2021

HARRY PASS POLYTECHNIC,

MKAR – GBOKO.

MR. IORLAHA, S.K.

[ cOMPUTER OPERATIONS (COM122)

]
The Organization Structure of Data Processing Department; Procedures of Computer Operations; Types of
Data Preparation Methods; Security of the Computer Environments; External File Library Structure.

RTMENT OF COMPUTER ENGINEERING TECHNOLOGY (CET)

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1.0 DATA PROCESSING DEPARTMENT

Data processing is, generally, "the collection and manipulation of items of data to produce
meaningful information." In this sense it can be considered a subset of information processing, "the
change (processing) of information in any manner detectable by an observer."

The term Data Processing (DP) has also been used to refer to a department within an organization
responsible for the operation of data processing applications.

1.1 Data processing functions

Data processing may involve various processes, including:

 Validation – Ensuring that supplied data is correct and relevant.

 Sorting – "arranging items in some sequence and/or in different sets."
 Summarization (statistical or automatic) – reducing detailed data to its main points.
 Aggregation – combining multiple pieces of data.
 Analysis – the "collection, organization, analysis, interpretation and presentation of data."
 Reporting – list detail or summary data or computed information.
 Classification – separation of data into various categories.

1.1.1 What is a Complex D.P. Department?

A complex D.P. department has most of the following characteristics:
1. It deals with large and modern computer systems involving communication, data bases, complicated operating
system, etc.
2. It consists of a large number of employees with different professions, such as systems analysts, programmers,
clerks, key punchers, etc.
3. It supplies information services to a wide spectrum of users with different requirements,
4. It processes and produces a high volume of data.
5. It operates on large data bases, which serve many different application programs.
1.1.2 Major Components of D.P. Organizational Structure
The D.P. department should contain five major components:
1. Managerial (administration, secretarial services, etc.).
2. Economic: preparing and controlling the yearly budget; cost accounting and pricing; supervising
feasibility studies and cost/benefit analyses. This unit should report directly to the D.P, manager.
3. Production: operations, key punching, I/O control, libraries, etc.; employs industrial engineering team to
plan and check the production activities.
4. Information Services: in charge of applications which serve a specific user or a group of related users;
responsible for all phases of a project development, including maintenance and modification. Each unit employs
systems analysts, systems designers and maintenance programmers, while application programmers are
taken from the programmers’ pool. Standards and procedures are coordinated by the chief systems analyst.
5. Internal Resources: managing all internal resources, involving computer utilization analysis, computer
capability analysis, computer capacity planning, and the evaluation, planning, development and
implementation of operating systems, other major software systems, and telecommunication and data
communication equipment; managing data base utilization through the Data Base Administration (DBA)
group which plans, designs, establishes standards and practices, controls data names, maintains the data
base, enforces security and integrity controls, etc.

1.2 The Various Personnel in D.P. Department/Functions

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Computer Operators

Computer operators monitor the operation of large mainframe computers. They start the computer up
and close it down. They keep a record of when specific jobs are run and run scheduled jobs when the
computer is not so busy. If a job fails to run for some reason they take the appropriate action.

Computer Programmers

Programmers encode the instructions that tell the computer what to do. They are given job instructions
in plain English and flowcharts and they turn these instructions and descriptions into code that the
computer can understand. The position requires a degree in computer science.

Database Administrators

Many organizations with computers – for example, the Department of Motor Vehicles – have large
amounts of data that are essential to the conducting of their business. These collections of data are
called databases when they are controlled by computers. Setting up these databases and maintaining
them in the presence of changing tax and business climates is a specialized job that takes years to
learn. The profession requires a college degree and years of experience with databases.

System Administrators

The system administrator installs new software and maintains the operating system. In most
businesses the system administrator is the one you call if you cannot get your desktop computer to
work. If the system administrator cannot get a system to work, it is his or her responsibility to replace
the system or to call the hardware technician. Being a system administrator is only possible after years
of experience with computers. A college degree - or the degree type - is of less import than the years
of experience.

Systems Analysts

The systems analyst is an interface between the executives of a company and the programmers. He or
she does the overall design of the program jobs that need to be done to utilize the computer system for
company business - in response to verbal descriptions from company management. The systems
analyst prepares the directions that the programmer uses to write computer programs. The profession
requires an advanced degree and years of experience as a computer programmer.

Webmasters

Webmasters design and maintain Web pages. This profession is more like an art profession than a
business or science profession. A college degree is nice but not absolutely necessary -- webmasters are
hired on the strength of their portfolios.

2.0 PROCEDURES OF COMPUTER OPERATIONS

2.1 Principle and Procedures of Operating the Computer System

Starting Up and Shutting Down Your Computer

To start up your computer just press its power button. The operating system loads automatically. At
that point, the operating system’s desktop (or other interface) may appear, or you may be prompted to
sign in.
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Signing into your computer

Depending on the operating system and the way it’s set up, you may be prompted to sign in by
selecting a user account. If that account is password-protected, you will also be asked for the
password.

Computer user accounts

Where do user accounts come from? Well, one of them may be created automatically. The first time
you turn on a new computer, part of the setup process may involve creating a user account. (That’s
what happens with Windows systems, for example.) From that point on, you can sign in with that
same user account each time you turn on the computer.

If more than one person uses the same computer, you may want to create additional user accounts. To
do so, sign in with an existing account and then use the procedure in your operating system for
creating new accounts.

In Windows 8.1, you can create either a Microsoft account or a local account. A Microsoft account is
linked to an email address; a local account is not. A Microsoft account has some advantages, such as
the ability to access OneDrive online storage and to use the same settings (such as desktop colors) on
different computers. A local account is private; it is on one computer only, with no record of it
anywhere else.

Windows 8.1 user accounts can also have one of two levels of authority: Standard or Administrator.
A Standard account can run applications and can make changes that do not affect other users, such as
choosing a different background image. An Administrator account has full permission to make
changes that will affect other users too, such as to install and remove software and update device
drivers.

Not all operating systems allow multiple user accounts or require you to sign in; the operating systems
on tablets and smartphones usually don’t, for example.

To create a new user account in Windows 8.1, follow these steps:

1. Select the Settings charm and click Change PC Settings.

2. Click Accounts.
3. Click Other Accounts.
4. Click Add an Account.
5. Enter the person’s email address and click Next.

Follow the prompts to enter any other information requested and complete the account setup.

Shutting down your computer

When you are finished with your computer session, you can do any of the following:

 Shut down: This completely turns off the computer’s power; when you restart, the operating
system must completely reload.
 Sleep: The computer goes into a low power-consumption mode that keeps only the memory
powered; it appears to be off, but when you turn it back on again, it comes back up faster
because the memory has remained powered.
 Hibernate: The computer’s memory content is copied to a holding area on the hard disk and
then the computer’s power is shut off. When you turn it back on again, the stored data is
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copied back into memory; the computer starts up faster than from a complete shutdown, but
not as fast as from Sleep Mode.
 Sign Out: Using this command signs out your user account and displays a prompt for
someone else to sign in.

In Windows 8.1, you can access the Sleep, Hibernate (if available), and Shut Down commands from
the Power icon in the upper right corner of the Start screen, and then choose the desired command.

To sign out, you can click the currently signed-in user name in the upper-right corner of the Start
screen, and then choose Sign Out from the menu.

It's important to shut down a computer properly once you have finished using it. Different operating
systems achieve this in different ways, so you will need to identify the Shut down or Turn off buttons
(or process) on the computer you are using. Don't shut down a computer using the On/Off switch as
this can damage the operating system or hardware and may cause data to be lost.

2.2 Operating System Environments

The term OS or operating system is a type of software and it works as an interface between the user
and computer to perform all the tasks like memory management, file management, input & output
handling, security, process management, Job accounting, error detecting, system performance
controlling, peripheral devices controlling like printers & disk drives. The popular operating systems
mainly include Windows, Linux, AIX, VMS, Z/OS, etc.

Types of Operating Systems

Within the broad family of operating systems, there are generally four types, categorized based on the
types of computers they control and the sort of applications they support. The categories are:

 Real-time operating system (RTOS) - Real-time operating systems are used to control machinery,
scientific instruments and industrial systems. A very important part of an RTOS is managing the
resources of the computer so that a particular operation executes in precisely the same amount of time,
every time it occurs.
 Single-user, single task - As the name implies, this operating system is designed to manage the
computer so that one user can effectively do one thing at a time. The Palm OS for Palm handheld
computers is a good example of a modern single-user, single-task operating system.
 Single-user, multi-tasking - This is the type of operating system most people use on their desktop and
laptop computers today. Microsoft's Windows and Apple's MacOS platforms are both examples of the
operating systems that will allow a single user have several programs in operation at the same time. For
example, it's entirely possible for a Windows user to be writing a note in a word processor while
downloading a file from the Internet while printing the text of an e-mail message.
 Multi-user - A multi-user operating system allows many different users to take advantage of the
computer's resources simultaneously. The operating system must make sure that the requirements of
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the various users are balanced, and that each of the programs they are using has sufficient and separate
resources so that a problem with one user doesn't affect the entire community of users. Unix, VMS and
mainframe operating systems, such as MVS, are examples of multi-user operating systems.

Contrast:

Single User Operating System Multi User Operating System

In a Single-User Operating System, only one user In a Multi-User Operating System, more than one
can access the computer at the same time. user can access a computer at the same time.
The bootloader loads all the resources of the CPU The bootloader distributes the resources of the
in the profile of a single superuser. CPU based on the priority of the users.
The Concept of Super User Does not exist,
A Single Super User is allocated all the resources
instead, role-based entities exist, such that, upper
of the CPU, and only the super user controls the
roles hierarchy can manage the lower roles
operating system.
hierarchy permission and settings.
As all the resources are dedicated to a single The resources are divided among multiple users
super-user, therefore, faster processing of therefore the processing slower processing of
instruction in the operating system occurs. instructions in the operating system occurs.
The Multi User Operating systems are
The Single User Operating systems are simplistic complicated as they have to apply complex
and easy to design. techniques to share the resources among various
users.
The types of Single User Operating systems are – The types of Multi-User Operating System are –
Single-User Single-Task Operating systems and Time Sharing Operating System and Distributed
Single-User Multi-Task Operating systems. Operating System.
Examples of Single User Operating Systems are – Examples of Multi User Operating Systems are
MS DOS, Windows 95, Windows NT, Windows Mainframes such as IBM AS400, Linux & Unix
2000, Personal Computers, etc. Distributed OS, Mac OS, Windows 10 etc.

2.3 Functions of the Constituents of O.S.

An operating system is a large and complex system that can only be created by partitioning into small
pieces. These pieces should be well-defined portions of the system, which carefully defined inputs,
outputs, and functions.

Although Mac, Unix, Linux, Windows, and other OS do not have the same structure, most of the
operating systems share similar OS system components like File, Process, Memory, I/O device
management.

2.3.1 File Management

The operating system has the following important given activities in connections with file
management:

 File and directory creation and deletion.

 For manipulating files and directories.
 Mapping files onto secondary storage.
 Backup files on stable storage media.

2.3.2 Process Management

The process management component is a procedure for managing the many processes that are running
simultaneously on the operating system. Every software application program has one or more
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processes associated with them when they are running. For example, when you use a browser like
Google Chrome, there is a process running for that browser program. The OS also has many processes
running, which performing various functions.

The following are functions of process management.

 Process creation and deletion.

 Suspension and resumption.
 Synchronization (or prioritization) process
 Communication process

2.3.3 I/O Device Management

 It offers buffer caching system

 It provides general device driver code
 It provides drivers for particular hardware devices.
 I/O helps you to know the individualities of a specific device.

2.3.4 Network Management

Network management is the process of administering and managing computer networks. It includes
performance management, fault analysis, provisioning of networks, and maintaining the quality of
service.

A distributed system is a collection of computers/processors that never share their own memory or a
clock. In this type of system, all the processors have their local Memory, and the processors
communicate with each other using different communication lines, like fiber optics or telephone lines.

The computers in the network are connected through a communication network, which can be
configured in a number of different ways. With the help of network management, the network can be
fully or partially connected, which helps users to design routing and connection strategies that
overcome connection and security issues.

2.3.5 Main Memory management

Main Memory is a large array of storage or bytes, which has an address. The memory management
process is conducted by using a sequence of reads or writes of specific memory addresses. In order to
execute a program, it should be mapped to absolute addresses and loaded inside the Memory.

An Operating System performs the following functions for Memory Management:

 It helps you to keep track of primary memory.

 Determine what part of it are in use by whom, what part is not in use.
 In a multiprogramming system, the OS takes a decision about which process will get Memory
and how much.
 Allocates the memory when a process requests
 It also de-allocates the Memory when a process no longer requires or has been terminated.

2.3.6 Secondary-Storage Management

The most important task of a computer system is to execute programs. These programs, along with the
data, help you to access, which is in the main memory during execution.
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This Memory of the computer is very small to store all data and programs permanently. The computer
system offers secondary storage to back up the main Memory. Today modern computers use hard
drives/SSD as the primary storage of both programs and data. However, the secondary storage
management also works with storage devices, like a USB flash drive, and CD/DVD drives.

Here, are major functions of secondary storage management in OS:

 Storage allocation
 Free space management
 Disk scheduling

2.3.7 Security Management

The various processes in an operating system need to be secured from each other's activities. For that
purpose, various mechanisms can be used to ensure that those processes which want to operate files,
memory CPU, and other hardware resources should have proper authorization from the operating
system.

For example, Memory addressing hardware helps you to confirm that a process can be executed
within its own address space. The time ensures that no process has control of the CPU without
renouncing it.

2.3.8 User Interface

A GUI or user interface (UI) is the part of an OS that permits an operator to get the information. A
user interface based on text displays the text as well as its commands which are typed over a
command line with the help of a keyboard.

The OS-based applications mainly provide a specific user interface for efficient communication. The
main function of a user interface of an application is to get the inputs from the operator & to provide
o/ps to the operator. But, the sorts of inputs received from the user interface as well as the o/p types
offered by the user interface may change from application to application. The UI of any application
can be classified into two types namely GUI (graphical UI) & CLI (command line user interface).

2.3.9 Interrupt Management

In the operating system, interrupts are essential because they give a reliable technique for the OS to
communicate & react to their surroundings. An interrupt is nothing but one kind of signal between a
device as well as a computer system otherwise from a program in the computer that requires the OS to
leave and decide accurately what to do subsequently. Whenever an interrupt signal is received, then
the hardware of the computer puts on hold automatically whatever computer program is running
presently, keeps its status & runs a computer program which is connected previously with the
interrupt.

2.4 Operating System Commands

Operating System commands collect basic information about the current operating system.

The timeout for Operating System commands is 180 seconds.

Below are some of the OS system commands

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Option Description Usage

-ip Retrieves the server IP addresses. os -ip
-diskspace Retrieves the disk space on the server, including the total space and free os -diskspace
space.
Retrieves server system information.

 Windows: systeminfo

 AIX: prtconf

 HPUX PA-RISC: model

-sys os -sys
 HPUX ITATIUM: machinfo

 Solaris: isainfo -kv

 Linux: uname -a

Retrieves the open file limit as returned by the ulimit -n command.

-openfile Note os -openfile

Only for UNIX.

Retrieves all processes that are currently running.

 Unix: ps -ef
Process os -process
 Windows: wmic process get executablepath

-ipcs Retrieves the status of inter-process communication os -ipcs

Retrieves the maximum size of shared memory and the count of shared
memory segments.

 Solaris: sysdef
-  Linux: sysctl -n os -
sharedmemory sharedmemory
 HPUX: kctune -v

 AIX: Not available

Retrieves the UDP buffer size.

 Solais: ndd -get

 Linux: sysctl -n
-udpbuffer os -udpbuffer
 AIX: no -o

 HPUX: ndd -get

-all Runs all Operating System commands at one time and returns the result in os -all
the output.
Displays Help information.

-help Note os -help

If the -help option is used together with other options, only Help
information is returned.
-dlog Outputs the command result to html and txt files. os -all -dlog
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2.5 Initialization and Formatting of Storage Drives

Disk formatting is the process of preparing a data storage device such as a hard disk drive, solid-state
drive, floppy disk or USB flash drive for initial use. In some cases, the formatting operation may also
create one or more new file systems.

The first part of the formatting process that performs basic medium preparation is often referred to as
"low-level formatting". Partitioning is the common term for the second part of the process, making the
data storage device visible to an operating system. The third part of the process, usually termed "high-
level formatting" most often refers to the process of generating a new file system.

In some operating systems all or parts of these three processes can be combined or repeated at
different levels and the term "format" is understood to mean an operation in which a new disk medium
is fully prepared to store files.

Formatting involves:

1. Eliminating all book-keeping data on the disk

2. Doing reliability-checks on all of the disks sectors (and indicating which sectors are bad, or
scratched)
3. Finally, creating and setting up fresh new internal address tables for the future location of new
information.

3.0 DATA PREPARATION

Data preparation is the process of gathering, combining, structuring and organizing data so it can be
used in business intelligence (BI), analytics and data visualization applications. The components of
data preparation include data pre-processing, profiling, cleansing, validation and transformation; it
often also involves pulling together data from different internal systems and external sources.

Data preparation also involves finding relevant data to include in analytics applications to ensure they
deliver the information that analysts or business users are seeking. The data can also be enriched and
optimized to make it more informative and useful - for example, by blending internal and external
data sets, creating new data fields, eliminating outlier values and addressing imbalanced data sets that
could skew analytics results.

3.1 Steps in the data preparation process

The process of preparing data includes several distinct steps. There are variations in the steps listed by
different data preparation vendors and data professionals, but the process typically involves the
following tasks:

1. Data collection. Relevant data is gathered from operational systems, data warehouses and
other data sources. During this step, members of the BI team, other data professionals and end
users gathering data themselves should confirm that the data is a good fit for the objectives of
the planned applications.
2. Data discovery and profiling. The next step is to explore the collected data to better
understand what it contains and what needs to be done to prepare it for the intended uses. Data
profiling helps identify patterns, inconsistencies, anomalies, missing data, and other attributes
and issues in data sets so problems can be addressed.
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3. Data cleansing. In this step, the identified data errors are corrected to create complete and
accurate data sets that are ready to be processed and analyzed. For example, faulty data is
removed or fixed, missing values are filled in and inconsistent entries are harmonized.
4. Data structuring. At this point, the data needs to be structured, modeled and organized into a
unified format that will meet the requirements of the planned analytics uses.
5. Data transformation and enrichment. In connection with structuring data, it often must be
transformed to make it consistent and turn it into usable information. Data enrichment and
optimization further enhance data sets as needed to produce the desired business insights.
6. Data validation and publishing. To complete the preparation process, automated routines are
run against the data to validate its consistency, completeness and accuracy. The prepared data
is then stored in a data warehouse or other repository and made available for use.

3.2 Techniques of Capturing Data in Offline Mode

Offline data collection is referred to data that is gathered in environments with slow or no internet
access. Examples of such settings can be remote villages or large buildings with poor WIFI coverage.
Offline data collection is made possible by tools that can store data temporarily in the memory of a
smartphone, tablet or computer, and once an internet connection is gained, upload it to a server.

3.2.1 Considerations when Collecting Data Offline

By understanding the limitations and capabilities of any tool we can make the most out of it. Here are
5 considerations to keep in mind if you know you will be doing data collection in a setting that has
slow or no internet.

1. Synchronize your data as soon as you can: To mitigate the risk of data loss, synchronize your
data as soon as possible. Establish a standard operating procedure (SOP) with your field team and
minimize the risk of offline data being lost by scheduling periodical moments when data will be
synchronized with your server.
‍

2. Don't clear 'app data' or reinstall the app; otherwise offline data may be lost.

Deleting a mobile app can permanently remove any data that is associated with it. Only delete an app
once you are sure that all of the local data has been uploaded to a server.

3. When uploading a batch of offline form entries, check for the fastest connection.

Depending on your internet connection and the amount of data in those form entries, it can take
seconds or up-to minutes to fully upload all of your data.

‍4. Don’t use mobile notifications that require an immediate reaction.

Mobile notifications also known as push notifications; allow apps to notify users without them having
to open an application. If your team will be working mostly in an offline setting it’s best that you
don’t implement notifications that will require them to take urgent actions.

5. Design a patient referral workflow that is resilient to connectivity issues

Medical and humanitarian teams will often implement task-shifting to maximize resources. A child
might be screened in a village by Community Health Worker (CHW) using an algorithm and if the
patient is sick or requires treatment, will be referred to a medical center.
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3.2.2 Methods to Collect Offline Data

There are several methods to collect data while you are offline. Here we have listed some examples:

 Paper forms: This is the most traditional way of offline data collection. Using paper forms to
gather data required printing the questions on paper sheets of paper and distributing them.
Paper forms are accessible to all people and they are easy to complete but this method
also has disadvantages. For instance, all the information needs to be written or typed, send
over to the central office and upload to server or database. Gathering information manually
tend to increase the number of mistakes so the result must not as accurate as we wish.
 Conversational SMS forms: With this method, the information is collected using SMS and
responses come in like a chat. SMS forms are an effective way to gather data while you are
offline but the type of information you can include is limited. You cannot add files, images and
videos or GPS location. That is why you can only use SMS forms on certain occasions.
 Offline data collection apps: These apps include forms created online and can be filled
without internet access. When you return to areas with internet access, the forms sync with the
online database.
Mobile apps have become very popular and a great way to collect information. However, a
mobile app that just can work in online mode mobile isn’t good enough. Many industries
require mobile apps that can work without Internet connection to avoid losing any data when
the connection goes off. Offline data collection apps are the most way of gathering offline
data collection.

3.3 Data Verification

What is data verification?

The purpose of data verification is to ensure that data that are gathered are as accurate as possible, and
to minimize human and instrument errors - including those which arise during data processing. Data
verification is an on-going process which should start at the data gathering stage, and continue during
data entry and analysis.

Be aware! Some authorities use the term "data validation" and "data verification" much more
narrowly. Data validation is taken to refer to an automatic computer check that the data is sensible and
reasonable, and "data verification" to refer to a check to ensure that data entered exactly matches the
original source. Under these definitions neither term refers to

1. whether the data actually measure what they are supposed to (the usual definition of validity)
2. whether the data are free of errors (verification by our definition).

3.4. Data Transmission – Parallel vs Serial

Figure 1
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What is data transmission?

Data transmission refers to the process of transferring data between two or more digital devices. Data
is transmitted from one device to another in analog or digital format. Basically, data transmission
enables devices or components within devices to speak to each other.

3.4.1 How does Data Transmission Work between Digital Devices?

Data is transferred in the form of bits between two or more digital devices. There are two methods
used to transmit data between digital devices: serial transmission and parallel transmission. Serial data
transmission sends data bits one after another over a single channel. Parallel data transmission sends
multiple data bits at the same time over multiple channels.

3.4.2 What is serial transmission?

When data is sent or received using serial data transmission, the data bits are organized in a specific
order, since they can only be sent one after another. The order of the data bits is important as it
dictates how the transmission is organized when it is received. It is viewed as a reliable data
transmission method because a data bit is only sent if the previous data bit has already been received.

Serial transmission has two classifications: asynchronous and synchronous.

Asynchronous Serial Transmission

Data bits can be sent at any point in time. Stop bits and start bits are used between data bytes to
synchronize the transmitter and receiver and to ensure that the data is transmitted correctly. The time
between sending and receiving data bits is not constant, so gaps are used to provide time between
transmissions.

The advantage of using the asynchronous method is that no synchronization is required between the
transmitter and receiver devices. It is also a more cost effective method. A disadvantage is that data
transmission can be slower, but this is not always the case.

Synchronous Serial Transmission

Data bits are transmitted as a continuous stream in time with a master clock. The data transmitter and
receiver both operate using a synchronized clock frequency; therefore, start bits, stop bits, and gaps
are not used. This means that data moves faster and timing errors are less frequent because the
transmitter and receiver time is synced. However, data accuracy is highly dependent on timing being
synced correctly between devices. In comparison with asynchronous serial transmission, this method
is usually more expensive.

When is serial transmission used to send data?

Serial transmission is normally used for long-distance data transfer. It is also used in cases where the
amount of data being sent is relatively small. It ensures that data integrity is maintained as it transmits
the data bits in a specific order, one after another. In this way, data bits are received in-sync with one
another.

3.4.3 What is parallel transmission?

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When data is sent using parallel data transmission, multiple data bits are transmitted over multiple
channels at the same time. This means that data can be sent much faster than using serial transmission
methods.

Given that multiple bits are sent over multiple channels at the same time, the order in which a bit
string is received can depend on various conditions, such as proximity to the data source, user
location, and bandwidth availability. Two examples of parallel interfaces can be seen below. In the
first parallel interface, the data is sent and received in the correct order. In the second parallel
interface, the data is sent in the correct order, but some bits were received faster than others.

3.4.4 Advantages and Disadvantages of Using Parallel Data Transmission

The main advantages of parallel transmission over serial transmission are:

 it is easier to program;
 and data is sent faster.

Although parallel transmission can transfer data faster, it requires more transmission channels than
serial transmission. This means that data bits can be out of sync, depending on transfer distance and
how fast each bit loads.

3.4.5 When is parallel transmission used to send data?

Parallel transmission is used when:

 a large amount of data is being sent;

 the data being sent is time-sensitive;
 and the data needs to be sent quickly.

A scenario where parallel transmission is used to send data is video streaming. When a video is
streamed to a viewer, bits need to be received quickly to prevent a video pausing or buffering. Video
streaming also requires the transmission of large volumes of data. The data being sent is also time-
sensitive as slow data streams result in poor viewer experience.

4.0 SECURITY OF THE COMPUTER ENVIRONMENT

What is access control? A key component of data security

Access controls authenticate and authorize individuals to access the information they are allowed to
see and use.

Access control is a method of guaranteeing that users are who they say they are and that they have the
appropriate access to company data.

At a high level, access control is a selective restriction of access to data. It consists of two main
components: authentication and authorization, says Daniel Crowley, head of research for IBM’s X-
Force Red, which focuses on data security.
 Computer Operations(COM122) | 15

Authentication is a technique used to verify that someone is who they claim to be. Authentication isn’t
sufficient by itself to protect data, Crowley notes. What’s needed is an additional layer, authorization,
which determines whether a user should be allowed to access the data or make the transaction they’re
attempting.

Without authentication and authorization, there is no data security, Crowley says. “In every data
breach, access controls are among the first policies investigated,” notes Ted Wagner, CISO at SAP
National Security Services, Inc. “Whether it be the inadvertent exposure of sensitive data improperly
secured by an end user or the Equifax breach, where sensitive data was exposed through a public-
facing web server operating with a software vulnerability, access controls are a key component. When
not properly implemented or maintained, the result can be catastrophic.”

4.1 Four Types of Access Control

Organizations must determine the appropriate access control model to adopt based on the type and
sensitivity of data they’re processing, says Wagner. Older access models include discretionary access
control (DAC) and mandatory access control (MAC), Role Based Access Control (RBAC) is the most
common model today, and the most recent model is known as attribute based access control (ABAC).

4.1.1 Discretionary Access Control (DAC)

With DAC models, the data owner decides on access. DAC is a means of assigning access rights
based on rules that users specify.

4.1.2 Mandatory Access Control (MAC)

MAC was developed using a nondiscretionary model, in which people are granted access based on an
information clearance. MAC is a policy in which access rights are assigned based on regulations from
a central authority.

4.1.3 Role Based Access Control (RBAC)

RBAC grants access based on a user’s role and implements key security principles, such as “least
privilege” and “separation of privilege.” Thus, someone attempting to access information can only
access data that’s deemed necessary for their role.

4.1.4 Attribute Based Access Control (ABAC)

In ABAC, each resource and user are assigned a series of attributes, Wagner explains. “In this
dynamic method, a comparative assessment of the user’s attributes, including time of day, position
and location, are used to make a decision on access to a resource.”

It’s imperative for organizations to decide which model is most appropriate for them based on data
sensitivity and operational requirements for data access. In particular, organizations that process
personally identifiable information (PII) or other sensitive information types, including Health
Insurance Portability and Accountability Act (HIPAA) or Controlled Unclassified Information (CUI)
data, must make access control a core capability in their security architecture, Wagner advises.

4.2 Guidelines for Data Confidentiality

 Computer Operations(COM122) | 16

When managing data confidentiality, follow these guidelines:

 Encrypt Sensitive Files.

Encryption is a process that renders data unreadable to anyone except those who have the
appropriate password or key. By encrypting sensitive files (by using file passwords, for
example), you can protect them from being read or used by those who are not entitled to do
either.
 Manage Data Access.
Controlling confidentiality is, in large part, about controlling who has access to data. Ensuring
that access is only authorized and granted to those who have a "need to know" goes a long way
in limiting unnecessary exposure. Users should also authenticate their access with strong
passwords and, where practical, two-factor authentication. Periodically review access lists and
promptly revoke access when it is no longer necessary.
 Physically Secure Devices and Paper Documents.
Controlling access to data includes controlling access of all kinds, both digital and physical.
Protect devices and paper documents from misuse or theft by storing them in locked areas.
Never leave devices or sensitive documents unattented in public locations.
 Securely Dispose of Data, Devices, and Paper Records.
When data is no longer necessary for University-related purposes, it must be disposed of
appropriately.
o Sensitive data, such as Social Security numbers, must be securely erased to ensure that
it cannot be recovered and misused.
o Devices that were used for University-related purposes or that were otherwise used to
store sensitive information should be destroyed or securely erased to ensure that their
previous contents cannot be recovered and misused.
o Paper documents containing sensitive information should be shredded rather than
dumped into trash or recycling bins.
 Manage Data Acquisition.
When collecting sensitive data, be conscious of how much data is actually needed and
carefully consider privacy and confidentiality in the acquisition process. Avoid acquiring
sensitive data unless absolutely necessary; one of the best ways to reduce confidentiality risk is
to reduce the amount of sensitive data being collected in the first place.
 Manage Data Utilization.
Confidentiality risk can be further reduced by using sensitive data only as approved and as
necessary. Misusing sensitive data violates the privacy and confidentiality of that data and of
the individuals or groups the data represents.
 Manage devices.
Computer management is a broad topic that includes many essential security practices. By
protecting devices, you can also protect the data they contain. Follow basic cybersecurity
hygiene by using anti-virus software, routinely patching software, whitelisting applications,
using device passcodes, suspending inactive sessions, enabling firewalls, and using whole-disk
encryption.

4.3 Computer Installations Safety Regulations

When installing/removing computer hardware and other peripherals:

 Computer Operations(COM122) | 17

Figure 2

1. Wear proper apparel. Avoid acrylic or wool sweaters when working with electronic parts. Do not
wear loose-fitting clothing, rings, bracelets etc.

2. Unplug all computer equipment and peripherals before opening any cases. (The only exception to
this is if you were working without an anti-static mat – keeping the cord in would provide a ground. )

3. Keep your work area clean, organized and well lit. It’s your workstation – keep it tidy.

4. Check for damaged parts. Notify your teacher in case anything is wrong.

5. Do not force components into computer ports. Working with computer technology requires more
brainpower than muscle power. If it isn’t going in with normal procedure, something is wrong –
wrong screw size, wrong slot, mismatched parts, etc. Ask for help as needed.

6. Use an anti-static wrist strap (it costs about 10 dollars), or an anti-static mat, or discharge
yourself by touching a grounded metal object before you touch any parts inside the system.

7. Power supplies produce several levels of voltage. Read the information on the power supply
carefully and make sure that the power supply you are using is appropriate for the application. DO
NOT open a power supply unless your teacher instructed to, and is supervising the job!

8. Check all circuits and installations with the instructor before power is applied.

9. Replace all cases or coverings after inspections or installations. Re-install the proper size and
number of screws – if screws are missing, ask your teacher for extras.

10. Retain all screws during a system disassembly. Save and sort them in containers such as our
screw trays, or egg boxes, or even film canisters, sorted by size for proper re-assembly.

11. Electronic components should never become hot. Hot components mean that there is a problem
with the circuit. Disconnect any power immediately.

The most important safety rule of all: Always Be Careful! (ABC)

4.4 Ten Software Installation Safety Tips

by Mitz from Tips4pc.com

Before you install another software application, follow these 10 valuable safety tips.–PC Pitstop.
 Computer Operations(COM122) | 18

People often think that installing software on a commuter is one of the easiest things you can do. They
are partly right. It is easy, but not as easy as pressing next - next - next to install. The problem lies
right there. Presuming that you can just simply install third party software, without looking into to
anything further is wrong!

When you see these safety precaution tips you will see that they actually make a lot of sense. Many
people choose to ignore precautions before installing software.

1. Ask yourself “Do you really need this software”?

2. Do you have enough disk space or resources to run this software?
3. Is there any conflicting software on your computer?
4. Always read online reviews about the software.
5. Investigate the software developer or company and their reputation.
6. Check out removal options before installing.
7. Always create System Restore Point.
8. Always select Custom installation.
9. Always uncheck installation of extras.
10. Install to the default directory.

4.5 Computer Safety

Using a computer is not generally thought of as being one of the most hazardous activities to engage
in. Yet health and safety risks do exist for both adults and children.

4.5.1 Internet Safety/Child Protection

While the internet serves as a wonderful educational tool, it is an unregulated one and teachers,
parents and children should be aware of the inherent dangers of using the World Wide Web and
accessing material on computers, mobile phones or other devices. Caution needs to be exercised to
ensure that children do not access unsuitable adult material on the internet:

 Home/school internet contracts should be in place

 Preview internet material to be used for schoolwork
 Computers should be placed in public areas and screen content should be visible to everyone
 Teach children how to use the internet safely and warn them of the potential dangers of
unsuitable sites and chat rooms
 Advise children never to give out personal details on the internet
 Have clear penalties in place for misuse of the internet
 Monitor time children spend online
 Purchase filtering software.

Many schools now have their own websites. Within the school website ensure that no individual child
could be identified and subsequently contacted by visitors to the site.

4.5.2 Physical Hazards

 Computer Operations(COM122) | 19

Accidents involving computers are increasing year after year as more people use computers both at
work and at home. In 1998 around 1,500 people in the UK went to hospital as a result of an accident
in the home involving a computer. To give some examples:

 A nine-year-old girl was treated for bruising after falling down the stairs while attempting to
move her computer
 A 15-year-old boy needed treatment for cuts after he threw his arms up in the air after winning
a computer game and then brought his arm down on a glass on the desk
 An 18-year-old man suffered the effects of an electric shock whilst setting up his computer
 A 38-year-old man suffered a sprained wrist after playing computer games for five hours.

Computers should not be seen as toys but as items of electrical equipment to be treated with respect.

Tips to minimize the risk of a computer-related accident:

 Site your computer near an electric socket to avoid trailing wires across the floor; if you use an
extension cable make sure it doesn't overheat and nobody can trip over it
 Take care not to overload electric sockets; use trailing multi-socket units rather than plug
adapters
 Always follow installation and service instructions in your computer guidebook closely. If in
doubt, leave it to the experts
 Electricity and water do not mix - keep drinks and plants well away from computers
 Regularly check all electrical equipment for damaged plugs or frayed cables
 Computers are large and bulky pieces of equipment, move them only if you feel confident in
doing so, and with care, especially up and down stairs. Use a trolley and a lift and ask for help.
Do not allow children to move computers
 Do not allow children to play on or with computer swivel chairs
 Make sure the computer is sited in a position where you have plenty of room to move and to
get out of the room in an emergency.

4.5.3 Health Risk

There are a number of health risks from using computers, most of which can be minimized or
eliminated by awareness of the risks and by following advice available.

Repetitive Strain Injury (RSI)

RSI results from performing repetitive movements, e.g. using the mouse, for a long period of time.
The following tips are among many that will help you to avoid RSI:

 Organize workloads to avoid using the computer for extended periods of time
 Your screen, keyboard and mouse should be directly in front of you
 Using document holders avoids having to lean over and bend your neck while looking at
paperwork
 Make sure the space underneath your desk is free from clutter and your legs have room to
move
 Use your mouse as close to the keyboard as possible
 Adopt good posture while at the computer
 Computer Operations(COM122) | 20

 Know how to adjust your chair to the most comfortable position

 Minimize head and neck movements by altering the height of your monitor
 Small people and children should use footrests
 Wrist rests are not for use while typing, but for resting the wrists between spells of typing.

Strained Eyes

Working for long periods of time on the computer can strain your eyes or can worsen existing eye
conditions. Symptoms include eye discomfort, headaches, itchy eyes and difficulty in focusing. It is
important to rest the eyes while working on the computer. Regularly look at more distant objects, e.g.
use thinking time to look out of the window, and take frequent breaks from computer work. Visit the
optician for regular eye check-ups and make sure you tell them if you are a frequent computer user.

Stress

Computer work can be stressful. Take frequent breaks and avoid work overload.

4.6 How to Build a Computer Lab.

Building a computer lab takes time and effort, but is not very difficult once you have everything in
one place. With a little work, you can build a low-cost computer lab out of old donated computers.
Once you have determined the ideal arrangement of your computer lab, building the lab is just a
matter of setting everything up. Steps below outline the whole process.

Identify the room for the computer lab. The first step in building a computer lab is to know where it
is going to be set up. You want to choose a room that has plenty of evenly spaced outlets and enough
space to fit the number of computers you want to have in the lab.

 Rooms that are square or rectangular will work better than rooms that have sharp angles or
strange shapes.

Determine the needs of the computer lab. Identify the purpose of your computer lab so that you will
have an idea of the type of equipment you will need. Is it a lab that people will use for advanced
digital design or programming requiring substantial computing power? Or is it just a general school
lab with computers that just need to be able to run basic programs such as Word and PowerPoint?

 The needs of your lab will help you identify the type of equipment that you will need to
provide.
 You will also need to consider the purchase of printers, scanners, projectors, and internet
modems/wireless routers. At least one printer and internet access are two essential items for
the lab.

Identify how many computers are needed. Along with determining the needs of your lab, you will
need to identify the exact number of computers you will have available. If you know how many
students will be using the lab at any given time, you will have an idea of how many computers you
need. The number of computers you will have is also dependent upon the size of the room.

 If you want users to have access to higher-end computers, but have a limited budget, consider
getting a small number of advanced computers and a larger number of mid-range computers.
 Computer Operations(COM122) | 21

Evaluate furniture needs and options. The height of the desks that the computers are placed on is
very important. The ideal desk height is one that allows users to type on the keyboard with their arms
parallel to the desk. Try to obtain furniture that fits the needs of the users you are designing the lab for.

 Chairs with adjustable heights are the best option for a computer lab so that all users can be
comfortable while working.
 The top of the computer screen should be about level with the user’s eyes.

Choose a seating layout. There are a few configurations available depending on the use of the
computer lab. If it will be a teaching space, you will probably arrange the computers differently than if
the lab is just a free workspace at a library. Consider the following layouts to decide what will work
best for your needs:

 Theatre style: This consists of rows of computers all facing one wall. It is good for teaching,
but not good for student interaction or collaboration.
 Up against the wall: All computers are facing the wall of the room. Good for seeing what
everyone is doing on their screen and students have to turn away from computers to face you
while giving instructions. Not an efficient use of space.
 Rounds: Grouping computers together in round tables of four each. This configuration is great
for group work and collaboration, but not good for teaching.
 U-shape: Computers are arranged in a U-shape with everyone facing towards the center. It’s
easy to see and hear everyone in this configuration, but it requires more space.

Identify available power sources. All of these computers are going to need to be plugged in. Use
surge protectors to keep the computers from being damaged during power outages. They also increase
the number of available outlets allowing you to plug in multiple computers into one surge protector.

 A power strip is not the same as a surge protector. Power strips just increase the number of
available outlets, but do not protect against power spikes.
 You may need to use extension cords attached to surge protectors to get every computer
plugged in. This may also affect the layout of your computer lab.
 Keep in mind the presence of all of the wires and possible trip hazards when thinking about the
layout of the computer lab.

Purchase new computers. If you have a bigger budget, you can purchase new computers. You
should be able to negotiate a good deal because you will be buying the computers in bulk. You
probably don’t need a top-of-the-line computer, but a mid-range high-performance computer would be
appropriate.

 Shop around a few different places to get the best deal.

 Remember to get a compatible keyboard, mouse, and monitor for each computer.
 Computer Operations(COM122) | 22

Reset old computers to factory settings. Before using old computers for your lab, you need to reset
them to factory settings. This will improve their performance and erase all information that may have
been left on them.

 Resetting the computers will depend on the type of computer you have. A quick online search
of the computer should yield the proper procedure.

Choose an operating system to use. The type of computer purchased for the lab will affect the type
of operating system used. Linux is an open-source free operating system that is a great option for a
budget computer lab. Other operating systems include Microsoft Windows and Apple OS X.

 There are many classes available to take on the use of any of these operating systems. Whole
communities of people will be willing to help you get started with whichever one you choose.

Assemble and arrange the furniture. Once you have all of the components purchased, you can start
building the computer lab. Assemble all of the furniture and place it around the room in the
configuration you decide on earlier.

 Use caution when assembling all of the desks and furniture.

Set up the computers. Arrange all of the computers on top of the desks. Attach all of the monitors,
keyboards, and computer mice. Plug everything into the electrical outlets. Turn on the computers and
make sure everything is hooked up properly.

 Assign each computer a number so they can easily be kept track of.

Network the computers together. Getting all of the computers on the same network allows you
access information saved to the network on any linked computer. This is good in case your normal
computer is taken or damaged.

 The network will also incorporate internet access to all of the computers.

Prevent trip hazards. Using floor cord covers over exposed cables are an easy way to prevent users
from tripping. Covers are inexpensive and easy to install. Use Velcro ties to organize cords together
and secure them out of the way.

 Cable clips are also a good way to keep cables from becoming unruly hazards.
 Computer Operations(COM122) | 23

4.7 Computer Laboratory Layouts for Schools

There are many options when designing the layout of a computer lab. The key is to make sure form is
following function. Thought and planning at the beginning of designing the lab ensures that students
and instructors are satisfied with what the lab offers. Choosing a sub-optimal layout can negatively
affect student learning and reduce the engagement between instructors and students.

Why Computer Lab Design and Layout is Important

Computer labs must be designed intelligently and serve the purpose they were intended to serve.
Imagine if parking lots did not have lines telling you where to park and everyone just drove in and
parked wherever they wanted. Soon no one would be able to enter to exit. The lines in parking lots
create important rules about how you should park in the lot.

4.7.1 Classroom Computer Lab Designs

The classic classroom computer lab design serves as the default layout in
many High School and Colleges. However, it does have two major
advantages. First, it serves as a great instruction room where students learn
computer topics from an instructor at the front of the room. With everyone
facing the same direction, it allows instructors to see the faces of the
students with which to read non-verbal cues as to whether students are
learning the material or need more help. Second, it is similar to the layout of
other classroom environment emphasizing that the students are there to learn.

One disadvantage of the classroom layout is the need to disturb other students along the rows of
computers as students enter and exit the lab. For labs where students are coming and going, the
classroom layout is not ideal. In addition, the classroom layout is not conducive to team work. It is
difficult for students to work together, especially on collective projects and in peer-assist teaching
models.

4.7.2 Four-Leaf Clover Computer Lab Layouts

The four-leaf clover design offers the most privacy for students and
reduces to a minimum the possibility of cheating during tests or exercises.
It also eliminates the need for students to disturb others when entering and
exiting the lab and allows instructors to go from student to student to
address individual problems and concerns.
One disadvantage of the four-leaf clover design has to do with attention spans.
When students are sitting at their own computers, instructors will not be able to see what each student
is doing at his/her workstation. Students may not be paying attention to lessons or may be surfing to
inappropriate websites in labs equipped with Internet access.

Four-leaf clover designs can also be more expensive if each computer sits on its own table. Some
computer lab furniture is made specifically for this design offering space for four computers on one
table or desk.

The next two designs are less traditional but offer some things the classroom layout and the four-leaf
clover layouts do not.
 Computer Operations(COM122) | 24

4.7.3 U-Shaped Computer Lab Designs

The U-shaped computer lab layout encourages engagement between

instructors and students. Instructors can enter the U and engage with
students one-on-one. This design also serves as the most conducive layout
for computer maintenance as technicians do not have to disturb others to
gain access to the computers. In addition, students will not interfere with
other students’ work while entering and exiting the lab.
Unfortunately, the U-shaped design offers little opportunity for instructors to
monitor what students are doing and looking at on their monitors. This design is not compatible with
test taking and requires many assistants to monitor students. Furthermore, this design often takes up
more space that other layouts.

4.7.4 Inverted U-Shaped Computer Lab Layouts

Like the U-shaped layout, the Inverted U-shape also offers engagement
between instructors and students. In addition, the layout allows for the
most convenient method of monitoring students. For individual learning,
this layout minimizes the distance instructors must walk to move from
workstation to workstation and student to student.

Like the classroom layout, traffic into and out of the Inverted U-shape can
become constrictive especially when all of the students must enter and exit at the same time. This
congestion is reduced if students are entering and exiting individually as in an open lab paradigm
where students can come and go as they please. In addition, this layout takes up the same amount of
space as the U-shaped design. If space is not a consideration, either of the U-shaped layouts is
appropriate.

4.8 Computer Lab Rules

The following rules are put into place to ensure availability and maintain a positive user experience in
an ideal computer Laboratory.

 Each person may only use one computer at a time.

 Computers and peripherals are not to be moved or reconfigured without approval of Lab and
Classrooms staff.
 Students may not install software on lab computers. If you have a question regarding specific
software that you need to use, contact the Classroom and Labs support team.
 The use of tobacco products is not allowed in computer classrooms and labs.
 Food is generally not allowed in computer labs, though some exceptions may apply.
 Drinks are allowed, as long as they are in no-spill containers.
 Do not display or print sexually explicit graphics.
 Behavior and activities that disturb other users or disrupt the operations of the lab are not
allowed. This includes, but is not limited to: physical activities such as "rough-housing," loud
music, etc.
 Computer Operations(COM122) | 25

 Children are only allowed in computer labs if they are well-behaved and supervised at all
times. Children may not use the computers or occupy workstation areas. At no time are
children to be left unattended.
 With the exception of service animals assisting individuals with disabilities, no animals are
allowed in a computer lab at any time.
 Remember to log out whenever you are done using any lab computer.

5.0 DOCUMENT LIBRARY STRUCTURE

The library structure is where documents are logically stored. It is used to assign security and
permissions for access to documents. It can optionally be used to assign or reflect document
taxonomy. Finding the correct location to store documents in the library can be done manually using
techniques like drag-and-drop or automatically using tools like auto-filing. The library structure
models the traditional filing cabinet. A cabinet has drawers and each drawer contains folders of
documents. In some cases folders are grouped together.

After at least one document schema is created, you can start creating your cabinets, drawers, folders
and optional folder groups. Before you start creating your library hierarchy, you should plan out how
you are going to organize the structure.

Research shows that filing documents three to four levels deep is the maximum efficient depth to store
and retrieve files. By expanding the various levels of the library or library archives users are able to
browse down to the various folders in the system. Using metadata provides much more powerful
methods to organize and retrieve documents than a complex library hierarchy.

5.1 Document Library Overview

All documents are stored in the Library or Library Archive. Documents are added to the Library
and may be moved to the Library Archive by an administrator or by an automated document life
cycle task. Both the Library and Library Archive are depicted in the software user interface in a
familiar tree style. Both have the same general structure.

There are two or three levels of hierarchy beneath the Library or Library Archive starting with
Cabinets which contain Drawers. Drawers contain Folders and Folders can be grouped into Folder
Groups. Documents are contained in Folders.

Access to the structure is controlled by security membership at the cabinet and folder levels. Only
users that are members of a cabinet can see the cabinet to access its contents. Once inside the cabinet a
user must also be a member of the folders it contains in order to access documents contained within
the folder. If the user is not a folder member they will not be able to see the folder. Users can see the
membership associated with a particular cabinet or folder by right clicking on the cabinet or folder and
selecting Properties > Security. Folders can simply inherit the security membership of their cabinet.

5.2 The Library Structure

The library structure closely resembles a physical filing cabinet where there are cabinets, drawers, and
folders. This familiar structure aids in defining separation between the various departments or
functional areas within an organization. It also helps users who are more visual and/or are used to a
Windows folder structure become more familiar with the library.
 Computer Operations(COM122) | 26

Showing below is a library structure; this is where all of your active documents and records are stored.
You will need to plan out how you want your library hierarchy structured. The hierarchy consists of
cabinets, drawers, folders, folder groups (this level is optional in usage), and within the folders are the
documents; documents can only reside in the folders. Folder groups are an optional extra layer of
division in the library structure. Unlike drawers that divide the contents of a cabinet, folder groups
combine like folders together. Folder groups can be considered a property of the folders.

5.3 Document Schemas

Document schemas are the highest level of the metadata structure. They allow the Library
Administrator to control the documents or files that are added to the Library. Document schemas are a
way to group like files together even when they are filed in disparate places across the Library.
Document schemas manage how files are added to the Library and what information is collected about
them via the metadata.

When adding a file to system, the user will select the schema they want to associate with the
document by using the Document Schema field. The schema that is selected will determine what
metadata is required and the format that the metadata will take.

Document schemas should be created to fit your business processes. They are mapped to either a
specific class of documents, such as Executive, Compliance, or Record, or individual document
schemas, such as Well Reports, Minutes and Packet Attachments. Providing descriptive schema
names and descriptions will increase the effectiveness of the document management system.

Document schemas manage the following document features:

 General — Set schema name, format, and document numbering conventions.

 Schema Membership — Define which groups have access to this schema.
 Metadata — Define the metadata fields that are applied to a document.
 Workflow — Set up a review and approval process for a document that belongs to this
schema.
 Courier — Send documents to external individuals or internal users for view and approval.
 Custom Naming — Set up naming conventions for the documents.
 Auto-Filing — Define the destination folder in the library.
 Event Schedule — Determine when to convert the document to a record, archive, or delete the
document.
 DB Lookup – Do a database lookup for all metadata fields in the schema.
 Computer Operations(COM122) | 27

To view document schemas

1. In the Web Client, go to Administration Panel > Library Configuration > Document
Schemas.

2. The list of schemas can be filtered by the first letter of the schema name. Click on a linked
letter to display the list of schemas that start with that letter.

5.4 Managing Cabinet Access

By defining the membership of the Cabinet, controls are set in regards to who can view the Cabinet
and what they can do to the material that they access. Cabinet membership can provide for as many
groups as needed. Groups are created by the Systems Administrator of the document management
system groups to provide access and permissions to the content.

Permissions can be inherited from the cabinet by all of the folders and documents inside of it (this is
recommended). The owner/administrator can then further adjust access and permissions at the folder
and schema level to restrict specific users from specific folders/documents. Once the permissions are
set at the Cabinet level, adding a new member is as easy as adding them to a group. The new user will
simply inherit all the access and permissions of the group they are assigned, and any minor
adjustments to permissions can be made at the folder or schema level by the owner.

Cabinet security can be set by owners of the cabinet, senior library administrators and system
administrators.

To edit the cabinet security (membership)

1. Right-click on a Cabinet name and select Properties.

2. In the Cabinet Properties window, click the Security tab.
3. Add or remove users or groups to the cabinet membership.
4. To see which user roles the user or group belongs to, select the user or group name in the
Current Members list and click Effective Permissions. The user role for that cabinet member
will appear in the Effective Permissions list.
5. To set advanced security options on a user or group, select the user or group name in the
Current Members list and click Advanced Security Options. To modify the rights, select a
user role from the list and click Apply. To revert to the default user role, click Restore.
6. Select the Security Options check box if you want to make this the default security setting for
this cabinet.
7. In the Folder Members area, select one of the options:

 Leave folder members unchanged.

 Reset all folders in the cabinet to the same members as the cabinet itself. This option will push
down the permissions from the cabinet to all the folders within the cabinets.
 Reset all folders in the cabinet to inherit the cabinet’s membership. This will enable a check
box on the folder level that sets the folder to inherit the cabinet permissions.

8. Click OK.

5.5 Benefits of ICT in Libraries

Globalization driven by ICT is presently having phenomenal impact on library practices. ICTSs are
significant and useful tools for sustainable development in all fields and all aspects of our society.
 Computer Operations(COM122) | 28

ICTs provide means to actualizing developmental goals in education, health, agriculture, business and
commerce among others. The introduction of ICTs in education had brought about computerization of
traditional materials such as books, journals, newspaper and other information resources in the library.
This has also led to the existence of virtual library. Educational researchers, through the use of ICT
can access current literature materials with ease. ICTs also encourage collaboration among researchers
irrespective of their locations.

Internet provides up-to-date information on any subject. Likewise, earlier research findings can be
easily accessed through the internet. In the area of agriculture, ICTs are being used to provide farmers
with information as regards their plants and animals, which will eventually improve their productivity.

On professional duties, computers are used to automate different manual functions. Acquisition,
cataloguing of library materials, circulation, cataloguing of library materials, circulation and serials
management are now automated in libraries, using available software in the market. ICTs enable
libraries to locate store, retrieve and disseminate information. ICT tools such as CD-ROM, e-mail are
used in libraries for dissemination of information. In addition, digitization of information resources
which involves converting print resources to electronic form is also carried out, using ICT.

Other benefits of ICT in libraries include:

 Provisionof speedy and easy access to information.

 Provision of remote and round the clock access to users.
 Provision of access to unlimited information from different sources.
 ICT enable easier, faster, cheaper and more effective library operations.
 ICT helps to manage information overload as information retrieval is made easier in
computerized systems.
 Computerization helps the library to save space and reduce paper.

There is no doubt that integration of ICT into provision of library services is able to bring great
benefits to the entire community and nation. ICT which remains an enabling tool for provision of
timely and current library and information services is also indispensable to the sustainable
development drive in Nigeria.
 Computer Operations(COM122) | 29

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