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Unit 3 Storage And Retreival Of Information
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Unit 3 Storage And Retreival Of Information

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  • 1. Unit 3 Storage and Retrieval of Information
  • 2. Lesson Starter 1 September
    • What is the difference between Internal and External mail?
    • Give 3 examples of External Mail
    • For the following messages suggest a suitable form of mail
      • A urgent message that must go to all parents
      • A parcel that must arrive the next day
      • A non urgent message for the Head Teacher
  • 3. Aims of Lesson 1
    • Purpose of Filing
    • Filing Methods
      • Alphabetical
      • Numerical
      • Chronological
  • 4. Purpose of Filing?
    • Keep files in the correct order
    • Neat, tidy and organised
    • Saves time to find stuff
    • Saves space
    • Stops items getting damaged
    • Keeps items private
  • 5. Lesson Starter 7 September
    • Give 3 qualities of a receptionist
    • List 4 items that should be found in reception
    • Give 3 measures that could be taken to improve security in the reception area
  • 6. Aims of Lesson 2
    • Filing Methods
      • Alphabetical
      • Numerical
      • Chronological
    • Manual V Electronic
    • Continue with Practical tasks
  • 7. Filing Methods
    • Alphabetical
    • Customer folders are arranged in order of Surname
    • Adv
      • Easy to understand
      • Does not require an index
    • Disadv
      • Not suitable when many new customers
      • Difficult if many same names
      • Can be wasteful e.g. X folder
      • Difficult to rearrange
    • Numerical
    • Files are given a number then arranged
    • Adv
    • Each file will be unique
    • Easy to add a new person to the filing cabinet
    • Easy to rearrange
    • Disadv
    • Need an index to find out what number each person is
    • If someone leaves there could be gaps
  • 8. Filing Methods?
    • Chronological
    • Documents are arranged in order of date, with the most recent placed at the front
    • Adv
    • Saves time as the files you are going to be using will be at the front
    • Disadv
    • Continuously having to update
    • How do you know where to look
    • Some days may have loads of records
  • 9. Manual V Electronic
    • Adv of Electronic
    • Tidy
    • Easy to search and sort
    • Saves space
    • Keep a backup
    • Have more than 1 person access it at once
    • Disadv of Electronic
    • Need to train staff
    • May get lost or corrupted
    • Have to buy equipment
    • Possibly more difficult to secure
  • 10. Lesson Starter 14th September
    • List 3 different methods of filing
    • Give 2 advantages of using an alphabetical filing system over a numerical system
    • Give 2 advantages and 2 disadvantages of electronic filing
  • 11. Aims of Lesson 3
    • Data Storage Methods
    • Microfilming
    • Security of data
  • 12. Data Storage Methods
    • Floppy Disk
      • 1.44 Mb – no longer used, not enough capacity
    • Zip Disk
      • 50Gb – file is compressed and then stored
    • Hard Drive
      • 1 Terabyte – spinning disk inside your computer
    • CD-ROM
      • Compact Disk Read Only Memory 650Mb – data can only be read from not copied to
    • DVD
      • Digital Versatile Disk – 4.7Gb, portable storage method used for storing larger files
    • USB Memory Stick
  • 13. Microfilming
    • Where you convert a document, putting it on a film and reduce it to the size of a postage stamp
    • Equipment
      • Reader
      • Camera
  • 14. Lesson Starter 21st September
    • What is Microfilming?
    • Give 2 advantages of having an electronic filing system over a manual system
    • List 3 different examples of storage media
    • Chelsi has been asked to give a presentation to Mr Stewart. Suggest a suitable storage device and give a reason for your answer
  • 15. Aims of Lesson 4
    • Security of data
      • Backup procedures
      • Computer virus
      • Encryption
      • Data Protection Act
  • 16. Security of Data
    • Passwords = a code of letters and numbers that restricts file access
    • Do
      • Change yours regularly
      • Used a mixture of characters
    • Don’t
      • Write it down any where
      • Use real words
    • Physical Methods
      • ID Cards
      • Finger print scanners
      • Locks on doors
  • 17. Key Terms
    • Virus
      • A computer program that attaches itself to programs in your computer and corrupts (damages) them in some way
    • Backup
      • This is a second copy of data encase the original is deleted or damaged.
  • 18. Data Protection Act
    • The DPA is a law that was made by the Government to control the storage of information
    • Data Controller = the company storing the info
    • Data Subject = the person the information is about
    • Responsibilities of the Controller
      • To keep data secure
      • To keep it up to date
      • Not to share data with other people
      • Make sure it is accurate
    • Rights of the Data Subject
      • To see the data within 2 months
      • To have any inaccurate data changed