IT guide to data storage and protection


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A very basic introduction to data storage and protection produced by the stonemasonry team at City of Glasgow College

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IT guide to data storage and protection

  1. 1. Information Communication TechnologyGuide to Data Storage and Protection Stonemasonry Department 2012
  2. 2. What is data? Data is a collection of unanalysed facts, number or statistics stored on your computing device. This data is organised by the processors in your computing device to become information. Data Information Processor 100% 2012 95% The average assessment 89% result for 2012 was 85%. 54% 100% 62% 92% assessment result Data becomes information when it is organised into ways in which it can be used.
  3. 3. Do you input data? As a computer user you input information which the computer processes and stores as data. Can you think of examples of information you may input?To keep things simpleyour computer stores all Video Moviesinformation in the same Documentsway; by breaking it down Picturesinto small packages of Musicdata and storing it on the Photographscomputers memory
  4. 4. How is Data Stored on a PC? On a personal computer, data is stored by the computers memory. It is broken down into very small packages of data known as bytes. As bytes are so small we talk about 1000’s of bytes (kilobytes), millions of bytes (megabytes) and even billions of bytes (gigabytes). Size of Memory Prefix Number of bytes bit 8 bits = 1 byte byte 1 byte Kilobyte KB 1000 bytes Megabyte MB 1 million bytes Gigabyte GB 1 billion bytes Terabyte TB 1 trillion bytes The table above shows the standard data measurement system used by most computer systems.* *Based on standard SI decimal system – binary system operates on factors of 1024
  5. 5. Back-up Your Data When a computer is functioning properly your data is held safely on the internal hard drive, packaged in small bytes and ready to be accessed. However there are a number of ways your data can become corrupted e.g virus, power surge, mechanical failure accidental/malicious deletion. Backup data stored in central storage location Data held on personal computer in office Second backup data stored offsite in secure location It is considered best practice to back-up your data in at least two different physical locations. This means that you copy the data from your machine to removable storage device and store that device in a different building/room than the original.
  6. 6. Forms of Physical Storage There are three main forms of physical storage currently available to consumers in the UK; magnetic, optical and solid state. Magnetic Optical Solid State The table above shows examples of physical storage devices in common use. Images sourced from wikipedia and made available under cc license
  7. 7. Web Based File HostingIn addition to using physical storage devices it is possible to make useof web based file hosting services where an external company stores your files on large remote servers. Most of these companies allow you to store a small amount of data for free and offer subscriptions based on capacity usage. The disadvantages of this method of data storage are that you need an active internet connection to upload and/or access your data and you no longer have complete control of the security of your data. Images property of dropbox, google, microsoft and apple and used only for educational purposes
  8. 8. Protecting DataNow that your data is safely stored and backed-up you should look at ways of protecting it. Data theft generates billions of pounds worldwide each year as computer hackers gain access to sensitive information such as banking and credit card details, payroll information and internet passwords. You should password protect any electronic data and keep physical storage devices in lockable storage at all times. Sensitive data may also be encrypted.
  9. 9. Generating an Effective Password There are a number of tips to generating an effective password: Avoid using your name, date of birth or family members names Avoid using the name of the sports club you support Use a combination of lower case, upper case, numbers and symbols Never under any circumstances share your password dougie2012 Weak password dm2012dm!! Good password Dx3&t58rby5 Strong password Never write your password down where it can be seen or accessed Avoid entering your password on un-trusted machines Change your password on a regular basis (every 30-90 days) Change your password immediately if you suspect it has been compromised Avoid using the same password for a number of different applications
  10. 10. Using Security Software Another vital aspect of keeping data secure is running security software on all computers you use to store or access data. This software protects against malware such as viruses, trojans, general spyware and keylogger’s and ensures that your computer does not become compromised. You can download a number of free security software applications from the internet (make sure they are genuine) or pay for premium subscription based software. It is good practice to use this software to regularly scan your machine for viruses. Images property of symatec, kaspersky and avg and are used only for educational purposes
  11. 11. References The image on the title slide of this presentation was sourced from and remains the property of: pg The image on the title slide of this presentation was sourced from : And was made available under creative commons license
  12. 12. Developed by The Stonemasonry Department City of Glasgow College 2012