Q. What is a computer? What is the need of this in office operation?

A Computer is an electronic device that accepts raw data as input and processes it with a set of
instructions (a program) to produce the result as output.

The Computer requirements in the office are as follow:

- Maintain credibility

- Simplify complex procedures

- Simplify the filling system

- Ensures efficiency, effectiveness

- Reduce unnecessary manpower

- Promotes E-Government

- Aids in Portfolio Tracking

- Reduces delay, irregularity and deception

- Ensures adherence to regulatory requirement

- Promotes AI and FINTECH

- Enhance Data Security and Fraud Prevention

- Reduce unnecessary paperwork

- Facilitates Cross Border Transaction

- Ensures COBS and Promotes Digital Banking

- Ensures Risk management

- Promotes Corporate Governance

Office System:

MS-office is a set of computer application

Mainly used for business or office purpose

First introduced in 1990

Office software is made by the MS-Corporation.

Each application is designated to address specific task

Benefits:

Universal App Multipurpose

Used for business purpose Security
Office 365 offers anytime, anywhere access Tutorials
Online support from Microsoft Easy to use.

*MS-Office Common App:

1. MS-Word

2. MS-Excel

3. MS-Power Point:

Power Point is a presentation program

Developed by MS-Corporation

Create Slide Shows for presentation

Communicate ideas effectively through visual aids

Visually display information by using multimedia

Slides contain Text, Images and Other Media

How to make a Presentation in Power Point:

- Open a blank presentation

- Adds slides to the presentation

- Add content to your slides

- Includes Animations or Transactions between Slides

- Consider adding presenter’s Notes

- Save, Share, Present

Q. What are the Components of MS-Power Point?

0. Pack and Go: For easy transfer and delivery of presentation on another Computer

1. Slides: Individual Pages or Screens in Presentation

2. Slide Sorter: That displays all your slides at once in miniature form (thumbnails)
2. Slide Layout: Predefined formats for arranging contents on a slide

3. Themes: Pre-designed sets of colors, fonts

4. Animations: Effects for text and objects

5. Slide Transitions: Visual effects between slides

6. Text Boxes: Containers for adding and formatting text

7. Images and Shapes: Tools for inserting and customizing visual elements

8. Charts and Graphics: Tools for presenting data visually

9. Tables: Organizing data in rows and columns

10. SmartArt: Graphics for creating diagrams and flowcharts

11. Note Pane: Area for adding speaker notes not visible to the audience

12. Slide Master: Templates for ensuring consistency across slides

13. Ribbon: Toolbar with tabs and commands for various functions

14. File Menu: Options for saving, operating, and exporting presentation.

Use of Power Point:

Aids in Board Meeting

For providing training

Aids in Marketing Campaign

Presenting financial performance

Facilitating remote collaboration

Launching new product by presenting

Communicating regulatory changes, risk mgmt.

Gathering and Showing information for decision making

Aides in financial literacy through customer education

Presentation Software:
It is a Computer Program used to create and deliver visual presentations

It allows users to design slides containing text, images, charts, and multimedia elements

Example: Google Slides, Apple Keynotes.

4. MS-One Note

5. MS-Outlook:

It is a personal information manager

Mainly used for the e-mails

Manage task as well as organize meetings

Also used to store Calenders and contract information

6. MS-Publisher:

It is a Graphic Design Apps that gives user creating materials for marketing or publication

7. MS-Access.

MS-Words:

It is the most popular word processing software developed by MS-Corporation.

It is popularly used in writing Documents, Letters, Thesis, Brochures, Newsletters, Reports, Journals, etc.

Important/Use/Function of MS-Word:

Used for Creating and Formatting Documents

Allows for Text Editing, Formatting and Styling

Offers pre-designed templates for various document types

Ensures Spell check and Grammar Check

Supports adding Images, Charts, and Graphics to Documents

Allows for the creation of Tables for Organizing Data

Permits Real Time Collaboration with others

Enables Document Printing with various Formatting options

Supports Exporting Documents to PDF and other formats

Create Personalized Documents for Bulk Mailings

Keeps Track of Document Versions and Changes

Features/Components of Standard Word Processor:

1. File Mgmt.: To create, delete, move and search for files

2. Font Specification: To change fonts with a document

3. Foot-Notes & Cross Reference

4. Graphics: To embed illustration and graphics into a document

5. Headers, Footers and Page Numbering

6. Layout: Specify different Margins with in a Document

7. Macros: Are a way to automate repetitive tasks in MS-Office application

8. Mergers: To merge text from one file into another file

9. Spell Checkers: To check the spelling of words

10. Table of Contents & Indexes

11. Thesaurus: To check Synonyms

12. Windows: To edit two or more Documents at the same time

13. WY SI WYG: A Documents appears on the display screen exactly as it will look when printed

Other Components:

1. Documents: The primary file where text, images, and other elements are created and edited

2. Toolbar/Ribbon: A set of tools and commands for formatting and editing text

3. Text Formatting: Options for font type, size, bold, italic, underline, etc.

4. Paragraph Formatting: Tools for alignment, indentation, line spacing, and bullet points.

5. Styles: Predefined formatting options for heading, paragraphs, and other text elements

6. Template: Pre-designed document formats for various purposes

Header Footer Footnotes Endnotes

Top of the page Bottom of the page End of the page End of the documents
Locate at every page Locate at the every Locate at every page Locate at end of
page documents
Usually contain Usually carry the page Usually contain Usually contain
information like book number publisher name, reference material,
title, chapter title etc. publishing date etc. bibliography etc.

Q. What are the differences between Save and Save as in MS-Office?

Basis Save Save As

Function Updates existing files Creates new files
Original file Overwritten Remains unchanged
Use cases Frequent edits, active work Back up different versions, new formats
Shortcut Ctrl+S Menu option, F12 (Sometime)
Additional option Limited Choose name, location, format, etc.

Terms used in MS-Word:

1. Alignment: It refers to the way text is arranged in the document between the margins.

2. Indent: The space between the margin of the page and the text.

3. Template: It is a starting point for a document that contains initial formatting options, settings, colors,
layout, and placeholders.

4. Word Wrap:

It refers to the function of a word processor that will automatically force text to a new line when the
right margin is reached while typing

It eliminates the need for pressing the Enter Key on the Keyboard at the end of every line.

5. HTML: Hyper-text mark-up language is a set of codes applied to text that controls how a page on the
world-wide-web appears.

6. Backward Compartibles:

It refers to the ability of newer versions of word to open, edit, and save documents created in older
versions of the software

This ensures that user can continue to work with their existing documents even after upgrading to a
newer version of word.

7. Watermark:

It is a semi-transparent text or image that appears in the background of each page in a document
They are often used for branding, confidentiality notices.

8. Bookmark: It is a useful feature that allows user to mark specific locations or sections in user’s
documents so user can quickly navigate to them later.

MS-Excel:

It is a spreadsheet program included in the MS-Office suite of App.

Allows users to organize, format and calculated with formulas using a spread sheet system.

Uses a collection of cells arranged into Rows and Columns to organize Data.

Spreadsheet:

It is a digital tool used to organize, analyze and store data in a Tabular format

It consists of rows and columns that form cells, where each cell can contain text, numbers, or formulas.

Used for budgeting, data analysis, financial calculations, and record keeping

Popular spreadsheet software includes MS-Excel, Google Sheets, Apple Numbers, etc.

Components of MS-Excel:

Cell Active Cell Cell Range

A single box in a worksheet The Current cell you have A Group of two or more cells
where a row and column selected If you click on B3, then B3 is the
intersect It is highlighted by a bold border active cell
It is identified by its cell address, Whatever you type or format If you select a block from A1 to
for example A1, B5 or D10 will affect this cell C5, then A1:C5 is a cell range
There can be only 1 active cell at Each small box in this range is a
a time cell

Worksheet Workbook
A single sheet or page within a work book The collection of all worksheet in a file
It consists of rows and column of cells An Excel file is called a workbook
Each worksheet has its own tab at the bottom of It may contain one or many worksheet (sheet 1,
the Excel windows sheet 2, etc.)
The file is typically saved with the .xls or .xlsx
extension

Row Column
Runs horizontally (left to right) Runs vertically (top to bottom)
Identified by numbers (1, 2, 3,) Identified by letter (A, B, C, AA, AB, etc.)
A row contains all cells in a line across the sheet A column contain all cells in a line from top to
Example: Row 3 means all cells from A3, B3, C3,) bottom
 Example: Column B means all cells B1, B2, B3, etc.

Formulas Functions
An expression you create yourself A pre-build formulas that perform a specific,
It performs a calculation or combinations of values frequency used task
Start with “=” It saves you from writing complex formulas
Example: =A1+B1*2 manually
A function also start with “=”, followed by its name
and brackets

1. Pivot Table: A tool to summarize and analyze data

2. Conditional Formatting: Formatting cells based on special criteria

3. Data Validation: Restricting the types of data that can be entered in a cell

4. Macros: Automated sequences of tasks to streamline repetitive processes

5. Record:

Represent a single Row in a Table

Contains all the data related to one specific entity.

E.G: a customer, product, or transaction.

6. Filed:

Represent a single column in a table

Contains a specific type of data for all records

(EG: name, date, prices)

7. Cell Reference: It is a way to refer to a specific cell or a range of cells within a worksheet.

8. Protect Sheet:

Protect from some action in individual sheet

This is very useful tools when we want to prevent unwanted or unauthorized changes.

9. Preview: View of pages exactly when it is printed

Q. Which types of operators we can use in Excel?

1. Arithmetic Operators: Used for mathematical calculations. +, -, *, %, ^, etc.

2. Comparison Operators: Used to compare values. =, <, <=, etc.

3. Logical Operators: Used to perform logical comparisons. AND, OR, NOT, etc.

Conclusion: These operators are essential for performing calculations, comparisons, and data
manipulation in Excel formulas and functions.

Function or Use of Excel:

Used for analyzing and organizing data

Create and manage Spreadsheet for various purposes

Supports Mathematical and Logical Calculations using Formulas

Allows Data Visualization through Charts and Graphs

Use for business budgeting & financial planning

Helps in Data Shorting and Filtering

Ensures data accuracy with Validation Rules

Pivot Tables for data summarization and analysis

Used for Trend Analysis and Predictive Modeling

Creation of Automated and Customized Reports

Used for Financial Modeling and Analysis

Helps in Tracking Tasks and Timeliness

Useful managing Stock and Inventory Data

How to start MS-excel?

Directly click on the excel icon on the office short cut bar on the desktop or

Click on the MS-excel icon on the recently used program list over the all program menu.

Disadvantages of MS-Excel:

- Lack of Control and Security

- Excel is prone to Human Errors

- It is hard to Consolidate

- Can’t make Quick Decision

- Not Designed for Collaborative Work

- Difficult to Troubleshoot or Test

- High chance of Fraud/Corruption

MS-word MS-Excel MS-Power point

MS word is most popular MS-Excel is most popular MS power point is most popular
application package software application package software application package software
which is developed by Microsoft which is developed by Microsoft which is developed by Microsoft
company USA. company USA company USA
It is word processing software It is spreadsheet software It is presentation software
Its extension is .docx Its extension is .xlsx Its extension is .pptx
Working area: Page Working area: Sheet Working area: Slide
It’s manly used for writing It is mainly used for accounting It’s mainly use for train
documents, letters, essays, and budgeting data analysis, employees, to create attractive
creating a resume etc. data entry and storage, business advertisements, create tutorials,
analysis etc. photo slideshow, project
planning, video creation etc.
Features: Features: Features:
Mail Merge Cell, Active Cell, Cell Range Slide, Slide Sorter
Insert Bullet and Numbering Worksheet, Workbook Slide Transitions
Insert Table and Draw Table Formulas and Function Merge Shape
Bookmark Pivot Table and Charts Animations
Insert and Editing Graphics Data Base Activity Insert Sound and Video
Searching and Replacing Words Conditional Formatting Pack and Go
Insert Word Art Find and Replace Insert Picture, Shape and Clipart
Watermark Data Sorting and Filtering Insert Bullet and Numbering
Insert Picture, Chart, Shapes Automatically edit the result Slide Set up
Page Set up Find
Similarities:
Application Package Software
Microsoft Office Suit
Type, Text and Edit
Cut, Copy, Paste, Undo, Redo
Password Protection
Hyperlink
Insert Header and Footer
Save and Save as
Print, Preview and Print
Find.

*Bookmark: To quickly jump to the specific location of the documents.

Word Processing System:

Uses different word processing tools or apps to create and edit documents.

Used to create and edit documents like letters, reports, news-letter, journals, webpages etc.

MS word is the most widely used tools as a word processor

Operating System:

It is system software that manages computer hardware, software resources and provides common
services for computer programs.

It provides commands that can be used for interaction between the user & computer.

It is system software which operates and manages the computer hardware resources and provides
platforms to run application software.

It acts as an interface between computer hardware components and users.

It manages all of the files and folders and allows to carries out various files/disk tasks.

It co-ordinate how programs work with the computer hardware and other software

It acts as the resource manager of the computer.

It makes the computer system convenient and easy to use.

It uses the computer hardware in an efficient way.

It execute user program and make solving users problems easier.

The job of OS is to operate the computer.

Functions/Services of OS are:

1. Process Mgmt.:

- Creation and detection of user or system process

- Suspension and resumption of process

- Mechanism for deadlock handling

- Mechanism for process synchronization

2. Memory Mgmt.:

- Keep track which memory segment is using by whom

- Manages for blank memory space available

- Allocate and de-allocate memory space as needed

- Decides location for storage of new program

3. Storage Mgmt.:

- Free space files and folders mgmt.

- Reading and writing of data from the disk and to the disk

- Storage allocation and de-allocation

- Mgmt. of disk scheduling, formatting, clean up and fragmentation

4. Files and Folder Mgmt.:

- Creation and deletion of files and folders

- Support for manipulation of files and folder

- Back up files on non-volatile storage devices

- Mapping of files into disk storage

5. Protection and Security:

- Protection and security of files and folders

- Preventing theft, corruption and loss of data

- Ensuring user authentication by promoting username and password

6. Networking Mgmt.:

- Sharing of resources even Hardware or Software

- Sharing of Data Information and Files

- To generate Communication Medium

- To increase Computational Speed

- To generate Data Availability and Reliability

7. Other:

- Input/Output Mgmt.

- Virtual Memory Mgmt.

- Backup and Recovery

- Command Interpretation

Conclusion: The specific functions and capabilities of an OS may vary depending on the types of OS and
different OS are designated for various computing platforms.

The popular OS used in desktop are:

MS-Windows Ubuntu Fedora Free BSD

Linux Mac OS Solaris Chrome OS

Types of OS:

1. Based on the Mode of Users:

a. Single User OS: Only one user can access and operate a computer at a time.

Ex: MS-DOS, Windows etc.

b. Multi-User OS: It allows two or more users to access and operate the computer simultaneously

Ex: UNIX, LINUX, etc.

2. Based on number of Tasks:

a. Single Tasking: It is an OS executes only one task or program at a time. Ex: DOS

b. Multitasking OS: When an OS allows the CPU to execute more than one task at a time then the system
is called it. Ex: Windows

3. Based on processing Methods:

A. Multiprocessing OS: That uses multiple CPU tom operate within a single system. Ex: UNIX

B. Real Time OS: Are useful in the situation where immediate response is required.

Ex: Windows CE, LINUX, CCP.

C. Batch Processing OD: That allows presenting the jobs to the computer in batches.

The system processes them one after another.

4. Based on types of User Interface:

a. Command Line User Interface.

b. Graphical User Interface.

Conclusion: The choice of an OS depends on the intended use, hardware platforms, and specific
requirements of the computing environment.

Disk OS:

It is an OS using CUI

It was introduced by MS so known as MS DOS.

It is command based OS in which all inputs are given through the key board.

Advantages:

- It is a light weight OS

- Kept in small space of RAM

- Direct control over the process in the computer

- Easy and direct access to the bios calls & underlying Hardware

- It is easier to write Special Purpose Program

- Can run on a smaller system and can boot faster than other OS

- Easy and effective mgmt. and administration of MS System

- It allows direct access to most Hardware.

Disadvantages:

- Mouse not use

- It doesn’t support Multitasking

- It doesn’t support Networking

- It has a CBI which is difficult to operate

- Required Command for operation

Q. What are the DOS Commands with Syntax and Purposes?

DIR: Displays a list of files and directories in the current directory: “C:\>dir”

DATE: Displays or sets the system data: “C:\>date”

TIME: Displays or sets the system time: “C:\>time”

Version: Used to check the current version: “C:\>ver”

CLS: Clears the screen: “C:\>cls”

Q. What are the Commands used in LINUX with Syntax and their Purposes?

pwd: Prints the Working Directory

cat: Prints files Contents

cp: Copies files and Directories

mv: Moves and Renames Files and Directories

rm: Remove Files and Directories

touch: Creates empty Files

mkdir: Creates Directories.

Windows:

It is a computer OS

Based on GUI

Used for Personal Computer.

It allows a Computer to manage Software

Perform essential task on the Computer

Allows visual interaction with the computer in a logical, fun and easy ways

Advantages/Usage:

- It includes all kind of built in function

- It provides Graphical Function

- Drawing lines in different styles

- Geometric shapes in different colors

- Perform the task logically without need of supplying logic

- Windows app takes less disk and memory space while running

- It allows the operation of multiple programs at the same time

- It eliminate the installation of many Complex Program

- Built in Networking Support

- User-Friendly Graphical Interface

- Wide comparability with software and hardware

- Support to every Apps and Games

- Regular updates for Security and Features.

Disadvantages of windows OS:

- Pone to Malware and Viruses

- Frequent updates can disrupt workflow

- Licensing costs for certain versions

- Privacy concerns related to Data Collection

- Occasional comparison with non-windows software

- Leading to slower performance on older Hardware.

Versions of Windows:

Windows 3 Windows 2000 Windows 7

Windows 95 Windows me Windows 8
Windows 98 Windows XP Windows 10

Windows Components:

1. The Frame: Defines the resizable edges of a windows

2. The Title Bar: Displays the title of the windows

3. The Menu Bar: It is horizontal list of options for controlling all the activities of an app

4. The Status Bar: Display the status of the program

5. The Main Windows Area: Contain the text of a document, area of a graphics processing app or a
picture or a drawing currently in process.

6. The Control Menu: Use for manipulating an app or documents.

DOS Windows
It is a single tasking operating system It is a multiple tasking OS
It consumes quite low power It consumes high power
Its memory requirement is are quite low High
No support for networking Support
Complex in use. user need to remember User friendly and is quite similar to use
commands
Multimedia not support Support
Use commands GUI
Dos commands execution is faster than windows Slower
Support single windows at a time Supports multiple windows at a time
It is 16 bit OS It is 32/64 bit OS
It is not user friendly OS It is user friendly OS.

Unix/UNICS/Ultrix:

It refers to the UNiplexed Information Computing System.

It is Launch in 1969.

It is family of Multi Asking, Multi User, Portable, Time Sharing OS.

It is written in C, a High Level Language.

It can support any programming language that has a Complier.

The files system used in it is Hierarchical which allows efficient implementation and easy maintenance.

Linux:

It is Lovable Intellect Non-Using XP.

It is a free and Open Source OS

Based on UNIX Standards which provides a Programming Interface & User Interface Compatibility

Launch in 1991.

Can be run with Windows or inside of Windows

Consumer very little resources and space unlike Windows

Linux can be freely distributed

There are prices versions for LINUX also but they are normally cheaper than Windows.

UNIX and LINUX are functioning Similar/Advantages:

- Capable of true Multitasking Platforms

- Well known for Security and Reliability

- Capable of using both a CUI and GUI

- Both are Higher Modular

- Both support Multiple Users

- Both support different Privileges between Users.

Linux Unix
Free of cost OS It is licensed and paid OS
Source code is available to the general public Source code is not available to the general people
Portable & can be executed on various hard drives Not portable
Free Expensive
Doesn’t required more specific hardware Installation required more sophisticated high end
components hardware
Inspection year: 1991 1969
Different version LINUX Mint, Red Hat , Solaries AIS, HP-UX, BSD, Irish, etc.
Can be installed on normal computer hardware Installing UNIX OS requires special kind of
computer hardware
It is just a kernel-core part of OS It is complete OS
Open source OS which is freely available It is only be used by it’s copywriters
Can be used by any one Develop for server computer
32 bit OS 64 bit OS
Primarily uses GUI with option CUI Primary uses CUI

Linux Windows
An open source OS Are not open source OS
Mainly Linux GUIs are not user friendly User friendly
Provide more security -
Widely used in hacking purposed based system Doesn’t provide much efficiency in hacking
Not use for gaming Use for gaming
It is complicated to install It gives users simple system to operate but it will
take a longer time to install
It has various distributions which are highly It has very few customization option available
customizable on user needs
Linux file system is case sensitive Windows files system is case insensitive
More efficient in operation Windows files system is case insensitive.

Q. What are the difference between UNIX and Windows?

Unix Windows
It is an open source It is a licensed OS
It has very high security system It has low security system
It is a command based OS It is GUI based OS
The files system is arranged in hierarchy manner The files system arranged in a parallel manner
It is not user friendly It is user friendly
It is a multiprocessing OS It is not multiprocessing OS
Example: Example/Verson….

Database:

It is the collection of information in an organized ways so that desired piece of data can be obtained
when needed.

It is an electronic filing system that records different information through software.

The database collects, organizes and stores data in tabular or reports or schemas.

Different data can be added, deleted, modified and updated through program in a database.

Types of Data Base:

1. Centralized Database:

A central computing and collection point is created

All the processing works are carried out centrally.

2. Distributed Database:

The data is distributed at different location of the organization.

3. Personal Database: It is maintained on personal computer.

4. Operational Database: It is the collection of data concerned with the operation of the entity.

5. Commercial Database:

That contains information that an external user may require

They pay a certain amount to buy.

6. End User Database: It is specially designed for end user.

DBMS Software:

My SQL FOX Pro

Oracle SQL-ITE
MS Access IBM DB 2

DBMS:

It enables the storage of data and makes them available for use to different programs, apps, or even
other database.
It is system that maintains data and processes them to generate a response at the time of query or
request.

Types of DBMS:

1. Object Oriented DBMS: In which information or data is represented in the form of objects.

2. Relational DBMS:

The data is organized in the 2 dimensional tables using Rows and Columns.

The values with each table are related to each other

Ex: My-SQL, Oracle, IBM DB 2, Server, Database, MS-Access.

3. Document: Database which stores the data in the type of documents is called it.

4. Hierarchical DBMS:

It has tree like structure

It follows the hierarchical model and stores data in a tree like structures.

5. Network DBMS: Multiple member records or files are linked to multiple owner files & vice versa.

Q. Explain the Components of DBMS?

1. Hardware: Hardware refers to the physical, electronic devices such as computers and hard disks that
offer the interface between computers and real world system

2. Software: Software is a set of programs used to manage and control the database and includes the
database software, operating system, network software used to share the data with other users, and the
applications used to access the data

3. Data: Data are raw facts that need to be organized and processed to make it more meaningful.

4. Procedures:

It refers to the instructions used in a database mgmt. system and encompasses everything from
instructions to setup and install, login, and logout, manage the day to day operations, take backups of
data, and generates reports.

5. Data Base Access Language:

It is used to write commands to access, update, and delete data stored in database.

User can write commands using database access language before submitting them to the database for
execution.
Function/Objectives of DBMS:

- Store data, retrieve and update in easily manner

- Creates and maintain a data dictionary

- Backup and recovery function available

- Provide for mass storage of relevant data

- Allow for growth in the data base system

- Performing the data sharing in a secure manner

- Allow for multiple users to be active at one time

- Provide prompt response to user requests for data.

- Protect the data from physical harm and un-authorized system

- Make the latest modifications to the data base available immediately

- Prevention of unauthorized use through a password security system

- Elimination of errors while multiple no of users are using the same database at the same time.

DBMS RDMS
Stores data as files Stores data in tubular form
No relationship between data Related to each other
Doesn’t support distributed data base Support
Deals with small quantity of data Deals with large amount of data
Support single user Support multiple users
The data in it is subject to low security levels There exist multiple levels of data security
Ex: XML, Windows registry EX: MY SQL, Post GRE SQL, SQL server, oracle, MS-
access etc.

Benefits of DBMS:

Reduction of data redundancy Improvement in data security

Reduction in data inconsistency Better interaction with end users
Sharing of data is possible Efficient and effective system
Enforcement of standards Large Data Maintenance
Prevent data manipulation Back-up and Recovery
Multi-User Access Maintain data integrity
Save Storage Space and Cost Data Schema

Threats:
A computer threat is any activity that can cause damage to private or any data of user or organization or
any system in ways like stealing, manipulating etc.

This can be more summarized to unauthorized access to data of a system and causing damage to that.

Different types of Computer Threats:

1. Malware: Malicious software that infects your computer such as computer virus, worms, Trajan horse,
spyware and adware.

2. Virus: A computer virus is a type of malicious software or malware that spreads between computers
and causes damages to data and software.

3. Trojan: It has the ability to hide itself from antivirus detection, and steal important data.

4. Worms: They are software that is able to make copies of them-selves in order to spread and infect
other computer.

5. Spyware: Spyware is any software that installs itself on your computer and starts convert monitoring
your online behavior without your knowledge or permission.

6. Adware: Adware is software that displays unwanted pop-up adverts which can appear on your
computer or mobile devices.

7. Scare-ware: Programs designed to track a user a user into buying and downloading unnecessary and
potentially dangerous software.

8. Phishing: A fake website or email which is designed to almost like the actual website is a form of
phishing attack.

9. Spam: Spam is unwanted message sent for advertisement purpose or to spread malware.

Data/Information Security:

It is any means for keeping private the data contained in database

It refers to the safe storage of data in a data-base, device and drivers.

It is the process or mechanism that prevents unauthorized access to data & its use.

It prevents data from unauthorized use, manipulation, hacking.

Data Security Techniques:

- Maintain Data Encryption

- Preparation of Policies

- Maintain Data Authorization

- Establishment of strong Password

- Installment of Antivirus Software

- Regular and Scheduled Backup

- Identification of Most Sensitive Data

- Installment of Antimalware Software

- Handling potential threat from Virus

- Providing education about safe online habit

- Allocating more resources to Sensitive Data

- The Security System should be regularly checked

- Regular upgrade and update of System & Software

- Access of sensitive data should be limited

- Implementing Risk mgmt. Guidelines

- Regular Data Back-up and Recovery

- Implementing NRB IT Guidelines

- Using Data Masking and Erasing

- Use of Firewall

Types of IT Security:

1. Network Security: It is used to prevent unauthorized or malicious users from getting inside users from
getting inside users network.

2. Internet Security: It involves the protection of information that is sent and received in browsers.

3. Endpoint Security: It provides protection at the device level. It will prevent user devices from
accessing malicious network that may be a threat.

4. Cloud Security: Apps, data and identities are moving to the cloud, meaning users are connecting
directly to the internet and not protected by the traditional security stack.

5. Apps Security: To protect apps from threats that can come through flows in the apps design, develop
and upgrade or maintenance.

Types of Data Security:

1. Access Control:

- Data protection methods using login technology

- This technique includes username and password.

2. Authentication:

- A techniques to protect data through verification

- It includes PIN no., Token no, OTP code etc.

3. Data Masking:

Replacing original production data with structurally similar, inauthentic data

The format of the data remains the same, but the values are altered.

4. Data Erasing: A techniques for detecting unnecessary data in a computer system.

5. Data Encryption:

Converting data from a readable format to a scrambled piece of information

Information is encoded in such a way that only authorized user can read it.

6. Firewall:

It is a Network Security System

Monitors and controls incoming and outgoing Network Traffic

Manage Network Traffic based on predetermined Security Rules.

7. Antivirus: Program to protect computers from malware like viruses, computer worms, spyware etc.

8. Data Back-Up and Recovery:

Data Backup: Copying data from a primary location to a secondary

Data Recovery: Restoring data that has been lost, accidentally deleted, corrupted.

Challenges of IT Security:

- Continue increasing Operational Risk

- Constantly changing Cyber Threats & Attack Method

- Increasingly Complex IT. Environments

- Risks posed by employees who misuse their access

- Lack of qualified Cyber-Security Professionals

- Risk introduced through vendors and supply chain

- Compliance with strict Data Protection Laws

- Limited budgets and resources to implement Comprehensive Security Measures

- Ensuring timely updates to Software and Systems without disrupting Operation

- Difficult to protect the Network from Unwanted Users

MS Access:

It is an information mgmt. tools or relational data base that helps user to store information for
reference, reporting, and analysis.

Access can also overcome the limitation found when trying to manage large amount of information in
excel or other spreadsheet apps.

MS-Excel MS-Access
Building system is quite simple and easy Building system is quite difficult
More applicable for financial analysis and More applicable for the small business owners
statistical analysis
Easy to learn Quite hard to learn
It is more adaptable It is less adaptable
The storage capacity is less More
It is a spreadsheet to create graphic, tabular RDBMS to collect and sorting data
models
To learn and apply excel, user doesn’t need To learn and apply access for more features,
programming knowledge programming knowledge is required
Sharable smart report Multiple user can run query separately
Slow down/corrupt when big files sizes Rare loss of data.

Q. What are the Risks of using Internet in Banking Sector?

1. Cyber Security Threats: - Data Breaches, - Phishing Attacks, - Malware

2. Identity Theft: - Stolen Personal Information, - Account Takeover

3. Fraud: - Unauthorized Transaction, - Card not Present Fraud

4. Regulatory Compliance: - Compliance with Data Protection Laws, - Reporting Requirements

5. Technology Failures: - Downtime and System Outages, - Software Vulnerabilities

6. Third Party Risks: - Vulnerabilities in Third Party Services

7. Mobile Banking Risk: - Lost or Stolen Mobile Device, - Insecure Mobile Apps

8. Data Privacy: - Un-Authorized Data Sharing, - Privacy Concerns.

Q. Why is Intranet/Extranet is needed in Bank?

Q. What are the features of Intranet/Extranet in Banking Sector?

Intranet Extranet
Internal communication Secure external collaboration
Document and resource sharing Controlled access for partner or customer
Collaboration and team work Shared resources and information
Knowledge mgmt. Online transaction and data exchange
Workflow automation B2B communication and document sharing
Information security Enhance supply chain mgmt.
Employee engagement Streamlined customer support
Data integration Improve partner relationship.
Analytics and feedback gathering

Q. Explain about the important of Internet in Banking Sector?

Provides 24/7 customer services

Provides convenient services

Reduces presenting physically

Supports Cross Border transaction

Enhancing security of financial data

Reduces paper work, operational cost

Enables automated transaction

Promotes Mobile Banking, Internet Banking

Freely accessibility to any Location

Environment Friendly and Sustainability

Promotes Customer Oriented Banking Services

Types of Extranet/Example:

1. Supplier Extranet
2. Customer Extranet

3. Partner Extranet

4. Project Extranet

5. Employee Extranet

Types of Intranet:

1. Centralized Intranet:

Build and maintained by the organization’s own IT department

Highly customized and tailored to specific needs

2. Cloud Based Intranet:

Hosted by a third party provider (Share point, Google Workspace)

Lower maintenance, quicker development, scalable

3. Social/Intranet Portal:

Combines collaboration and communication tools

Encourage knowledge sharing and interaction across dept.

4. Department/Intranet Sites:

Separate spaces for each dept. (HR, Finance, Marketing)

Allows specialized content, documents, workflows

5. Hybrid Intranet:

Combines on-premises and cloud components

Internet Process and Components:

1. Hub: Like a distribution center

2. Switch: Connect device on a computer network

3. Router: Connects to modern-provides WIFI

4. Cables: Connects one network devices to other network devices

5. Modern: Convert digital signal into analog and vice versa

6. Client: User’s Computer

7. Server: Devices that provides a services to another computer program

8. NIC: That connects a computer to a computer network.

PAN: Network arranged within an individual person, typically within a range of 10m (30ft): types-wired
and wire less

- No need of extra cables and wires and consume less space

- Used in office, conference and meetings

- Connects to many devices at a time

- Used in TV remote, ac remote etc.

Email:

Electronic mail, send and receive mail at any time containing text, files, graphics

Attachment can be attached with an Email

Email is fully based on the Internet

Stores frequently used Email Address

CC and Blind CC

Forward and Reply

Spam Filters and Folders

Q. How does Email Work?

Q. How does Email appear to Work?

Step 1: Sender creates and sends an email

Step 2: Sender’s MTA routes the email

Step 3: Network cloud

Step 4: E-mail queue

Step 5: MTA to MTA transfer

Step 6: Firewall, spam, and filters

Step 7: Recipient’s mail server

Step 8: Recipient mail client

Steps 9: Delivery.

Process to Write and Send Email:

Step 1: Open browsing software

Step 2: Sign into your account

Step 3: Compose a new E-mail

Step 4: Write recipient email address

Step 5: Enter the subject of the email

Step 6: Enter the body

Step 7: Attach the files and document

Step 8: Send and finish

Step 9: Confirmation.

Advantages:

Fastest way to deliver message

Enhance Communication System

Ensures Digital Marketing

Can be send any time and any where

Secure and reliable than physical mail

Provision of editing and saving facility

Provision of CC and Blind CC

Environment friendly method

Disadvantages of E-mails:

- E-mail overload

- Spam and Phishing Threats

- Dependency on Internet Access

- Privacy Concerns and Data Breaches

- Receiver may or may not read the Message

- Distractions from Constant Email Notifications

- Inefficient for Complex or Sensitive Discussions

- Miscommunication due to Lack of Tome and Context

- Without an educated Receiver, Messages will be Useless

- Receive and Sender should be Online

Some main Components of Email:

- Username: Username identifies user a/c on the email server that handles the email.

- @: It means ‘at the rate’ which separate user a/c name and name of the e-mail server name.

- Domain Name: It contains of two pieces of Identifying Information.

The first pieces is the name of the e-mail server and located to the right of the “@”.

The second piece usually has a tree letter extension that indicates the top level domain.

Some top level domains are .com, .org, .gov, .mil, .edu, .np

Types of E-mail:

Personal Mail

Business/Professional Mail

Marketing/Professional Mail

Transactional Email

News Letter

Internal Communication

Automated Email

Mail Merge:

Mail merge is most popular features of MS-Word

Used to send the same type of information to Multiple Recipients at a time

A Single Template Documents is used to create multiple documents based on information down from a
Data Source.

Advantages:

It is economic method

Saves lot of time

Saves printing Cost for large mailing

Easily personalize each document

Automates in creating customized letters

Reduces risk as compared to manual document creation

Can be integrated with Data-Base for Data Retrieval

Fastest way to produce large personalized letters

Maintains a uniform format & layout for all document types

Four types of Mail Merge Document:

1. Letters

2. Envelopes

3. Mailing Labels: To make it easy to send any mailing to multiple contracts

4. Catalogue: A list or record of items.

Process of Mail Merge:

Step 1: Click the mailing tab

Step 2: Click start mail merge button

Step 3: Select step by step mail merge wizard

Step 4: Select the type of document to create

Step 5: Select the main document

Step 6: Select the recipient

Step 7: Write/insert the fields

Step 8: Preview the result

Step 9: Finish and merge.

Internet Intranet Extranet

It is a global system of It is a network of computer or a It is a private network that uses
interconnected computer private network designed for a public network to share
network specific group of user (org.) information with clients
(suppliers and vendors)
It is the largest network in as far It is a small network with a few It is a small network with a few
as the no. of concerned devices no. of connected devices no. of connected devices
is connected
Sharing information throughout Sharing sensitive or confidential Conveying information between
the world information throughout the org. members of the org. and
external member
Not regulated by any authority Regulated by a specific org. Regulated by multiple org
Has no known ownership Ownership is by a single org Ownership is by a single or
multiple org
Content in the network is readily Content in the network is Is accessible to member of org
accessible by everyone who is accessible only to member of org and external member with
connected access to network
It is unregulated and uncensored Regulated by org policy Regulated by contractual
agreement between org
Users has unrestricted access It may be accessible from It is enforced through a firewall
and can access internet internet, but it is protected by a that separate internet and
anonymously password and accessible only to extranet
authorized users
Training isn’t required Required Required
It contain different source of It contains only specific group of It contains only specific group of
information and is available for information information
all
EG: Google. ‘A” company using internet for HP, Intel and Lenovo decided to
its business operation use the same network for
related business operation.

Types of Network:

LAN WAN MAN

Local Wide Metro-city
High bandwidth for data transfer Low bandwidth for data transfer Bandwidth is moderate for data
transfer
Connects a group of computer Cover a large geographical area Distance coverage is larger than
with a limited geographical area such as state, country LAN, and smaller than WAN
Owned by private entity or Established under distributed Ownership can be private or
individual ownership public
Limited to 100 to 1000 m Span a huge area 100000 km Distance covered up-to 10 km
Lower setup cost due to Higher set-up cost than other Moderate installment cost
inexpensive devices
It’s design & maintenance is easy Is difficult than LAN and MAN Difficult than LAN
Used in collage, hospital Used in country In small town
Allows single pairs of devices to Allows a huge group of Allows multiple computer can
communicate computer communicate at a simultaneously interact
same time

Information:

Knowledge communicated or received concerning a specific fact is called information

It refers to sequences of symbols that can be interpreted as message.

Information makes its recipient able to knowledge or insight about a certain matters.

It can be recorded as a sign and transmitted through different means to signals.

It is the message that is being conveyed between two or more parties through the processing of data.

Data becomes information when it is processed, organized, structured or presented in given context in a
meaningful and logical ways.

Types of Information:

1. Strategic Information: This includes in formation used by top level mgmt.

2. Tactical Information: Mostly used by middle level of mgmt.

3. Operational Information: Mostly used by lower level mgmt.

Data Information
Data is a simple, raw and unorganized fact has no It is the processed organized, structured and
sences if not proceeds contextually presented version of data
It is derived from the latin word ‘datum’ which Derived from word informare
means something given
It is input for information It is output of data
Data soley carries no meaning It has meaning obtained from the interpretation of
data
Data has no dependency on information It is data dependent
Understanding is difficult Understanding is easy
The monthly salary earned by each staff in a bank The avg. monthly salary of the staff in the bank is
is data an information
May or may not be meaningful Always meaningful
Input to any system, may be treated as data Output after processing system is information
Types:
Data may not in order Be in order
Example: survey data Census report
Types of Data:

Primary Data Secondary Data

Data organized by researchers for the first time Already existing data, collected by the investigator
agencies and organization earlier
It is real time data It is related to past
It is collected for addressing the problem at hand It is collected for purpose other than the problem
at hand
Primary data collection is a very involved process Secondary data collection process is rapid and easy
Its collection requires a large amount of resources Its collection relatively inexpensive and quickly
like time, cost and manpower available
It is always specific to the researcher’s needs and It is neither specific to the researchers need, nor
he control the quality of research he has control over the data quality
Available in a raw form It is thee refined form of primary data
Its source is more reliable.

NRB IT policy:

*3Es= Efficient, Effective and Economic.

*ISO=Information security Officer.

NRB formulate the IT policy for own implementation & for all other licensed BFIs. NRB also formulate
the NRB IT Guidelines.

Objectives of NRB IT Policy:

- To ensure secure, stable & standard IT infrastructure

- To ensure availability, integrity and confidentiality of information

- To facilitate the efficient operation of IT in the financial sector.

- To enhance user awareness for 3Es use of the IT system

- To minimize the IT related risk.

NRB IT Policy:

- Ensure 3Es IT operation by implementing appropriate IT system

- Maintain well structured, secured physical IT infrastructure with proper documentation

- Maintain multilevel security for information

- Implement IT system audit

- Established and maintain 3Es DRP and also maintain BCP

- Develop and implement IT outsourcing and third party involvement mechanism

- Maintain uniform and legitimate IT infrastructure for all the office

- Provide IT directive to licensed BFIs

- Set a standard for IT procurement and shall be reviewed as per the technological change

- Promulgate “NRB IT Code of Conduct” for proper usage of NRB resources

- Strengthen the IT capacity buildings for employees.

Challenges:

Problems with coping with technology, system migration, adequate internal control system, restricted
system and data access to unauthorized sources, protecting electronic transactions, meeting legal
requirements, managing outsourcing services, and ,managing other IT related risks arise in the banking
sector making the need of NRB IT policy.

NRB IT Guidelines:

1. IT Governance:

- The strategic, policies, related to information technology shall be passed by the board of directors and
reviewed at least once a year.

- BFIs should use IT resources in an efficient, effective and economical manner so that all business
requirements are met.

- IT related risk should be considered in risk management policy.

- BFIs need to carry out a detail risk analysis before adopting new technology since it can potentially
introduce new risk exposure.

- BFIs should constantly monitor and measure IT functions and reports to a top level of mgmt.

- BOD should be adequately aware of the IT resources and ensure that it is sufficient to meet the
business requirements.

- BFIs should have process in place to identify and adequately address the legal risk arising from cyber
law and electronic transaction related laws and act of Nepal.

2. Information Security:

- Information security policy should be made and passed by the BOD.

- To increase awareness regarding information technology security among the stakeholders of the banks

- Arrange to inform customer immediately after banking transaction through mobile messages.
- The hardware and software used in bank’s computer should be official and secure.

- Implementing an effective virus protection system on banks computers.

- Do not entrust customer’s ATM card and PIN number to the same employees.

- Suggesting to change pin number after using debit or credit card.

- CCTV at each ATM location should be installed with adequate lighting.

- BFIs should implement adequate security measures to secure their web applications from traditional
and emerging cyber threats and attacks.

- The information security policy, guidelines, and education program should be updated according to
latest threats and changes in modus operandi of electronic attacks.

- Apply more than one verification system to sensitive operations such as fund transfer.

3. Information Security Education:

- BFIs should develop information security awareness program and periodically conduct to its
employees, vendors, customers, and other related stakeholders.

- The awareness program should be customized according to the target group.

- Providing minimum information about information security to all the customers.

- Develop and implement effective mechanisms for information security awareness.

- BFIs ensure that customers are aware of information security and safeguarding credentials.

- BFIs will take responsibility for securing the use of banking information technology.

4. Information Disclosure and Grievance Handling:

- BFIs should publish clear information about dispute or problem resolution procedures.

- BFIs should publish customer privacy and security policy.

- BFIs should prepare a procedure for dealing with disputed transaction and complaints.

- BFIs shall provide adequate information to the customer about the cost, risk and benefits before
conducting electronic transaction.

- BFIs should address transactions related compliant if requested by the customer.

- BFIs should maintain information security and customer privacy.

- BFIs should resolve the dispute in the transaction in the shortest possible time.
- In case of customer complaints, BFIs shall take responsibility to handle complain.

5. Outsource Mgmt.:

- BFIs can take information technology and other technical assistance from external parties.

- The BOD or top mgmt. should take responsibility for all external aspects of mgmt.

- Assess the risk before outsourcing and updating them periodically.

- Giving external parties access to internal controls only to the extent necessary.

- BFIs should establish a process for monitoring and control of outsourcing activities.

- BFIs to take responsibility for confidentiality of outsourcing.

- To assess the economic, social and political risks of the country’s national economy while taking aid
from outside the country.

6. IT Operation:

- BOD and senior mgmt. to monitor and evaluate IT activities.

- BFIs embrace change mgmt. and introduce new technology.

- Direct supervision and monitoring of suppliers who have access to IT.

- Prepare and submit performance appraisals of IT functions to senior mgmt.

- Creating an environment for effective availability of services.

- Training employees from time to time to increase the working efficiency of IT.

- BFIs shall determine the appropriate data migration policy and methods to move the data in a safe and
confidential manner.

7. Information System Acquisition, Development and Implementation:

- When purchasing IT, it’s technical evaluation report & requirements should be passed by the mgmt.

- User functional requirements, security requirements, performance requirements, and technical

specification should be documented and approved by appropriate level of mgmt. before software is
developed.

- Before developing & purchasing software, conduct detailed tests & verify its legal provisions from
experts.

- Attention to information security at every stages of software development.

- BFIs shall periodically test the deficiencies that may occur during software development.

- The BOD & senior mgmt. shall pay attention to the purchase & development of IT.

8. Business Continuity and Disaster Recovery Planning:

- The plans should be approved by the BOD of BFIs.

- To implement this plan, appoint a senior manager as the head of the plan implementation.

- BCP includes senior officer of all departments while forming the BCP team.

- Periodically test the effectiveness of the BCP at least once a year.

- BFIs set up a data center at a suitable location.

- BFIs develop an immediate response plan in the event of an incident.

9. IS Audit:

- In order to reduce the risk that may be caused by IT, perform IS audit annually according to the
requirements of the NRB.

- Providing access to all resources and tools as required to the IS Audit committee.

- The audit committee should ensure that the person conducting the IS audit and experienced.

- If there is lack of audit expertise among banks employees, external experts can also be hired.

1o. Fraud Mgmt.:

- Banks should identify and document all electronic attacks and suspected electronic attacks in their
system and report to NRB monthly.

- Customers should be made aware of frauds along with fraud identification, avoidance and protection
measures.

Conclusion: These guidelines to regulate and guide IT related activities in banks with the objectives to
strengthening banks from lacking with emerging cyber frauds, managing IT prudently and mitigating risk
aroused from the implementation of IT