sequence of instructions (machine-readable) that tell the computer
hardware what to do.
There are two major categories of software: system and application software.

SYSTEM SOFTWARE
Systems software consists of programs that co-ordinate the activities of hardware and other programs. System
software is designed for a specific CPU and hardware class. The combination of a particular hardware
configuration and operating system is called a computer platform. These programs manage the "behind
the scenes" operation of the computer.

TYPES OF SYSTEM SOFTWARE

• DOS – Disk operating system

• Unix
• MAC OS X
• System 7/Mac OS 7
• Solaris

2.
a computer. Utility programs often come installed on computer systems or packaged with
operating systems.
Utilities can also be purchased individually. Examples of utility programs include: a.
Language processors – Compilers and interpreters.

b. Disk cloning software – This is software that copys the contents of one computer hard disk to
another disk or to an "image" file. Unlike standard copying functions, disk cloning involves copying
hidden and in-use files, and thus presents special challenges, as those types of files are typically not
available for copying. Examples include Disk Copy by Apple and DriveClone by Farstone Technology.
c.

Whenever the operating system attempts to file to disk, the utility intercepts it and compresses
it. Likewise, when the operating system attempts to file, the disk compression utility intercepts
the file, decompresses it, and then passes it to the operating system.
d. Antivirus software
e. Backup software
f. Disk checkers for scanning operating hard drive.
g. Disk Defragmenter
h. Disk partitioning for dividing an individual drive into multiple logical drives i. Disk Cleaner j. Debuggers
k. Registry cleaners clean and optimize the Windows registry by removing old registry keys that are
no longer in use.
Types of Operating Systems

• Multi-user: Allows two or more users to run programs at the same time. Some operating
systems

user
• Multiprocessing: Supports running a program on more than one CPU. The system has two or more

multithreading programs such that several threads of the same program run on the same CPU.

• Multitasking/Multiprogramming (vs. Singletasking): Allows more than one program to run

concurrently thereby ensuring that system resources are utilized effectively. A single-tasking system
has only one running program.

• Multithreading: Allows different parts of a single program to run concurrently. The technology can
be applied to a single process to enable parallel execution on a multiprocessor system. This means
that a single allowing the
application to better use the available hardware (multiple cores/processors).

• Real time: These Operating systems respond to input instantly. They are usually dedicated, embedded
systems. They typically read from and react to sensor data. The system must guarantee response
to events within fixed periods of time to ensure correct performance. Real-time responses are
often understood to be in the order of milliseconds, and sometimes microseconds. The predictability
of the system behaviour is the most important concern in these systems. Generalpurpose operating
systems, such as DOS and UNIX, are not real-time. The main characteristics of this type of real time
systems include: o Direct connection between input/output devices and the central processor. o
Fairly fast response time

Typical examples of real-time systems include Air Traffic Control Systems, Command Control Systems.

• Distributed: A distributed operating system is a system that manages a group of networked

computers which have the same goal for their work. The components interact with each other in
order to achieve a common goal such as solving a large computational problem. The
computers are geographically dispersed but linked by communication lines. This seamless
integration of individual nodes into a global system is referred to as transparency.

• Embedded: An embedded system is a computer system with a dedicated function within a larger
mechanical or electrical system, often with real-time computing constraints.

particular task. They are designed to operate on small machines like PDAs with a limited number of
resources. They are very compact and extremely efficient by design. Examples include Windows CE
 • Batch operating system: these execute a series of programs ("jobs") on a computer without
human interaction. Batch jobs are set up so they can be run to completion without human
interaction i.e. programs and data are collected together in a batch before processing starts.
This is in contrast to "online" or interactive systems which prompt the user for such input. Examples of
areas where batch processing is used include:

a. Producing bills
b. payroll
c. stock control
d. processing bank cheques
e. marking multiple choice examination papers

Spooling batch systems use the concept of spooling which is an acronym for Simultaneous Peripheral
Operations online.

Spooling refers to putting data in a buffer, a special area in memory or on a disk where an output
device such as a printer can access them when it is ready. Spooling is useful because devices
access data at much slower rates than the CPU. The buffer provides a waiting station where data
can rest while the slower device catches up.

The most common spooling application is print spooling. In print spooling, documents are loaded into
a buffer and then the printer pulls them off the buffer at its own rate.

• Interactive/on-line: User is online with computer system and interacts with it via an interface and
the results of data processing are available immediately. It is typically composed of many short
transactions where the result of the next transaction may be unpredictable. Response time needs to
be short since the user submits and waits for the result.

Functions of an Operating System

The main features of an operating system can be thought of as functions of the operating systems. They are
the qualities that an operating system should strive to achieve.

i) Managing Resources – These programs coordinate all the computer’s resources including the processor,
keyboard, mouse, printer, monitor, storage devices and memory.
An operating system creates a file structure on the computer hard drive where user data can be stored
and retrieved. When a file is saved, the operating system saves it, attaches a name to it, and remembers
where it put the file for future use. The way an operating system organizes information into files is called a file
system. Most operating systems use a hierarchical file system, which organizes files into directories
(folders) under a tree structure. The beginning of the directory system is called the root directory e.g. C:\.
The figure below shows a screenshot of tree structure when using Windows Explorer.
 b. Providing a user interface – Users interact with application programs and computer hardware through
a user interface. The user interface controls how you enter data or instructions and
how information displays on the computer screen.
Almost all operating systems today provide a windows-like Graphical User Interface (GUI) in which
graphic objects called icons are used to represent commonly used features. Some operating systems,

System software serves as the interface between a user, the application software, and the computer’s
hardware.

Screenshot of a sample MS DOS Console

iii) Running applications – These programs load and run applications such as word processors and
spreadsheets. Most operating systems support multitasking, or the ability to run more than one
application at a time. When a user requests a program, the operating system locates the application
and loads it into the primary memory or RAM of the computer. As more programs are loaded, the
operating system must allocate the computer resources.

iv) Support for built-in utility programs –The operating system uses utility programs for maintenance
and repairs. Utility programs help identify problems, locate lost files, repair damaged files, and backup
data. The figure here shows the progress of the Disk Defragmenter, which is found in Programs >
Accessories > System Tools.
v) Control of the computer hardware – The operating system sits between the programs and the Basic
Input Output System (BIOS). The BIOS controls the hardware. All programs that need hardware
resources must go through the operating system. The operating system can either access the hardware
through the BIOS or through the device drivers.

vi) Security - The

operating system must be capable of distinguishing between requests should be allowed to be
processed, and others which should not be processed.

A computer being secure depends on a number of technologies working properly. A modern

operating system provides access to a number of resources, which are available to software
running on the system, and to external devices like networks via the kernel.
vii) Reporting errors during program execution
APPLICATION SOFTWARE

Applications software includes programs designed to help end users solve particular problems using
the computer or to perform specific tasks beyond the operation of the computer itself.

There is more flexibility in making modifications that may be required to counteract a new initiative by
a competitor or to meet new supplier or customer requirements. A merger with another firm or
an acquisition will also necessitate software changes to meet new business needs.

Disadvantages of proprietary software

It can take a long time and significant resources to develop required features.
In-house system development staff may become hard-pressed to provide the required level of
ongoing support and maintenance because of pressure to get on to other new projects.
The software makes the business owner too heavily dependent upon the developer. It is difficult to
adapt the software to changes in the marketplace. It is expensive to develop.

Advantages of off-the-shelf software

The initial cost is lower since the software firm is able to spread the development costs over a large
number of customers.
There is lower risk that the software will fail to meet the basic business needs - you can analyze existing
features and performance of the package
Package is likely to be of high quality since many customer firms have tested the software and
helped identify many of its bugs.
 Due to its wide distribution you may be able to gain help from a large number of users especially
online.

Disadvantages of off-the-shelf software

An organization may have to pay for features that are not required and never used.
The software may lack important features, thus requiring future modifications or customisation.
This can be very expensive because users must adopt future releases of the software.
Software may not match current work processes and data standards.

Application software is further classified into general-purpose software and special purpose applications.
General purpose application software is a type of software that can be used for a variety of tasks. It is not
limited to one particular function. For example a word processor could be classed as general purpose software
as it would allow a user to write a novel, create a restaurant menu or even make a poster.
Special purpose application software, on the other hand, is a type of software created to execute one specific
task. For example a camera application on your phone will only allow you to take and share pictures.

Functions of various General-purpose software

Word processing – Create, edit and print text documents. E.g. MS Word, Word Perfect, OpenOffice
Writer.
Spreadsheets – Provide a wide range of in-built functions for statistical, logical, financial,
database, graphics, data and time calculations. E.g. Lotus 1-2-3, Excel, Quattro Pro.
Database management systems (DBMS) – Store, manipulate and retrieve data. E.g. Access, FoxPro,
dBase, Oracle, MySQL etc.
Online Information Services – Obtain a broad range of information from commercial services.
E.g. America Online, CompuServe
Communications applications- Ms Outlook for email
Browsers e.g. Internet Explorer, Mozilla Firefox, Eudora, Netscape’s Navigator, Opera Browser, Torch,
Google chrome.
Graphics – Develop graphs, illustrations and drawings. E.g. PaintShop, FreeHand, Corel Draw etc.
Project Management – Plan, schedule, allocate and control people and resources needed to complete
a project according. E.g. Project for Windows, Time Line.
Financial Management – Provide income and expense tracking and reporting to monitor and plan
budgets. E.g. Quicken, Quick-books, Sage
Desktop publishing - Used to create high-quality printed output including text and graphics;
various styles of pages can be laid out; art and text from other programs can also be integrated into
published pages. E.g. PageMaker, Publisher.
Presentation packages like MS PowerPoint, Apple Keynote, Corel Presentations Lotus Freelance
Graphics, OpenOffice, NeoOffice, StarOffice Impress

Note: Some application software come in suites. A software suite refers to related but independent
programs and packages that have a common user interface or shared data format, such as Microsoft
 Office. The programs in a software suite are designed to be used together. In addition, the
commands, the icons and procedures are the same for all programs in the suite.

CHOOSING APPROPRIATE COMPUTER SOFTWARE

There are six key software evaluation criteria that should be considered in an organization's software decision.

(i) Functionality - Software should have the right functionality to fit your industry specific requirements.
Just because the software is well known, does not mean the vendor has the specific functionality
you need to run your business.
(ii) Technology - The software must be a match for the platform and database that you are running
and the expertise of the IT staff that you have in-house.
(iii) Software Vendor - The software vendor is a critical part of the software selection process. You are not
just buying a static software solution; you are actually buying a relationship with that software vendor.
You will be paying annual maintenance so that they will continue to develop, enhance, and improve the
product.
(iv) Value Added Reseller (VAR) – If you are acquiring software from a VAR, the company needs to
have experience with the software product that you are implementing and the industry that you are
in. You
have many VAR/Implementation Partner options available to you. Make sure you get one that has a
focus in your industry.
A Value Added Reseller is a company that adds features or services to an existing product and then
resells it usually to end-users. The added value can come in form of integrating, customizing, consulting,
training and implementation.
(v) Maintenance & Support - You can expect to pay between 18-25% of the license cost for maintenance.
This entitles you to upgrades and some level of support. You should make sure that this investment you
will be making on an annual basis will be appropriate.
(vi) Total Cost of Ownership - You need to consider the total cost of ownership of the software solution
and not just the big discount that the vendor may be offering for the up-front license cost. There are 3
main components of out-of-pocket cost that should be considered. These components include the
software license, software maintenance, and implementation services. You should look at the cost
for the next 5-7 years in order to get a good idea of the long term cost to your organization.
 BASIC COMPUTER NETWORKING
Definition of a Computer Network
A computer network refers to a group of two or more computers or other hardware
devices connected/linked together for purposes of sharing resources, such as files, programs, printers
etc. The computers on a network may be linked through cables, radio waves, satellites, or infrared light
beams.

Computers on a network use protocols which define a common set of rules and signals to communicate.
NB/ Computers that are not connected to one another are known as stand-alone computers.

ADVANTAGES OF COMPUTER NETWORKING

i) Facilitating communications. Using a network, people can communicate efficiently and easily via email,
chat rooms, telephony, video telephone calls, and videoconferencing.
ii) Sharing resources and reducing costs. In a networked environment, each computer on a network can
access and use hardware and software on the network. If several computers and a printer are connected
to a network, each user can access the printer on the network, as they need it instead of buying as many
printers. Other resources include files, applications and disk storage.
Network resources include:

Printers and other peripherals

Files, data and information
Applications/programs
Disk Storage

iii) It enables distributed processing which allows a user at one computer to use a program on another
computer as a “back end” to process and store the information. The user’s computer is the “front
end,” performing the data entry.

iv) Centralized data administration and support. Data from all the user systems can be stored on one
machine where it can be managed in an easy and more secure way.

v) Users can store more information, because they can now store data on other computers on the
network. vi) They allow users to use programs that would otherwise be too large for their computer to run
by itself.

DISADVANTAGES
i. The cost of hardware, software and cabling might be quite high ii. Complexity of many LANs
means that it is often necessary to employ someone to look after the network and solve problems
relating to the system.
iii. Security of data may be compromised if adequate procedures are not adopted. iv. Any
failure in the system often means that it becomes impossible for users to work. v. Performance issues
TYPES OF NETWORKS
Categorization can be based on the following criteria:
• Based on transmission media: Wired (Guided media) and Wireless (Unguided medium)
For guided media, there is a physical path such as a cable for signal propagation, while in unguided
media; the electromagnetic wave is transmitted through air.
• Based on network size: LAN and WAN (and MAN)
• Based on management method: Peer-to-peer and Client/Server
• Based on topology (layout): Bus, Star, Ring …

Networks based Size

i) Local Area Networks (LANs)
The smallest and simplest networks are called local area networks (LANs), which extend over only a
small area, typically within a single office, building or a part thereof. In addition to operating in a
limited space, LANs are also typically owned, controlled, and managed by a single person or
organization.

A home network is a type of LAN that is contained within a user's residence.

ii) Wide Area Networks (WANs)

Wide area networks (WANs) can extend over a large geographic area e.g. across
metropolitan, regional, national or continental boundaries and are connected via the telephone
network or radio
waves. A WAN is a geographically-dispersed collection of LANs. A network device called a
connects LANs to a WAN. In IP networking, the router maintains both a LAN address and a
WAN address.
A WAN differs from a LAN in several important ways. Most WANs (like the Internet) are not owned by
any one organization but rather exist under collective or distributed ownership and management;
WANs are usually administered by multiple service providers. iv) Metropolitan Area Network (MAN)
/ Campus Area Network (CAN)

A metropolitan area network (MAN) is designed to serve a town or city, and a campus
area network is designed to serve a university, military base or an educational institution.

A metropolitan area spans a physical area larger than a LAN but smaller than a WAN, such as a
city. A MAN is typically owned and operated by a single entity such as a government body or
large corporation.

v) Intranet
An intranet is a private network within an organization that uses the same communications
protocols as the Internet (internet protocol). It is sometimes contrasted to extranets. An Intranet is used
strictly within the confines of a company, university, or organization and is based on the internet standards
 (HTML, HTTP & TCP/IP protocols). An intranet's Web sites look and acts just like any other Web sites, but

This is a computer network that allows controlled access from the outside, for specific business or
educational purposes. It uses Internet technology and the public telecommunication system to
securely share part of a business's information or operations with suppliers, vendors, partners,
customers, or other businesses. An extranet requires security and privacy. These can include

network.
Virtual Private Network (VPN)?
A virtual private network (VPN) is a network that uses a public telecommunication infrastructure,
such as the Internet, to provide remote offices or individual users with secure access to their
organization's network. A virtual private network can be contrasted with an expensive system of owned
or leased lines that can only be used by one organization. The goal of a VPN is to provide the
organization with the same capabilities, but at a much lower cost
vi) internet/internetwork

An internet (spelt with a lower case i) is a network that is composed of a number of smaller computer
networks.
vii) The Internet
The Internet (spelled with an upper case I) is the world-wide network of interconnected internets that
operates using a standardized set of communications protocols called TCP/IP (transmission control
protocol/Internet protocol), or the Internet protocol suite. This ultimate internet is vastly larger than any
other internet and connects thousands of networks and hundreds of millions of computers throughout
the world. The Internet is, therefore, an internet.

TCP/IP provides end-to-end connectivity specifying how data should be formatted, addressed,

application data exchange e.g. HTTP, SMTP, FTP.

Types of Networks based on management method:

PEER-TO-PEER NETWORKS
Peer-to-peer networks are also called workgroups and there exists no hierarchy among computers; all
computers are equal. No administrator is usually responsible for the network. Peer-to-peer networks are
appropriate for small, simple, and inexpensive networks. This type of network is appropriate where:
• 10 or less users
• No specialized services required
• Security is not an issue
 • Only limited growth in the foreseeable future

Advantages of peer-to-peer networks/workgroups

• Low cost of implementation

• Simple to configure
• User has full access to computer resources

Disadvantages of peer-to-peer networks

• May have duplication in resources

• Difficult to uphold security policy
• Difficult to handle uneven loading – unequal distribution of tasks among the workstations

SERVER-BASED NETWORKS (CLIENT/SERVER MODEL)

A computer network in which one centralized, powerful computer (called the server) is a hub to which many
less powerful personal computers or workstations (called clients) are connected. The clients run programs
and access data that are stored on the server. Network Clients (Workstations) computers request network
resources or services while the network Servers provide network resources and services to clients.

A server usually has more processing power, memory and hard disk space than clients and run Network
Operating System that can manage not only data, but also users, groups, security, and applications on
the network. Servers often have a more stringent requirement on its performance and reliability.

Server-based networks use a dedicated, centralized server. All administrative functions and resource sharing
are performed from this point. This makes it easier to share resources, perform backups, and support an
almost unlimited number of users. It also offers better security. However, it does need more hardware than
that used by the typical workstation/server computer in a peer-to-peer resource model.

composed of any number of computers and at least one Domain Controller (DC). The workstations could be
used by employees and users in the organization, while the Domain Controller, known as a Server, is capable
of managing the user workstations in many different respects.
Peer-to-Peer Networks vs Client/Server Networks

Peer-to-Peer Networks Client/Server Networks

1. Easy to set up More difficult to set up

2. Less expensive to install More expensive to install

3. Can be implemented on a wide range of A variety of OSs can be supported on the client
operating systems machines, but the server needs to run an Operating
System that supports networking i.e NOS.
4. More time consuming to maintain the Less time consuming to maintain the software being
software being used (as computers must used (as most of the maintenance is managed from
be managed individually) the server)

5. Very low levels of security supported High levels of security are supported, all of which are
or none at all. controlled from the server including access to
individual workstations. Such measures prevent the
deletion of essential system files or changing of
settings.
6. Ideal for networks with less than 10 No limit to the number of computers that can be
computers supported by the network

7. Does not require a server Requires a server running a network

operating system
8. Demands a moderate level of skill Demands that the network administrator has a high
to administer the network level of IT skills with a good working knowledge of a
server operating system
NETWORK COMPONENTS
(a) Networking/Communication Media
The two most popular types of network cabling are the 10BaseT (also known as twisted pair or Cat5),
10Base5 (also known as Thicknet) and thin coax (also known as 10Base2 or Thinnet). The “10” in
10Base5 stands for the 10 Mbps transmission rates while the “5” stands for the maximum distance of
500 meters to carry transmissions. The pairs are twisted together for the purposes of cancelling out

10BaseT cabling looks like ordinary telephone wire, except that it has 8 wires inside instead of 4,
transmits at 10Mbps, with a maximum distance of 100 meters and physical star topology with a logical
bus topology. There are basically two types of twisted-pair cabling: unshielded twisted-pair (UTP)
and shielded twisted-pair (STP). UTP is simply twisted-pair cabling that is unshielded. In STP cables,
each of the pair or collection of pair of wires that are twisted together are coated with an insulating
coating that functions as a

Thin coax looks like the copper coaxial cabling that's often used to connect an aerial antenna to a TV
set. The 10baseT/Cat5 cables have connectors that resemble a phone cord connector, only larger.
These are called RJ-45 connectors. Coaxial cables are connected using BNC connectors.
 10Base5 Cable and BNC Connector

10BaseT cable, RJ45 Connectors and their ports

NB: The BASE is for baseband operation. Baseband is an adjective that describes signals and systems whose range
 highest signal frequency); it is sometimes used as a noun for a band of frequencies starting close to zero.
RJ – Registered Jack
Fiber Optic Cables– signals are converted to light form and fired by laser or LEDs in bursts through insulated,
thin glass or plastic fiber. Light bounces back and forth along the core. The pulses of light represent the
‘on’ state in electronic data representation. An optical fiber consists of a core (denser material) and a cladding
(less dense material). In multi-mode fibres, as the name suggests, there are multiple modes of propagation
for the rays of light. These range from low order modes which take the most direct route straight down the
middle, to high order modes which take the longest route as they bounce from one side

It provides transmission speeds from 100Mbps up to 1Gbps and a maximum distance of several miles. A
small fiber-optic cable can support large amounts of voice conversation at the same time.

Fiber Optic cable

Advantages of Fiber Optic Cables

i. Immunity to Electromagnetic Interference
Although fiber optics can solve data communications problems, they are not needed everywhere. Most
computer data goes over ordinary wires. Most data is sent over short distances at low speed. In ordinary
environments, it is not practical to use fiber optics to transmit data between personal computers and printers
as it's too costly. Electromagnetic Interference is a common type of noise that originates with one of the basic
properties of electromagnetism. Magnetic field lines generate an electrical current as they cut across
conductors. The flow of electrons in a conductor generates a magnetic field that changes with the current
flow. Electromagnetic Interference does occur in coaxial cables, since current does cut across the conductor.
Fiber optics are immune to this EMI since signals are transmitted as light instead of current. Thus, they can
carry signals through places where EMI would block transmission.
ii. Data Security
There are no radiated magnetic fields around optical fibers; the electromagnetic fields are confined within the
fiber. That makes it impossible to tap the signal being transmitted through a fiber without cutting into the
fiber. Since fiber optics do not radiate electromagnetic energy, emissions cannot be intercepted and physically
tapping the fiber takes great skill to do undetected. Thus, the fiber is the most secure medium available for
carrying sensitive data.
iii. Non Conductive Cables
A serious concern with outdoor cables in certain computer networks is that they can be hit by lightning,
causing destruction to wires and other cables that are involved in the network. Certain computer companies
are aware of this problem and trying to solve it by having protective devices for wire circuits to block current
and voltage surges.
Any conductive cables can carry power surges or ground loops. Fiber optic cables can be made nonconductive
by avoiding metal in their design. These kinds of cables are economical and standard for many indoor
applications. Outdoor versions are more expensive since they require special strength members, but they can
still be valuable in eliminating ground loops and protecting electronic equipment from surge damage.
iv. Eliminating Spark Hazards
In some cases, transmitting signals electrically can be extremely dangerous. Most electric potentials create
small sparks. The sparks ordinarily pose no danger, but can be really bad in a chemical plant or oil refinery
where the air is contaminated with potentially explosive vapours. One tiny spark can create a big explosion.
Potential spark hazards seriously hinder data and communication in such facilities. Fiber optic cables do not
produce sparks since they do not carry current.
v. Ease Of Installation
Increasing transmission capacity of wire cables generally makes them thicker and more rigid. Such thick cables
can be difficult to install in existing buildings where they must go through walls and cable ducts. Fiber cables
are easier to install since they are smaller and more flexible. They can also run along the same routes as electric
cables without picking up excessive noise.
vi. High Bandwidth Over Long Distances
Fiber optics have a large capacity to carry high speed signals over longer distances without repeaters than
other types of cables. Generally, coaxial cables have a bandwidth parameter of a few MHz/km, where else the
fiber optic cable has a bandwidth of 400MHz/km.

Disadvantages
Cost - Optical fibers are expensive.
Installation/maintenance is expensive - any crack in the core will degrade the signal, and
all connections must be perfectly aligned.

Wireless Technology
i. Microwave Communications

Information is converted to a microwave signal, sent through the air to a receiver, and recovered. They
use line-of-sight devices which must be placed in relatively high locations. Microwaves are

they have shorter wavelengths.

ii. Satellite Transmission

Communications satellites are relay stations that receive signals from one earth station and
rebroadcast them to another. They use microwave signals
 iii. Infrared transmission

Involves sending signals through the air via light waves and requires line-of-sight and short
distances (a few hundred yards). It is used to connect various computing devices. Infrared
waves are
iv.
Bluetooth

Bluetooth is a specification (IEEE 802.15.1) for the use of low-power radio communications to link
phones, computers and other network devices over short distances without wires.

Bluetooth technology was designed primarily to support simple wireless networking of personal
consumer devices and peripherals, including cell phones, PDAs, and wireless headsets. Wireless signals
transmitted with Bluetooth cover short distances, typically up to 30 feet (10 meters). Bluetooth devices
generally communicate at less than 1 Mbps.

FACTORS TO CONSIDER WHEN CHOOSING TYPE OF MEDIA TO USE

1. Distance the media can successfully carry a signal
2. Environment in which the media is to be installed
3. Amount of data and the speed at which it must be transmitted
4. Cost of the media and installation

(b) Hub
The central connecting device is called a hub. A hub is a box that is used to gather groups of PCs
together at a central location using cables. A hub simply passes all the information it receives so that
all the devices connected to its ports receive the information. Hubs are mostly used in a small network
(usually less than 30 hosts). Hubs connect LANs of similar technology or to extend the distance of one
LAN. They can be called repeaters or amplifiers.

Advantages of using Hubs

i. They are inexpensive ii.

Easy to install iii. Can
connect different media iv. Very
little delay

Disadvantages

i. Limited distance between devices ii.

No protocol or rate conversion iii.
No error detection iv. Does
not filter packets
 v. Can compromise data security vi.

Generates unnecessary network traffic vii.

A maximum of 30 devices

(c) SWITCH
The Switch is a more advanced unit over the basic hub. Unlike a hub, a switch will forward
information/packets to the appropriate machine or port according to the address information on a
particular packet. Switches are used on large networks in order to cut down the amount of
unnecessary traffic being generated. They can use the same or different types of cable.

Advantages

i. Can convert protocols ii. They enhance network

performance iii. Can be configured iv. Enhances security- only

destined device receives the packet.

i. It does filter packets

ii. Does error detection

Disadvantages

i. More expensive than hubs

ii. Higher maintenance

demands

(d) Router

Routers are highly intelligent devices that connect multiple network types. They:
a. They translate one network protocol and data format to another.
b. Determine the best path for sending data.
c. They route packets across multiple networks. They use routing tables to store
network addresses to determine the best destination.
d. They are used to segment large networks.
e. They filter out noise.
f. They are normally used to connect one LAN to another. Typically, when a WAN is set up,
there will be at least two routers used.

©Kigen 2020 75
 Their disadvantages include:
a. They are a bit slow because they are intelligent devices; as such, they analyze every
packet, causing packet-forwarding delays.
b. Because of this intelligence, they are also more expensive.

Routing moves data on a hop-by-hop basis, what is often called 'hot potato' routing. If a set of
routers ends up passing the data around in a circle, without reaching the destination, it's called a
‘routing loop'. Packets get tossed around the loop until they die of old age: their 'Time To Live'
counter in the IP datagram is decremented as it passes through each router and eventually it reaches
zero and is discarded.

(e) Network Adapter Card

A computer is connected to the network through a network interface card, (also called a "NIC", "nick",
or network adapter).
The functions of the NIC include:
i. Prepare data from the computer for the network cable. Data
moves through a computer along paths called buses. These
are actually several data paths placed side by side.
Because the paths are side by side (parallel), data can
move along them in lateral groups instead of in a single
(serial) data stream. When data travels on a network cable it
is said to be traveling as a serial transmission because
one bit follows another.

ii. Send the data to another computer. iii. Controls data access
to the cable by following specific rules. iv. Receive incoming
 data from the cable and translate it into bytes that can
be understood by the computer's central processing unit
(CPU).

v.
Servers
A sever is a computer system that provides essential services across a network, to private users inside
a large organization or to public users in the internet. They typically are configured with
additional processing, memory and storage capacity to handle the load of servicing clients.

Servers offer networks the capability of centralizing the control of resources and can thus reduce
administrative difficulties. Servers perform several tasks. For example, servers that provide files to
the users on the network are called file servers. Likewise, servers that host printing services for users
are called print servers.
Servers can be Dedicated Servers/single-purpose are assigned to provide specific applications or
services for the network, and nothing else. For instance, a file server or print server. Non-dedicated
Servers/multi-purpose servers are assigned to provide one or more network services and local
access. For example, a server can be both a file server and a print server at the same time.

(g) Network Operating Systems (NOSs)

PCs use a disk operating system that controls the file system and how the applications communicate
with the hard disk. Networks use a network operating system (NOS) to control the communication
with resources and the flow of data across the network. The NOS runs on the server. Some of the more
popular network operating systems at this time include Unix, Novell’s NetWare, and Microsoft’s
Windows NT Server (or Windows 2000).

(h) Gateways: A gateway is a device used to connect networks using different protocols. Broadly,
a gateway is any connection point or node on a network that provides access to a larger one
and therefore a router is a gateway. They translate one network protocol and data formats to another.
They can translate from network-to-network, system-to-network and system-to-system. Another
example of gateway is a bridge.

(i) Workstations/Client Computers/Terminal

Workstations are the computers that the users on a network do their work on, performing activities
such as word processing, database design, graphic design, e-mail, and other office or personal tasks.
Workstations are basically nothing more than an everyday computer, except for the fact that they are
connected to a network that offers additional resources. Workstations can range from a diskless
computer system to a desktop system. In network terms, workstations are also known as client
computers.
 (k) Repeaters

allow a cabling system to extend beyond its maximum allowed length by amplifying the network
voltages so they travel farther. Repeaters are like amplifiers and, as such, are inexpensive. Repeaters
can only be used to regenerate signals between similar network segments.

(l) Bridges
A bridge is a hardware device for linking two networks that work with the same

which means that it can filter frames so that it only lets past data whose destination address
corresponds to a machine located on the other side of the bridge.

How to configure a computer to work in a network.

1. First attach the RJ-45 connector to the Ethernet network port on your PC.
2. Go to Start Button, Control Panel, Network and Internet and then Network and Sharing Center.
3. Click on Change Adapter Settings on the left panel which will display several network connection icons
e.g. Local Area Connection or Wireless Network Connection
4. Right click on the appropriate adapter, choose Properties to display Connection Properties window.
5. For most LANs, select the Internet Protocol 4 (TCP/IPv4). Highlight the protocol and choose Properties.
6. Select Obtain IP address and Obtain DNS Server Address both Automatically or enter the settings
manually by clicking the radio button for Use the Following IP Address and enter the IP Address,
Subnet Mask, and Default Gateway settings. You will also need to enter in your DNS server addresses
as well.
7. Click on Ok button to apply the settings.
NOTE: Internet protocol 6 (TCP/IPv6) is also available in Windows Vista/7.

Internet Protocol address (IP Addresses)

An Internet Protocol address (IP address) is a numerical label assigned to each device (e.g., computer,

decimal notations, such as 172.16.254.1

address 150.215.017.009. Assuming this is part of a Class B network, the first two numbers (150.215) represent
the Class B network address, and the second two numbers (017.009) identify a particular host/device on this
network.

Subnetting
Organizations have multiple networks which are independently managed and each is allocate a separate
network address. Therefore, the host number portion of an IP address is split into a subnet number and a
( smaller) host number. This result is a 3 - layer hierarchy
BASIC NETWORK COMMANDS

1. Ping:
Ping sends an ECHO_REQUEST packet to the specified host. If the host responds, you get an ICMP packet
back which means the machine is up and connected to the network. You can “ping” an IP address to see
if a machine is alive. If there is no response, you know something is wrong. E.g.

C:\>ping xxx.xxx.xxx.xxx e.g. ping 192.168.1.10

Allows you to ping another computer (the x's represent the IP address of the computer you are attempting to
ping). If this is not able to complete, this should relay back an unsuccessful message, which could be an
indication of cable issues, network card issues, hub issue, etc

C:\>ping localhost
Pings the local host, this will allow you to see if the computer is able to send information out and receive the
information back. Note that this does not send information over a network but may allow you to see if the
card is being seen.
2. IPCONFIG
Ipconfig displays the network settings currently assigned and given by a network such as IP address, subnet
mask and default gateway for each adapter bound to TCP/IP. This command can be utilized to verify a network
connection as well as to verify your network settings.

To get all local network information for your computer use the /all switch as shown below, followed by the
results that would be seen when using this command. C:\>ipconfig /all

3. Pathping/Tracert
Pathping is designed for environments in which one or more routers exist between hosts. It sends a series of
packets to each router that’s in the path to the destination host in an effort to determine whether the router
is performing slowly or dropping packets.
E.g. pathping 192.168.1.10

Example Results might be:

1 3ms 1ms 1ms 192.168.0.1 (to the router)
2 4ms 1ms 1ms 192.168.1.10 (to the proxy server)
NETWORK TOPOLOGIES
The devices on a network are referred to as nodes. Nodes can be connected using any of the various types of
media, including twisted pair copper wire cable, optical fiber cable, coaxial cable and radio waves. The nodes
in a network can be arranged according to several basic topologies (i.e., layouts).

A network topology can be physical or logical. Physical Topology is the actual layout of a network and its
connections. Logical Topology is the way in which data accesses the medium and packets are transmitted/
travel.

Physical Topologies
There are several physical network topologies:

Star Topology

The most commonly used topology in LANs is the star topology. All the nodes in a star topology are connected
to a central device like a hub, a switch or a router with a point-to-point connection. The hub acts as a
The hub or switch manages and controls all functions of the network. Star topologies can be
implemented at home, offices or even in a building.

Advantages
• The star topology is considered the easiest topology to design and implement.

• The failure of a node or cable in a star network will not take down the entire network
as compared to the Bus topology.

• Signals do not get transmitted to all the workstations if a switch is used and therefore
better performance.

• It is also easier to monitor due to the centralized management. Centralization allows inspection
of the traffic through the network which makes detection of suspicious behaviour on
the network easy.

• It is very easy to add additional nodes.

• It is easy to troubleshoot (detect faults) and to remove parts.
 • Data is safe if a switch is used as the packets only move through three points; originatorcentral
device-destination. Disadvantages
• The network is highly dependent on the central connecting device. If the central
connecting device such as a hub, a switch or a router fails due to any reason, then
ultimately the whole network can come down or collapse.

• As compared to the bus topology, a star network requires more cables to complete a network.
• The performance as well as the number of nodes that can be added in such a topology
depends on the capacity of the central device.

Physical Bus Topology

Bus topology uses a common backbone/trunk to connect all the network devices in a network in a
linear layout. A single cable functions as the shared communication medium for all the devices
attached to this cable with an interface connector or T-connector. The device, which wants to
communicate, sends the message/signal to all the devices attached to the shared cable but only the
intended recipient actually accepts the message. A terminator is added at both ends of the central
cable, to prevent bouncing of signals.

10Base-2 and 10BaseT are two popular types of the Ethernet cables used in the Bus topology.

Advantages
• Bus topologies are easy to implement
• It is easy to extend the network
• They are inexpensive to install and do not require much cabling. Disadvantages
 • Bus networks work with very limited devices. Performance issues are likely to occur in
the Bus topology if more than 12-15 computers are added in a Bus Network.
• Dependency on the central cable is risky. If the Backbone cable fails then the whole
network becomes useless and communication fails among all the computers.

• It is difficult to detect faults at individual station and addition of new devices can be difficult
• Data can be transmitted only in one direction and is then destroyed when it reaches the
end of the line else it will lead to repetition.

• Security is very low because all the computers receive the sent signal.
• Because the bus network is just a collection of cables, connectors, and terminators, there is
no amplification of the signal as it travels on the wire. This means that the size of the network
will be limited by the maximum distance the cable type can actually move the signal that holds
the data.

Physical Tree Topology

Tree topologies are comprised of multiple star topologies on a bus i.e. it is a bus/star hybrid topology.
Only the hub devices can connect directly with the tree bus and each hub functions as the root of a tree

several signals for transmission over a single medium. Advantages

• This bus/star hybrid combination supports future expandability of the computer networks,
much better than a bus or star.

• The fact that the network is divided into segments makes the network more manageable
hence easier fault identification and isolation (maintenance).
• If one segment is damaged, other segments are not affected.
 • The hybrid system overcomes the limitations of both the star and the bus topology. It doesn’t have
the limitation of hub connection points that a star has and also does not have the limitations of
the broadcast traffic and overall dependency on a single bus of the bus topology. Disadvantages
• Maintenance and management of the network may be an issue when the network spans a great
area.
• Since it is a variation of the bus topology, if the backbone fails, the various star networks will not
be able to communicate

Mesh Topology

This is a type of network in which devices are connected with many redundant interconnections
between network nodes such as computers, routers and switches. Every node not only sends its own
signals but also relays data from other nodes i.e. must collaborate to propagate the data in the
network. Mesh topologies work on the concept of routes. The message sent to the destination can
take any possible, shortest, easiest route to reach its destination. Mesh networks are typically wireless.

Routers work in finding the routes for the messages and in reaching them to their destinations. The
topology in which every device connects to every other device is called a full Mesh topology unlike
in a hybrid/partial mesh in which some nodes are connected to all the others, but some of the nodes
are connected only to those other nodes with which they exchange the most data. Advantages

• A mesh network is reliable and offers redundancy. If one node can no longer operate, all
the rest can still communicate with each other, directly or through one or more intermediate
nodes.

• The network can withstand high traffic and data can be transmitted from different
devices simultaneously.

• Expansion and modification can be done without disrupting existing nodes.

• Point-to-point connections make identification and isolation of faults easy.

• Messages travel through a dedicated line, directly to the intended recipient and therefore
privacy and security are thus enhanced. Disadvantages

• It is expensive to implement due to the amount of cabling and the number of hardware
ports it will require in order to ensure the redundancy. It is therefore mostly used in wireless
networks.
 • Setup and maintenance is very difficult.

Physical Ring Topology

In a ring topology, all the nodes are connected to each other in such a way that they make a closed
loop/ring. Each workstation is connected to two other components on either side and it communicates
with these two adjacent neighbours. Data travels around the network in one direction and sending
and receiving of data takes place by the help of a Token. A token contains a piece of information
which is sent along with the data by the source computer. Once a node receives a packet, it sends a
confirmation to the source machine. Each node gets to send data when it receives an empty token.
NB: Token Ring Networks

Advantages
• The topology is very organized and eliminates chances of collision since only one token is
usually in circulation.

• Additional nodes on the network do not affect the performance of the network.

• Each computer has equal access to network resources.

• It is easy to add devices to the network due to the point-to-point line configuration.

• It is easy to identify and isolate faults due to the point-to-point line configuration.

Disadvantages

• Each packet of data must pass through all the computers between source and destination. It
is therefore slower than a star topology.

• If one workstation goes down, the entire network gets affected.

• Data security might be compromised.

Logical Topologies
There are three logical topologies (bus, ring, and switching) which are usually implemented as a physical star.

LOGICAL BUS TOPOLOGY

Modern Ethernet networks are Star Topologies (physically) but logically they are bus topologies. The Hub is
at the centre, and defines a Star Topology.
In any network, computers communicate by sending information across the media as a series of signals. In a
logical bus topology, the signals travel along the length of the cable in all directions until they weaken enough
so as not to be detectable or until they encounter a device that absorbs them. This traveling across the
medium is called signal propagation

When a computer has data to send, it addresses that data, breaks it into manageable chunks, and sends it
across the network as electronic signals
All computers on a logical bus receive them

Only the destination computer accepts the data

All users must share the available amount of transmission time, implying network performance is
reduced

Collisions are bound to occur since all nodes are sharing same bus.

LOGICAL RING TOPOLOGY

Data in a logical ring topology travels from one computer to the next computer until the data reaches its
destination. Token passing is one method for sending data around a ring. A token is a small packet which
passes around the ring to each computer in turn.
Logical ring can be implemented on a physical star. Modern logical ring topologies use smart hubs that
recognize a computer‘s failure and remove the computer from the ring automatically. One advantage of
the ring topology lies in its capability to share network resources fairly. The topology eliminates the chances
of collision.

SWITCHING
A switch takes a signal coming from a device connected and builds a circuit on the fly to forward the signal
to the intended destination computer.
Switching is superior to other logical topologies because unlike bus and ring, multiple computers can
communicate simultaneously without affecting each other. Switching is the dominant logical topology in
LAN design.

NB: Advantages and disadvantages of a certain topology depend on the following factors:

Ease of management, Performance, Troubleshooting (maintenance), ease of design and implementation,

safety of data, cost, expandability and robustness.

INTERNET AND WORLD WIDE WEB

Specific Objectives:
By the end of this topic, the trainee should be able to:
a) Define the Internet
b) Explain the applications of the Internet
c) Explain the challenges in the use of the Internet in the business environment
d) Explain the need for Internet security
e) Open the browser
 f) Surf the net
g) Create e-mail accounts
h) Use e-mail
i) Use search engines
j) Print documents

Task 1 Defining the Internet and applications

Definition of the Internet

The Internet is a global system of interconnected computer networks that use the standard Internet Protocol
Suite (TCP/IP) to serve billions of users worldwide. It is a network of networks that consists of millions of
private and public, academic, business, and government networks of local to global scope that are linked by
a broad array of electronic and optical networking technologies. The Internet carries a vast array of
information resources and services, most notably the inter-linked hypertext documents of the World Wide
Web (WWW) and the infrastructure to support electronic mail.

History of the Internet

In the 1960s, one of MIT’s projects Mac was funded by ARPA (Advanced Research Projects Agency) of the
department of defense. During one of its conferences, ARPA rolled out the blueprints for networking the main
computers of about a dozen ARPA-funded universities institutions. They were to be connected with
communication lines at then-stunning 56 Kbps. Shortly after the conference, ARPA proceeded to implement
the ARPAnet, the predecessor of today’s Internet.

Things worked out differently from what was originally planned. Rather than the primary benefit of researchers
sharing each other’s computer, it rapidly became clear that enabling the researchers to communicate among
themselves via electronic mail (e-mail) was the key benefit of ARPAnet. One of the primary goals for ARPAnet
was to allow multiple users to send and receive information simultaneously over the same communication
paths. The network operated with a technique called packet switching, in which digital data was sent in small
packages called packets. The packets contained data addresses, error control and sequencing information.
The address information allowed packets to be routed to destinations. The sequencing information helped
reassemble the packets into their original order for presentation to the recipient since they could arrive out
of order.
The protocols for communicating over the ARPAnet became known as TCP (Transmission Control Protocol).
TCP ensured that messages were properly routed from sender to receiver and that those messages arrived
intact. As the internet evolved, organizations worldwide were implementing their own networks for both
intraorganization and inter-organization communications. A wide variety of networking hardware and
software appeared. One challenge was to get these networks to communicate. ARPA accomplished this with
the development of IP – the Internetworking Protocol, truly creating a network of networks, the current
architecture of the Internet. The combined set of protocols is now referred to as TCP/IP.

The history of the TCP/IP protocol suite can be traced back to one of the first WANs consisting of computers
from different manufacturers running different operating systems. Before ARPAnet, most computer networks
were homogeneous, consisting of computers from the same hardware manufacturer running the same
operating system.
The ARPAnet’s popularity became apparent, and in 1975, it was converted from an experimental research
network into a fully operational network. Research into network protocols continued and the Internet Protocol
Suite resulted. The TCP/IP protocols were adopted as Military Standards in 1983, and all computers connected
to the ARPAnet were required to adopt the new protocol. The ARPAnet was then split into two networks: the
MILNET, used for military communications, and the new, much smaller ARPAnet, used for further research.
MILnet and ARPAnet together became known as the Internet. Initially, Internet use was limited to the
universities, research institutions and the military, but eventually with time Internet has incorporated
commercial applications.

The term internet (notice the lower case i) is now used to refer to any collection of physically separate networks
that share the same communication protocols (not necessarily TCP/IP) to appear as a single logical network.
The term Internet (notice the upper case I) is used to refer to the worldwide collection of interconnected
computer networks that run the TCP/IP protocols.

Internetworking evolved as a solution to three key problems which are as follows:

i) Isolated LANs
It made electronic communication between different offices or departments impossible.
ii) Duplication of Resources
The same hardware and software had to be supplied to each office or department, as did separate
support staff.
iii) Lack of Network Management
No centralized method of managing and troubleshooting networks existed.

Web related terminologies:

Web browsers

Web browsers are software applications that are used to retrieve web pages from the Internet onto a device.
They let you surf (or browse) through information on the Web. Information on the Web is structured into
pages. Each page has a specific address that is used to locate and access information on that page. The three
browsers that particularly dominate the Internet market are:
- Microsoft’s Internet Explorer
- Mozilla Firefox - Netscape’s Navigator
- Torch

Modem (Modulator / Demodulator)

On the Internet, computers exchange information via telephone lines. A modem is a device that enables you
to connect to the Internet and access information through telephone wires. As a transmitting modem, it
translates computer information into a form that can transmit over telephone lines (this is the process
of modulation).
As a receiving modem, it translates the information in a form that your computer can understand (this is
the process of demodulation) i.e. from analogue to digital.
A fast modem is essential. It will reduce the amount of time spent waiting for web pages, files, or messages
from the Internet. Modem speeds are quoted in ‘bps’ (bits per second). Typical speeds are 9600 bps, 4.4
Kbps (Kilobits per second), 28.8 Kbps, 56 Kbps, etc.

Internet Service Provider (ISP)

This is a commercial organization that provides Internet connections, along with a set of support
services for a fee.
Most people and organizations get a connection to the Internet over a telephone line through an ISP, though
some larger businesses and institutions (such as universities) have their own internet connections.

An ISP will usually have a number of host computers. These hosts will typically provide storage space for
electronic mail messages for their users, users’ own web sites and a set of related facilities such as advice,
support software and appropriate security.
Examples of local ISPs include Africa Online, Kenya Web, ISP Kenya, Swift Kenya and Inter-Connect.
When you open an account with an ISP you will be provided with a user name and a password:
Username - Every time you get connected, you require a name to identify yourself on the Internet.
Password - This is needed for security purposes. This ensures that your Internet account is secure. NB:
ISPs charge for the services rendered.

The World Wide Web

The World Wide Web is also known as the Web, WWW or W3. The Web is a part of the Internet.

The WWW is a collection of hyperlinked web pages published on the Internet. This huge collection of
documents is stored on computers, called hosts, around the world. The documents may contain text, pictures,
sounds, small programs or forms to be completed by a user.

Web Page
Web pages are documents published on the Web by organizations and individuals interested in making
themselves available online. Web pages can include text, pictures, sound and video.
Each web page has an address on the Internet. This address is called a Uniform Resource Locator (URL).
Web pages are created using Hypertext Markup Language.

Web Site
A collection of web pages belonging to an organization or individual is called a website. These
organizations or individuals maintain the website.

Hyperlinks
These are links that connect one page to another which creates the World Wide Web. These links
connect: 1: One web page to another part of the same web page. This is useful if it is a really large page.
2: One web page to another website somewhere on the Web.
3: A page to a file, such as a sound clip, video, a spreadsheet or a Word document etc.
These links to other pages can be links to objects stored anywhere on the Internet. Hypertext links are
indicated by underlined text highlighted in blue
(usually). Hyperlinks are also represented by
buttons, graphics or pictures. Web Hosting

A World Wide Web server is a computer with programs that answer requests for documents from clients
(browsers) over the Internet. Files containing web sites are placed on these servers also known as host
computers. A host computer is any computer connected to the Internet and has stored information that has
been made available to the Web.

Home Page
The Home page is the web page loaded when Internet Explorer is first started i.e. when you access the Web.
You can set any web page as your home page.
The home page is also the first page of a company or an individual’s website on the Web.
Note: Do not confuse your home page with the home page of the websites you visit. Your home page is set
through Internet Explorer.
The home page of a website is the introductory page for the site. If you click a hyperlink such as Home on a
web page, you will jump to the website’s home page, not yours. To access your home page, click the Home
button on the Explorer toolbar.

Web Address (Uniform Resource Locator (URL))

Each web page has a unique address or location, called the Uniform Resource Locator (URL). You can
instantly display any Web page if you know its URL. For example, http://www.compaq.com You can
include wildcards in a URL in cases when you may not know the full path. For example:
http://www.mars.superlink.net/~zorro/humor.com
The wild card (~) is used to represent character(s). In the above example, sites that have Azorro, Thezorro
etc instead of ~Zorro will be displayed.
A wrongly entered character can result in an invalid URL, e.g. a comma instead of a full stop or a dash
instead of an underscore.

Search Engines/Search Services.

A search engine is software that helps you locate information in the Web. There are several search engines
such as Google search engine, Yahoo, Infoseek, Lycos, Web Crawler, and Excite that offer different kinds of
searching capabilities.

Spam
Unwanted internet mail and ads.

Applications of the Internet

Once you’re connected to the Internet, there are limitless possibilities. You can send messages to users in
other countries, join a chat group, or try out new games. Some of the services offered on the Internet include
the following:
1. Electronic Mail (e-mail)
Email is a system for transmitting messages between computers. Exchanging electronic mail is the
most popular feature on the Internet. With Internet email you can send messages to people all over
the world including friends, customers and even people you meet on the Internet. Electronic mail is
faster than ordinary mail, easy to manage, inexpensive and saves paper.
2. Information
The Internet gives you information on virtually any subject. This is because of the World Wide Web.
The World Wide Web (www) is a global system of linked web pages containing information - text,
pictures, sound and video.
You can review newspapers, magazines, academic papers and much more. Governments, colleges,
universities, companies and individuals all offer free information on the Internet. For example, you can
inquire about universities in Britain or America.

3. Programs
Thousands of programs are available on the Internet. These programs include word processors,
spreadsheets, electronic cards and much more. You can look for the latest software over the Internet.
For example, you can get the latest Anti-Virus software available and in addition, retrieve a free trial
issue.

4. Entertainment
Hundreds of simple games are available on the Internet, including racing cars, chess, poker, football
and much more. The Internet also lets you review current movies and hear television theme songs.

5. Discussion Groups (Chat groups/Rooms)

You can join discussion groups on the Internet and meet people around the world with similar interests.
IRC (Internet Relay Chat) is a chatting system on the Internet that lets you chat privately or in groups.
You can ask questions, discuss problems and read interesting stories. There are many discussion
groups on various topics.

6. Online Shopping/trading and advertising(e-commerce)

You can order goods and services on the Internet without leaving your desk. For example, you can
view a catalogue of a certain clothes shop over the Internet and fill in an online order form.

7. Newsgroups
These are discussions on a range of topics from recreational activities to scientific research. Any
Internet surfer can access some of these newsgroups, while others will need subscription. You can read
any articles or write articles and post them.
8. Social Networking
By far the most popular and fastest growing communication method made possible by broadband
Internet service, social networking started out as a way for people to find old friends, stay in touch
with current ones, and meet new ones. It has now grown into a prolific communication tool for both
personal and business use. You can organize groups, notify people of events, send mass email
messages, chat, and so much more. Facebook, Twitter, and MySpace are currently the most popular
social networking sites, and have attracted billions of users. Many businesses have used social
networking for advertising and marketing purposes and seen great results.
9. As a research tool
To learn about new developments or products, competitors, market news and customer opinions.

The challenges in the use of the Internet in a business environment

Explaining the need for Internet security

With the number of businesses that are connecting to the Internet and using cable modems, DSL lines, and
T1 circuits, the need to secure their connections is not only necessary but also simply due diligence on the
part of the company. Businesses rely on their Internet connection to send credit card payments through, to
run their VoIP phones, and even to host their webpage. If Internet connectivity is disrupted then business can
not operate as usual.

In order to insure that the connection to the Internet is secure there are some basic methods that can be
utilized that are fairly cheap and will more than pay for themselves with the increased security and uptime of
the Internet connection. A business does not need to make sure their network is as tight as an Army base;
they just need to make sure they are more secure than others so that attackers will target the easier sites and
leave theirs alone.

The very first thing that needs to be put in place at each and every Internet connection is a firewall. All
businesses should have a hardware firewall that protects and separates their business from the Internet. A
cable modem with built-in firewall may be adequate for a household, but a business should look at a
commercially available firewall such as a Juniper firewall 5 series, a SonicWall firewall, or even a Cisco SOHO.
These are all inexpensive and are easy to manage and configure. A firewall is the first step of protection that
keeps out those who do not need to have access to the internal business network. Essentially installing a
firewall is similar to installing locks on a house. Only those with the proper keys can access the house just as
only those who have been specifically granted access can access the network behind the firewall.

Once a firewall has been installed, configured, and is working properly a business is going to want to look at
the computers themselves. There are two things that need to be done on all the machines that will insure that
the machines stay up and operational longer than those that are left unprotected. The two things are necessary
are: patching the machines for the latest updates for both the operating system (OS) and the applications, and
then installing antivirus software.

The patching of the systems will insure that the vulnerabilities that virus/worm writers are using to exploit and
take over machines will not be effective against a patched machine. By patching the machine the entry door
is closed and the worm will not be able to gain access. Application patches update their tools and software
being used on the machine. With the latest patches this too will make it more difficult for attackers to exploit
machines and gain entry to them.
Antivirus software is an absolute necessity on machines. System administrators and users can become annoyed
with it as it is a resource hog but that is because the software is tasked with protecting the system and they
continually scan the system for infections. When used in “real-time” mode each file is scanned before
downloading, uploading, or being saved to the disk. This is important when reading emails, sending emails,
or even surfing on the Internet.
There are many other steps that can be taken to give a business a stricter security posture. However, by taking
the above steps a business can rest assured that they have taken the due diligence and installed the most
basic security measures in their business that will make it difficult for an attacker to gain unauthorized access
to a business’s network.

Task 4 Opening the browser and surfing the internet

There are several ways to start Internet Explorer.

1. To start Internet Explorer from the Windows desktop, double-click the Internet Explorer
icon.
OR
1. On the Windows taskbar, click Start.
2. Select the Programs menu item.
3. From the submenu displayed, select Internet Explorer from the Internet Explorer group.
You may be required to make a connection through your ISP in order to log on to the Internet.
4. Click in the User name: box and enter your user name.
5. Type in your password in the Password box.
The password appears in asterisk format (*) for added privacy and security.
6. Click Connect to access the Internet.
Note: The Dial-up Connection dialog box will not be displayed if you are connected to the ISP via a
proxy server. A proxy server allows several users to access the Internet account using a single account.

Upon successful logging on, the Internet Explorer displays the ‘home page’ and a Connection
Indicator appears on the Taskbar to indicate that you are online.

NB: All the time you are connected, you incur a local telephone charge to the local phone company and access
time to the ISP. Connection indicator
You can find out at what speed you are receiving data, how much time you have spent online etc.,
by doubleclicking the Connection Indicator.
Other browsers have a similar procedure for opening.

CUSTOMIZING THE WEB BROWSER.

Purpose.
Moving from site to site can be slow if the ISP or Internet lines are busy, if the host server (the server storing
the site you are trying to access) is busy or if you are using a slow modem.
The volume of traffic is also growing on the Internet and so web designers are constantly looking for ways
in which they can make their pages load faster.
If a site contains graphics (or other multimedia content like video, audio etc) you can prevent the
graphics from downloading so as to speed up browsing.

Step-by-Step.
1. From the View menu, select Internet Options….
2. Click the Advanced tab.
3. Scroll down to the Multimedia section.
4. Deselect the options or content that you want turned off e.g Show Pictures, Play Animations or Play Videos.
5. Click OK.

NB: If the Show pictures check box is cleared, you can still view an individual picture on a web page
by right-clicking its icon and then clicking Show Picture. Information and Communication Page 8

ELECTRONIC MAIL (E-MAIL)

One of the common services provided by the Internet is electronic mail, also known as e-mail. This is a
worldwide system for sending and receiving electronic messages from one computer to another. E-mail is a
much faster, economical and convenient way of sending messages to family, friends and colleagues than the
old fashioned mail called “snail mail”. With “snail mail” a message or letter is sent to the recipient through the
post office and takes days or weeks before reaching the destination. An e-mail message can travel around the
world in minutes.
For one to be able to communicate using email, the following components are needed:
1) A computer where you will send or receive the e-mail messages.
2) Your e-mail address and that of the receiver.
3) An ISP company who will deliver your message to the receiver.
4) An e-mail program that lets you send, receive and manage your e-mail messages, e.g. Microsoft
Outlook, Outlook Express, Lotus Notes, Eudora.
Once you send a letter, it travels from your computer, through a modem, which connects your computer to
the Internet via the telephone network. The mail travels through various computers, until it reaches the final
destination.

Components of an e-mail address:

An e-mail address consists of two parts separated by the @ symbol. If
your e-mail address is [email protected]:
i) The first part refers to the person’s identity or log-in name, e.g.
“drg” ii) The second part following the “@” symbol is usually made up of two to three sub-parts
to further identify the individual, organization or ISP. In this case:
• ‘Tropical heat’ identifies the business.
• ‘. com’ is the extension and this identifies the type of the organization. The table below shows some
extensions and what they represent: -

Extension Represents
.org non-profit making organization
.edu an educational institution/organization
.ac an academic institution
.com a commercial organization
.net network service provider
military
.mil government
.gov
Sometimes the name of the country is included in the e-mail address
e.g. [email protected] or
[email protected]. Here ‘.co.uk’ refers to a
company in the United Kingdom whilst ‘.co.ke’ refers
to one in Kenya. Examples of E- mail Addresses:
Smith@compus
erve.com
Iat@africaonline.
co.ke
[email protected]
Hr-
manager@kplc.
org
[email protected]
e
[email protected] (free e-mail
address)
[email protected] (free e-mail
address)
Advantages of emails over Traditional Paper-Based Mail

• Emails are fast. They are delivered at once around the world. No other form of written
communication is as fast as an email.
• When you reply to an email you can attach the original message so that when you answer
the recipient knows what you are talking about. This is important if you get hundreds of emails a
day.
• It is possible to send automated emails with a certain text. In such a way it is possible to tell the
sender that you are on vacation. These emails are called auto responders.
• Emails are easy to use. You can organize your daily correspondence, send and receive electronic
messages and save them on computers.
• Emails do not use paper. They are environment friendly and save a lot of trees from being cut down.
• Emails can also have pictures in them. You can send birthday cards or newsletters as emails.
•
short time.
• It is possible to tell whether an email has been delivered or not.

Disadvantages of emails

• Emails may carry viruses. These are malicious programs that harm your computer system. They can
read out your email address book and send themselves to a number of people around the world.
• Many people send unwanted emails to others. These are called spam mails. It takes a lot of time to
filter out the unwanted emails from those that are really important.
• Emails cannot really be used for official business documents. They may be lost and you cannot sign
them.

EMAIL SYSTEMS

1. POP3

Its full name is Post Office Protocol 3. With a POP3 email service, email messages are downloaded to
the computer and then usually deleted from the central email server.

If one uses POP3 to receive business email, they are usually restricted to using one computer for the email.
(Each person can have their own email account, but everyone will be restricted to their own computer.) Most
email addresses that come as part of the internet connection package are POP3 accounts. 2. IMAP IMAP
stands for Internet Message Access Protocol. It’s an alternative to POP3 which keeps messages stored on a
central business email server, along with information about whether each message has been read or replied
to.

With IMAP, you can log in from any computer and see your whole inbox, complete with the status of messages
– so you can see which you’ve read, which you’ve replied to, and so on.

IMAP is a good way to add extra flexibility to your business email. It’s a well-established technology and
you’ll find many entry-level email services (like those from will include IMAP as
standard. 3. Microsoft Exchange

stores messages centrally, so you can log in from different places. But it also offers lots of extra functions,
including centrally stored calendars, task and contact lists.
Exchange and Outlook integrate well with Windows, but make less sense in a mixed environment with
many Apple desktops and iPhone / Android mobile users. Often used to create a closed email environment
out of security concerns, where it can be hard to get your email to outside systems.

4. Webmail or HTTP

log in and access your business email. Some people call them HTTP email services.

Many free business email services – including Hotmail, Yahoo Mail and Google Mail – are webmail services.

To send or receive email, you visit a specific website and log in with your username and password.

Webmail is convenient because you can log in from anywhere. However, it’s useless unless you’re connected
to the internet, meaning most companies prefer to use another business email service which also offers
webmail as an option.

For instance, Microsoft Exchange includes a webmail interface, so you can check your business email if you’re
not at your own computer. So do many of the IMAP and POP3-based services available.

Reading e-mail messages.

Once an e-mail message that has been sent to you arrives at your computer, to read the contents you must
open it using the program you have installed for sending e-mail, e.g. Microsoft Outlook.
Step-by-Step.
1. Launch the e-mail program Microsoft Outlook from the Start menu or a shortcut on the desktop.
2. Enter the password if prompted and click OK.
 Alternatively, you may need to select your profile from the Choose Profile dialog
box that appears.
3. In this case, select your profile by clicking the down arrow key of the Profile Name dialog box
and click OK.
NB: A User Profile is a group of settings that define how Outlook is set up for a particular user. It also
defines through the information services how a user can send, store, and receive messages.
4. The Inbox is where all incoming messages are stored when you connect to Outlook. Displayed are the
e-mail messages that you have received.
Unopened mail
Opened mail
A list of e-mail messages
5. To open and read e-mail messages in the Inbox, choose the message that you want to read.
Then, double click on it to open it.

Message
The lower grid of your screen will have the full message. As you read the items in your Inbox, you
can reply to, forward, or file them in other folders that you create.
When you have finished reading a message, you can close the window by selecting the File menu,
then choosing Close. This will take you back to the Outlook window.
When you do not need to use any other e-mail services, you can exit the Outlook program by selecting
the File menu, then choosing Close.
If there are any e-mail messages in the Outbox that have not been sent, a message will appear
prompting you to send the e-mail(s) at that particular time or you can choose to send it later.

Reply to e-mail messages.

If you have read a message, you may want to send a reply to the original sender.
If the original message that you are replying to was also copied to a number of other people, you may want
to send a reply to all of them.

Step-by-Step.
When replying to a mail message, you can choose to reply with or without the original message insertion. The
original message, sometimes referred to as the history, appears in the body of the message. This is just for
reference purposes and can be removed by selecting the text and pressing the Delete key or setting options
in the Options dialog box.

Reply and include the original message

1. If the message you want to reply is not open, select it and open it.
2. Click the Reply button in the Mail window. The Reply message window appears. This window contains the
message you are replying to at the bottom.
The Reply button
History/Original
Message part
3. Type the reply where the insertion point is.
4. When you have finished typing and editing the reply, click the Send button if you are on-line to send
the message. Send button
NB: If you click the Send button while you are offline, the mail will be placed in the Outbox folder and will
automatically be sent the moment you go online. Reply without including the original message 1. From the
Tools menu, click Options.
2. Click the Preferences tab, and then click Email Options.3. In the On replies and forwards section, click
the down arrow key under When replying to a message box.
4. Select Do not include original message.
5. Click OK.
6. Open the mail message you want to reply to.
Information and Communication Page 45
7. Click the Reply button in the Mail window. The Reply message window appears. This window does
not contain the message you are replying to at the bottom.
8. Type the reply where the insertion point is.
9. When you have finished typing and editing the reply, click the Send
button. Notes:
Working Off-line Connection to the Internet usually means that you are using telephone lines, and therefore
incurring telephone charges and usage on your ISP account. Once you have launched the Mail program, it is
not necessary for you to be connected directly so that you can read and write your e-mail messages. You may
choose to work offline to save on costs and when you are ready to send your messages you can connect and
send them all at once.
1. On the Task bar, click on the Status button.
2. Choose Disconnect. Connection Indicator
3. The Connection Indicator disappears from the Taskbar showing that you are now working off-line. Some
services like Internet, Usenet, newsroom, or shopping will not be available when you are off-line. To
use these services, you need to re-establish the connection.

Sending an e-mail message.

1. To communicate with another user who has an e-mail address. This is cheaper than sending fax or
using the telephone especially for long distance calls. 2. It is also faster to send e-mail than to post a
letter. For example, to send a letter around the world using e-mail is just a matter of minutes as
compared to the weeks ordinary mail takes. For this reason, most Internet users refer to ordinary mail
as ‘snail mail’.

Step-by-Step.
1. From the Outlook window, click the New Mail Message button.
The New Mail Message button
The message composition window is displayed:
Subject box
Message area
2. In the To… box, type the e-mail address (or select one from the address book by clicking
on the To… button) of the recipient of your e-mail.
 3. If you want copies of the message to be sent to other people, type in their e-mail addresses
in the Cc… box. Be sure to separate each address with a semi-colon.
You can also send a Blind Carbon Copy (Bcc). Here, the recipients entered receive the message but
their names are hidden from other recipients of the message. To add a Bcc field, click the View menu
and select Bcc field.
Cc: stands for "carbon copy". Anyone listed in the Cc: field of a message will receive a copy of that
message when you send it. All other recipients of that message will be able to see that the person you
designated as a Cc: recipient has received a copy of the message. The Cc: field is useful in instances
when you wish to share a message with someone but are not requesting that they reply or take any
direct action in response.
Bcc: stands for "blind carbon copy". This is similar to the Cc: feature, except that Bcc: recipients are
invisible to all of the other recipients of the message (including other Bcc: recipients). For example, if
you send a message To:[email protected] and Bcc:[email protected], then johndoe will see
himself as the message's only recipient, while janedoe will see that you have also sent the message to
johndoe. The Bcc: field is useful in instances when you don't wish to share your recipients' email
addresses with everyone who receives your message.
To send a message, you must always specify at least one recipient in the To: field. If you don't, an error
message will appear when you attempt to send the message.
4. Type the subject or topic in the Subject box.
5. In the lower grid of the message composition window, type in the message that you want to send
as seen in the illustration above.
You can format the email message using the formatting tools like Bold, Font
size, Underline etc.

When you have finished typing the message, editing, and spellchecked it, click the Send button.

NB: A message that returns to the sender because it cannot reach its destination is referred to as a bounced
message.

To display the Formatting toolbar

If the formatting toolbar is not visible, you will need to display it.
1. Click the View menu from the menu bar, highlight Toolbars then click the Formatting option.
Formatting toolbar • You can add Smiley/Smilies to your messages. These are special symbols used
to express emotions in messages. These characters resemble human faces if you turn them sideways as
shown in the table below: Smiley Represents
: `-(Cry
:-( Frown
:-I Indifferent
:-o Surprise
:-) Smile

Spell-Checking Mail Messages.

Before sending a mail message you can spell check it to correct any spelling mistakes in the
mail.
1. From the Tools menu click Spelling.
2. The Spelling dialog box appears as shown below. The misspell words are highlighted and shown in
this dialog box. Choose the correct word by selecting it and clicking the Change button.
3. If the word or phrase is correct but is not in the dictionary, click Ignore.
4. Once the spell check is complete, click OK.

Set up view options.

To make the Microsoft Outlook screen comfortable and convenient to your individual preferences. For
example, if you usually receive a lot of mail you may prefer to see the mail grouped by sender’s name, or you
can preview the contents of an e-mail message before opening it.

Step-by-Step.
1. Load Microsoft Outlook.
2. From the View menu highlight Current View.
The submenu displays the various view options that can be selected:
3. As an example, highlight the By Sender option and click.
Grouped messages

4. The mail messages are then grouped by the sender. To display the contents of a group click the plus button
of the group.

To remove folder listing.

The folder list is displayed by default. However if you do not want to view the folder list you can remove it,
by selecting Folder List from the View menu.
To redisplay the folder list, repeat the same step outlined above.

Using the Address Book.

The Address Book is a directory of personal details, including email addresses, for
the people to whom you send messages (called contacts).
You can store such addresses in the Address Book so as to address mail more easily i.e. each time you
want to send email messages you simply select the names from the list of addresses.
This will save the time used to enter lists of email addresses as well as help maintain their accuracy. For
example, the email address ‘[email protected]’ can be difficult to remember. Besides, one can
easily make a typing error when typing it in. If you store this address accurately in the Address Book
then you will not worry about remembering it or typing it wrongly.

Step-by-Step.
To Add a Contact to the Address Book
1. To open the Address Book, click on the Address Book button.
Address Book button
There may be several types of address books in the Address Book dialog box including the
Personal Address Book and other Address
Books created by the administrator.
2. Select the type of address book that you want to use in the Show names from the: box.
The Personal Address Book is the address book used to store personal distribution lists you
frequently address messages to, such as a list of your friends.
The Global Address List (or other listed address books) is the address book that contains all e-mail
addresses for users, groups, and distribution lists in your organization that you can address messages
to. It is the network administrator who creates and maintains this address book.
3. Click on the New Entry button. New Entry button
4. Specify the entry type of the contact i.e. whether it is a Private Address Book Mail Recipient or an entry
for a Distribution List.
5. Type in the names for the contact as well as the full email address.
6. Complete the dialog box with the rest of the contact details using the other tabs e.g. Work or Home
information.
7. Click on OK.
The contact or address is added to the Address Book.

To Edit a Contact in the Address Book

You may want to edit a contact’s details. You can do this from the Address Book.
1. Open the Address Book.
2. Select the contact that you want to edit.
3. From the File menu, select Properties.
4. Make the necessary changes to the information and click OK.

To Create a Contact from a Mail Message

When you receive a mail message, you can add the sender’s details (name and email address) to your
Address Book in these steps.
1. Open the e-mail message that contains the name you want to add to your contact list.
2. In the From field, right-click the name you want to make into a contact, and then click Add to Contacts
on the shortcut menu.
Or from the shortcut menu, select Add sender to Address Book.

To Delete a Contact from the Address Book

1. Open the Address Book and select the address that you want to remove.
2. Click on the Delete button.
Delete button
3. Click Yes to confirm that you want to delete the name or entry.

To Create a Distribution List

If you send mail to the same group of people frequently, you can create a group address list. When you
address a message to that group, each individual in the group receives it.
Group address lists are known as distribution lists.
You must have a Personal Address Book set up in order to be able to create a personal distribution list.
1. On the File menu, point to New, and then click Distribution List.
2. In the Name box, type a name.
The distribution list is saved in your Contacts folder by the name you give it.
3. Click Select Members.
In the Show names from the list, click the address book that contains the e-mail addresses you want
in your distribution list.
4. In the Type name or select from list box, type a name you want to include. In the list below, select
the name, and then click Add.
To add members who are not on the address books, click on Add New
and type in the details and click OK.
The list of members in the distribution list is displayed.
5. Click on Save and Close to exit.
There is another method of creating a distribution list. In this method, you use the New Entry button.
6. Then select the entry type box, click Private Address Book Distribution List and then click OK.
7. In the Distribution List Name box, type a name for the group and click OK.
The limitation with this method is that you have to involve the administrator when adding names
to the group.
8. Once this is done, the contact is copied to the Private Address Book Distribution List box.
Repeat this process until you have all the names you want in your group in the Personal
Distribution List.
9. Click OK.
The group or distribution list is now listed in the Address Book. A group
icon showing a distribution list

To Send a Message using the Address Book or Distribution List 1. In

Outlook, select the New Mail Message option from the File menu.
2. Click on the To… button to open the Address Book.
3. Select the contact names from the list or select the distribution list and click on To ->.
NB: To see the full email addresses select the name of the person from the list and click on
Properties button.
4. Click OK to return back to the Message Composition dialog box.
5. Type out the rest of the message and click on Send.

Attaching files to email messages.

You can attach any type of file such as a document, spreadsheet, graphic image or presentation to your
email messages.
When you attach a file, you're actually attaching a copy of the file, so the original is not affected.

Step-by-Step.
1. Click the New Message button.
2. In the Message Composition dialog box enter the email address and type in the message to be sent.
Then click where you want the file attachment to appear.
3. Click on the Insert File button. Insert File button
4. The Insert File dialog box is displayed. Locate the file’s folder and then select the file. You can select multiple
files by pressing the CTRL key while clicking once on the file names.
However, when attaching several files take care not to attach too many large files or they will take a
long time to send and receive.
5. Click OK.
The attached file is displayed as an icon in the body of the message.
The icon indicates the file type and name. For example, shown below is an icon for an Excel workbook
file attachment:
6. Click on Send.

To Open or View an Attachment

Documents that contain file attachments display a paper clip image in the view or
folder next to the document title.
Once the document is open, Outlook displays an icon representing the attachment.
1. In the Inbox, select the message that contains the attachment and open it.
2. Double-click the icon that represents the attachment.

You must have the application in which the attachment was composed in order to open it. The MIME
(Multipurpose Internet Mail Extension) type of file enables Internet browsers to access an Internet mail file
without prompting the user to specify the program used to create the attached file.

As a precaution, do not open file attachments unless you are sure you know where they came from. There
have been several cases of entire hard disks getting damaged due to viruses sent via e-mails. Examples of
email viruses are ‘Melissa’, ‘Bugbear’, ’Sasser’ etc.

Deleting an Attachment
1. Open the message that has the attachment you want to delete.
2. Select the file (attachment) icon and press the Delete key.

Organizing e-mail messages.

You can use Outlook to organize your incoming messages and make it easy to send mail.
There are some messages that you would like to keep for future reference. Instead of letting them
clutter the Inbox, you can make them easier to find by storing them in folders you create. Step-by-Step.
Organizing the Inbox
You can organize the messages in your Inbox quickly by sorting them.
To quickly sort messages by subject, sender or the date received, click on the respective column header. For
example, to sort your messages in alphabetical order by sender, you can click on From in the column header.
To Create a Mail Folder
1. From the File menu, choose New then Folder.
2. Enter the name of the folder in the Name box, e.g. Personal Stuff.
3. Select the Inbox folder so that the mail folder created will become a subfolder of the Inbox.
4. Click OK.

To Move Messages
1. Select the message(s) you want to move.
2. Using the drag and drop method move the mail into the new folder created.
3. In the pop-up menu, select Move.
OR
From the Edit menu, select the Move to Folder option then select the folder you want to move the message
to.
4. Click OK.

Task 6 Using search engines

SEARCHING THE WEB.

1. If you want to get some information concerning an area or subject of interest over the Web but you do not
know where to find it, you can use a search engine or service to locate sites that contain that information. 2.
Locate particular information in a web site, e.g. you can load a web site like http://www.cnn.com/ and wish to
read the sports news.
You can use a search engine within that site to locate information on sports.

How Search Engines find Web Pages.

Hundreds of thousands of new web pages are created each day, it is almost impossible for a search engine to
catalog every new page on the
Web. There are two ways that search engines use to locate web pages: a)
Spiders / Robots
Automated robots called spiders travel around the Web looking for new pages, creating links to them.
b) Submissions
These are derived from people who have created new web pages and then submit information about
pages they have created.

Step-by-Step.
1. Select a search engine, e.g. Yahoo, and type its address in the Address box, i.e.

phrase in the Search box, e.g. Kenya, then click the Search button. The steps may vary
depending on the search engine you are using.
2. As soon as the search is completed, you will be presented with a list of sites that contain
the keyword or phrase you are looking for. Select a site whose description comes
closest to the information you desire and click on its link.
3. If there are many sites, not all links will be displayed. However there will be an option
that allows you to view the next 10 or so matches. Click on this if necessary to view the
next set of links. Information and Communication Page 24
NB: If there are too many matches you may want to use an additional keyword to
narrow down the search. Type the additional key word in the search box e.g. “Kenya AND
Economy” to narrow down to sites that contain information about the economy in Kenya.
4. Click Search.
5. From the search results, select the links that may help you get the information you
require. You may need to click on a number of links to get your exact requirement.
Information and Communication Page 25

Locate information within a website.

Once you access a website, you can search for specific text or information on that site or page. Unlike
search engines like Yahoo, Infoseek, Lycos, Web Crawler, and Excite that present you with the
URLs or links of sites that hold information you are looking for, search engines within a web page
locate information within that web page.

Step-by-Step.
1. Load the web page to browse. In the example below, the following website is used:
http://www.carleton.ca.
NB: The steps involved in searching are not standard, they differ from one web page to another.
2. Position the cursor within the Search box and type a keyword(s), e.g. International AND Student. NB: When
typing in a keyword you can use logical words or operators like AND (when you want to display results
that meet both criteria) and OR (when you want to display results that meet one of the two criteria).
3. Click the go button to begin the search.
4. From the Search Results screen, click on a link that is closest to your requirements.

Task 7 Printing documents

PRINTING WEB PAGES.

To obtain a hard copy of the information that you have researched on and collected, for the purposes of
reviewing later or filing.

Step-by-Step.
Setting Page Setup options.
Before printing a web page it is advisable to check the settings in the
Page Setup dialog box. This will ensure that the right paper size, margins and orientation of the page are set
correctly. You can also add headers and footers to a web page.
1. From the File menu click Page Setup….
2. In the Margins boxes, type the margin measurements.
3. In the Orientation area, select either Portrait or Landscape.
4. In the Headers & Footers section, specify the information to be printed.
5. Click OK.

Printing the web page.

1. From the File menu select Print.
2. The Print dialog box appears.
3. Set the print options if necessary and click Print.
DATA PROCESSING
DATA AND DATA PROCESSING
Data are raw, unprocessed and unorganized (unstructured) facts and figures relating to business activity. Data
by itself has no meaning until when related data are brought together. Example is the no of items sold, names
of customers etc.
Information is obtained by assembling data items into meaningful form for example the payroll, an invoice,
financial statement, or a report.
Data processing is the process of collecting and manipulating data items to produce
meaningful information.

DATA PROCESSING CYCLE

The data processing cycle is the order in which data is processed. There are four stages;
1. Data collection
2. Data input
3. Data processing and storage
4. Data output

1. DATA COLLECTION
There are several data-collection techniques that allow us to systematically collect data and include
the following:
• Using available information
Usually there is a large amount of data that has already been collected by others, although it may not
necessarily have been analyzed or published. Locating these sources and retrieving the information
is a good starting point in any data collection effort.
• Observing
This is being part of the system where the person collecting data systematically selects, watches and
records specific situation or type of situations.
• Interviewing (face-to-face)
An interview is a data-collection technique that involves oral questioning of respondents, either
individually or as a group.
Answers to the questions posed during an interview can be recorded by writing them down (either
during the interview itself or immediately after the interview) or by recording the responses, or by
a combination of both.
• Administering written questionnaires
A written questionnaire (also referred to as self-administered questionnaire) is a data collection tool
in which written questions are presented that are to be answered by the respondents in written form.
A written questionnaire can be administered in different ways, such as by:
Sending questionnaires by mail with clear instructions on how to answer the questions
and asking for mailed responses;
Gathering all or part of the respondents in one place at one time, giving oral or written
instructions, and letting the respondents fill out the questionnaires; or Hand-delivering
questionnaires to respondents and collecting them later.
The questions can be either open-ended or closed (with pre-categorised answers).
 • Focus group discussions
A focus group discussion allows a group of 8 - 12 informants to freely discuss a certain subject
with the guidance of a facilitator or reporter.

2. DATA INPUT
It is the process through which collected data is transformed into a form that the computer can
understand. It is a very important step because correct output result totally depends on the input data. In
this stage, the following activities are to be performed.
i) Verification
The collected data is verified to determine whether it is correct as required. If errors occur in collected
data, data is corrected or it is collected again.

ii) Coding
The verified data is coded or converted into machine readable form so that it can be processed
through computer.

iii) Storing
The data is stored on the secondary storage into a file. The stored data on the storage media will be
given to the program as input for processing.

3. DATA PROCESSING AND STORAGE

The main purpose of data processing is to get the required result. In this stage, the following activities can
be performed in a systematic manner. Some of the important activities are: i) Classification
The data is classified into different groups and subgroups, so that each group or sub-group of data
can be handled separately. ii) Calculations
The arithmetic operations are performed on the numeric data to get the required results. For example,
total marks of each student are calculated.
iii) Summarising
The data is processed to represent it in a summarized form. Summary of data is often prepared for top
management. For example, the summary of the data of students is prepared to show the percentage
of pass and fail student examination etc.
iv) Storing
The data is arranged into an order so that it can be accessed very quickly as and when required.

4. DATA OUTPUT
Mostly, the output is stored on the storage media for later user. In output step, the following activities can
be performed.
i) Retrieval
Output stored on the storage media can be retrieved at any time and for different purposes.
ii) Conversion
The generated output can be converted into different forms. For example, it can be represented into
graphical form.
 iii) Communication
The generated output is sent to different places. For example, weather forecast is prepared and sent
to different agencies and newspapers etc. where it is required.

DATA PROCESSING MODES

• Interactive computing or Interactive processing:- refers to software which accepts input from
humans — for example, data or commands. Interactive software includes most popular programs,
such as word processors or spreadsheet applications. By comparison, non-interactive programs
operate without human contact; examples of these include compilers and batch processing
applications. If the response is complex enough it is said that the system is conducting social
interaction and some systems try to achieve this through the implementation of social interfaces.
• Transaction Processing:- is information processing that is divided into individual,
indivisible operations, called transactions. Each transaction must succeed or fail as a complete
unit; it cannot remain in an intermediate state.
• Batch Processing:- is execution of a series of programs ("jobs") on a computer without
human interaction. Batch jobs are set up so they can be run to completion without human
interaction i.e. programs and data are collected together in a batch before processing starts. This
is in contrast to "online" or interactive programs which prompt the user for such input. Spooling batch
systems use the concept of spooling which is an acronym for simultaneous peripheral operations
on line. Spooling refers to putting jobs in a buffer, a special area in memory or on a disk where a
device can access them when it is ready.
Spooling is useful because device access data that different rates. The buffer provides a waiting station
where data can rest while the slower device catches up.

The most common spooling application is print spooling. In print spooling, documents are loaded into
a buffer and then the printer pulls them off the buffer at its own rate.

• Real time processing

• Off-line and Interactive processing

Off-line is when the input/output devices are not in direct communication with the CPU.
• Time sharing system
This involves accessing of one central computer by many users in which case the processor time
is divided into small units of time-slices, with each computer user being allocated a time-slice

ELEMENTS OF DATA HIERARCHY

Data Hierarchy refers to the systematic organization of data, often in a hierarchical form. Data
organization involves databases, fields, records, files, bytes and bits.
Computers process all data items as combinations of zeros and ones
A bit is the smallest data item on a computer, can have values 0 or 1
A byte is made of 8 bits
A character is a larger data item which can consist of decimal digits, letters and special symbol

2004". This can be treated as a single date field (e.g. birthdate), or 3 fields, namely, month, day of
month and year.

s a collection of related fields. An Employee record may contain a name field(s),

address fields, birthdate field and so on.

record (e.g. called Employee Personal Details record) and the collection of 100 such records would
constitute a file (in this case, called Employee Personal Details file).
Database – a group of related files
FILE ORGANIZATION AND ACCESS METHODS
There are a large number of ways records can be organised on disk or tape. The main methods of
file organisation used for files are:
Serial
Sequential
Indexed Sequential
Random (or Direct)

a) Serial Organization/Access Method

Serial files are stored in chronological order, which is as each record is received it is stored in the next
available storage position. In general it is only used on a serial medium such as Magnetic tape. This
type of file organization means that the records are in no particular order and therefore to retrieve a
single record the whole file needs to be read from the beginning to end. Serial organization is usually the
method used for creating Transaction files (unsorted), Work and Dump files.

b) Sequential Organization
Sequential files are serial files whose records are sorted and stored in an ascending or descending order
on a particular key field. The physical order of the records on the disk is not necessarily sequential. They are
no
longer physically contiguous with the preceding and following logical records, but they can be retrieved
in sequence.
Records are chained together by pointers to permit fast retrieval in search key order.
Pointer points to next record in order.
Records are stored physically in search key order (or as close to this as possible).
It is difficult to maintain physical sequential order as records are inserted and deleted.
c) Indexed Sequential Organization(ISAM)
Indexed Sequential file organization is logically the same as sequential organization, but an index is
built indicating the block containing the record with a given value for the Key field.
This method combines the advantages of a sequential file with the possibility of direct access using the Primary
Key (the primary Key is the field that is used to control the sequence of the records).
The index makes it possible to retrieve individual records quickly without having to search an entire data set.
The data in a dictionary is stored in sequential manner. However an index is provided in terms of thumb tabs.
To search for a word we do not search sequentially. We access the index that is the appropriate thumb tab,
locate an approximate location for the word and then proceed to find the word sequentially.

Thumb Tabs
To implement the concept of indexed sequential file organizations, we consider an approach in which
the index part and data part reside on a separate file. The index file has a tree structure and data file
has a sequential structure. Since the data file is sequenced, it is not necessary for the index to have an entry
for each record Following figure shows a sequential file with a two-level index.

d) Random (or Direct)

A randomly organized file contains records arranged physically without regard to the sequence of the primary
key. Records are loaded to disk by establishing a direct relationship between the Key of the record and its
address on the file, normally by use of a formula (or algorithm) that converts the primary Key to a physical

sequential access media.

The use of a formula (or algorithm) is known as 'Key Transformation' and there are several techniques that
can be used:

Division Taking Quotient

Division Taking Remainder
Truncation
Folding
Squaring
Radix Conversion

These methods are often mixed to produce a unique address (or location) for each record (key).
DATA SECURITY
THREATS AND HAZARDS TO DATA
The following are among the threats to data security:
1. Data may get lost or damaged during a system crash - especially one affecting the
hard disk
2. It can be corrupted as a result of faulty disk drives, or power failures
3. It can be lost by accidental deletion or overwriting of files
4. It can be lost or become corrupted by computer viruses
5. It can be hacked into by unauthorized users and stolen, deleted or altered
6. It can be destroyed by natural disasters, acts of terrorism, or war
7. It can be deleted or altered by employees wishing to make money or take revenge
on their employer

METHODS OF SECURING DATA

Data security refers to protecting data from destructive forces and unwanted actions of
unauthorized users. Data needs to be protected from loss through accidental or malicious
deletion, virus attacks hard disk or system failures, unauthorized access etc. Methods of
protecting data include:
i) Use of passwords (Access Authentication): A password is a secret
word or string of characters that is used for user authentication/verification
before the user can gain access to data. The password should be kept secret from
those not allowed access. Passwords are used together with usernames by users in
a log-in process that controls access to protected system data. ii) Right of
Access refers to the authorization you have to access different data files. Right of
access helps determines who has the right to do what in relation to certain data or
information. For example, database administrators may be able to remove, edit and
add data while a general user may not have the right to do the same. Right of access
in an organization is usually given/ specified by the system or database
administrators. iii) Logs and Audit trails: An audit trail is a record showing
who has accessed a computer system, when and what operations he or she has
performed during a given period of time. An audit trail can also maintain a record of
activity by the system itself. Audit trails are useful both for maintaining data security
and for recovering lost transactions.
iv) Anti-virus programs are software used to prevent, detect and remove
malicious software such as viruses which can interfere with or lead to the loss
of data stored on a computer. A virus or a malware in general is software used
or programmed by attackers to disrupt computer operations or gain access to
private computer systems in order to steal or destroy sensitive information of
personal, financial or business importance. Examples of anti-virus software
include Norton, AVG, Kaspersky etc.

v) Encryption: This is the process of encoding (convert into a coded form)

information stored on a device especially where the data is stored on a
 portable device or transmitted over a public network. The key to decrypt
the data should be kept securely.
vi) Firewalls: A firewall is a software or hardware-based network security system
that prevents unauthorized access to or from a private network. Such a system
is very important where there is any external connectivity, either to other
networks or to the internet.
vii) Physical Security: This includes locking of offices and use of alarms, keeping
computers or database servers in strong-rooms, use of security cameras and
employing security guards where necessary.
viii) Data Protection Act

This refers to an Act of Parliament enacted to regulate the collection,

processing, storage/keeping, use and misuse and disclosure of information
relating to individuals that is processed automatically. The Act created a
Commission-Freedom of Information Commission of Kenya-with the mandate
of ensuring the implementation of the Act, to receive complaints regarding
violations of the Act, institute legal proceedings and settlement concerning
such violations. The Act, however, only applies to personal information held by
public authorities and excludes private bodies.

ix) Data Back-up refers to the copying and archiving of computer data in a secure
location so that it may be used to restore the original data after a data loss
event occasioned by either accidental or malicious deletion, system failure,
virus attack, data corruption or natural disasters.

Types of Data Back-up

duplicate disks concurrently to ensure continuous availability. This means installing

two disk drives and an equal number of drive controllers such that when the computer
writes data on one drive, it automatically writes that data to the other drives and
therefore offers synchronized copies on several drives. If one drive fails, the system
swaps the failed drive for a new one, ensuring continuity. The problem with mirroring
is that if a deletion occurs in one disk, the same will be deleted in the mirror back-up.
The disks can be installed on the same machine or over long distance. ii) Online
Backup

iii) These are backups that are ongoing or done continuously or frequently to a storage
medium that is always connected to the source being backed up. Typically the
storage medium is located offsite and connected to the backup source by a network
or Internet connection. It does not involve human intervention to plug in drives and
storage media for backups to run. Many commercial data centres now offer this as
a subscription service to consumers. The storage data centres are located away from
the source being backed up and the data is sent from the source to the storage data
 centre securely over the Internet. Data is sent electronically via a remote
backup service, which is known as electronic vaulting or e-vaulting.

iv) Remote Backup

Remote backups are a form of offsite backup with a difference being that you can access,
restore or administer the backups while located at your source location or other location.
You do not need to be physically present at the backup storage facility to access the
backups. For example, putting your backup hard drive at your bank safe deposit box
would not be considered a remote backup. You cannot administer it without making a trip
to the bank. Online backups are usually considered remote backups as well.

v) Offsite Backup/Vaulting

When the backup storage media is kept at a different geographic location from the
source, this is known as an offsite backup. Data is usually transported off-site using
removable storage media such as magnetic tape or optical storage. vi) Full Backup (or
Reference Backup)

When you set the Backup Type setting to Full, all the files and folders on the drive are
backed up every time back-up is done.

Advantages: All files from the selected drives and folders are backed up to one

backup set.

• In the event you need to restore files, they are easily restored from the
single backup set.

Disadvantages:

• A full backup is more time consuming than other backup options.

Full backups require more disk, tape, or network drive space.

vii) Incremental Backup

An incremental backup provides a backup of files that have changed or are new since the
last incremental backup. For the first incremental backup, all files in the file set are backed
up (just as in a full backup). If you use the same file set to perform a incremental backup
later, only the files that have changed are backed up.

viii) Differential Backup

A differential backup provides a backup of files that have changed since the last
full backup was performed. A differential backup typically saves only the files that are
different
or new since the last full backup, but this can vary in different backup programs. ix)
Local Backup

Local backups are any kind of backup where the storage medium is kept close at hand or
in the same building as the source. It could be a backup done on a second internal hard
drive, an attached external hard drive, CD/ DVD –ROM or Network Attached Storage
(NAS).

HARDWARE SAFETY

Hardware safety protects the machine and peripheral hardware from theft and from
electronic intrusion and damage. Hardware safety can be ensured through: a)
Safety Against Theft

Computers are very valuable and relatively portable they and can easily be stolen which
would be made worse by the loss of the valuable data stored on them. Physical safety
should be put in place such as locking the rooms, installing alarm systems and Closed
Circuit Television Cameras (CCTV) where they are kept to prevent theft. The computers
can also be bolted to benches or cabinets in order to make theft difficult. b) Protection
from Power Interruptions

The power delivered to computers should be stable and constant but sometimes
fluctuations in power supply occur. For example, voltage surges and spikes, a blackout or
brownout can cause a computer to shut down abruptly. Information that is stored only in
short-term memory will be lost. As well, the fluctuation can physically damage computer
components such as the power supply unit. Computer systems can be protected from
such interruptions through:

i) Use of uninterruptible Power Supply (UPS)

A UPS is a device that allows a computer to keep running for at least a short time
after the primary power source is lost. The device also provides protection against
power surges and drops.

ii) Use of power surge protectors/suppressors

A surge protector or suppressor is an appliance designed to protect electrical devices

from voltage spikes caused by events like lightning strikes and short circuits. Voltage
spikes might damage a computer’s electronic parts, melting plastic and metal parts or
even corrupting the data stored on the computer. Surge protectors limit the voltage
supplied to a device by either blocking the unwanted voltages or by shorting the
voltages to ground.

c) Environmental Safety
Computers also require the right balance of physical and environmental conditions to
operate properly. Measures should be put in place to protect computers from fire, smoke,
dust, excessive temperatures, high levels of humidity and electrical noise such as from
motors. Such measures include installation of climate control systems and dehumidifiers,
fire fighting systems etc.

d) Other physical measures include the disabling of USB ports or CD ROM

Drives, installation of drive locks and case intrusion detection. This will help in
protecting against unauthorized copying and transfer of data as well as preventing
infection of the computer with viruses through portable storage devices such as pen
drives.

SOFTWARE SAFETY

identification mechanisms and safety software. These measures ensure that only

workstation.

Elements of logical safety include:

a) Biometric authentication

Biometric authentication is the use of a user’s physiological features to confirm their

identity before they are allowed access to a computer system. These features include
software that verify user identification through fingerprints, eye retinas and irises, voice
patterns, facial bone structure etc.

b) Token authentication

Token authentication comprises safety tokens which are small devices that authorized
users of computer systems or networks carry to assist in identifying them as they log into
the system. They include smart cards or small USB drives with built-in code generators
and are inserted to the computer through USB ports.

c) Password authentication

This method uses secret data e.g. strings of character to control access to a system and is
normally used together with usernames. The passwords are either created by the user or
assigned by system administrators. Usually, limitations to password creation include
length restrictions, a requirement of number characters, uppercase letters or special
characters. The system may also force a user to change their passwords after a given
amount of time.

d) Access Rights
e) Audit Trails

f) Use of Safety Software

Antivirus software, Anti-key loggers, Anti-Spam software, Firewall systems etc

These software systems protect computers and the data they hold from various
threats. The threats include, among others, industrial espionage, loss of data to hackers
(people who exploit weaknesses in a computer system to gain access and motivated
by reasons like profit/theft of data, protest or challenge) and attacks from malicious
code such as:

o viruses
A virus is a malicious program that replicates itself and spreads from
one computer to another. They attach themselves to existing programs in
order to spread. Viruses almost always corrupt or modify files on a targeted
computer.

o Trojan horses
This is a type of malware (malicious software) that gains privileged access to
a computer system while appearing to perform a desirable function but
instead installs a malicious code that allows unauthorized access to the target
computer. They usually come as free software offers in some websites which
users download and install on their machines.

Trojans do not self-replicate. Distribution channels include e-mail, malicious

or hacked Web pages, Internet Relay Chat (IRC), peer-to-peer networks etc.

o Worms
Worms are malware that spread themselves to other computers using
computer networks and do not need to attach themselves to existing
software. They harm networks by consuming bandwidth (by increasing
network traffic etc) but do not attempt to change the systems they pass
through.

o Rootkits
A

allows the installation of hidden files, processes, hidden user accounts, and
more in the systems OS. They are also able to intercept data from
terminals, network connections, and the keyboard.

o Keyloggers
 This is a type of malware that records (or logs) the keys struck on a
usually in a covert manner so that the person using the keyboard is unaware
that their actions are being monitored and then the information is
transmitted to the originators.

Anti-virus software include Norton, AVG, Kaspersky, MacAfee, Avast etc. These software
programs are meant to prevent, detect and remove malicious software from computer
systems.

The software come with a database of all known or identified malware against which they
protect the systems they are installed on. The databases and the software themselves
need to be updated regularly to ensure continued protection for the system. Once
installed on a machine, the anti-virus software always runs in the background watching
out for suspicious activity that could be initiated by a virus and if it makes detection, it
warns the computer user and provides a solution to the threat.

A virus scan involves the examining of the content of the computer’s memory (RAM and
boot sectors) and the files stored on fixed and removable drives and comparing those files
against the database of known viruses.

Anti-virus software should be registered in order to be used even if they are offered free
of charge. Software registration is a means of providing the End-User with a license from
the developer which makes the use of the software legal. It also makes it possible for the
End-User to update the software for continued protection.

Firewalls

A firewall is software or hardware-based network safety system that controls the incoming
and outgoing network traffic by analyzing the data packets and determining whether they
should be allowed through or not, based on set rules.
COMPUTER CRIMES/Cyber crime
This refers to any crime that involves a computer and a network. Netcrime refers, more
precisely, to criminal exploitation of the Internett

A. Breaches of Physical Security

i. Dumpster Diving

Dumpster diving, or trashing, is a name given to a type of security attack by scavenging

through materials that have been thrown away for any information that can help crack a
system.

Around the offices and in the trash, crackers can find used disks and tapes, discarded
printouts, and handwritten notes of all kinds. They may also retrieve printouts, computer
manuals, and other documents from which they extract information needed to crack the
system. In the system itself are files that have been deleted, but that haven't actually been
erased from the system.
 ii. Wiretapping
A form of electronic eavesdropping accomplished by seizing or overhearing
communications by means of a concealed recording or listening device connected to the
transmission line. Packet sniffers -- programs used to capture data being transmitted on
a network – are a commonly-used modern-day wiretapping tool. A variety of other tools,
such as wiretap Trojans, are used for different applications.
iii. Eavesdropping on Emanations
This refers to monitoring, intercepting, and decoding electromagnetic emissions from data
processing and related equipment. Computer equipment, like every other type of electrical
equipment emit electromagnetic impulses. Whenever you strike a computer key, an
electronic impulse is sent into the immediate area.
Because of the emanation threat, government computers that are used to store and
process classified information require special physical shielding.

iv. Denial or Degradation of Service

A denial-of-service (DoS) or distributed denial-of-service (DDoS) attack is an attempt
to make a machine or network resource unavailable to its intended users. A DoS attack
generally consists of efforts to temporarily or indefinitely interrupt or suspend services
of a host connected to the Internet.There are many ways to disrupt service, including
such physical means as arson or explosions; shutting off power, air conditioning, or
water (needed by air conditioning systems); or performing various kinds of
electromagnetic disturbances.

Turning off power or sending messages to system software telling it to stop processing
are examples of the first type of attack--a classic denial of service.
The other type of attack, known as flooding (or sometimes wedging or spamming) is
the type employed by the Internet worm. As the worm spread across systems and
networks, it keeps creating new processes that clogged the affected systems that other
work cannot get done.

v. Zero-day attacks, also called zero-hour attacks

A zero-day exploit is one that takes advantage of a security vulnerability on the same day
that the vulnerability becomes generally known. There are zero days between the time the
vulnerability is discovered and the first attack.

Breaches of Personnel Security

i. Masquerading
Masquerading occurs when one person uses the identity of another to gain access to a
computer. This may be done in person or remotely. There are both physical and electronic
forms of masquerading. In person, a criminal may use an authorized user's identity or
access card to get into restricted areas where he will have access to computers and data.
This may be as simple as signing someone else's name to a sign-in sheet at the door of a
building. It may be as complex as playing back a voice recording of someone else to gain
entry via a voice recognition system.
A related attack, sometimes called piggybacking, involves following an authorized person
into a restricted area--a building or a computer room.
People are very likely to pick passwords that can be easily guessed by intruders or can
be cracked by password cracking or dictionary programs. They pick the names of
their spouses, children, or pets, their birthdates or license plates or astrological signs,
or the names of sports teams or fictional characters.

ii. Harassment
This refers to sending threatening email messages and slandering people on bulletin
board systems and newsgroups is all too common. iii. Software Piracy
Software piracy is the unauthorized reproduction and illegal distribution of software,
whether for business or personal use. Employees need to be educated about the legalities,
ethics, and company policies relating to software piracy and other forms of unauthorized
copying of information. Some breaches really come down to policy and policy
enforcement. What might be considered a crime in some organizations might be a minor
infraction, or even legitimate, in another. For example, does an organization
allow employees to carry sensitive data outside the office? Can the employee use
company software and databases from a home computer?

B. Data Attacks
There are many types of attacks on the confidentiality, integrity, and availability of data.
Confidentiality keeps data secret from those not authorized to see it. Integrity keeps data
safe from modification by those not authorized to change it. Availability keeps data
available for use.

i. The theft, or unauthorized copying, of confidential data is an obvious attack that

falls into this category. Espionage agents steal national defense information.
Industrial spies steal their competitors' product information. Crackers steal
passwords or other kinds of information on breaking into systems.

Two terms you'll hear in the context of data attacks are inference and leakage.
With inference, a user legitimately views a number of small pieces of data, but by
putting those small pieces together is able to deduce some piece of non-obvious
and secret data. With leakage, a user gains access to a flow of data via an
unauthorized access route (e.g., through eavesdropping).

ii. Unauthorized Copying of Data

Preventing and detecting this type of attack requires coordinated policies among
the different categories of computer security. In terms of personnel security, user
education is vital. In terms of operations security, automated logging and auditing
software can play a part as well.
 iii. Traffic Analysis
This is the process of intercepting and examining messages in order to deduce
information from patterns in communication. For example, accounts payable files
tell can outsiders what an organization has been purchasing and suggest what its
future plans for expansion may be.

Even the fact that two people are communicating--never mind what they are
saying to each other--may give away a secret. Traffic analysis is the name given to
this type of

C. Software Attacks
i. Trap Doors
A trap door is a quick way into a program that allows program developers to bypass all of
the security built into the program now or in the future but can be exploited by criminals
to gain unauthorized access to a system.

To a programmer, trap doors make sense. If a programmer needs to modify the program
sometime in the future, he can use the trap door instead of having to go through all of
the normal, customer-directed protocols just to make the change. Trap doors of course
should be closed or eliminated in the final version of the program after all testing is
complete, but, intentionally or unintentionally, some are left in place. Other trap doors
may be introduced by error and only later discovered by crackers who are roaming around,
looking for a way into system programs and files. Typical trap doors use such system
features as debugging tools, program exits that transfer control to privileged areas of
memory, undocumented application calls and parameters, and many others. ii. Trojan
Horses

A Trojan horse is a method for inserting instructions in a program so that program

performs an unauthorized function while apparently performing a useful one. Trojan
horses are a common technique for planting other problems in computers, including
viruses, worms, logic bombs, and salami attacks (more about these later). Trojan horses
are a commonly used method for committing computer-based fraud and are very hard to
detect.

iii. Botnets
A botnet (also known as a zombie army) is a number of Internet computers that, although
their owners are unaware of it, have been set up to forward transmissions (including spam
or viruses) to other computers on the Internet. Any such computer is referred to as a
zombie - in effect, a computer "robot" or "bot" that serves the wishes of some master
spam or virus originator. Most computers compromised in this way are home-based.

iv. Ransomware
This is a type of malware which restricts access to the computer system that it infects, and
demands a ransom paid to the creator(s) of the malware in order for the restriction to be
removed.
 v. Viruses and Worms
In a computer, a virus is a program which modifies other programs so they replicate the
virus. In other words, a virus affects the way a program operates. It inserts a copy of itself
in the code. Thus, when the program runs, it makes a copy of the virus. This happens only
on a single system. However, if a virus infects a program which is copied to a disk and
transferred to another computer, it could also infect programs on that computer. This is
how a computer virus spreads.

Unlike a virus, a worm is a standalone program in its own right. It exists

independently of any other program. To run, it does not need other programs. A worm
simply replicates itself on one computer and tries to infect other computers that may be
attached to the same network.

A worm operates over a network, but in order to infect a machine, a virus must be
physically copied.

vi. Salamis
This technique causes small amounts of assets especially money to be removed from
a larger pool over a period of time. Usually, the amount stolen each time is so small that
the victim of the salami fraud never even notices.

A clever thief can use a Trojan horse to hide a salami program that puts all of the
rounded off values into his account. A tiny percentage of pennies may not sound like
much until you add up thousands of accounts, month after month. vii. Logic Bombs
A typical logic bomb tells the computer to execute a set of instructions at a certain date
and time or under certain specified conditions. The instructions may tell the computer
to display a message on the screen, or it may tell the entire system to start erasing
itself. Logic bombs may also find their way into computer systems by way of Trojan horses.
Logic bombs often work in tandem with viruses. Whereas a simple virus infects a
program and then replicates when the program starts to run, the logic bomb does not
replicate - it merely waits for some pre-specified event or time to do its damage.

Some bombs do their damage after a particular program is run a certain number of
times. Trojan horses present a major threat to computer systems, not just because of the
damage they themselves can do, but because they provide a technique to
facilitate more devastating crimes. viii. Data Diddling

Data diddling, sometimes called false data entry, involves modifying data before or after
it is entered into the computer. Consider situations in which employees are able to falsify
time cards before the data contained on the cards is entered into the computer for payroll
computation. ix. IP Spoofing

A method of masquerading in which an attacker forges the IP addresses on the

data packets he sends so they look as if they came from inside a network on which
systems trust each other. Because the attacker's system looks like an inside system, he
is never asked for a password or any other type of authentication.
 x. Password Sniffing
Password sniffers are programs that simply collect the first 128 or more bytes of
each network connection on the network that they want to attack. When a user types in
a user name and a password--as required when using certain common Internet services
like FTP (which is used to transfer files from one machine to another) or Telnet (which lets
the user log in remotely to another machine)--the sniffer collects that information.
Additional programs sift through the collected information, pull out the important
pieces (e.g., the user names and passwords), and cover up the existence of the sniffers
in an automated way. Best estimates are that in 1994 as many as 100,000 sites were
affected by sniffer attacks. xi. Rootkits

Rootkits are difficult to detect because they are activated before the

hidden user accounts, and more in the systems OS. They are also able to intercept data

This is a type of malware that records (or logs) the keys struck on a usually in a
covert manner so that the person using the keyboard is unaware that their actions
are being monitored and then the information is transmitted to the originators.

xiii. Excess Privileges

This is a situation where users in a system have excess privileges--more privileges than
they ought to have. If a cracker breaks into one user's account, he can compromise and
damage that user's files, but he can't ordinarily get beyond the boundaries of the user's
account to damage the rest of the system.

An ordinary user on an ordinary system doesn't need to be able to modify all of the files
on that system. And yet, in many systems, a user has the system privileges that entitle him
to do just that. The user may never actually want to change anyone else's files--he may
not even know that he is allowed to--but nevertheless the privileges are there. If an
intruder gets access to the system through the user's account, he can exploit this
weakness.

xiv. Zero Day Attack

A zero day vulnerability refers to a hole in software that is unknown to the vendor. This
security hole is then exploited by hackers before the vendor becomes aware and hurries
to fix it.

D. NETWORK ABUSE
Network abuses are generally considered fraudulent network activity that is committed
with the aid of a computer.

i. ELECTRONIC SPAMMING
Electronic spamming is the use of electronic messaging systems to send unsolicited
messages (spam), especially advertising, as well as sending messages repeatedly on the
same site. A person who creates electronic spam is called a spammer. ii. PHISHING This
is the attempt to acquire sensitive information such as usernames, passwords, and credit
card details (and sometimes, indirectly, money) by masquerading as a trustworthy entity
in an electronic communication.[1][2] Communications purporting to be from popular
social web sites, auction sites, banks, online payment processors or IT administrators are
commonly used to lure unsuspecting public. Phishing emails may contain links to
websites that are infected with malware iii. PHARMING This is a cyber attack intended
to redirect a website's traffic to another, fake site. Pharming can be conducted either by
changing the hosts file on a victim's computer or by exploitation of a vulnerability in DNS
server software.

E. SOCIAL ENGINEERING
Social engineering is the act of manipulating people into performing actions or divulging
confidential information, rather than by breaking in or using technical cracking
techniques.[11] This method of deception is commonly used by individuals attempting to
break into computer systems, by posing as an authoritative or trusted party and capturing
access information from the naive target.[12] Email Phishing is a common example of
social engineering's application, but it is not limited to this single type of attack.

Ways of Detecting Common Attacks

This section provides a quick summary of how you might be able to anticipate or detect
the most common types of attacks we've discussed in this chapter.
This section briefly summarizes:
 •
Potential offenders--what type of individual (e.g., a programmer, a spy)
might commit a crime of this type.

• Methods of detection--how such crimes are found out (e.g., tracing

equipment of various kinds, analyzing log files).

• Evidence--trails that might be left by the intruders and that might help in
detection (e.g., system logs, telephone company records).
Dumpster Diving
Potential Offenders
• System users.
• Anyone able to access the trash area.
• Anyone who has access to computer areas or areas used to store backups.
Methods of Detection

• Tracing proprietary information back to its source (e.g., memos with

company names or logos).
• Observation (guards may actually see intruders in action).
• Testing an operating system to discover data left over after job execution.
Evidence

• Computer output media (e.g., may contain vendor name or identifying

page numbers).
• Similar information produced in suspected ways in the same form.
• Characteristics of printout or other media (e.g., type fonts or logos).

Wiretapping and Eavesdropping

Potential Offenders

• Communications technicians and engineers.

• Agents for competitors.
• Communications employees, former employees, vendors, and contractors.
• Agents for foreign intelligence services.
Methods of Detection
• Voice wiretapping methods.

• Tracing where the equipment used in the crime came from (e.g.,
monitoring equipment).
• Tracing computer output (e.g., disks and tapes) to their source.
• Observation.
• Discovery of stolen information.
 •
•
Evidence
• Voice wiretapping as evidence.

• Computer output
forms. Computer audit
logs. Computer
storage media.

• Characteristics of printout or other media (e.g., type fonts or logos).

• Manual after-hours signin/signout sheets.

Masquerading
Potential Offenders

• Potentially everyone. Methods of Detection

• Analysis of audit logs and journals (e.g., a log shows that an authorized
user apparently logged in, but it is known that the person was away at that
time).

• Observation (e.g., an eyewitness saw an intruder at an authorized user's

terminal).

• Password violations (e.g., a log shows repeated failed attempts to use an

invalid password).

• Report by the person who has been impersonated (e.g., the authorized
person logs in, and the system tells him that he has had six unsuccessful
logins since the last time he knows he actually logged in).
Evidence
• Backups.
• System audit logs.

• Telephone company records (pen register and dialed number recorder

(DNR) records).
• Violation reports from access control packages.
• Notes and documents found in the possession of suspects.
• Witnesses.

• Excessively large phone bills (excessive message units may indicate that
someone is using resources).
Software Piracy
Potential Offenders
• Purchasers and users of commercial software.

• Software pirates.
 •
•
• Employees who steal proprietary software.
Methods of Detection
• Observation.
• Testimony of legitimate purchasers of software.
• Search of users' facilities and computers.
Evidence
Pictures of computer screens where pirated software is being executed.
The contents of memory in computers containing pirated software.

• Copies of media on which pirated software is found.

• Printouts produced by pirated software.
Trap Doors
Potential Offenders
• Systems programmers.
• Applications programmers.
Methods of Detection
• Exhaustive testing.
• Specific testing based on evidence.
• Comparison of specifications to performance.
Evidence
• Programs that perform tasks not specified for them.

• Output reports that indicate that programs are performing tasks not
specified for them.
Timing Attacks
Potential Offenders
• Advanced system analysts.
• Advanced computer programmers.
Methods of Detection
• System testing of suspected attack methods.

• Complaints from system users that their jobs are not being performed
efficiently.
• Repeat execution of a job under normal and safe conditions.
Evidence
 •
•
• Output that deviates from normally expected output of logs.
• Computer operations logs.

Trojan Horses, Viruses, Worms, Salamis, and Logic Bombs

Potential Offenders

• Programmers who have detailed knowledge of a program.

• Employees or former employees.
• Vendor or contractor programmers.
• Financial system programmers.

• Computer users.
Computer
operators. Crackers.

Methods of Detection
• Comparison of program code with backup copies of the program.

• Tracing of unexpected events of possible gain from the act to

suspected perpetrators.

• Detailed data analysis, including analysis of program code (e.g., you may
detect a virus because a file increases in size when it is modified or
because disk space decreases).

• Observation of financial activities of possible suspects (especially for salami

attacks).
• Testing of suspect programs.

• Examination of computer audit logs for suspicious programs or pertinent

entries (e.g., log entries that show that many programs were updated at
the same time) (especially for viruses).
• Transaction audits.
Evidence
• Output reports.
• Unexpected results of running programs.
• Computer usage and file request journals.
• Undocumented transactions.
• Analysis test program results.
 •
Diddling Audit logs. Data

Potential Offenders
• Participants in transactions being entered or updated.
• Suppliers of source data.
• Preparers of data.
• Nonparticipants with access.
Methods of Detection
• Comparison of data.
• Manual controls.
• Analysis of computer validation reports.
• Integrity tests.
• Validation of documents.
• Analysis of audit logs.
• Analysis of computer output.
 •
Evidence
Data documents for source data, transactions, etc.
• Manual logs, audit logs, journals, etc.
• Backups and other computer media (e.g., tapes and disks).
• Incorrect computer output control violation alarms. Scanning
Potential Offenders
• Malicious intruders.
• Spies attempting to access systems for targeted data.
• Criminals intent on committing fraud. Methods of Detection

• Computer logs that show when telephone calls were received by the
computer and when attempts were made.
• Loss of data or transfer of funds or other assets.
• Telephone company records. Evidence

• Telephone company records (pen register and dialed number recorder

(DNR) records).
• Possession of war dialing programs.
• Computer logs.

• Possession of information compromised as a result of scanning, including

lists of telephone numbers.
Excess Privileges
Potential Offenders
• Programmers with access to Superzap-type programs.
• Computer operations staff.
Methods of Detection
• Comparison of files with historical copies.
• Examination of computer usage logs.
• Discrepancies noted by those who receive reports.
Evidence
• Discrepancies in output reports.
• Computer usage and file request journals.
• Undocumented transactions.
COMPUTER SAFETY AND ERGONOMICS
ERGONOMICS
Ergonomics is the science of matching workplace conditions and job demands to the capabilities
of the working population. An effective and successful match ensures high productivity,
avoidance of illness and injury, and increased satisfaction among the workforce.

Ergonomics, further, refers to assessing those work-related factors that may pose a risk of
musculoskeletal disorders and recommendations to alleviate them. Common examples of
ergonomic risk factors are found in jobs requiring repetitive, forceful, or prolonged exertions
of the hands, prolonged awkward postures etc.

Ergonomic stress areas in computing environments include:

1. Eyes
2. Neck
3. Shoulders
4. Elbow
5. Wrist
6. Hand
7. Back/Spine

Resulting injuries are called Cumulative Trauma Disorders (CTD) or Repetitive Strain Injuries
(RSI) or Musculoskeletal Disorders (MSD).

REPETITIVE STRAIN INJURIES WHICH INCLUDE:

1. CARPAL TUNNEL SYNDROME

Irritation of the median nerve, which runs through a bony channel in the wrist called the
carpal tunnel. Compression of the nerve produces numbness, tingling and, eventually, hand
weakness. It usually results from excessive flexing or twisting of the wrist from the use of
wrong desks.

2. TRIGGER FINGER SYNDROME

Trigger finger is a painful condition that causes the fingers or thumb to catch or lock when
bent. Tendons in the fingers become inflamed, causing pain, swelling, and a loss of dexterity.
This is caused by the excessive use of the mouse or typing.

3. HAND/ARM VIBRATION SYNDROME

Stinging, tingling, numbness, paleness, loss of dexterity in the hand/arm. It is related to
a condition caused by repeated and prolonged use of the mouse and keyboard.
4. TENDONITIS
An inflammation of the tendons. Typically occurs in the shoulders, wrists, hands, or elbows.
It is caused by overuse of the tendons by repetitive actions.

PRECAUTIONARY MEASURES

o Adjust keyboard height so that shoulders can relax and allow arms to rest at the sides.
o The keyboard should be close to the user to avoid extended reaching.
o
 Keyboard should be at the same height as the elbow. o Mouse should be
placed adjacent to the keyboard and at the same height as the keyboard (use articulating
keyboard tray if necessary).
o Do not rest the hand on the mouse when you are not using it. Rest hands on your laps
when not entering data.

5. EYE STRAIN/FATIGUE
The eyes become strained as a result of poor lighting, glare or viewing the screen from
uncomfortable positions. Focusing on the screen at close range and for long periods
can cause eyestrain, headaches, and double vision.

PRECAUTIONARY MEASURES AGAINST EYE STRAIN

o Take a 10-15 minutes break every one or two hours. o Minimize reflected glare on the
screen by keeping the screen away from windows and other sources of external light. o
Purchase an antiglare screen/shield for your screen o The screen should be
brighter than the room light. o Bigger monitors cause less eyestrain than small ones. o
Clean the screen regularly. o Position the monitor directly in front of the user to avoid
excessive twisting of the neck.
o Position the monitor approx. 20-26 inches (arm's length) from user. o Tilt the top of
the monitor back 10 to 20 degrees
o The top of the viewing screen should be at eye level when the user is sitting in an upright
position.

6. BACK AND NECK PAIN

Sitting for extended periods of time can cause increased pressure on the inter-vertebral discs.
Sitting is also hard on the feet and legs since gravity tends to pool blood in the legs and feet
and create a sluggish return to the heart.
PRECAUTIONARY MEASURES
o The monitor should be able to tilt and swivel o The keyboard should be detachable
such that you can sometimes place it on your lap. o Don't sit in one static position for
extended periods of time i.e. "Dynamic sitting".
o Adjust the height of backrest to support the natural inward curvature of the lower back.
o Adjust height of chair such that the feet rest flat on the floor.
o Sit upright in the chair with the lower back against the backrest. It is recommended
that ergonomic chairs be provided for the employees:
A chair that is well-designed and appropriately adjusted is an essential element of a safe and
productive computer workstation. A good chair provides necessary support to the back, legs,
buttocks, and arms, while reducing exposures to awkward postures, contact stress, and forceful
exertions. This is particularly important if the chair has multiple users.

The following parts of the chair are important elements to consider in creating a safe and
productive workstation: Backrest, Seat, Armrest and the base.
 Ergonomic Chair

EFFECTS OF ELECTROMAGNETIC FIELDS

Video display terminals generate electromagnetic fields (EMF) emissions, which can pass through
the human body and cause health problems such as cancer.
MEASURES
Use low-emission monitors especially the modern screens.
Electromagnetic Hypersensitivity Syndrome (EHS)
That’s when electromagnetic radiation — emitted from wireless technology including Wi-Fi,
cellphones, and cell towers causes of nosebleeds, nausea, headaches, dizziness, memory loss,
tremors, exhaustion, and heart and thyroid problems.
SYMPTOMS OF MUSCULOSKELETAL DISORDERS

Muscle fatigue or pain

Aching
Burning
Numbness
Stiffness
Tingling/stinging

COMPUTER CARE & MAINTENANCE

Like any other equipment, computers require care and maintenance to run smoothly. A number
of factors can cause damage to your computer’s hardware (the physical parts inside the
computer) or media (storage devices like CD-ROMs and hard drives).

The Right Computer Environment

Place computers in temperature-controlled rooms to avoid extreme temperatures.
Keep computers away from air conditioning or heating vents.
Keep computers in a dust-free room.
Keep computer storage media a safe distance from electrical or magnetic fields.
Make sure cables are not kinked or twisted. Route cables so they will not be stepped on or
rolled over by chairs.

Power Spikes/Surges

Do not connect the computer directly to power source. Connect the computer to a
surge suppressor to help avoid damage from power spikes. A surge protector can also
be used to protect computers from power fluctuations.
Use a UPS (Uninterruptible Power Supply) device that will keep computers running in
the event of a power outage.
Connect all power cables in a way such that they cannot be accidentally disconnected.

Computer Cleanliness
If a mouse becomes dirty, it will not track smoothly. When a keyboard is contaminated with
food particles (usually caused when people eat at their desks) the keys become
“sticky,” meaning they do not spring back up immediately after you press them. Dust
particles (including paper dust) cause printers to jam and smear your printouts. Keeping
these and other devices well maintained will make them work better and last longer.

Maintenance routines.
o Regularly clean the keyboard and mouse. o Clean the printer of any dirt or dust to
preventjamming. o Carefully remove any paper jams. Damaging the printer will
make it jam more often and decrease print quality.

There are some maintenance activities that should only be performed by an experienced
professional. These include:
o Replacing or upgrading internal components of the computer.
 o Repairing physical damage to peripheral equipment.
o Re-routing or adding electrical connections.

Monitor Burn-In
If an image is allowed to remain on a monitor for very long periods of time it can become
“burned” onto the screen. To prevent this from happening, ensure that you use screensaver
software.
A screensaver is a computer program that blanks the screen or fills it with moving images or
patterns when the computer is not in use.

Protection against Viruses

Virus Detection software such as Eset Nod 32 and Kaspersky antivirus software detect
and remove potentially damaging viruses from the computer. Update the anti-virus
regularly.
Don’t visit questionable websites e.g. sites offering free software and music, pornography
Don’t open doubtful email attachments Scan USB drives before opening them.
Use a firewall program to help block unwanted internet traffic.
Disable autorun feature in Windows that automatically runs a drive when it is mounted.
Scan email attachments before downloading them

Disk Maintenance Routines

Keeping a clean and organized hard disk will result in better system performance. The
easiest way to do this is to delete unused or temporary files regularly.
A variety of utility programs are available to help keep your computer safe and
running without errors. Some are supplied with the Windows operating system, others are
available for free, and some are available for purchase.
Defragmentation software like Diskeeper or the one supplied with the Windows
operating system gather files into one area on the hard disk to make searching faster.
Disk Compression programs like Virtual Drive and FarStone are designed to minimized the

Whenever the operating system attempts to

file to disk, the utility intercepts it and compresses it. Likewise, when the operating system
attempts to file, the disk compression utility intercepts the file, decompresses it, and
then passes it to the operating system.
Disk Scanning programs like ScanDisk (supplied with the Windows operating system) check
for and attempt to repair errors on the hard disk.
Firewall software like ZoneAlarm and BlackICE keep unauthorized users from accessing the
computer through the Internet.
Run Disk Cleanup to delete temp, old or unused files

ETHICS AND PROFESSIONAL ISSUES IN ICT

Definition of terms
1. Ethics: refers to a set of principles or rules that determine the rightness or wrongness of
particular acts of ICT usage. ICT Ethics relate to the standards of conduct governing
 individual, institution’s societies’ & or international use of information &
communication technology.
2. Policy: Refers to acceptable guidelines developed by technology user groups to outline
their beliefs, vision, strategies, principles and responsibilities in using Information
and Communication technology.

UNETHICAL BEHAVIOUR IN ICT

A. Cyber Crime
The anonymity of the machines makes some crimes easier and creates many new types of crimes.
Stolen and counterfeit ATM cards are used to steal millions of dollars each year throughout the
region.
Other Cyber crimes include:
Fraud and financial crimes e.g.
Obscene or offensive content e.g. sedition, hate speech, blasphemy, pornography,
slander etc.
Harassment e.g. cyber stalking, cyber bullying Cyber terrorism
Cyber warfare for example attacks on a nation’s network infrastructure etc.
Cyber extortion
Online drug trafficking

B. Loss of privacy
The contents of electronic communications and databases can provide important and
private information to unauthorised individuals and organizations if they are not securely
guarded. Millions of transactions are transmitted and recorded in databases at banks,
hospitals, shopping complexes, and various organizations, in the public or private sector.
Security measures should be put in place to protect the confidentiality and privacy of such
consumer and institution data.
C. Computer abuse
Computer abuse includes Hacking, dissemination of software Worms, software Viruses,
Trojan Horses (program that introduces viruses to computers), etc. D. Intellectual property
theft ICT Ethical standards aim to control plagiarism, identity fraud, and the use of
copyrighted material.
Millions of dollars of software is illegally copied each year all over the
world. This phenomenon has a great impact on the software industry.
E. Freedom of speech and press
ICT related standards aim to control (among other things) hate motivated or indecent
communication, harassment and libel whilst protecting free-speech rights.
F. Professional Ethics
Faulty and useless systems that cause disasters and hardships to users might be built by
incompetent ICT professionals. In dispensing their duties ICT professionals must demonstrate
their best practices and standards as set by professional bodies for quality assurance.
Risks faced by society related to ICT use
i. Errors
Information input into the databases is prone to human and device error.
Computer programs that process the information may contain thousands of errors. These errors
can create wrong and misleading information about individuals and organizations.
Information and program errors might result in financial loss, or even the loss of lives.
 ii. Digital Divide
The increasing use of computers has increased the separation of rich and poor, creating a digital
divide between the information “haves” and “have-nots.” The governments should provide
subsidies and programmes such as training address the issue. demonstrate their best practices
and standards as set by professional bodies for quality assurance.
G. Unemployment
The automation of work has caused creative destruction by eliminating some vocations and
rendering millions of individuals jobless.

MEASURES TO FIGHT UNETHICAL USE OF ICT

1. Enacting of laws to regulate the use of cyberspace for instance to deter and punish cyber
crimes and other unethical use of ICT
2. Review existing legal systems to ensure they appropriately criminalize abuses of
telecommunications and computer systems and promote the investigation of
hightech crimes.
3. Development of institutional and national policies to guide use of ICT. These policies include
: copyright responsibilities imposition of censorship rules

user rights and responsibilities i.e. connecting user’s rights such as freedom of
expression and freedom from persecution and responsibilities
Policies protect organizations or companies and its employees from legal actions. If
an employee violates an organization’s policies in handling a client’s data, he/she will
be held personally liable and not the organiztion.
4. Enhancing regional and international cooperation on information security
5. Cooperation between oversight bodies such as Communications Commission of Kenya e.g.
in sharing incident reports
6. Holding public education seminars related to incident prevention
7. Publish and distribute various types of technological documents to prevent hackings and
viruses
8. Development of technologies to prevent incidents.

SOURCES OF ICT LEGISTLATIONS

Legisration is the process of making or enacting laws by a governing body.
Statutory instruments i.e. acts of parliament
International treaties
Regulations and By-Laws

Laws exits to protect Intellectual property such as software through the use of trademarks,
patents and the copyright law. When a person (or organization) uses protected information
without the owner’s permission, he or she is breaking the law.
The Copyright Act allows for civil and criminal charges to be laid against a person who infringes
copyright. Civil charges mean the copyright owner, or someone on behalf of owners, can sue the
culprit. If found guilty, the person infringing copyright will be fined.

Data Protection Act

This refers to an Act of Parliament enacted to regulate the collection, processing,
storage/keeping, use and disclosure of information relating to individuals that is processed
automatically. The Act created a Commission-Freedom of Information Commission of Kenya-
with the mandate of ensuring the implementation of the Act, to receive complaints
regarding violations of the Act, institute legal proceedings and settlement concerning such
violations.
The act contains eight data protection principles. The principles specify that personal data must
be:
i) Processed fairly and lawfully ii) Obtained
for specified and lawful purposes iii)
Adequate, relevant and not excessive iv)
Accurate and up to date
v) Not kept any longer than is necessary vi) Processed
in accordance with the individual’s rights vii) Securely kept
viii) Not transferred without adequate protection.

Information access and dissemination

Information privacy
Censorship
CONFLICT MANAGEMENT
MEANING OF CONFLICT
Conflict refers to some form of friction, disagreement, or discord arising within a group
when the beliefs or actions of one or more members of the group are either resisted by or
unacceptable to one or more members of another group

the positive aspects of conflict.

TYPES OF CONFLICT
1. WORKPLACE CONFLICT
• Intra-organization conflict
Conflict that occurs within an organization
Can occur along the vertical and horizontal dimensions of the organization o
Vertical conflict: between managers and subordinates o Horizontal conflict:
between departments and work groups
• Intra-group conflict
Conflict among members of a group
Early stages of group development
Ways of doing tasks or reaching group's goals
• Inter-group conflict
between two or more groups
• Interpersonal conflict
Between two or more people
Differences in views about what should be done
Efforts to get more resources
Differences in orientation to work and time in different parts of an organization
• Intrapersonal conflict
 Occurs within an individual
Threat to a person’s values
Feeling of unfair treatment
Multiple and contradictory sources of socialization
• Inter-organizational conflict
Between two or more organizations
Not competition
Examples: suppliers and distributors, especially with the close links now possible

1. Family or domestic conflicts

IMPORTANCE OF CONFLICT MANAGEMENT

Increases productivity
Enables easy decision making
Creates unity
Gives freedom of expression

CAUSES OF CONFLICT
1) Task Interdependence
This refers to the nature of the dependence among organizational units for information,
financial, material, or human resources. For example a situation where one unit cannot
perform a task until another unit has completed its task. Generally the greater the
interdependence between units of an organization, the greater the potential for conflicts.
2) Goal Incompatibility
Different departments or units can have different goals. As a result, these goals may become
incompatible and generate conflicts.
3) Differentiation
As each department in an organization tries to cope with the unique demands of its own
environment, it necessarily develops its own types of procedures, cherished values and point
of view. Because of these differences between departments , communication and
disagreements about the sharing of resources will be a more difficult task.
4) Reward system
If units are given incentives that will reward the attainment of organizational goals,
cooperation is likely to emerge. However, if the incentives are designed to reward units for
the attainment of their assigned goals, then conflicts will arise over cooperation.
5) Values conflict
Involves incompatibility of preferences, principles and practices that people believe in such
as religion, ethics or politics.
6) Power conflict
Occurs when each party wishes to maintain or maximize the amount of influence that it
exerts in the relationship and the social setting such as in a decision making process. 7)
Economic conflict
Involves competing to attain scarce resources such as monetary or human resources.
Remuneration issues e.g. poor pay
8) Lack of cooperation/trust
9) Unclear roles/lack of job description
EFFECTS OF CONFLICT IN ORGANIZATIONS
• Stress
• Absenteeism
• High staff turnover
• De-motivation
• Non-productivity
• Can lead to violence

METHODS OF DEALING WITH CONFLICTS

1. Forcing/Competition (win-lose situation)
In this approach, on of the parties pushes their own views on the others which, of course,
will cause overt or covert resistance.
2. Smoothing
This approach emphasizes the areas of agreement and common goals and
deemphasizing the disagreements.
3. Avoidance (lose-lose situation)
This is an interpersonal approach in which the individuals seek to avoid the situation that
is causing the conflict.
4. Compromise (win-win situation)
This is a traditional means of conflict resolution which involves agreeing in part with
the other person’s view or demand.
5. Integration
This is another way of coping with conflicts which involves making structural changes
i.e. modifying and integrating the objectives of groups with different viewpoints. This
might require the changing of the organizational structure and clarifying of
authorityresponsibility relationships.

TECHNIQUES OF PREVENTING CONFLICTS

• Emphasize organizational goals over unit goals • Encourage communication between

units
• Structure tasks so that they are predictable and stable.
• Avoid win-lose situations

TECHNIQUES OF REDUCING CONFLICTS

• Physically separate conflicting groups
• Apply bureaucratic rules and regulations. This will enforce a code of behaviour that can
lead to the suppression of conflict
• Limit group interaction.
• Encourage confrontation and negotiation. This requires face to face meeting of the
conflicting groups or individuals.
• Bring in third party consultants
• Rotate members between groups so that members of one group learn the problems the
other group faces. It will also lead to establishment of personal bonds between members
of various groups and thereby reduce conflicts.
 • Use inter-group training i.e. bring several groups together for training in order to develop
permanent that encourage groups to work together.

HOW TO SOLVE INTERPERSONAL CONFLICTS

• Assure privacy
• Empathize than sympathize
• Listen actively
• Maintain equity
• Focus on issue, not on personality
• Avoid blame
• Identify key theme
• Re-state key theme frequently
• Encourage feedback
• Identify alternate solutions
• Give your positive feedback
• Agree on an action plan

TECHNIQUES OF STIMULATE CONFLICTS

Sometimes conflict can be beneficial to an organization and managers can stimulate conflicts by:
• Increase uncertainty among groups.
Stagnation in organizations is often the result of keeping activities unchanged over long
periods of time. Members of a group know exactly what task are to be performed each
day and can predict the results of those tasks. Uncertainty reduces the ability of members
or groups to predict.
Assignment of new tasks, hiring of new personnel, and withholding of information are all
techniques that can be used to increase uncertainty. As uncertainty increases,, anew
interest in activities develops, and potential for conflict becomes greater.

• Change the reward system

Reward system can encourage competition by giving rewards based on a comparative
formula with other groups. This often leads to conflicts due to misinterpretations or
miscalculations of how the reward system operates.

• Increase competition and opportunities for conflict.

When competition intensifies groups usually seek opportunities to engage in conflict. An
organization may benefit from the new-found energy form the groups.
SOCIAL RESPONSIBILITY IN ICT
This refers to the ICT community taking responsibility for the impact of their activities to improve
the quality of life of the society. ICT is responsible for many social problems including e-waste

ENVIRONMENTAL PROTECTION
The main environmental impacts of ICT products are caused by material used in production (chemical
substances) and energy consumption through production and usage of electronic products.
Information and communication technologies (ICTs) have been contributing to environmental
problems:
computers, electronic devices and ICT infrastructure consume significant amounts of electricity, placing
a heavy burden on our electric grids and contributing to greenhouse gas emissions. In 2007, the total
footprint of the ICT sector – including personal computers (PCs) and peripherals, telecoms networks
and devices and data centers – was 830 Mt CO2 emission, about 2% of the estimated total emissions
from human activity released that year (a figure equivalent to aviation). ICT hardware poses
severe environmental problems both during its production and its disposal. Each stage of a
computer’s life, from its production, throughout its use, and into its disposal, presents
environmental problems. Manufacturing computers and their various electronic and non-
electronic components consumes electricity, raw materials, chemicals, and water, and generates
hazardous waste. All these directly or indirectly increase carbon dioxide emissions and impact the
environment
HANDLING E-WASTE
IT industry (both hardware and software producers) is the key player for the protection of environment
and the elimination of power consumption. The usage of recycled components, the adoption of rules
and guidelines that contribute to lower power consumption ensure the energy efficiency. These
practices should be standard choices at the IT industry, which have to also be indicated by recognizable
marks/signs in order for the consumers to be familiar with specs and certifications that ensure
the recycling and the energy efficiency of those ICT products. 3Rs – Recycle,

Recycling will reduce waste in the production process, recycle the waste and waste heat or transfer them
to enterprises or individuals who have the ability to recycle and reutilize the waste, and properly handle
the non-recyclable waste.

KEYS TO SUCCESSFUL EFFORTS

1. Capacity building
Teacher training
a. Pre-service
b. In-service
Training courses for community
a. Local administrators
b. Parents
c. General public
2. Programs development
 4 Raise awareness (You Tube, website, Online discussion Forum, Wikipedia, Blogs,
second life)
4 Resources development (website, CD-Rom, TV and radio programs, electronic
books, discussion board, training package –video, CD,)

CHALLENGES OF SOCIAL RESPONSIBILITY IN ICT

Many companies are not yet convinced of the business case for corporate social
responsibility. 138
©Stevo 2019

EMERGING TRENDS AND ISSUES IN ICT

1. E-LEARNING

education.
(a) Uses of e-learning include engaging learners to use the web as:

• A source of materials in a wide range of formats. E-

learning provides interactive materials and activities such as text,
graphics, animations, and, assessments, and feedback. Online
interaction may include tools like e-mail, bulletin/discussion
boards, chat rooms, and instant messaging.
• Online materials can contain voice, data, and video, and are
available to the students at any time from any place.
• Online discussion groups and message boards enable a student to
collaborate with the instructor, with other students in the class, or
even with students across the world.

(b) Introduction of Online Courses which provide online course materials, online interaction
between lecturers and students as well as online assessment. Online courses:

a. Offer education to large numbers of students i.e. makes education more

accessible to people with limited financial resources.

b. Offer education at lower costs (travel, instructor fees, accommodation etc) c.

Offer shorter courses

Online courses, however, require large commitment to technology by the colleges offering
the courses. There is also lack of face-to-face contact between students and instructors.
Online distance learning has removed geographic barriers and improved student
opportunity.

2. E-COMMERCE
Electronic commerce, commonly known as e-commerce or eCommerce, is a type of industry
where the buying and selling of products or services is conducted over electronic systems such
as the Internet and other computer networks.
Technology can help throughout the process including promotion, searching, selecting,
negotiating, delivery, and support.
ADVANTAGES OF E-COMMERCE
• Increases the speed and accuracy with which businesses can exchange information
• Electronic payments (tax refunds, paychecks, etc.) cost less to issue and are more secure
• Enables people to conduct business from home
• Makes promotion easier for smaller firms which cannot afford other means of
advertisement
• Marketing campaigns can be designed and implemented to target specific customer
segments for example based on their search behaviour on the internet.

DISADVANTAGES OF E-COMMERCE

• Some business processes are not suited to e-commerce, even with improvements in
technology
• Many products and services require a critical mass of potential buyers (e.g. online grocers)
• Cultural impediments: People are reluctant to change in order to integrate new
technology
• The legal environment is uncertain. Laws covering some areas of e-commerce do not
exist and in some other areas, the judicial officers lack the relevant capacity and training.
3. CLOUD COMPUTING
Cloud computing is the use of computing resources (hardware and software) that are delivered
as a service over a network. A company uses the hardware and software in the cloud and a
service fee is charged.

Cloud computing offers the following potential benefits:

• Organizational flexibility - Users can access the information anytime and anyplace
using a web browser.
• Agility and rapid deployment - IT department can focus on delivering the tools to
mine, analyse, and share the information and knowledge from databases, files, and
people.
• Reduced cost of infrastructure - Technology is moved from on-site to a cloud
provider, eliminating the cost of hardware and applications.
• Refocus of IT resources - Cost savings of hardware and applications can be applied
elsewhere.
• Creation of new business models - Applications and resources are easily accessible,
so companies can react quickly to customer needs. This helps them set strategies
to promote innovation while potentially entering new markets.

4. DOMESTIC APPLICATIONS OF ICT

Advances in ICT have also allowed it’s application in many areas of our lives including
homes where most of the domestic appliances now contain an embedded computer
system to carry out their control functions.
For example a modern washing machine has a computer system to handle all the complex
washing cycles. It ensures that the correct amount of water is used for the programme selected
and that the water is heated to the correct temperature. Other examples of embedded computer
systems in the home:

• central heating systems

• burglar alarm systems
• fire alarm systems
• microwaves
• dishwashers
• TVs

ADVANTAGES
(a) The appliances do not need direct human control because they have timers. This
means the user can leave them to complete their tasks so they have more leisure time.
(b) The devices are more efficient e.g. in terms of energy use
(c) The appliances are safer to use as they have safety checks built in. In a way, computers
systems such as these are 'invisible' to the user and are called embedded systems.
(d) Computers linked to the Internet have greatly reduced the need for people to leave
the home in order to acquire goods and services for example:

• Entertainment - music and games can be downloaded. Movies can be

downloaded and this, along with Interactive digital television, means there is no
need to go to the cinema or video rental shop.
• Goods - these can be easily ordered from online stores and delivered to the home.
• Food - takeaway food and groceries can be ordered online and delivered directly
to the door.
• Services - banking, ordering insurance and many other services can be carried
out over the Internet.

DISDVANTAGES

(a) The devices are more expensive

(b) The devices encourage laziness which has health implications e.g. obesity

5. E-GOVERNMENT
a. E-government services can be implemented using ICT to promote transparency in
public administrations and democratic processes, improving efficiency and
strengthening relations with citizens. Such services include Tax filing and
revenue collection, electronic voting, registration of persons and businesses etc.
b. Services, at all levels, can be adapted to the needs of citizens and business, to achieve a
more efficient allocation of resources and public goods.
6. E-HEALTH
a. The adoption of ICTs can be used to improve and extend health care and health
information systems to remote and underserved areas and vulnerable populations.
For instance interaction between a patient and a doctor who are miles apart can be
made possible through ICT.
b. ICTs can be used to alert, monitor and control the spread of communicable
diseases, through the improvement of common information systems.
c. ICT can be used for the exchange of health data, taking due account of privacy concerns.
d. ICT can be used to promote continuous medical training, education, and research for
health-care providers in their areas of work without the need for institutionalized training.
e.

7. E-EMPLOYMENT
a. ICT can used to promote teleworking to allow citizens, particularly in the
developing countries and small economies, to live in their societies and work anywhere.
b. ICT can be used to increase employment opportunities for those with disabilities.
c. Promote new ways of organizing work and business with the aim of raising
productivity, growth and well-being through investment in ICTs and human resources
for example in automating business processes to make the more efficient and cheaper.

8. E-ENVIRONMENT
a. ICT can be used to establish monitoring systems, to forecast and monitor the impact
of natural and man-made disasters, particularly in developing countries
b. Governments, in cooperation with other stakeholders are encouraged to use and
promote ICTs as an instrument for environmental protection and the sustainable use
of natural resources.
c. Government and the private should implement programmes for sustainable production
and consumption and the environmentally safe disposal and recycling of discarded
hardware and components used in ICTs.
d. E-Waste can be reduced:
i. From the manufacturing phase through:
a. Designing for easy disassembly and recycling
b. Avoiding use of heavy pollutants
c. Minimization on the use of resources
d. Regulations and standards
ii. During the life of equipment:
a. Prolonging its lifetime
b. Designing for reuse/multiple use iii. At end of life:
a. E-waste conscious management

9. E-AGRICULTURE
a. ICT can be used to ensure the systematic dissemination of information on agriculture, animal
husbandry, fisheries, forestry and food, in order to provide ready access to
comprehensive, up-to-date and detailed knowledge and information, particularly in rural
areas.
b. ICTs can be used to market and sell agricultural products for example linking the
producers and potential buyers thereby reducing loss for the farmers and ensuring proper
distribution of food in the country.
c. Automation of farming technology e.g. computerized irrigation system which reduce human
error and wastage of water.

EMERGING ISSUES IN ICT

1. ICT has brought about the emergence of Cyber crimes such as pornography, Electronic
fraud, cyber stalking, terrorism etc
2. Wrong use of ICT leads to Internet and other types of computer addiction
3. Emergence of health and other safety issues related to computer use e.g.
Muscular-skeletal disorders such as tendonitis, backache and eyestrain.
4. Erosion of social and inter-personal skills
5. Existence of different standards
6. Constant evolution in ICT necessitates constant training
9. TECHNOLOGY TRANSFER
Technology Transfer, also called Transfer of Technology (TOT) and Technology
Commercialization, is the process of transferring skills, knowledge, technologies and

and technological developments are accessible to a wider range of users who can then
further develop and exploit the technology into new products, processes, applications,
materials or services.
Types of Technology Transfer:
o Cooperative research and development
o Licensing or sale of intellectual property
Either across firms or to a startup spin-off
firm o Technical assistance o
Public exchange of information
E.g. conferences, publications, networking
The Internet is an excellent example of a technology initially developed with government
support diffusing to have a broader commercial impact. The government through the
Defense Advanced Research Projects Agency (DARPA) funded construction of the Internet
but later made the network available for use by the general public.

Institutions for Technology Transfer

• Technology transfer can involve firms, governments, and universities.
• Research joint ventures (RJV)
• Industry-university collaborations