Unit 3 Storage And Retreival Of Information


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Unit 3 Storage And Retreival Of Information

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