ECDL Module 1

PAGE 1 ECDL SYLLABUS FOUR MANUAL - PC EDITION - MODULE 1
ECDL Module 1
REFERENCE MANUAL
Concepts of Information Technology (IT)
PC Edition for ECDL Syllabus Four
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1.1 GENERAL CONCEPTS................................................................................................................................. 7

1.1.1 HARDWARE, SOFTWARE, INFORMATION TECHNOLOGY............................................................................ 7
1.1.1.1 Understand the terms hardware, software, Information Technology (IT)............................... 7
1.1.2 TYPES OF COMPUTER ................................................................................................................................ 8
1.1.2.1 Understand and distinguish between mainframe computer, network computer, personal
computer, laptop, personal digital assistant (PDA) in terms of capacity, speed, cost, and typical
users. ............................................................................................................................................................... 8
1.1.3 MAIN PARTS OF A PERSONAL COMPUTER...............................................................................................11
1.1.3.1 Know the main parts of a personal computer such as: central processing unit (CPU), hard
disk, common input or output devices, types of memory. Understand the term peripheral device.
........................................................................................................................................................................11
1.1.4 COMPUTER PERFORMANCE.....................................................................................................................18
1.1.4.1 Know some of the factors which impact on a computer’s performance, such as: CPU
speed, RAM size, the number of applications running..........................................................................18
1.2 HARDWARE ..................................................................................................................................................19
1.2.1 CENTRAL PROCESSING UNIT....................................................................................................................19
1.2.1.1 Understand some of the functions of the CPU in terms of calculations, logic control,
immediate access memory. Know that the speed of the CPU is measured in megahertz (MHz) or
gigahertz (GHz). ..........................................................................................................................................19
1.2.2 MEMORY....................................................................................................................................................19
1.2.2.1 Understand different types of computer memory such as: RAM (random-access
memory), ROM (read-only memory) and distinguish between them..................................................20
1.2.2.2 Know how computer memory is measured; (bit, byte, KB, MB, GB, TB). Relate computer
memory measurements to characters, files and directories/folders. ..................................................21
1.2.3 INPUT DEVICES .........................................................................................................................................22
1.2.3.1 Identify some of the main devices for inputting data into a computer such as: mouse,
keyboard, trackball, scanner, touchpad, light pen, joystick, digital camera, microphone. ..............22
1.2.4 OUTPUT DEVICES .....................................................................................................................................25
1.2.4.1 Identify common output devices for displaying the results of processing carried out by a
computer, such as: monitors, screens, printers, plotters, speakers. Know where these devices
are used. .......................................................................................................................................................25
1.2.5 INPUT/OUTPUT DEVICES..........................................................................................................................29
1.2.5.1 Understand some devices are both input/output devices such as: modems, touch
screens..........................................................................................................................................................29
1.2.6 STORAGE DEVICES...................................................................................................................................30
1.2.6.1 Compare the main types of memory storage devices in terms of speed, cost and capacity
such as: diskette, Zip disk, data cartridges, CD-ROM, internal, external hard disk.........................30
1.2.6.2 Understand the purpose of formatting a disk.............................................................................32
1.3 SOFTWARE ...................................................................................................................................................34
1.3.1 TYPES OF SOFTWARE ...............................................................................................................................34
1.3.1.1 Distinguish between operating systems software and applications software. Understand
the reasons for software versions. ............................................................................................................34
1.3.2 OPERATING SYSTEM SOFTWARE .............................................................................................................35
1.3.2.1 Describe the main functions of an operating system and name some common operating
systems. ........................................................................................................................................................35
1.3.3 APPLICATIONS SOFTWARE.......................................................................................................................35
1.3.3.1 List some common software applications such as: word processing, spreadsheet,
database, Web browsing, desktop publishing, accounting, together with their uses. .....................36
1.3.4 GRAPHICAL USER INTERFACE (GUI) .......................................................................................................38
1.3.4.1 Understand the term Graphical User Interface (GUI). .............................................................38
1.3.5 SYSTEMS DEVELOPMENT.........................................................................................................................39
1.3.5.1 Understand how computer-based systems are developed. Know about the process of
analysis, design, programming and testing often used in developing computer-based systems. 39
1.4 INFORMATION NETWORKS......................................................................................................................41
1.4.1 LAN AND WAN.........................................................................................................................................41

1.4.1.1 Understand the terms, local area network (LAN), wide area network (WAN). Understand
the term client/server. .................................................................................................................................41
1.4.1.2 List some of the advantages associated with group working such as: sharing printers,
applications, and files across a network. .................................................................................................42
1.4.2 INTRANET, EXTRANET ...............................................................................................................................43
1.4.2.1 Understand what an Intranet is and understand the distinction between the Internet and
an Intranet.....................................................................................................................................................43
1.4.2.2 Understand what an Extranet is and understand the distinction between an Intranet and
an Extranet. ..................................................................................................................................................43
1.4.3 THE INTERNET ..........................................................................................................................................44
1.4.3.1 Understand what the Internet is and know some of its main uses. .......................................44
1.4.3.2 Understand what the World Wide Web (WWW) is and distinguish it from the Internet.....45
1.4.4 THE TELEPHONE NETWORK IN COMPUTING............................................................................................45
1.4.4.1 Understand the use of the telephone network in computing. Understand the terms Public
Switched Telephone Network (PSTN), Integrated Services Digital Network (ISDN), Asymmetric
Digital Subscriber Line (ADSL). .................................................................................................................45
1.4.4.2 Understand the terms analogue, digital, modem, transfer rate, (measured in bps – bits
per second)...................................................................................................................................................47
1.5 THE USE OF IT IN EVERYDAY LIFE........................................................................................................48
1.5.1 COMPUTERS AT WORK.............................................................................................................................48
1.5.1.1 Identify some situations where a computer might be more appropriate than a person for
carrying out a task and where not. ............................................................................................................48
1.5.1.2 Know some of the uses of large-scale computer applications in business such as:
business administration systems, airline booking systems, insurance claims processing, online
banking..........................................................................................................................................................49
1.5.1.3 Know some of the uses of large-scale computer applications in government such as:
public records systems (census, vehicle registration), revenue collection, electronic voting. .......50
1.5.1.4 Know some of the uses of large-scale computer applications in hospitals/healthcare such
as: patient records systems, ambulance control systems, diagnostic tools and instruments,
specialist surgical equipment. ....................................................................................................................51
1.5.1.5 Know some of the uses of computer applications in education such as: student
registration and timetabling systems, computer-based training (CBT), distance learning,
homework using the Internet......................................................................................................................51
1.5.1.6 Understand the term tele-working. List some of the advantages of tele-working such as:
reduced or no commuting time, greater ability to focus on one task, flexible schedules, reduced
company space requirements. List some disadvantages of tele-working such as: lack of human
contact, less emphasis on teamwork........................................................................................................52
1.5.2 ELECTRONIC WORLD................................................................................................................................53
1.5.2.1 Understand the term electronic mail (e-mail) and know its main uses. ................................54
1.5.2.2 Understand the term e-Commerce. Understand the concept of purchasing goods and
services online, including giving personal details before a transaction can be carried out,
payment methods, consumer’s basic right to return unsatisfactory goods. ......................................54
1.5.2.3 List some of the advantages of purchasing goods and services online, such as: services
available 24 hours a day, opportunity to view a wide range of products. List some of the
disadvantages of purchasing goods and services online such as: choosing from a virtual store,
no human contact, risk of insecure payment methods..........................................................................56
1.6 HEALTH AND SAFETY, ENVIRONMENT................................................................................................58
1.6.1 ERGONOMICS............................................................................................................................................58
1.6.1.1 Understand what elements and practices can help create a good, working environment
such as: appropriate positioning of monitors, keyboards and adjustable chairs, use of a mouse
mat, use of a monitor filter, provision of adequate lighting and ventilation, frequent breaks away
from the computer. ......................................................................................................................................58
1.6.2 HEALTH ISSUES ........................................................................................................................................59
1.6.2.1 List some common health problems which can be associated with using a computer such
as: injuries to wrists caused by prolonged typing, eye strain caused by screen glare, back
problems associated with poor seating or bad posture.........................................................................59
1.6.3 PRECAUTIONS...........................................................................................................................................60

1.6.3.1 List some safety precautions when using a computer such as: ensuring power cables are
safely secured, power points are not overloaded...................................................................................60
1.6.4 THE ENVIRONMENT ..................................................................................................................................61
1.6.4.1 Be aware that recycling printed outputs, recycling printer toner cartridges, using a monitor
which consumes less power while the computer is inactive can help the environment..................61
1.6.4.2 Understand that using electronic documents can help reduce the need for printed
materials........................................................................................................................................................61
1.7 SECURITY......................................................................................................................................................62
1.7.I INFORMATION SECURITY ............................................................................................................................62
1.7.1.1 Understand the term information security and the benefits to an organization of being
proactive in dealing with security risks such as: adopting an information security policy with
respect to handling sensitive data, having procedures for reporting security incidents, making
staff members aware of their responsibilities with respect to information security. .........................62
1.7.1.2 Know about privacy issues associated with computers, such as adopting good password
policies. Understand what is meant by user ID and differentiate between user ID and password.
Understand the term access rights and know why access rights are important. .............................65
1.7.1.3 Know about the purposes and value of backing up data software to a removable storage
device.............................................................................................................................................................67
1.7.1.4 Be aware of possible implications of theft of a laptop computer, PDA, mobile phone such
as: possible misuse of confidential files, loss of files, loss of important contact details if not
available on a separate source, possible misuse of telephone numbers. .........................................68
1.7.2 COMPUTER VIRUSES................................................................................................................................69
1.7.2.1 Understand the term virus when used in computing and understand that there are
different types of virus. Be aware when and how viruses can enter a computer system. ..............69
1.7.2.2 Know about anti-virus measures and what to do when a virus infects a computer. Be
aware of the limitations of anti-virus software. Understand what ‘disinfecting’ files means. ..........70
1.7.2.3 Understand good practice when downloading files, accessing file attachments, such as:
use of virus scanning software, not opening unrecognized e-mail messages, not opening
attachments contained within unrecognized e-mail messages. ..........................................................71
1.8 COPYRIGHT AND THE LAW......................................................................................................................73
1.8.1 COPYRIGHT...............................................................................................................................................73
1.8.1.1 Understand the concept of copyright when applied to software, and also to files such as:
graphics, text, audio, video. Understand copyright issues involved in downloading information
from the Internet. .........................................................................................................................................73
1.8.1.2 Understand copyright issues associated with using and distributing materials stored on
removable media such as CD’s, Zip disks, diskettes. ...........................................................................74
1.8.1.3 Know how to check the Product ID number for a software product. Understand the terms
shareware, freeware, end-user license agreement. ..............................................................................75
1.8.2 DATA PROTECTION LEGISLATION .............................................................................................................76
1.8.2.1 Know about data protection legislation or conventions in your country. Understand the
implications of data protection legislation for data subjects and data holders. Describe some of
the uses of personal data...........................................................................................................................76
ABBREVIATIONS & TERMINOLOGY.............................................................................................................78

1.1 General Concepts
1.1 General Concepts

1.1.1 Hardware, Software, Information Technology
1.1.1.1 Understand the terms hardware, software, Information

Technology (IT).
Hardware
 The term hardware refers to the physical components of your computer such
as the system unit, mouse, keyboard, monitor etc.
Software
 The software is the collection of instructions which makes the computer work.
For instance, when you type in words via the keyboard, the software is
responsible for displaying the correct letters, in the correct place on the
screen. Software is held either on your computer’s hard disk, CD-ROM, DVD
or on a diskette (floppy disk) and is loaded (i.e. copied) from the disk into the
computers RAM (Random Access Memory), as and when required.
Information Technology (IT)

 This is a general term which relates to the use of computers as an aid to
creating and maintaining data, i.e. information. IT is related to all aspects of
managing and processing information, especially within a large organization.
Computers are critical to managing information, and computer departments
within large organizations are often called IT departments. Alternative
phrases are IS departments (Information Services) or MIS departments
(Management Information Services). People working with computers within
large companies will often refer to their job, as “working in IT”.

1.1.2 Types of Computer
1.1.2.1 Understand and distinguish between mainframe computer, network

computer, personal computer, laptop, personal digital assistant (PDA) in terms
of capacity, speed, cost, and typical users.
What is a mainframe computer?

 Mainframe computers are the big, powerful, expensive computers used in the
background by most large organizations. The power of the mainframe can be
distributed amongst many people accessing the mainframe via their own PC.
Organizations such as large insurance companies would use the mainframe
to keep track of their policyholders and send out renewal notices.
What is a PC?
 IBM invented the PC (Personal Computer) way back in 1981. All PCs
released since then are in many ways compatible with the original design,
though many extensions have been made. The term PC compatible relates to
PCs manufactured by companies other than IBM which are compatible with
the traditional PC specification. In the early days, most PCs ran an operating
system called DOS (Disk Operating System). These days most PCs will be
running a version of Microsoft Windows.
What is a Mac?
 The Apple Mac is a computer, but NOT a PC. It uses a different operating
system, and requires special versions of application programs (such as word-
processors or Spreadsheets). Even the hardware add-ons have to be
customized to some extent to be able to be connected to a Mac. In the early
days the thing which really distinguished the Mac over the PC was the GUI
(Graphical User Interface), or in plain English the way you could use the
mouse to drive the computer. In the early days of the PC, you really had to be
a bit of an expert to use and maintain your PC. Recently the differences
between the PC and the Mac have blurred, with Microsoft buying a stake in
Apple.
More information: http://www.apple.com

What is a networked computer?

 A network allows you to connect two or more computers together. This allows
data stored on one PC to be retrieved by other PCs connected to the network.
It also allows the sharing of resources. Thus instead of each PC requiring its
own printer to be directly connected to it, you can have a single printer shared
amongst many networked PCs. In the early days, to network PCs together
was a complicated task, only to be attempted by qualified professionals.
These days most people with a good working knowledge of Microsoft
Windows can install and configure a Windows based network. However to get
the best out of your network, in terms of performance and security, still
requires a qualified, experienced technician.
What are laptop & palmtop computers?

 Laptop computers, as the name implies, are small portable computers which
can run on batteries as well as mains power. They use special screens, rather
than the traditional bulky VDUs (Visual Display Units), which allows for longer
battery life as well as portability. A newer term, “Notebooks”, simply indicates
a VERY small laptop. These are especially popular with salespersons on the
move or people giving presentations. While they tend to still be more
expensive than an equivalent Desktop computer, they can now match the
power of a Desktop computer. Palmtops are even smaller computers which
can literally fit into the palm of your hand.
What is a Personal Digital Assistant (PDA)?

 These devices use a special pen, rather than a keyboard and can be used for
storing and retrieving information. Like most computer devices, many can
connect to the Internet. They are extremely compact.
Types of computer - Mainframe

 Capacity: Very powerful computers often connected to many individual PCs
over a network.
Speed: Much faster than PCs used for processing large amounts of data such
as mail shots, salaries, tax etc.
Costs: Very, very expensive, only affordable by large companies.
Typical Users: Only used by large companies including banks, building
societies etc.

Types of computer - PC
 Capacity: Large hard disks combined with a work working memory (RAM)
Speed: Fast. Normally measured in GHz.
Costs: Getting cheaper by the day.
Typical Users: Home users, large and small offer users. Education, Doctors.
In fact just about everyone needs to know how to operate a PC these days.
Types of computer - Networked PC

 Capacity: Large hard disks combined with a work working memory (RAM)
Speed: Fast. Normally measured in GHz.
Costs: A PC only requires an inexpensive card to be added to it to connect it to a

Network.
Typical Users: Due to ease of networking a PC these days just about anyone can
network PCs together.
Types of computer - Laptop

 Capacity: Large hard disks combined with a work working memory (RAM) – Often less
powerful than for a PC of equivalent price.
Speed: Fast. Normally measured in GHz. Often speed specifications are less than for a
PC of equivalent price.
Costs: Components need to be much more compact, so there is a price overhead when
compared to a PC of equivalent power.
Typical Users: Business users, people on the move, educational users.

Types of computer - Palmtop

 Capacity: Much smaller storage capacity compared to a PC.
Speed: Much less than a PC unless you pay a lot extra.
Costs: In relative terms expensive when compares to a PC.
Typical Users: Mostly business users.
Types of computer - PDA (Personal Digital Assistant)

 Capacity: Much smaller storage capacity compared to a PC.
Speed: Much less than a PC unless you pay a lot extra.
Costs: In relative terms expensive when compares to a PC.
Typical Users: Mostly business users.
1.1.3 Main Parts of a Personal Computer

1.1.3.1 Know the main parts of a personal computer such as: central
Processing unit (CPU), hard disk, common input or output devices, types
of memory. Understand the term peripheral device.
The System Unit

 The "system unit" is the name given to the main PC box which houses the
various elements which go together to make up the PC. For instance within
the system unit is the computer system's motherboard, which contains all the
main components, such as the CPU. The system unit also houses items such
as the hard disk, the floppy disk and CDROM drives etc. System units come
in two basic varieties, the tower version, as illustrated, or a desktop version,
which is designed to sit on your desk with your monitor on top of the system
unit.

The System (Mother) Board

 The system (mother) board is contained within your system unit and all the
vital computer systems plug directly into the system board. The CPU is
normally housed on your system board along with all the other electronic
components. Other items such as the hard disk are attached to the system
board, either directly or via cables. These boards are getting smaller and
smaller as the components become more integrated. If you open up a modern
system you will find that it is mainly full of air.
The CPU
 The CPU (Central Processing Unit) is normally an Intel Pentium (or
equivalent) and it is one of the most important components within your
computer. It determines how fast your computer will run and is measured by
its MHz or GHz speed. Thus, a 2 GHz Pentium is much faster than say a 1
GHz Pentium CPU. It is the CPU which performs all the calculations within
the computer, when running programs such as word-processors,
spreadsheets and databases. See page 19 for more information.
Memory (RAM)
 The RAM (Random Access Memory) within your computer is where the
operating system is loaded to when you switch on your computer and also
where your applications are copied to when you start an application, such as
a word processor or database program. When you create data, (e.g. letters
and pictures), these are initially created and held in RAM and then copied to
disk when you save the data. As a rule of thumb, the more RAM you have
installed in your computer the better. These days you will commonly find over
128 Megabytes of RAM installed.

ROM-BIOS
 The ROM-BIOS (Read Only Memory - Basic Input Output System) chip is a
special chip held on your computer's system (mother) board. It contains
software which is required to make your computer work with your operating
system, for instance it is responsible for copying your operating system into
RAM when you switch on your computer.
Serial Port
 The serial port is a socket located at the back of your computer which enables
you to connect items to the computer, such as a modem. They are commonly
labeled as COM1 or COM2.
Parallel Port
 The parallel port is a socket located at the back of your computer which
enables you to connect items to the computer, such as a printer. It is
commonly labeled as LPT1 or LPT2.
Universal Serial Bus (USB)

 The Universal Serial Bus is a relatively new item within the PC. You will see
one or more USB sockets at the back of the system unit, allowing you to plug
in devices designed for the USB. These devices include printers, scanners
and digital cameras.

What are input devices?

 Input devices allow you to input information to the computer and include
things such as the keyboard and mouse.
What are output devices?

 Output devices allow you to output information from the computer and include
the printer and the monitor.
What is a peripheral device?

 A peripheral device is any device which you can attach to your computer.
Thus, you could attach a scanner or modem to the back of your system unit.
The Keyboard
 An Input device. The keyboard allows you to type information into the
computer. It as evolved over the years and many people now use a Microsoft
style keyboard, which has additional keys designed to make Microsoft
Windows easier to use.
The Mouse
 An Input device. When using an operating system, such as Microsoft
Windows, you use the mouse to select drop down menus, to point and click
on items, to select items and to drag and drop items from one place to
another.
CD
 Most computers are now supplied with a CD-ROM (Compact Disc - Read
Only Memory) drive. CD-ROM discs look exactly like music CDs but contain
computer data instead of music. The advantage of a CD-ROM is that it can
hold a vast amount of data (equivalent to the storage capacity of over 450
floppy disks). The other big advantage of CD-ROMs is that they are
interchangeable. This means that you can own a range of different CD-ROMs
and choose which one to insert into your CD-ROM drive.

DVD Drives
 Short for "Digital Versatile Disk”. Similar to CD-ROM drives but allows you to
use DVD disks, which contain vastly more information than a traditional CD-
ROM disk. These also transfer the data from the disk to the computer far
faster, allowing you to watch movies on your computer screen. A CD-ROM
can store 650 MB of data, while a single-layer; single-sided DVD can store
4.7 GB of data. The two-layer DVD standard allows a capacity of 8.5 GB. A
double-sided DVD increases the storage capacity to 17 GB (or over 25 times
the data storage capacity of a CD-ROM).
Floppy disk
 Floppy disks are also known as diskettes. They are very slow compared to
hard disks or CD-ROMs, and hold relatively small amounts of data (1.44
Mbytes). Sometimes people will backup (i.e. copy) important data from their
hard disk to floppy disks. However, as diskettes are notoriously unreliable this
is not the best way of backing up valuable data (but is better than nothing).
Zip Disc
 A Zip disk is like a bigger version of the floppy disk, the main difference being
that a single Zip disk can hold up to 250 Mbytes of data. They also offer
increased speed compared to the old floppy disk.
Hard (Fixed) Disk

 Hard disks are the main, large data storage area within your computer. Hard disks are
used to store your operating system, your application programs (i.e. your word
processor, games etc) and your data. They are much faster than CD-ROMs and floppy
disks and can also hold much more data. The picture shows the inside of a hard disk
(which you would not normally see). Hard disks are installed within the system unit of
your computer.
The Monitor
 An output device. The monitor is the TV type screen on which you view your programs.
They are supplied in different sizes, common sizes range from 15" to 21" screens. You
should be aware that poor quality or badly maintained monitors could harm your
eyesight.

Additional items or cards

 Many 'extra' components can easily be fitted to your computer, which has the
advantage of making the computer 'upgradeable' as newer and better
hardware comes along.
Sound cards and speakers

 Many computers are now supplied with sound cards and speakers which
means that when you run 'multi-media' programs, you can listen to sounds
which are played back via your computer. If you have a microphone and
suitable software, you can also record sounds. You can even purchase
special software which will allow you to talk to your computer and get the
computer to type the words you have spoken on your screen. In time, this
type of software may replace the keyboard.
Modems
 A modem is a device which is used to attach your computer to the telephone
system. The modem converts data into sound which is sent over the
telephone line, the receiving modem turns the sounds back into data. If you
wish to connect to the Internet, you will need a modem (or equivalent device).
Modems used to be large boxes that you had to plug into the computer, but
now modems boxes have become very small and in many cases the modem
is actually inside the computer. If you are using ISDN or broadband then you
will use another device similar to a modem.
Printers
 Most data is printed once you have created it and there are a vast number of
different printers available to accomplish this. Most common are ink jet and
laser printers both of which can now produce colored output (at a cost).

Scanners
Scanners allow you to scan printed materials into your computer, which can then be
stored within the computer. These pictures can then be altered, resized and printed
as required.
Recordable CDs
 CD-ROMs are read-only devices, but increasingly people are purchasing a
special type of CD drive unit which allows you to record data, music or video
to your own CDs. These devices require the purchase of special CDs to
which you can write, called CD-R (Compact Disc – Recordable).
Tape backup
 A tape backup unit allows for regular backing up of your data. These tapes
can store a vast amount of data at a low cost. DAT (Digital Audio Tape)
devices are commonly used for backups. The DAT tapes which are used can
backup enormous amounts of data (i.e. over 4 GBytes per tape). The devices
are also fast and reliable.
What is PCMCIA?
 Portables by their very nature are very compact and require smaller than
standard parts such as hard disks and CD-ROM drives. Many portables are
supplied with special adaptor sockets which enable what are called PCMCIA
compatible hardware to be connected to them. PCMCIA components tend to
be more expensive than standard computer parts which are designed for
more bulky desktop computers.
More information: http://www.pcmcia.org

1.1.4 Computer Performance

1.1.4.1 Know some of the factors which impact on a computer’s performance,
such as: CPU speed, RAM size, the number of applications running.
Factors affecting performance

 CPU Clock speed: The computer clock speed governs how fast the CPU will
run. The higher the clock speed the faster the computer will work for you. The
clock speed is given in megahertz (MHz). The original IBM PC ran at 4.77
MHz whereas modern PCs will run at over 2000 MHz, which gives you an
idea of how far things have progressed. The higher the MHz speed the faster
the computer.
 RAM size: As a rule the more memory you have the faster the PC will appear
to operate. Windows also uses the hard disk a lot, so logically the faster the
hard disk can operate then again the faster the PC will appear to run.
 Hard disk speed and storage: Hard disks are also measured by their speed,
defined by the disk access time, which is measured in milliseconds. The
smaller this access time the faster the hard disk will store or retrieve data.
The data storage capacity of hard disks continues to increase as new
products are released. The disk storage capacity is measured in Gigabytes
(GBytes). 1 GByte is equivalent to 1024 Mbytes.
 Free Hard Disk Space: To get the most out of your Windows based PC, you
not only need a fast hard disk but also a large hard disk with plenty of "spare
space". This is due to the fact Windows is constantly moving data between
the hard disk and RAM (Random Access Memory). Microsoft Windows will
create many so-called “temporary files” which it uses for managing your
programs. In fact, if you have very little free hard disk space you may find that
Microsoft Windows will not be able to run your programs at all.
 De-fragmenting Files: If you are running Windows you may find that if you
click on the Start menu, select Programs, and then select the Accessories /
System tools group, there is a de-fragmentation program. Running this
periodically may noticeably speed up the operation of your PC. When you use
a PC, over a period of time the files get broken up into separate pieces which
are spread all over the hard disk. De-fragmentation means taking all the
broken up pieces and joining them back together again.
 Multitasking considerations: Windows is a multitasking system, which

means that it can run more than one program at a time. However the more
programs which are running at the same time, the slower each one will run.
To some extent this slowing effect depends on what each program is doing.
Editing a large, full color picture for instance can take up a lot of CPU time.
1.2 Hardware
1.2.1 Central Processing Unit
1.2.1.1 Understand some of the functions of the CPU in terms of

calculations, logic control, immediate access memory. Know that the
speed of the CPU is measured in megahertz (MHz) or gigahertz (GHz).
The CPU (Central Processing Unit)

 The CPU is the brains within your computer. It performs most of the
calculations within the computer and is responsible for the smooth running of
your operating system (Microsoft Windows) as well as your application
programs, such as word-processors, spreadsheets and databases. There is a
small amount of memory associated with the CPU, which it uses to perform
these operations. It also accesses and uses the main memory (RAM -
Random Access Memory) within your computer. In many ways, the CPU is
the single most important item within your computer which governs the overall
speed of your computer. The CPU's speed is measured in MHz. This relates
to the frequency at which the CPU runs and the higher the MHz rating of your
CPU the faster your computer will run. To give you some indication of how
PCs have advanced over the years, the original IBM PC released in 1981 ran
at less than 5 MHz while modern PCs can run at speeds well in excess of
2000 MHz (2 GHz). Note that 1000 MHz is the same a 1 GHz.
More information:
Intel: http://www.intel.com
AMD: http://www.amd.com
Cyrix: http://www.viatech.com

1.2.2 Memory
What is computer memory?

 You can store data on your hard disk, while data which is being processed is
stored in AM (Random Access Memory). Data which is stored on a hard disk
can be permanent, while data in RAM is only temporary. Normally when
people talk about memory in relation to a PC, they are talking about RAM.
1.2.2.1 Understand different types of computer memory such as: RAM

(random-access memory), ROM (read-only memory) and distinguish
between them.
What is RAMMING ?
 Random Access Memory (RAM) is the main 'working' memory used by the
computer. When the operating system loads from disk when you first switch
on the computer, it is copied into RAM. The original IBM PC could only use up
to 640 KB of memory (just over half a megabyte), whereas a modern
computer can effectively house as much RAM as you can afford to buy.
Commonly modern computers are supplied with over 128 MB of RAM. As a
rough rule, a Microsoft Windows based computer will operate faster if you
install more RAM. When adverts refer to a computer having 128 Mbytes of
memory, it is this RAM which they are talking about. Data and programs
stored in RAM are volatile (i.e. the information is lost when you switch off the
computer).
What is ROM?
 Read Only Memory (ROM) as the name suggests is a special type of memory
chip which holds software which can be read but not written to. A good
example is the ROM-BIOS chip, which contains read-only software. Often
network cards and video cards also contain ROM chips.
What is the ROM-BIOS?

 The 'Read Only Memory Basic Input Output System' chip is a chip located on the
computer's system (mother) board, which contains software. This software performs a
variety of tasks. When you first switch on the computer the ROM-BIOS software
performs a self-diagnostic to check that the computer is working OK. This software then
loads your operating system from the disk into the RAM.

What is flash BIOS?

 Most modern computers are actually supplied with a flash BIOS rather than a
ROMBIOS. This chip contains exactly the same type of in-built software, but
has the advantage that the software on the chip can be upgraded. This
upgrade is achieved by simply running a small program supplied by the
computer manufacturer.
What is video (graphics) memory?

 The picture which you see on your screen is a form of data and this data has
to be stored somewhere. The on-screen pictures are held in special memory
chips called video memory chips; these chips are usually located on the video
card. A modern computer will be supplied with several Megabytes of video
memory.
1.2.2.2 Know how computer memory is measured; (bit, byte, KB, MB, GB,
TB). Relate computer memory measurements to characters, files and
directories/folders.
It is important to understand the following terminology:

 Basic Units of Data Storage: It is important to realize that the term digital
computer refers to the fact that ultimately the computer works in what is called
binary. Humans work in tens (because we have 10 fingers). To use the jargon
humans work in base 10. A digital computer uses the numbers 0 and 1 (or on
and off if you prefer). When we talk about computer storage, either the
amount of memory (RAM) or the hard disk capacity we are talking about
numbers which are multiples of 0 or 1.
 Bit: All computers work on a binary numbering system, i.e. they process data
in ones or zeros. This 1 or 0 level of storage is called a bit. Often hardware is
specified as a 32-bit computer, which means that the hardware can process
32 bits at a time. Software is also described as 16 bit, 32 bit or 64 bit
software.
 Byte: A byte consists of eight bits.
 Kilobyte: A kilobyte (KB) consists of 1024 bytes.
 Megabyte: A megabyte (MB) consists of 1024 kilobytes, approximately
1,000,000 bytes.
 Gigabyte: A gigabyte (GB) consists of 1024 megabytes, approximately
1,000,000,000 bytes.
 Terabyte: A terabyte (TB) consists of approximately 1,000,000,000,000
bytes.
 Files: Data and programs are stored on your disk as files. There are different
types of files, such as the files in which you store your data, the files which
contain your programs and also files used to store your operating system
(such as Microsoft Windows).

 Directories (folders): Directories or folders are used to group files with a

similar theme together. For example, you could have a folder called
“Accounts” containing all your accounting related files, or a folder called
“Customers” containing correspondence with your customers. Folders can
also contain sub-folders to further divide files. The uppermost level folder is
often referred to as the “root” folder (or directory). Sometimes you may see a
diagrammatic representation of folders, as illustrated below.
In this example, we have the root folder at the top. Below this are three sub-
folders called Data, Programs and Games.
 Records: A record is a collection of data held within a file. It is the sort of

storage unit used by a database. For more information, please see the ECDL
module concerned with databases.
1.2.3 Input Devices

1.2.3.1 Identify some of the main devices for inputting data into a
computer such as: mouse, keyboard, trackball, scanner, touchpad, light
pen, joystick, digital camera, microphone.
The Mouse
• The mouse came into common use on a PC with the introduction of the Microsoft
Windows operating system. Before this, the operating system (DOS) would normally
be controlled via the keyboard. These days it is vital to be a competent mouse user.
There are many different types of mice, a commonly used model now has a small
wheel on it which when combined with the correct software allows additional
functionality and fine control over the use of your applications.

The Keyboard
 The keyboard is still the commonest way of entering information into a
computer. There are a number of different types, including those specially
designed for use with Microsoft Windows. The quality of the keyboard is often
overlooked when buying a PC; it should be robust and easy to use.
Tracker Balls
 A tracker ball is an alternative to the traditional mouse and favored by graphic
designers. Tracker balls often give much finer control over the movement of
the items on the screen. They may take a while to get used to if you are used
to the traditional mouse, but offer a lot in terms of added flexibility.
Scanners
 scanner allows you to scan printed material and convert it into a file format
which may be used within the PC. You can scan pictures and then manipulate
these inside the PC using a graphics application of your choice. In addition,
you can scan printed text and convert this not just to a picture of the text but
also to, actual text which can be manipulated and edited as text within your
word-processor. There are a number of specialist programs, generically
called OCR (Optical Character Recognition) programs which are specifically
designed for converting printed text into editable text within your applications.
Touch Pads
 A touch pad is a desktop device and responds to pressure. Used in
conjunction with a special pen they can be used by graphic artists wishing to
create original, digital artwork

Light Pens
 A light pen is used to allow users to point to areas on a screen and is often
used to select menu choices.
Joysticks
 Many games require a joystick for the proper playing of the game. There are
many different types, the more sophisticated respond to movement in 3 axis
directions, as well as having a number of configurable buttons. Like most
things in life you get what you pay for with joysticks and it is worth investing in
a good, strongly constructed model, especially bearing in mind that children
will hammer these devices whilst playing games.
Voice input for PCs (microphones)

 Early voice recognition systems offered very poor results, due to the
limitations of the software combined with hardware limitations. It takes an
awful lot of CPU processing power to convert the spoken word into text which
appears on the screen. Things are changing rapidly however and recent
systems allow you to talk to a PC and see text appear on the screen. Most of
these systems require an initial training period, where you train the software
to respond to your particular voice. Whilst still not perfect this is a key
technology of the future.
Web Cams
 Ever since it was invented, the Web has become increasingly interactive. You
can now use a small digital movie camera (a Web cam) mounted on the PC
monitor to allow two way communication involving not just text communication
but sound and video communication as well. While not yet considered a
standard piece of PC kit, it is only a matter of time …

Digital Cameras
 A digital camera can be used in the same way a traditional camera can, but
instead of storing images on rolls of film which require developing, the images
are stored digitally in memory housed within the camera. These pictures can
easily be transferred to your computer and then manipulated within any
graphics programs which you have installed on your computer. Currently they
are limited by the quality of the image recorded and the number of pictures
which you may store within the camera.
1.2.4 Output Devices

1.2.4.1 Identify common output devices for displaying the results of
processing carried out by a computer, such as: monitors, screens,
printers, plotters, speakers. Know where these devices are used.
The VDU (computer monitor or screen)

 The VDU (Visual Display Unit) is the computer screen used for outputting information in
an understandable format for humans. Remember that at the end of the day the computer works
in binary code (a series of on/off impulses). It is hard to realize that the original electronic
computers did not have a screen.

Flat screen monitors

 Traditional computer monitors are based on the same sort of technology
which is used within a television screen. More recently, flat screen computer
monitors have become available. These take up a lot less room on a desk
and use less energy than the traditional, more bulky monitors.
Screen size
 You should be aware that often if you specify a screen of a certain size, say a
17-inch screen, this is the size measured diagonally, not horizontally across
the screen. If you are upgrading you should also ask for the "visible viewing
area" of the screen.
Graphics for games

 Many games require very advanced graphics cards (boards) to be installed
within your computer to make them run. These advanced graphics cards
contain their own CPU which is dedicated purely to displaying the graphics on
your screen. You should find that a recent PC has this advanced graphics
capability built-in whereas PCs from only 2-3 years ago may not.

Computer presentation projection devices

 These are projection devices which can be attached to your computer and are
useful for displaying presentations to a group of people. They are best used in
combination with presentation programs, such as Microsoft PowerPoint. They
are used within education and are also very popular for sales presentations.
The price of these devices has dropped dramatically recently. When
purchasing one of these devices the two things to look out for are the
resolution (go for a minimum of XGA) and the brightness of the lamp (the
brighter the better). Other factors to be aware of are the quietness (or
otherwise) of the device, as well as the cost of replacement bulbs.
Different types of printer

 There are many different types of printers. In large organizations, laser
printers are most commonly used because they can print very fast and give a
very high quality output. In most organizations, the printers are connected to
the computers via a network. This means that each person with a computer
does not require his or her own printer. Each computer connected to the
network can print using a particular shared printer.
Laser printers
 Laser printers produce high print quality at high speed. They are called "laser
printers" due to the fact that they contain a small laser within them. There is a
wide range of laser printer manufacturers and one buzzword to be aware of is
Postscript, a type of printer which is designed to give very high quality
reproduction of pictures.
Color laser printers

 Originally, most laser printers would only print in black and white (mono).
More recently color laser printers have dropped in price and are entering wide
spread use. While many of these produce excellent results, you should be
aware of the fact that the "price per page", especially if you are using a lot of
color on a page can be very high compared to the cost of printing in black and
white.

Inkjet printers
 Inkjet printers work by using tiny jets to spray ink onto the paper. Inkjet
printers are very quiet in operation and produce print quality comparable to
that of laser printers, though laser printers still have the edge in terms of
speed. Inkjet printers are ideal for low volume printing where high quality print
is required and speed is not a high priority, e.g. printing letters in a small
office or in the home.
Dot Matrix printers

 Dot matrix printers work by firing a row of pins through an ink ribbon onto the
paper. The more pins the print head has the higher the quality of the print,
most modern dot matrix printers have 24 pins. Unfortunately, dot matrix
printers can generate a lot of noise and do not produce a very high quality of print,
especially when printing graphics. As a result, the inkjet printer has now largely replaced
the dot matrix printer. Dot matrix printers are used for high volume / low quality printing,
e.g. printing company pay slips.
Printer Memory
 It is important to realize that most printers have their own memory chips, in
the same way that each computer has its own memory. If you are printing
very large graphics (i.e. pictures), and want the best quality output from your
printer then you should consider adding more memory to your printer. This
must only be done by a qualified person, and has the benefit of really
speeding up the rate at which you can print pages in many cases.

Cost of running a printer

 When you buy a printer, one of the things the salesperson will not necessarily
stress is how much it will cost to keep that printer running. Laser printers do
not use ink; they use something called toner which is normally supplied in a
sealed unit called a toner cartridge. Each toner cartridge will allow you to print
a certain amount of pages and when the toner is used up it needs to be
replaced. In some cases the costs of these toner cartridges is very high. Ink
jet printers can work out even more expensive to run.
Plotters
 A plotter is an output device similar to a printer, but normally allows you to
print larger images. Their use is common in the design and research sector.
Speakers
 Most computers are sold with the capability to add a pair of speakers to your
system unit. In fact, in some cases, the monitor may have speakers built
directly into the unit. This enhances the value of educational and presentation
products and can now be considered a standard PC component.
Speech synthesizers
 A recent development is the ability not only to display text on a monitor but
also to read the text to you. Thus, you could receive a text email from a
colleague and the system could read that email to you. This is of enormous
benefit to the visually impaired when using a computer. On the flip side, it is
now possible to use a microphone to talk to the computer and for the
computer to directly convert the spoken word into text which will be displayed
within say your word-processor. Whilst these systems are far from foolproof
they are getting better as more advanced software is being made available.
1.2.5 Input/Output Devices
1.2.5.1 Understand some devices are both input/output devices such as:
modems, touch screens.
Input/Output devices
 Some devices are both input and output devices. A modem can be used for
downloading information from web sites and receiving emails. It can also be
used for uploading and sending emails. A touch screen can display a menu
system (output device), and accept input when people touch the menus
displayed on the screen.

1.2.6 Storage Devices
1.2.6.1 Compare the main types of memory storage devices in terms of

speed, cost and capacity such as: diskette, Zip disk, data cartridges, CDROM,
internal, external hard disk.
Internal hard disks

 Speed: Very fast. The speed of a hard disk is often quoted as "average
access time" speed, measured in milliseconds. The smaller this number, the
faster the disk is.
 Capacity: Enormous. Measured in Gigabytes. A Gigabyte is equivalent to
1024 Megabytes.
 Cost: Hard disks costs are falling rapidly and normally represent the
cheapest way of storing data.
External hard disks

 Speed: Normally slower than internal disks, but more expensive versions
offer the same performance as internal hard disks.
 Capacity: Same as internal disks.
 Cost: More expensive than internal disks.
Zip drives
 You can install a Zip drive into your computer and then you can insert Zip
disks into that drive. The great thing about these disks is that you can remove
one disk and replace it with another, in exactly the same way that you can
place different diskettes in your diskette drive. They are great for backing up
data and exchanging data between non networked computers.
 Speed: Slower than normal hard disks but ideal for backups.
 Capacity: 100 or 250 Megabytes.
 Cost: You have to consider both the cost of the drive, plus the cost of each
disk which you wish to use in the drive. Often suppliers will sell the drive plus
a pack of 5 disks at a bundled discount price.

Jaz drives
 A Jaz drive is similar in concept to a Zip drive. The main difference between
them is that a Jaz drive can hold a lot more data. Alas, the disks are not the
same as used in a Zip drive and as a result, you cannot use a Zip disk in a
Jaz drive or a Jaz disk in a Zip drive.
 Speed: Slower than normal hard disks but ideal for backups
 Capacity: Around 2 Gigabytes (2048 Megabytes).
 Cost: You have to consider both the cost of the drive, plus the cost of each
disk which you wish to use in the drive. Often suppliers will sell the drive plus
a pack of 5 disks at a bundled discount price.
 More information: http://www.iomega.com
Diskettes (floppy disks)
 Speed: Very slow.

 Capacity: Normally 1.44 Mbytes.
 Cost: Very cheap.
CD Disks
 Speed: Much slower than hard disks. The original CD-ROM specification is
now given a value of 1x speed, and later, faster CD-ROMs are quoted as a
multiple of this value. Thus, a 50x CD-ROM is 50 times as fast as the original
1x speed CD-ROM specification.
 Capacity: Around 650 Mbytes.
 Cost: CD drives are becoming very inexpensive. The disks themselves are
so cheap that they are often given away when they contain samples or demo
software (i.e. free versions).

DVD Drives
 Speed: Much faster than CD drives but not as fast as hard disks.
 Capacity: Up to 17 GBytes.
 Cost: Slightly higher than CD drives.
What is the difference between internal and external hard disks?

 Internal hard disks are located inside your main computer unit, while external
hard disks are joined to the main computer unit via a lead which you plug into
the back of your computer unit. Some external hard disks will plug into the
USB port (connector) located at the back of your computer. Other external
hard disks require the installation of a special card within your computer
which allows the connection of the external hard disk to the computer unit.
1.2.6.2 Understand the purpose of formatting a disk.
Why format a disk?

 Originally when you purchased a pack of floppy disks (diskettes), you had to
format them prior to use. Today, most floppy disks are supplied pre-formatted.
Formatting a disk is like putting lines on a blank sheet of paper, so that you can write
on that paper. Formatting allows the operating system (i.e. Windows) to read
information stored on the disk and also to store information on the disk. The
manufacturer will have formatted your hard disk for you prior to delivering the PC to
you. You should be very careful about formatting a disk, as any data on the disk will
be lost after re-formatting. You would not normally format a hard disk, this should
only be done by a qualified person. You do not even need to know how to format a
hard disk!

1.3 Software
1.3.1 Types of Software
1.3.1.1 Distinguish between operating systems software and
applications software. Understand the reasons for software versions.
What is an Operating System?

 The operating system is a special type of program which loads automatically
when you start your computer. The operating system allows you to use the
advanced features of a modern computer without having to learn all the
details of how the hardware works.
What is an Application Program?

 An application program is the type of program which you use once the
operating system has been loaded into memory (RAM). Examples include
word processing programs (for producing letters, memos etc), spreadsheets
(for doing accounts and working with numbers), databases (for organizing
large amounts of information), games and graphics programs (for producing
pictures, advertisements, manuals etc).
Why are new versions of software released year after year?

 A cynic might say 'so that the companies which manufacture software can
continue to make money each year'. Another cynic may say ' so that you can
pay to have the unfinished version you bought last year patched up a little, so
there are less bugs in it this year'. The software manufactures claim that each
new release has less bugs, greater flexibility and more features. Often if you
wish to see the version of software you are using, you can click on the
product’s Help drop down menu, and then click on the About (or similar)
command.

1.3.2 Operating System Software
1.3.2.1 Describe the main functions of an operating system and name

some common operating systems.
What is an Operating System?

 The operating system is a special type of program which loads automatically
when you start your computer. The operating system allows you to use the
advanced features of a modern computer without having to learn all the
details of how the hardware works. There are a number of different types of
operating system in common use. The IBM PC (Personal Computer) was
introduced way back in 1981 and was originally supplied with an operating
system called DOS (Disk Operating System). This operating system was very
basic, and you had to be a bit of a computer expert just to understand how to
use it. It was NOT user-friendly. Later on, Microsoft introduced Windows and
this is the operating system which is most widely used on PCs today.
 To complicate matters further, there are a number of different types of

Windows. The first widely used version of Windows was called Windows 3.1.
This was more powerful than DOS and far easier to use. It had a Graphical
User Interface (GUI), i.e. you could 'drive' it using a mouse and drop down
menus. Later, different releases of Windows were introduced. The good news
is that later versions of Microsoft Windows look almost identical to each other
and are all much easier to use than Windows 3.1.
 IBM produced an operating system called OS/2 but this was largely ignored
and is only used by a few companies.
 UNIX and Linux are other examples of operating systems which may be run
on PCs.
 Other types of computers, such as those manufactured by Apple have a

completely different operating system.
Microsoft Windows: Microsoft: http://www.microsoft.com

IBM OS/2: http://www.ibm.com/software/os/warp
Linux: http://www.www.linux.com
Linux: http://www.www.linux.org
UNIX: http://www.www.unix.org

1.3.3 Applications Software
1.3.3.1 List some common software applications such as: word

processing, spreadsheet, database, Web browsing, desktop publishing,
accounting, together with their uses.
What is an application program?

 An application program is the type of program which you use once the
operating system has been loaded. Examples include word-processing
programs (for producing letters, memos etc), spreadsheets (for doing
accounts and working with numbers), databases (for organizing large
amounts of information), games programs and graphics programs (for
producing pictures, advertisements, manuals etc).
Word processing
 A word processing program (such as Microsoft Word) allows you to produce
letters, memos, etc., easily. You can easily mail merge a list of names and
addresses to produce mass mailers, individually addressed to customers or
subscribers.
Microsoft Word http://www.microsoft.com/office/word/default.htm

Lotus Word Pro http://www.lotus.com/home.nsf/welcome/wordpro
WordPerfect http://www.corel.com/Office2000
Spreadsheets
 A spreadsheet program (such as Microsoft Excel) allows you to work out a
company’s income, expenditure and then calculate the balance. It enables
you to make 'what if' type projections of how the company will fair in the future
and to forecast how changes in prices will affect profits.
Microsoft Excel http://www.microsoft.com/office/excel

Lotus 123 http://www.lotus.com/home.nsf/welcome/lotus123
Databases
 A database program (such as Microsoft Access) allows you to compile
information and then to search this information to extract just the information
you require. For instance, if you have a database of all the equipment housed
within an office you can very simply produce a report listing only the
equipment above a certain value.
Microsoft Access http://www.microsoft.com/office/access
Lotus Approach http://www.lotus.com/home.nsf/welcome/approach
Presentation
 A presentation program (such as Microsoft PowerPoint) allows you to
produce professional looking presentations, which can be printed out directly
onto slides for use with an overhead projector. Alternatively, you can display
your presentations directly on a computer screen or via a computerized
projector.
Microsoft PowerPoint http://www.microsoft.com/office/powerpoint

Lotus Freelance http://www.lotus.com/home.nsf/welcome/freelance
Accounts / Payroll
 In most large organizations, the accounts are maintained by a computerized
system. Due to the repetitive nature of accounts, a computer system is ideally
suited to this task and accuracy is guaranteed.
Sage software http://www.sage.com
Web browsing
 Applications used to view and interact with the World Wide Web (WWW).
Microsoft Internet Explorer http://www.microsoft.com/ie

Netscape Navigator http://www.netscape.com
Mozilla Firefox http://www.mozilla.org/products/firefox
Web authoring
 These applications allow almost anyone to create a web site, quickly and
easily.
Microsoft FrontPage: http://www.microsoft.com/frontpage

Macromedia Dream weaver: http://www.macromedia.com

1.3.4 Graphical User Interface (GUI)
1.3.4.1 Understand the term Graphical User Interface (GUI).
What is a Graphical User Interface?

 A Graphical User Interface (GUI) is simply an additional part of the operating
system which displays windows and drop down menus, and also enables you
to drive your computer using a mouse. Examples of operating system which
use a GUI include Windows and IBM's OS/2.
If you used an old operating system like the original version of DOS, there
was no GUI and the screen would look like this.
As you can see there are no menus, no icons and nothing for the mouse to
click on. You had to know a special language which you then typed into the
computer to make it do anything!
The advantages of using a GUI (Graphical User Interface)

 All programs look similar and when you switch from a program supplied by
one manufacturer to a different program supplied by another manufacturer,
you will find the transition very easy.
 Application programs work in the same way as the underlying operating
system, and also look very similar, which means that they are easier to learn
and use.
 The GUI also allows programmers to easily write consistent looking
programs.
1.3.5 Systems Development
What is systems development?

 This is a general term used to describe the way new software is specified,
written by programmers, tested and then delivered to the user.
1.3.5.1 Understand how computer-based systems are developed. Know

about the process of analysis, design, programming and testing often
used in developing computer-based systems.
What is a systems development cycle?

 Most IT projects work in cycles. First, the needs of the computer users must
be analyzed. This task is often performed by a professional called a 'Systems
Analysts' who will ask the users exactly what they would like the system to do,
and then draw up plans on how this can be implemented on a real, computer
based, system.
 The programmer will take the specifications from the Systems Analyst and
then convert the broad brushstrokes into actual computer programs. Ideally at
this point there should be testing and input from the users so that what is
produced by the programmers is actually what they asked for.
 Finally, there is the implementation process, during which all users are
introduced to the new systems, which often involves an element of training.
 Once the users start using the new system, they will often suggest new
improvements and the whole process is started all over again. These are
methodologies for defining a systems development cycle and often you will
see four key stages, as detailed below.
- Analysis
- Design
- Programming
- Testing

1.4 Information Networks

1.4 Information Networks
1.4.1 LAN and WAN
1.4.1.1 Understand the terms, local area network (LAN), wide area
network (WAN). Understand the term client/server.
What is a LAN (local Area Network)?

 A LAN (Local Area Network) is a system whereby individual PCs are
connected together within a company or organization. For instance if ten
people are working together within an office it makes sense for them all to be
connected. In this way, the office can have a single printer and all ten people
can print to it. In a similar way, other devices such as modems or scanners
can be shared. Even more useful is the ability to share information when
connected to a network.
What is a WAN?
 A WAN (Wide Area Network) as the name implies allows you to connect to
other computers over a wider area (i.e. the whole world).
What does client/server mean?

 This term relates to the type of network where resources are kept centrally on
the server and used locally by the client. The server tends to be a very
powerful PC (or group of PCs), while each client workstation, which the users
have, is less powerful.

1.4.1.2 List some of the advantages associated with group working such
as: sharing printers, applications, and files across a network.
What is workgroup computing?

 The idea of a workgroup is that groups of people working together can share
their resources with each other. People within the workgroup can share
information on their hard disks as well as sharing printers, modems and
scanners. The workgroup is connected via a computer network. This network
can simply consist of a few computers at a single location physically
connected to each other via a network cable, or it may be a workgroup of
computers connected globally via the Internet. The networked nature of
computers means that the physical distance between workgroups members is
fast becoming irrelevant.
 Many programs are designed to be used within a workgroup. For instance

when using a word-processor you may use what are called templates. Your
organization might want to use a standard Fax header sheet. If a template for
this header sheet is held on a single computer but available to all the other
computers then this has the advantage that when you need to make a change
to the Fax header you only have to change one file, rather than change the
files on each computer.

Advantages of workgroup computing

 As there is no reliance on a central computer, there is less chance of major
disruption if one computer goes down for a while.
 Provided members of the workgroup have the authority and access rights,
they can share data on a temporary basis with colleagues, as required,
without the need for a network administrator to get involved.
 In small offices there may be no need for a dedicated network administrator,
and this can result in considerable cost savings.
Disadvantages of workgroup computing

 If you share files on your PC with many other people, this can slow down the
running of your PC.
 The security of the computer network may not be as good as the traditional
client/server network arrangement.
 You may give total access to the files on your PC, which may then be
damaged or even deleted, by other members of the workgroup.

1.4.2 Intranet, Extranet

1.4.2.1 Understand what an Intranet is and understand the distinction
between the Internet and an Intranet.
What is the difference between the Internet and an Intranet?

 An Intranet is a smaller, closed version of the Internet, which can only be
accessed by authorized members of an organization. Intranets are becoming
an increasingly popular way to share information within a company or other
organization. An Intranet uses Internet technologies to allow users to access
company documents, search databases, schedule meetings and of course
send emails. Once a company has installed a comprehensive Intranet many
users need only one piece of software on their PC, a web browser.
1.4.2.2 Understand what an Extranet is and understand the distinction

between an Intranet and an Extranet.
What is the difference between an Intranet and an Extranet?

 An Extranet is an Intranet which is partially accessible to authorized outsiders. An
Intranet is normally only accessible by members of the same company or organization;
an extranet also allows outsiders who have been issued with a password to gain limited
access to information held on a company network. Extranets are being used as a way for
business partners to share information.

1.4.3 The Internet
What is the Internet?

 A collection of networks started by and for the US military to enable them to 'survive' a
nuclear war. Later adopted by the educational system, and now exploited by the
commercial world.
1.4.3.1 Understand what the Internet is and know some of its main uses.
What is the Internet and how is it useful?

 The Internet is a global network of interconnected networks. The unique thing
about the Internet is the sheer amount of information which you can access
from it. Whatever your interest, you can search for and find information on the
most obscure topics. For research the Internet is an incredibly valuable tool.
Whether you are gathering information about a rival company on the other
side of the world, or are looking for information about your family tree, you will
find there is plenty of information available. If you publish material on the
Web, it can be accessed by everyone on the Web (providing they can find it.).
As a marketing tool, this has interesting possibilities. It is possible for a small
company to sell products and services worldwide, without the need for a
single sales-person. These days the problem is often not finding information
but rather dealing with the sheer mount of information which is available.
Also, you have no idea how accurate or up to date a lot of the information you
access really is.
 More information about search engines: http://www.searchenginewatch.com

1.4.3.2 Understand what the World Wide Web (WWW) is and distinguish
it from the Internet.
What is the difference between the World Wide Web (WWW) and the Internet?
 The World Wide Web (WWW) is just a small part of the Internet as a whole. The Internet
relates to all the hardware and software involved, as well as the WWW, it also includes
FTP (File Transfer Protocol), email and newsgroups. The WWW is basically the text and
pictures which you can view using your web browser, such as Microsoft Internet
Explorer, or Netscape Navigator.
1.4.4 The Telephone Network in Computing
1.4.4.1 Understand the use of the telephone network in computing. Understand

the terms Public Switched Telephone Network (PSTN), Integrated Services
Digital Network (ISDN), Asymmetric Digital Subscriber Line (ADSL).
How is the telephone line used in computing?

 If you use a modem to connect to the Internet, then this connection is made
via the telephone network.
Where to get help about technical terms

 Check out an excellent site, which you can find at:
http://www.webopedia.com

What is PSTN?
 PSTN (or Public Switched Telephone Network) is the technical name for the
public telephone system. It is based on traditional 'copper wire' technology
and can transmit analogue voice data.
What is PSDN?
 PSDN (or Public Switched Data Network) is simply the technical name for the
telephone system in use today.
What is ISDN?
 Stands for "Integrated Services Digital Network." ISDN dates back to 1984,
and allows much faster transfer rates than when using modems. Using ISDN,
you can transfer 64 Kbit or 128 Kbit of data per second.
What is ADSL?
 Short for 'Asymmetric Digital Subscriber Line'. A more recent technology
which allows more data to be sent over existing copper telephone lines, but
requires a special ADSL modem.
 ADSL allows data transfer rates of ranging from 0.5 to 8 Mbps when receiving
data (called the downstream rate) and from 16 to 640 Kbps when sending
data (called the upstream rate).

What is DSL?
 Refers collectively to all types of 'Digital Subscriber Lines', the two main
categories being ADSL and SDSL. DSL technology allows faster data transfer
while still using copper wires (as opposed to optic fiber cables).
1.4.4.2 Understand the terms analogue, digital, modem, transfer rate,

(measured in bps – bits per second).
Digital vs. analogue

 A digital system uses 1 or 0 to transmit data or to represent data. Thus, a
digital clock will display whole seconds, whole minutes and whole hours. An
analogue system, such as a traditional clock, does not use multiples of 1 or 0,
but rather uses the full range of numbers, including fractions. In this way, an
analogue clock can display fractions of a second.
Modem
 Modem stands for “MODulate/DEModulate”. The modem sends information
from your computer across the telephone system. The modem at the other
end of the phone line, converts the signal back into a format which can be
used by the receiving computer.
Baud rate
 The baud rate tells you how fast a modem can send/receive data. Most
modern modems have a maximum baud rate of 56 Kilobits per second
(Kb/sec).

1.5 The Use of IT in Everyday Life

1.5.1 Computers at Work
1.5.1.1 Identify some situations where a computer might be more

appropriate than a person for carrying out a task and where not.
Where computers might be more appropriate than people

 Repetitive tasks: In the past, many repetitive jobs were performed by low
skilled, poorly paid workers. Now is it more common to use computers
instead.
 Easily automated tasks: The phone system is now largely automatic, while
in former times all calls were made through an operator. Many other
examples exist. How many can you think of?
 Mathematical calculations: A computer is ideally suited to performing

mathematical calculations. Before computers were widely available
accountants used to work on manual, paper-based spreadsheets. Within a
spreadsheet, a common task would be adding up a column of figures, and
then taking the total, which is added to other columns of figures. If you
change one number within a column which is being summed, there can be a
knock-on effect on many other calculations within the spreadsheet. Re-
calculating a spreadsheet could take hours (or days). On a computer, this re-
calculation can take seconds.
 Dangerous situations: Monitoring of polluted or radioactive environments is

suited to computer-based robots, where the use of a human would expose
that person to unacceptable risks. Unmanned, computer-controlled machines
almost exclusively carry out serious space exploration. A recent exploration of
Mars involved a computerized ‘car’, which had to make decisions on its own.
It could not be remotely controlled from earth, as the time taken for the signal
to reach Mars is just too long.
Where people might be more appropriate than computers

 Computers have their limits (how do Daleks from the TV series “Dr Who”
cope with stairs?)
 When you are unwell and visit your doctor, it is often a person to whom you
want to talk, as there might well be other factors affecting your health (maybe
personal problems)which you would not feel happy typing into a computer,
but would feel comfortable describing to your local doctor, whom you may
well have known for years. In most of the caring professions, the same is true,
whether it be doctors, nurses or social workers. The human touch is
important.
 Despite the uptake of e-commerce, (selling on the Net, banking on the Net
and so on), there are many people (myself included) who still like to have the
option of a real person to whom you can talk, be it the local bank manager or
a real person on the end of a telephone sales line. Does anyone like ringing a
large organization and being greeted with a range of buttons to press, in order
to communicate with a computerized telephone system? Even ordering
cinema tickets can now involve a lengthy phone call, listening to a synthetic
voice describing many films you do not want to see, and pressing many
buttons.
 For many years, science fiction has portrayed images of a thinking, sentient
android (Lieutenant Data from Star Trek for instance). In reality this is a long
way from present capabilities and when it comes to anything requiring
creative thought, a human wins every time. Computers in their present form
would gain little from studying philosophy for instance. They can memorize
the facts, but cannot make the creative leaps which humans can. On a more
mundane level, when it comes to even a simple task such as cleaning your
home, a human can deal with mess, clutter and items (such as chairs) which
have changed their position recently. Even this simple task is beyond a small
computer.
 Computers are very bad at recognizing and interpreting shapes. They can
take photographs and record images on video, but they have no
understanding of the meaning of shapes, and will be easily confused when
presented with two overlapping shapes. The human process of pattern
recognition, as recent research had demonstrated, is vastly more complicated
than we used to think. For these reasons it is humans, not computers who will
examine tissue smears for signs of abnormality within hospitals.
 In time things may change, it was not very long ago that a computer was
incapable of beating a chess grand master.
1.5.1.2 Know some of the uses of large-scale computer applications in

business such as: business administration systems, airline booking systems,
insurance claims processing, online banking.
Examples of large scale computer applications in business

 Business administration systems: The classic use of a computer is to run business
administration systems, and all aspects of this have now been computerized.
 Airline booking systems: Airline booking systems have long been computerized. This
maximizes profit for the airline companies and is often more convenience for the
customer. Many of these airline-booking systems have now also been integrated with
online airline ticket sales.

 Insurance claims processing: All insurance companies use very large

mainframe computers, combined with specialist software to manage their
business. The software involved can handle all aspects of claims procedures.
As with many large-scale systems, some insurance companies have invested
in over ambitious computerization and there are numerous examples where
many millions have been wasted over the years.
 Online banking: Most banks now offer some form of online banking. This has
the advantage to the bank that costs can be reduced. Some banks are
completely online, with no physical branches at all. The customers benefit
from 24-hour access to banking services. The downside is that this leads too
many job losses in the banking industry and when things go wrong there is no
physical person you can go and see and make your complaints to. Some
leading banks have demonstrated a degree of incompetence when it comes
to the security of their online systems and many people are very reluctant to
trust online banking systems yet.
Smile: http://www.smile.co.uk
Egg: http://www.egg.co.uk

government such as: public records systems (census, vehicle registration),
revenue collection, electronic voting.
Uses of large scale computers applications within government

 Census: Every few years’ census details are taken and entered into large
computer databases. This data can then be used to extract useful information
and predict trends. In some cases this data is also being made available
online, so that it becomes even more accessible and useful.
 Vehicle registration: All car and lorry details are kept centrally; this makes it
easy to find the owners of cars, which can be useful for police, customs and
security services.
 Revenue collection: Increasingly aspects of government revenue collection

are being computerized, which in many cases involves online systems as
well.
 Electronic voting: Governments are experimenting with online voting

systems, often in response to appallingly low voter turnout. Security remains
the main obstacle to the extension of this idea.
www.ukonline.gov.uk


hospitals/healthcare such as: patient records systems, ambulance
control systems, diagnostic tools and instruments, specialist surgical
equipment.
Uses of computer applications within hospitals and the health care system
 Patient record systems: Appointment and record systems are computerized
and centralized. This means that doctors at one location can access medical
records from another location. The results of tests can be emailed rather than
being posted, which speeds up treatment.
 Ambulance control systems: Ambulances are often centrally controlled and

the computer systems can now integrate satellite positioning to pinpoint the
location of each ambulance. In times of large scale disasters, ambulances
from different regions can be coordinated.
 Diagnostic tools and specialist surgical equipment: The modern intensive

care facility is filled with computerized diagnostic equipment. Even the
doctor’s surgery is increasing being taken over by computers, which will
monitor heart rate, blood pressure etc.
1.5.1.5 Know some of the uses of computer applications in education

such as: student registration and timetabling systems, computer-based
training (CBT), distance learning, homework using the Internet.
Uses of computer applications in education

 Student registration and timetabling: There are many specialist programs
designed to computerize these otherwise time consuming tasks.
 Computer Based Training (CBT): Computer Based Training (CBT) offers a

low cost solution to training needs where you need to train a large amount of
people on a single subject. These programs are normally supplied on CD-
ROM / DVD and combine text, graphics and sound. Packages range from
general encyclopedias right through to learning a foreign language. As an
alternative to training via CD-ROM / DVD, CBT can also be delivered via the
Internet.
 Using the Internet as a homework resource: The Internet is the ultimate

resource for getting the information necessary to complete a student’s
homework. The Internet can also be used to set and collect homework (via
email).
 Distance learning systems: E-learning is a term used to describe studying

via the Internet. It can take many forms ranging from a simple web version of

printed books, through to advanced use of video images with sound. In many
cases there can be real-time two-way communication between the teacher
and the student.
Advantages include:
- One trainer can train many people at many different locations.
- If the training is solely computer based, then the students can work at their
own pace, and repeat parts of a course which they do not understand. Also
the teaching can be at any time, 24 hours a day, 7 days a week.
- Often e-learning solutions are cheaper to provide than other more traditional
teaching methods.
Disadvantages include:
- There may be no opportunity to ask a question of a real person.
- The Internet connection may temporarily fail for some reason.
- You may have to pay for the connection time, by the minute.
- The download speed may be too slow for some forms of e-learning
- Because of the increased time required to produce some types of e-learning
packages, the e-learning tutorials may not be available for some time
following the release of a new version of software, or a new certification
syllabus.
1.5.1.6 Understand the term tele-working. List some of the advantages of tele-
working such as: reduced or no commuting time, greater ability to focus on
one task, flexible schedules, reduced company space requirements. List some
disadvantages of tele-working such as: lack of human contact, less emphasis
on teamwork.
What is tele-working?
 Tele-working is a broad term which refers to people working at home
connected to the rest of the organization via a computer network.
Communication is via email or the telephone. This arrangement has
advantages and disadvantages to both the employer and the employee.
Some of the advantages of tele-working

 Advantages include:
Reduced or zero commuting time.

This saves time (and money) for the employee and reduces environmental
overheads, as less commuting means less car pollution. It means that the
employee does not arrive at work already stressed from car jams or late train
connections.

Greater ability to focus on one task:

As there are fewer interruptions from low priority phone calls, there is a
greater ability to concentrate and focus.
Flexible schedules:
In many cases, as long as the job gets done, it does not matter when the job
gets done. This means there is time for other activities, such as picking up the kids
from school. It also means that work can be finished in the evening if required. If it is a
beautiful day, why not take advantage of the weather, and finish your work later.
Reduced office desk space requirements:

The cost of Office space can be very high and tele-working can help to reduce these
costs if a proportion of the staff work at home. "Hot Desking" is a term used to indicate
that people do not have a desk dedicated to their exclusive use. People simply sit at any
desk and log on to the networked computers using their own ID, which will allow them to
uniquely access their own work stored within the computer system. Hot Desking is
popular where staff spend a proportion of their time working at home, or at sites outside
the main office complex.
Some of the disadvantages of tele-working

 As well as advantages, there are many disadvantages for tele-workers, which
include:
Lack of human contact:

Many people cite this as the single biggest factor when switching from a regular
office job, to tele-working. In fact many companies now arrange company gossip
networks, just so that people can keep in touch.
Negative impact on teamwork:

If you never see the rest of the team it is hard to feel part of the team. To some
extent this is offset by video links and by occasional get-together meetings.
Self-discipline:
It can take a lot to work from home and remain focused on work. It is all very well
saying 'I will take the afternoon off and work this evening', but come the evening
you may not feel like working.
Possible Employee Exploitation:

If workers are isolated from each other there is the possibility for companies to
take advantage. Some large companies using tele-working restrict trade union
activity (or if they can, ban it altogether).

1.5.2 Electronic World
1.5.2.1 Understand the term electronic mail (e-mail) and know its main uses.
What is email?
 Email allows you to send a message to another person almost instantly, anywhere in the
world. It requires both computers to be connected to the Internet. As well as sending a
text message, files can be sent as email attachments.
1.5.2.2 Understand the term e-Commerce. Understand the concept of

purchasing goods and services online, including giving personal details
before a transaction can be carried out, payment methods, consumers
basic right to return unsatisfactory goods.
What is E-commerce?
 The phrase e-commerce is a buzzword which relates to buying or selling via
the Internet. Increasingly you can purchase directly via a Web site by
selecting the goods or services which you require and entering your credit
card details. When you send your credit card details these SHOULD be
encrypted by the site operators so that no one can intercept your details. Most
sites which accept credit card payment are on secure services and your
Internet browser program (i.e. Microsoft Internet Explorer or Netscape
Communicator) will normally inform you (via a popup) when you are entering
or leaving a secure server.
What is E-banking?
 The phrase e-banking relates to managing your money online. Instead of
having to go to the local branch, or telephoning them, you can pay your bills
online and move money from one place to another. Some online banks have
no physical branches at all, making it a very profitable operation for the bank.
There are security considerations relating to online banking, with numerous
examples of poor security coupled with sloppy operations.

The process of shopping online

 There are numerous web sites from where you can purchase online, the most
famous of all being amazon.com as illustrated. Most Internet based shopping
sites use a virtual “shopping cart” system. As you browse the site you can add
any products you want to purchase to your cart. Once you have placed items
in the cart you can then move to the checkout stage. At the checkout you
enter your name & address, select the type of delivery you want and enter
your payment details.

1.5.2.3 List some of the advantages of purchasing goods and services online,
such as: services available 24 hours a day, opportunity to view a wide range of
products. List some of the disadvantages of purchasing goods and services
online such as: choosing from a virtual store, no human contact, risk of
insecure payment methods.
The advantages of e-commerce

 There are many advantages using e-commerce:
Services available 24 / 7:
Unlike a normal shop which closes in the evening, you can shop via the
Internet 24 hours a day, 7 days a week, and 365 days a year.
Large stock range:

A larger range of stock can be carried than a conventional store. The stock
does not have to be distributed and duplicated over many physical stores, but
rather it can be held in one central distribution warehouse.
Detailed product information:

A detailed product description for each product, along with a picture can be
given. There can even be links to the product manufactures own web site.
Ability to compare prices:

Many sites claim to offer you the very best prices. You can use the
information on these sites to compare prices.
Equal delivery to town and country:

The fact that you may live in the countryside, far from the nearest town makes
no difference at all when shopping via the Net.
Right to return defective goods:

Most e-commerce web sites will have a 'Returns Policy' and it is advisable to
read this prior to purchase. In many cases you will find that the law gives you
a right to return defective goods or even goods which are not quite as you
expected.
The disadvantages of e-commerce

 Includes the following:
Possible Credit card Fraud:

Some web sites have been set up solely to trick you into providing your credit
card details, which can later be sold to criminals so that they can make
purchases with your money. When it comes to credit card fraud there is basically
one rule 'wherever humanly possible the bank never pays: - someone else does',

make sure that someone is not you. Check the small print on your credit card
agreement.
Is the web site genuine?:

When you purchase from a company such as amazon.com, you know that the
company is well respected, is unlikely to go bust tomorrow, and above all will not
attempt to 'run off with your money'. But what about when you purchase online
from a company you have never heard of? Look for clues. Is there a client list on
the site? How long has the company been trading. Are full contact details
provided? If in doubt ring the phone numbers provided on the site and try to
decide whether the company sounds genuine. Ask for references from other
customers. Just because you see trade association logos on a site, do not
assume that the use of these logos is genuine. There are organizations now
whose sole purpose is to verify that other web sites belong to honest companies.
What about returning faulty goods?:

If the goods arrive and are substandard, who pays to return them. Where do you
return them to? Be sure you know about a company’s returns policy, BEFORE
you make an online purchase.
How are you covered when you purchase goods from another country?
This is a minefield. Each country may have its own laws relating to consumer
protection. Be warned!
Can you talk to a real person?

I recently heard a radio presenter who purchased a computer online, through a
very well known PC manufacturer. He purchased the computer for his daughter,
in good time for Christmas. As Christmas due near he tried to find out what was
happening, but was unable to talk to a real person and was forced to rely solely
on email contact with the company. The computer eventually turned up in
February. Never buy from a company which does not provide you with full
contact details including a telephone number.

1.6 Health and Safety, Environment
1.6.1 Ergonomics
1.6.1.1 Understand what elements and practices can help create a good,
working environment such as: appropriate positioning of monitors,
keyboards and adjustable chairs, use of a mouse mat, use of a monitor
filter, provision of adequate lighting and ventilation, frequent breaks
away from the computer.
Good working practices

 Includes the following:
Your chair:
Your chair should be fully adjustable, and be able to be moved up or down. It
should have an adjustable back.
Your screen:
Your screen should be fully adjustable so that your eyes are at the same
height as the top of the screen. You may wish to use a filter attached to the
screen to reduce glare. If the screen is badly focused, too bright or appears to
flicker, then get a qualified technician to take a look at it. You should
periodically refocus into the distance, as opposed to always gazing at a
screen a few inches from your eyes.
Your keyboard:
Use a good keyboard and you may also wish to use a wrist pad to relieve
pressure on your wrists.
Your feet:
You may wish to use a footpad to rest your feet while using the computer.
Your mouse:
Use a mouse mat to make the mouse easier to use. Ensure that you have
enough space to comfortably use the mouse. If your arms or fingers become
tired or painful when using the mouse, take a break and do something else.
Breaks:
Take frequent breaks when using a computer.

Other factors:
Make sure that the area where you are using the computer is adequately lit
and well ventilated. Ventilation is especially important if you are using a laser
printer, which may produce ozone when printing.
More information:
http://intranet.linst.ac.uk/student/services/health/computer.htm
http://www.ibm.com/ibm/publicaffairs/health/summary.html
http://www.ics.uci.edu/~chair/comphealth2.html
1.6.2 Health Issues
1.6.2.1 List some common health problems which can be associated

with using a computer such as: injuries to wrists caused by prolonged
typing, eye strain caused by screen glare, back problems associated
with poor seating or bad posture.
Using a computer incorrectly can damage your health

 Take regular breaks, have regular eye tests and get a good desk and chair to
maintain good posture.
Repetitive Strain Injury (RSI)

 Often referred to as RSI. This is a condition caused by constant use of the
keyboard or mouse. You should take regular breaks to help avoid this type of
injury. You may want to consider the use of a pad on which you can rest your
arms, which will help to some extent.
More information: http://www.rsi-center.com
Glare from screens

 You should take regular breaks to avoid staring constantly at the screen and
straining your eyes. You should consider using the best (i.e. most expensive)
monitor which you or your company can afford. The better the monitor the
better the screen resolution and the higher the refresh rate. For detailed work,
you should also consider using a large screen rather than the 'standard' 14"
or 15" screens which are in common use. In many countries, your employer
has a legal duty to pay for eye tests for employees as and when they request
it. You can get filters which fit in front of the screen and reduce glare.
Bad posture
 When sitting at your computer you should have a monitor at eye level which
can be adjusted to suit you. In addition, you may want to consider a footrest.
Neck ache and backache can result from prolonged bad posture.

1.6.3 Precautions
1.6.3.1 List some safety precautions when using a computer such as:
ensuring power cables are safely secured, power points are not overloaded.
Make sure that cables are safely secured

 You should always use the power cables which were supplied with your
computer or cables of a similar quality. Make sure that the cables are safely
secured at the back of the desk and that you have power points located near
the desk. If your desk has a cable ducting system make sure that you use it.
Avoid long trailing cables as you or other people can easily trip over them and
cause injury to yourself or others. Apart from personal injury, accidentally
pulling out a power cable could cause your computer to lose power and you
will lose data as a result. Network cables tend to be delicate and easily
damaged and the most common cause of failure to log onto a network server
is that someone has accidentally dislodged or damaged the network cables.
Make sure that power points are not overloaded

 Overloading of a power point is dangerous and a potential fire hazard. If you
need more power sockets, have them properly installed by a qualified
electrician.

1.6.4 The Environment
1.6.4.1 Be aware that recycling printed outputs, recycling printer toner

cartridges, using a monitor which consumes less power while the
computer is inactive can help the environment.
Computers and the environment

 You should have a separate bin for paper which can be sent for recycling (be
sure that sensitive material is first shredded). Printer toner cartridges can be
sent for recycling; in fact some charities now collect spent toner cartridges,
and send them for recycling. You may also wish to consider the use of
recycled toners in your printers (but be aware that in some cases this may
invalidate the printer’s guarantee). Many monitors and other peripherals will
automatically switch into 'sleep' mode after a period of inactivity. This means
that even though the computer is still switched on, it will consume less power.
1.6.4.2 Understand that using electronic documents can help reduce the
need for printed materials.
Don’t Waste Paper

 Where possible the use of on-screen manuals and help systems, rather than
printed manuals, will save on the amount of paper consumed. This equates to
less trees being cut down.
1.7 Security

1.7 Security
1.7.I Information Security
1.7.1.1 Understand the term information security and the benefits to an

organization of being proactive in dealing with security risks such as:
adopting an information security policy with respect to handling sensitive
data, having procedures for reporting security incidents, making staff
members aware of their responsibilities with respect to information security.
What is information security?

 This is a general term which covers all aspects of computer security. It covers
protection against viruses and hackers, password and access control policies
as well as procedures for the regular backing up of your data (to guard
against computer failure)
Advantages of proactive information security

 A proactive information security policy anticipates problems and attempts to
guard against future problems, as opposed to discovering a problem and then
trying to deal with the problem 'on the fly'.
Passwords
 If your computer has a password which prevents other users from accessing
it then do NOT give this password to anybody else. Do not write the password
on a card and prop this up next to the monitor and above all do not attempt to
hide your access passwords on the underside of your desk (this is the first
place most criminals would look if trying to break into your system). Make
sure you do not forget your passwords; in many cases, data cannot be
recovered once the password is lost.

The Importance of shutting down your computer

 When you are using a Windows based system it is important to remember
that just switching off the computer or losing power due to a power cut (power
outage) can cause loss of data. To protect against this you should save your
work regularly. Many programs have a facility which automatically saves your
work; say every 10 minutes (or any time interval which you specify).
 Some operating systems, such as the later versions of Windows 95 and also
Windows NT have a facility which will automatically detect that the computer
was not properly shut down the last time it was used. If this situation is
detected, then a special recovery program will be run which will attempt to fix
any damage caused by the power cut.
 When using Windows 95 or Windows NT, you MUST always use the
shutdown command (located on the Start menu) to close down the operating
system, before switching off the power.
What is a UPS?
 A UPS (Un-interruptible Power Supply) is a device which you can attach to
your computer which will guard against power cuts (or indeed someone
tripping over your power cable and pulling the plug out). It contains batteries
which will keep your computer alive long enough for you to use the shutdown
command and turn off the computer in the proper way. This is especially
important for PCs on a network which might provide data for many users on
the network.
Electrical surge protection

 The voltage which is supplied to your computer via the power cable can vary
from time to time, and there are occasional power surges. Power surge
protection devices are readily available and offer low cost protection again
these occasional power surges.
Things computers like

 Good ventilation
 Clean environment
 Stable, vibration free surface
Things to avoid
 Dust
 Drinking and eating over the keyboard
 Heat, Cold
 Moisture

 Do not move the system while it is switched on.

 Do not just switch the computer off at the mains. Follow the correct shutdown
procedure or data could be lost.
 Do not place objects on top of monitors. This could block the ventilation holes
and cause it to overheat.
 Do not place floppy disks near monitors. Monitors produce a strong
electromagnetic field, which can damage floppy disks.
What to do if the computer breaks down

 If you are working within a large organization, you should be aware of the
company’s policy if the computer suddenly breaks down. Many large
companies have a special computer support department and you should
make sure that you know how to contact them in case of emergency. In many
smaller organizations, the situation is much less formalized. If you are not
qualified to make repairs on the computer, do NOT attempt to open the
computer case and investigate. This is especially true of the computer
monitor, inside are many components operating at VERY HIGH VOLTAGES,
which can kill. If in doubt, get a qualified technician to fix the problem.
 Prior to contacting your computer support staff you may (if authorized by your
organization) check that the various external components, such as the
mouse, keyboard, monitor and network connections are in fact properly connected to
the back of the computer. A very common complaint to support groups is that the screen
is not working. You may wish to check that someone has not inadvertently switched off
the screen, prior to ringing the support group. One of the more common reasons for a
network not working is that someone (maybe an overnight cleaner) has accidentally
pulled the network cable out of the back of a computer.
Dealing with security problems

 In any organization there should be clearly defined policies for the detection of security
problems, and what to do if a problem is noticed. Security problems may range from the
physical presence of unauthorized persons in an office, through to suspicion of
attempted unauthorized electronic entry to your computer networks. In all cases you
should know whom to contact, and how to contact the relevant person, so that the matter
can be investigated further.
Responsibilities for dealing with security problems

 If you are reporting a security problem, you should do so without delay, to the relevant
person within your organization. If you are responsible for dealing with reports of security
incidents, you should always take action immediately, and follow the correct procedure
within your organization for investigating any problems.

Security rights and obligations

 If you are working for a large organization you have both rights and
obligations to the organization. For instance does an employer have the right
to video film and record employees without their permission? Can an
employer read all email sent and received by employees? Can an employer
monitor what Internet sites an employee is accessing? The employer must
make clear the security obligations of employees, such as keeping network ID
and logon passwords secure and how to report security incidents.
1.7.1.2 Know about privacy issues associated with computers, such as

adopting good password policies. Understand what is meant by user ID and
differentiate between user ID and password. Understand the term access
rights and know why access rights are important.
User IDs and passwords?

 A User ID is normally used to logon to a computer, or computer network. It
uniquely identifies you to the network. In addition you use a password which
is only known to you. The password guarantees that no one can access the
network and impersonate you (in theory). Once you have logged on (i.e.
connected) to the rest of your computer network, you will have been assigned
access rights to the network. Your network administrator will have defined
these access rights. The idea of access rights is that you only have the ability
to connect to, or share, devices which you have authority to use. In other
words, the network administrators often have access rights to just about every
computer, printer, modem etc on the network. You on the other hand may
have access rights to print to only certain, specified printers and you may be
able to access only certain data held on the network.
Choosing a secure password

 Your password is the only thing which will prevent someone else logging into
a computer using your user ID and impersonating you. It is important to
choose a password which cannot be easily guessed by other people. Ideally a
password should be at least 8 characters long & contain a mixture of words
and numbers. It is also recommended that you change your password
regularly; some computer systems will require you to change your password
periodically.

How secure is your software?

 Microsoft Windows does seem notoriously easy for talented hackers to crack.
It seems that there are rather too many 'fixes' which companies such as
Microsoft release and then ask you to install to help plug some of the holes in
their in-built security. As soon as you connect a computer to a computer
network or the Internet your risk of attack increases. Applications are also
vulnerable to attack. For instance there are some virus programs which
explore security weaknesses within Microsoft Word to spread themselves and
infect your computer.
How do your manage data securely?

 Make sure that there is a policy in place for the management of sensitive
data, especially if it involves the transmission of the information beyond your
organization. If you are sending a fax or email, be sure that the message
contains your contact information, and a message describing the contents as
confidential, with instructions for what to do if the recipient has received the
message in error. Logs should be kept of all faxes and emails sent and
received. Sensitive printed materials should be clearly marked, maybe with a
watermark saying CONFIDENTIAL or DRAFT ONLY.
How do you dispose of data securely?

 Floppy disks: If you perform a full re-format on a floppy disk, this will remove
the data. However be aware that there are programs available which will undo
the effect of this formatting. The only way to be sure that the data is removed
is to physically destroy the floppy disk.
Hard disks: If you delete a file, then it is actually only moved to the Recycle
Bin. As a first step, empty the Recycle Bin of deleted files. Even where a file
appears complete deleted, it can still often be recovered using specialist data
recovery programs. Be warned. If you are disposing of an old hard disk which
used to contain sensitive data, the safest way is to crush it.
Tape backups and removable drives (ZIP and JAZ drives): Apart from file
deletion, physical crushing of the media is the only totally safe way to
guarantee that your data remains secure.
Old Computers: When disposing of old computers, remove all data storage
media and crush them.
Paper output: Always put unwanted paper output through a paper shredder,
prior to disposal.
What is visitor control?

 When you let visitors into your building, they should always sign in. This is
vital for fire regulations, so that you know exactly who is in a building, in case
of emergency.

 You can issue electronic badges to visitors. This often allows the movement
of visitors to be monitored electronically by your security staff. It can also be
used to allow access to certain areas of the building, but deny access to more
sensitive areas.
 Electronic passes can also be used to control which members of staff have
access to which area of your building.
1.7.1.3 Know about the purposes and value of backing up data software
to a removable storage device
Why do you need to back up your computer?

 The most important thing which you store on your computer is information.
Often the contents of a hard disk can represent years of work. If the hard disk
stops working one day you could lose all those years of work. For this reason
it is VITAL that you take regular backups of the information which is stored on
the computer. In large organizations this backup procedure is normally
performed automatically by your computer support team, where the data is
normally held on a centralized, networked computer.
 In smaller organizations, it is often up to the individual to organize some sort

of data backup. If nothing else is available, copy your files to a floppy disk and
make sure that these backup disks are stored away from the computer,
ideally off-site. If there is a fire and your office burns down, if your backup
disks are stored next to the computer they too will be incinerated.
Organizing your computer for more efficient backups

 When you think about it, you have a computer containing many programs and
also a large amount of data which you have created, then it is only the data
which really needs to be backed up. If you create a folder structure which
contains only data then only this directory (plus any sub-directories of this
directory) needs to be backed up.
Complete vs. incremental backups

 A complete backup means which you backup all the data on your computer.
This has the advantage that the entire hard disk can be backed up, but
suffers from the disadvantage that this process can take a long time if your
computer contains a lot of data. An incremental backup means that once a
week you can perform a complete backup, but every night for the rest of the
week, you only backup files which have been newly created or modified since
the last backup, saving time. With the right backup software, this process is
automatic, and normally you only have to select full or incremental.

Why you should use 'off-site' storage?

 It is no good backing up your data only to leave the item which you backed up
to next to the computer; if someone steals your computer it is likely that they
will also steal your backups too. If you have a fire, then again you will lose
your backups if the backups are stored next to the computer. Ideally, backups
should be stored off-site at a safe location. At the very least, consider storing
your backups in a fireproof safe, which will give some protection against fire
damage.
Beware of 'open files'

 You should perform backups at night. If you backup your computer during the
day (when you are using programs on the computer) then any program or
data files which are in use at the time of the backup will not be backed up.
The backup program will skip these 'open' files.
1.7.1.4 Be aware of possible implications of theft of a laptop computer, PDA,

mobile phone such as: possible misuse of confidential files, loss of files, loss
of important contact details if not available on a separate source, possible
misuse of telephone numbers.
What if your laptop is stolen?

 If there was no start-up password then all the data on the computer could be
at risk. The same goes for important/sensitive documents; if these were not
individually password protected they could also be vulnerable. If you work
within a large organization, always report an incident of this type immediately
to your technical support department.
What if your mobile phone is stolen?

 Call your technical support department if working for a large organization. If
you work alone, then call the phone network operator and report the phone as
stolen.

1.7.2 Computer Viruses
1.7.2.1 Understand the term virus when used in computing and understand
that there are different types of virus. Be aware when and how viruses can
enter a computer system.
What are computer viruses?

 Viruses are small programs which hide themselves on your disks (both
diskettes and your hard disk). Unless you use virus detection software, the
first time that you know that you have a virus is when it activates. Different
viruses are activated in different ways. For instance, the famous Friday the
13th virus will activate only when it is both a Friday and the 13th of the month.
BEWARE: Viruses can destroy all your data.
How do viruses infect PCs?

 Viruses hide on a disk and when you access the disk (either a diskette or
another hard disk over a network) the virus program will start and infect your
computer. The worst thing about a computer virus is that it can spread from
one computer to another, either via use of infected floppy disk, or over a
computer network. The Internet allows you to access files from all over the
world and you should never connect to the Internet unless you have a virus-
checking program installed on your computer. It is vital to keep your virus
monitoring software up to date. Many anti-virus programs, such as Norton
Anti Virus allow you to update the program so that the program can check for
recently discovered viruses.
More Information:
McAfee Anti-virus software http://www.mcafee.com
Norton Anti-virus software http://www.symantec.com/avcenter
Dr Solomon anti-virus software http://www.drsolomon.com
How to prevent virus damage

 There are a number of third party anti-virus products available. The main
thing about your virus checker is that it should be kept up to date. Many
companies supply updated disks on a regular basis or allow you to receive
updates automatically via the Internet.

To make a diskette read-only

 If you are using 3 1/2” diskette (floppy disk), there is a notch which can be
opened or closed which may be used to protect the disk. To protect the
contents of the disk move the notch to the open position (you should be able
to see through the hole).
To password protect your computer

 You can set a power-on password on your computer. The mechanism for
setting this will vary from one computer to another, and is determined by the
makers of the computer, rather than by Windows. The advantage of a power-
on password is that the computer will not boot to Windows until you supply
the correct password. This means that no one else can play around with your
computer and in the process accidentally infect it with a virus.
1.7.2.2 Know about anti-virus measures and what to do when a virus infects a
computer. Be aware of the limitations of anti-virus software. Understand what
‘disinfecting’ files means.
How do your protect computers from attack?

 The safest way to use a computer is to not connect it to a Local Area network
or the Internet. This is called a 'stand-alone' computer, providing that you do
not use floppy disks on that PC which have been used in other computers,
this type of computer is virtually immune from any form of intrusion.
 Unfortunately it is the ability to connect to other computers or indeed the

Internet, which makes the modern computer so versatile and so useful.
 Always make sure that all computers require an ID and password to access
them. Make sure that all relevant 'security patches' from Microsoft have been
applied.
 Make sure that the password is long enough, contains a random mixture of
numbers and letters, and that the passwords are changed on a regular basis.
 There are many examples, where people have used passwords which relate
to something personal, such as a partner’s first name, the dog’s or cat’s
name, etc. For a determined, serious computer hacker, these are easy to
guess. If you have a system, where lots of different passwords are required to
access the system, then security often breaks down and computer users will
sometimes keep a list of these passwords in their disk. This defeats the whole
object. If you forget your network access password, the network administrator
should be able to assign you with a new one.

What to do if you discover a virus on your computer

 If you discover a virus on your computer don’t panic. If your virus checker
alerts you to a virus, then the chances are that it has caught the virus before
the virus could infect your computer and cause damage. For instance you
may insert a diskette into your computer and the virus checker should
automatically scan the diskette. If the diskette contains a virus, a message will
be displayed telling you that the diskette is infected, and it should
automatically remove the virus. The other common method of infection is via
emails.
 If you work within a larger company, you should have a company IT support
group which will come and rid your computer of viruses. Be sure that you are
familiar with your company’s policy regarding viruses.
The limitations of anti virus software

 Anti virus software can only detect viruses (or types of viruses) which the
software knows about. As such it is vital that you keep your anti virus software
up to date so that it can detect new viruses which are constantly appearing.
What is virus disinfecting?

 Running a virus checker on a machine which contains a virus is known as
disinfecting the PC, as the virus program will detect, and then eliminate the
virus.
1.7.2.3 Understand good practice when downloading files, accessing file

attachments, such as: use of virus scanning software, not opening
unrecognized e-mail messages, not opening attachments contained within
unrecognized e-mail messages.
Anti-virus Precautions
 You should have an anti-virus program installed on your computer. This
should be updated on a regular basis, so that the anti-virus program is aware
of new viruses which are in circulation. Even the best anti-virus program will
only offer protection against known viruses or viruses which work in a
particular way. New types of viruses are constantly being developed which
may attack your computer in new and novel ways. Your anti-virus program
may not be able to defend you against every possibility. Be warned, if you are
connected to a Local Area Network (LAN), or to the Internet you are
vulnerable.
 Make sure that your virus checker is configured so that as well as scanning
your computer for viruses when you first switch on your PC, it remains active
in the computer’s background memory, constantly looking for signs of virus
attack. This is very important when connecting to the Internet.

Take care when opening emails:

Be very cautious about opening unsolicited emails, especially if they contain file
attachments. A good anti-virus program should detect most threats from virus-
infected emails.
Beware of Internet Downloads:

Any file which you download from the Internet may in theory contain a virus. Be
especially careful about downloading program files (files with a file name extension
of .COM or .EXE). Microsoft Word or Excel files can contain macro viruses. Basically
trust no one when it comes to downloading files. Do not connect to the Internet
unless you have a good anti-virus program installed on your computer.
1.8 Copyright and the Law

1.8.1 Copyright
1.8.1.1 Understand the concept of copyright when applied to software,
and also to files such as: graphics, text, audio, video. Understand
copyright issues involved in downloading information from the Internet.
Software Copyright Issues

 Most programs which you purchase are copyrighted and you must not copy
them. If you do so you may be breaking the law and if caught, you could find
yourself being prosecuted. Many people will buy a copy of a game and make
a copy for their friends or other family member. This is also normally unlawful.
Even lending your program disks or CD-ROM to other people may be
breaking the law in most cases. There are numerous organizations, such as
FAST (the Federation Against Software Theft), which are dedicated to
preventing the illegal copying of software. In a business situation, if your
manager tells you to copy software, ALWAYS first make sure that you have a
license which entitles you to copy the software, because in many countries,
you will be personally liable for damages.
 Most text which you will find on the Internet is copyrighted. Never copy text
without authority to do so and always quote your sources.
 There are many sites offering free graphics and clipart. Some are genuine
and have the authority to offer you a free download of images. Many sites
however may not have this authority. Popular examples are pictures, sound
clips, or movie clips from Star Trek. If you visit the official Star Trek site
(www.startrek.com) you will see that use of images, and even the name 'Star
Trek' is protected and may not be used on 'fan sites'. Even downloading
sound clips to replace the bleeps which Microsoft Windows makes is often
illegal. Some sites even allow the 'free' download for complete films or music
tracks. If you can download a film for free before it is even officially available
on video/DVD, it is a pretty good bet that the site is unauthorized. Cover
yourself. Get written permission to used downloaded materials and 'if in doubt
- don't' is the safe rule. Because CD-ROM writers have become so widely
available, it has become possible to copy entire CDROMs which can contain
software, games or data. Do not do this. Always be careful of software which
you may find advertised at very cheap prices, it may be illegally copied.
More Information: The Federation Against Software Theft

http://www.fast.org.uk

What are site licenses?

 Many large companies do not go out and buy a certain amount of 'shrink-
wrapped' copies of each software product which they need, instead they will
buy a site license. These site licenses are different in their small print, but
generally mean that the companies purchasing the license can make a fixed
numbers of copies available to their staff, normally via a company network.
1.8.1.2 Understand copyright issues associated with using and

distributing materials stored on removable media such as CD’s, Zip
disks, diskettes.
Copyright Issues
 Transferring files across a LAN:
You need to be careful that you do not accidentally make copies of software
via your Local Area Network (unless of course you are authorized to make
such copies).
 Downloading files from the Internet:

You need to be VERY careful when downloading files from the Internet. Just
because a site may say you are free to download materials from the site,
does not necessary mean that the owners of the Internet site have the
authority to allow you to do this. It is possible to download entire software
packages from the net, even entire movie films. In many cases however it is
not legal to do so.
 Copying diskettes / CD-ROMs / DVD / ZIP disks:

If you purchase software, you may, in some cases be allowed to make a
single, backup copy of disk. You are not allowed to distribute copies to family
and friends. You are certainly not allowed to copy and re-sell commercial
software.
 Freeware:
This is software which can be copied or downloaded for free. It is often fully
functional. Examples may include software developed by organizations such
as Universities, where the aim was not to profit from the software. It is very
important not to confuse freeware and shareware.
 Shareware:
This is where you can use software for a free trial period. Sometimes the
shareware versions may be fully functional, but after a time period will either
start to display an annoying message, asking you to register (i.e. pay for) your
software, or in some cases it may stop working altogether after the trial
period. This 'try before you buy' method of getting software is becoming
increasing popular with the major software suppliers.

 User Licenses:
If you have more than one PC, then you can either purchase a separate copy
of the software you require for each PC, or better: you can purchase a user
license. This user license allows you to make copies and install them on each
computer. The more copies you make the more the user license will cost, but
the cheaper the effective cost per PC.
1.8.1.3 Know how to check the Product ID number for a software product.
Understand the terms shareware, freeware, end-user license agreement.
How to check a software Product ID

 Normally if you click on the Help drop down menu within an application, there
will be a command such as About. Clicking on this option will often display
your software product identification number.
What is freeware?
 Some software is made freely available. Demonstration disks often come
under this category. In addition, a lot of software is produced by the
educational community and is made freely available. Always read any
licenses supplied with such software very carefully before use.
What is shareware?
 Shareware is software which is freely available and is designed to let you use
the product for free, for a limited period while you decide if you like it or not.
After this period, you must legally either remove it, or pay an amount to the
producers of the product.
More information: http://shareware.cnet.com
What about software which you find on the Internet

 There are some sites on the Internet run by dubious organizations which
might make copies of commercial software freely available. If you download
any software from the Internet, make sure that it is legal.
What is an end-user license agreement?

 Normally when you install software these days there is a step within the
installation routine in which you have to agree to be bound by the end user
license agreement. This agreement can be very large and is drawn up to
protect the manufacturers of a product from being prosecuted due to faulty
software. It also defines how many copies of the software you are entitled to. I
recently printed out a Microsoft end user agreement and it was over 15 pages
long.

1.8.2 Data Protection Legislation
1.8.2.1 Know about data protection legislation or conventions in your country.

Understand the implications of data protection legislation for data subjects
and data holders. Describe some of the uses of personal data.
Data Protection and Privacy Issues

 If your computer system holds information about individuals, then you have a
moral and legal duty to treat that information with respect. For instance if a
police force computer is used by unscrupulous people to gain unauthorized
information about a person’s private life, that would be a clear breach of trust.
In the same way doctors, government departments and credit agencies often
hold vast amounts of information about the general public, which is both
sensitive and private. In a free society you have the right to ensure that the
information held about you is not abused. In many countries, this right is
enshrined under data protection laws.
Data Protection Legislation

 Listed below are the main principles of the UK Data Protection Act. This is
meant as an illustration only and should NOT be used for determining liability
or operating principles. You must read the full details of the act if you are
considering legal implementation. For more information about the UK data
protection act please access the following Web sites:
http://www.hmso.gov.uk/acts/acts1984/1984035.htm#aofs
http://www.pro.gov.uk/recordsmanagement/dp/default.htm
The information to be contained in personal data shall be obtained, and

personal data shall be processed, fairly and lawfully.
Personal data shall be held only for one or more specified and lawful
purposes.
Personal data held for any purpose or purposes shall not be used or
disclosed in any manner incompatible with that purpose or those purposes.
Personal data held for any purpose or purposes shall be adequate, relevant
and not excessive in relation to that purpose or those purposes.
Personal data shall be accurate and, where necessary, kept up to date.

Personal data held for any purpose or purposes shall not be kept for longer
than is necessary for that purpose or those purposes.
An individual shall be entitled at reasonable intervals and without undue delay or

expense to be informed by any data user whether he holds personal data of which
that individual is the subject; and access to any such data held by a data user; and
where appropriate, to have such data corrected or erased.
Personal data held by data users or in respect of which services are provided by
persons carrying on computer bureau. Appropriate security measures shall be taken
against unauthorized access to, or alteration, disclosure or destruction of, personal
data and against accidental loss or destruction of personal data.
Abbreviations & Terminology

Abbreviations & Terminology
Item Meaning
ADSL Asymmetric Digital Subscriber Line
Bit 1 or 0 level of storage is called a bit
BPS Bits Per Second
Byte A measurement of storage capacity
CBT Computer Based Training
CD Compact Disk
CD-R Compact Disk - Recordable
CD-ROM Compact Disk - Read Only Memory
CPU Central Processing Unit
DAT Digital Audio Tape
DOS Disk Operating System
DSL Digital Subscriber Lines
DVD Digital Versatile Disk
FTP File Transfer Protocol
GByte Gigabyte. A gigabyte consists of 1024 MBytes
GHz Measurement of computer speed. Gigahertz
GUI Graphical User Interface
Hz Hertz ( this is a measurement of frequency (i.e. speed).
IS Information Systems
ISDN Integrated Services Digital Network
IT Information Technology
KByte Kilobyte. A kilobyte (KB) consists of 1024 bytes.
LAN Local Area Network
MByte Megabyte. A megabyte (MB) is one million bytes
MHz Million Hertz
PC Personal Computer
PSTN Public Switched Telephone Network
RAM Random Access Memory
ROM Read Only Memory
ROM- BIOS Read Only Memory - Basic Input Output System
RSI Repetitive Strain Injury
TByte Terabyte. A terabyte (TB) is one million MBytes
UPS Uninterruptible Power Supply
USB Universal Serial Bus
VDU Visual Display Unit
WAN Wide Area Network
WWW World Wide Web


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PAGE 1 ECDL SYLLABUS FOUR MANUAL - PC EDITION - MODULE 1

FOR USE AT THE LICENSED SITE(S) ONLY ( ISI )

© 1995-2004 Cheltenham Courseware Ltd.

All trademarks acknowledged. E&OE.

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ECDL Approved Courseware

IMPORTANT - PLEASE READ

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1.1 GENERAL CONCEPTS................................................................................................................................. 7

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1.1 General Concepts

1.1 General Concepts

1.1.1.1 Understand the terms hardware, software, Information

Information Technology (IT)

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1.1.2 Types of Computer

1.1.2.1 Understand and distinguish between mainframe computer, network

What is a mainframe computer?

More information: http://www.apple.com

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What is a networked computer?

What are laptop & palmtop computers?

What is a Personal Digital Assistant (PDA)?

Types of computer - Mainframe

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Speed: Fast. Normally measured in GHz.

Costs: Getting cheaper by the day.

Types of computer - Networked PC

Speed: Fast. Normally measured in GHz.

Costs: A PC only requires an inexpensive card to be added to it to connect it to a

Types of computer - Laptop

Typical Users: Business users, people on the move, educational users.

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Types of computer - Palmtop

Speed: Much less than a PC unless you pay a lot extra.

Costs: In relative terms expensive when compares to a PC.

Typical Users: Mostly business users.

Types of computer - PDA (Personal Digital Assistant)

Speed: Much less than a PC unless you pay a lot extra.

Costs: In relative terms expensive when compares to a PC.

Typical Users: Mostly business users.

1.1.3 Main Parts of a Personal Computer

The System Unit

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The System (Mother) Board

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Universal Serial Bus (USB)

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What are input devices?

What are output devices?

What is a peripheral device?

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Hard (Fixed) Disk

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Additional items or cards

Sound cards and speakers

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