Unit 1

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Content

Digital devices 1
A digital device is an electronic device that uses digital data (such as 1s and 0s) as opposed to analogue
data (such as a sound wave). Here are five commonly used types of device that you need to know about.

Multifunctional devices
These devices can perform multiple functions, such as
inputting and outputting data.
An example is a touch screen, which outputs an image while
allowing the user to input data by pressing the screen or a
multi-functional printer.

Personal computers
These are small and inexpensive computers for use by
individual users.
Examples are desktops and laptops, which are more
portable and have a built-in battery, screen and keyboard. Force feedback game controllers
are multifunctional devices – they
can input data and output vibration.

Mobile devices
Smartphones and tablets are made with
portability in mind to give people computer and
internet access while on the go.

Servers
These powerful computers provide services to
other computers connected to a network.
Web servers store web pages An example is a mail server that provides access
and online content, and serve to email services for all the users on a network.
data to users over the internet.
For more on
Links
networks,
see page 17.
Entertainment systems
These are devices for watching Games consoles
TV/films (such as satellite or are entertainment
cable digiboxes), listening to systems with
music and playing video games. powerful graphics
processors that
allow users to play
video games.

Concentrate on
Nadeem’s requirements,
Nadeem wants to access the internet while he is travelling to college by train. and the features he
most needs when using
(a) Give a type of digital device that would be appropriate for Nadeem to use.
a device while out of
(b) Explain two reasons why the device you chose is appropriate for Nadeem’s the house, on a train.
requirements.

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Digital devices 2
Digital devices are often developed to make everyday tasks easier, quicker or more cost-effective and
to provide efficient, improved access to data. There are four types of digital device that you need to
know about.

Digital cameras Navigation systems

These capture images and videos digitally These devices use a GPS (Global
using an image sensor and store them as Positioning Satellite) receiver to locate the
digital data on media such as a memory user’s position on a digital map and provide
card or hard drive. directions to a given destination.
Examples are still and video cameras. An example is an in-car satnav which uses
GPS location data with software to provide
There is more about data directions to a given destination when
Links storage on page 6. driving.

Communication devices and systems

These devices can send and receive analogue or digital
data to and from another device.
Traditional analogue examples include phones and faxes.
A modern digital example is a router which directs data
across a network.

WiFi dongles are communication

devices that allow your PC to
ly.
communicate with a router wireless

Data capture and collection systems

These devices collect and input data through
automated systems rather than direct data entry.
Examples include:
• a barcode scanner, which inputs (or reads) a
barcode and converts the information into data
• an optical mark reader, which reads pencil or pen
marks on specially designed printed forms, such as
lottery tickets
• an EPOS (electronic point of sale) system, which
records sales and updates stock levels.

An RFID reader reads data stored

on a smartcard
by being in close proximity to the
card. These are
often used by payment cards or for
stock control.

J P Lucy is a chain of small department stores, with five branches. Questions with the command word
‘state’ don’t require long answers.
State two different data capture and collection systems that might
You can give your answer using single
be used in the department stores.
words or short sentences.

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Uses of digital devices

Digital devices play an increasingly important role in many different areas of our lives. They enhance our
social lives and make our work role more efficient. However, sometimes they also have the opposite effect.

Uses of digital devices

Here are some examples of how digital devices are used in six key areas of our lives.

Distance
learning Playing
Classroom teaching
degrees video games
– interactive Watching
whiteboards (IWBs) digital TV

Internet
The ability to access learning Virtual learning Personal banking
materials, submit work and environments
communicate with tutors (VLEs)
electronically makes e-learning Education and Operating
a fully interactive experience. training home systems

Online e-learning Instant

courses messaging
Uses of digital
devices Social Social
Designing logos networking
Creative
VOIP calls
Computer-aided
design (CAD) Editing
photos Online
Producing 3D Retail shopping
graphics for games
and movies
Organisational
use
Stock Recording
checking sales
Manufacturing
and constructing
Video Data/numerical
Producing and modelling
conferencing
sharing business The use of EPOS systems
documents allows retail businesses to
record sales, update stock
Managing accounts databases and identify
and payroll systems
customer preferences.

This is the second part of the

question you answered on the
previous page. When explaining
J P Lucy is a chain of small department stores, with five branches. how J P Lucy might use the data
capture and collection systems you
Explain how your choice of data capture and collection systems you
identified, focus on the advantages
have identified might be used in the stores and why they would be
beneficial to the business. of these systems. How do they help
the business?

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Input and output devices

Peripheral devices are hardware devices that are not essential to the running of a computer system,
but that connect to the system and provide additional functions. The most common types are input and
output devices.
For more on accessibility
Links
devices, see page 5.
Input devices
Device Features Example uses
Keyboard Made up of keys used to input alphanumeric • Writing a report
characters and symbols. • Inputting into a database
Mouse A pointing device used to select items on • Navigating a user interface, e.g. by
screen. clicking on icons
Scanner Converts hard copy text or images into a • Inputting a photo for editing in
digital format. graphics software
Graphics Controls the computer by using a stylus on a • Creating digital illustrations
tablet tablet.
Microphone Converts analogue signals (sound waves) into • Talking on VOIP software
electrical signals to be sent to the sound card • Voice recording
which converts analogue to digital.
Webcam Inputs video and still images directly into a • Video conferencing
computer.
Sensor Takes and inputs readings from the physical • Automated central heating systems
environment, such as changes in temperature. • Security systems

Output devices
Device Features Example uses
Monitor Outputs an image to the user, e.g. of the user • Viewing the user interface
interface, a photo or a document. • Watching movies
Projector Outputs an image onto a wall or screen
Printer Produces hard copies of digital documents and • A hard copy of a report
images on paper. • Printing digital photos
Plotter This specialist type of printer draws to a very • Drawing vector graphics
high quality on very large paper.
Speakers Amplify analogue signals (sound waves) sent • Listening to music
from the sound card for the user to hear. • Listening to someone during a VOIP
Headphones A portable alternative to speakers. call

Marit is a graphic designer who

produces posters and leaflets.
She creates a lot of the digital
illustrations for these herself.
The question asks you to
‘explain’ your choice of input and
output devices, so as well as
naming the devices, you need to
State two input devices and two output devices, explaining how they give reasons why they are useful
would be useful to Marit in her graphic design work. to Marit.

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Devices for accessibility

and data processing
Peripheral devices have been designed to perform many specialist functions. Two important types are
devices that aid accessibility to computer systems, and those that automate data processing for
organisations.

Accessibility devices
Adaptive technologies
Some peripheral devices are
specifically created to allow These are technologies that
accessibility for people with have been designed specifically
disabilities. For example: to aid people with disabilities.
They include both hardware
• trackball – an easier-to- and software.
use alternative to a mouse,
consisting of a moveable
ball on a base Peripheral devices such as
• touch screen or large a trackerball or eye motion
key keyboard – useful for sensors are hardware –
people unable to use a they are physical items that
keyboard easily you can touch.
• eye motion sensors and
head motion trackers There are also many types
of software available to aid
– used by people with accessibility, such as voice
significantly limited mobility recognition software for input
• Braille embosser – a type and screen reading software
of printer that outputs text for output.
as Braille cells (characters).

Manual and automatic data processing

There are peripheral devices which can automate the input and processing of data and avoid human
errors such as typos during data entry. Some types of data collection, input and processing are more
commonly done manually. Here are some examples of both.
Manual processes Automatic processes/devices
• Keying client or product details • Biometric readers read fingerprints, hand prints or irises
into a database. for use in personnel identification systems.
• Entering customers’ meal choices • Barcode readers read lines of different thickness and
into a restaurant’s system. convert them into a string of values. 2D readers read
• Marking exam scripts. more complex QR-style codes.
• Entering survey responses from • Optical mark recognition (OMR) readers automatically
a form. read a form and input the data.
• Radio-frequency identification (RFID) devices are used
in stock taking and race timing systems.
• Smart meters accurately record electricity and gas usage
and send readings to the energy supplier.

The question is specifically asking you

Marcus has recently become visually impaired following to identify peripheral devices rather
an accident. than software. But the peripheral
devices you suggest may allow Marcus
Give two peripheral devices that will allow Marcus to
to use adaptive software.
continue using his IT systems.

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Storage devices
Storage devices are a type of peripheral device used for storing, backing up and sharing data, usually
for individual use where a network is not available.

Hard disk drives … Solid state drives …

are magnetic storage devices, commonly used as are flash memory devices commonly used as the
the primary internal storage device but can be primary storage in portable computing devices
external. like tablets and laptops.
Characteristics and limitations Characteristics and limitations
Large storage capacity (1 terabyte or more). Very fast data read/write speeds.
Low cost on a per byte basis. Low power consumption.
Very reliable. Extremely reliable as they have no moving
Slower than SSDs at loading data. parts which can be damaged.
External HDDs are not as portable as some Higher cost than HDDs on a per byte basis.
other options. Usually have a lower storage capacity.
Only have a finite number of writes.

SD cards … USB memory sticks …

are small flash memory cards that are commonly are small flash memory devices that connect
used for storage in digital cameras and some through a USB port.
smartphones. Characteristics and limitations
Characteristics and limitations Extremely portable device.
Very small and portable. Compatible with most computer systems via
Easy to transfer between devices with SD card USB ports.
readers. Storage capacity is low when compared to
Very small storage capacity, generally around SSDs and HDDs.
64gb – greater capacity is costly. Only have a finite number of writes before they
Various ‘enhancements’ to the standards, break.
resulting in potential compatibility problems, Because they are small, they can be lost easily.
for example SDHC and SDXC.

Optical disks … Magnetic tape …

such as CDs, DVDs and Blu-ray disks are used for is used for large data backups.
software, music and movies. Characteristics and limitations
Characteristics and limitations Very large storage capacity.
Small and portable. Very cheap on a per byte basis.
A lot of devices have built in capability to read optical Data is accessed serially which is
discs, with external devices being inexpensive if needed. very slow.
Archival stability of writable media can be questionable. Requires specialist equipment for
Fragile and easy to damage. recording and reading data.

Try to explain each

limitation you identify
in as much detail as
Explain two limitations of using a USB memory stick for transferring possible.
video footage and graphics between home and office.

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Types of operating system

The operating system is what co-ordinates all the operations of your computer. It manages all the
resources on the computer, such as the CPU and RAM, and controls the software and hardware. Without
it, your PC would be useless.

Real-time operating systems (RTOS) Single-user single task

Inputs are processed and responded to instantaneously. operating systems
Why choose real-time? One user can use the system at a
• It provides fast response. time, and one application can run
• It is best used where inputs must be processed and at a time.
responded to immediately, such as traffic light and air traffic Why choose single-user single
control systems. task?
• It requires fewer resources.
• It is best used on devices that
Automatic braking systems (ABS) are have limited processing and
an example of a RTOS. The system memory, which could not handle
continuously processes input data running multiple applications, for
to detect obstacles and apply the example basic mobile phones or
brakes to avoid collision as required. a simple handheld game (such as
a Virtual Pet).

Single-user multi-tasking Multi-user operating systems

operating systems Many users can use the system at the same time
and can run many applications simultaneously.
One user can use the system at a time, but many
applications can run simultaneously. Why choose multi-user?
Why choose single-user multi-tasking? • Processing and resources can be shared by
multiple-users.
• It allows the user to use several applications
at once. • It is best used where many users need access
to the same processing or resources at the
• It is best used on systems where a user same time, for example web servers.
needs to be able to switch quickly between
applications, for example an office worker using
a laptop or desktop PC.

Operating system performance factors

Operating systems require careful maintenance to keep them performing efficiently.
Limited CPU speed Viruses
Limited RAM capacity Worms
Number of cores Malware
Hardware factors
Slow hard-disk Spyware
read/write
(fragmentation) Factors affecting performance
Not enough HDD space allocated to extend Heavy use of virtual memory relies on
RAM (pagefile too small – the pagefile is a Virtual memory factors
slow disc transfers rather than the
section of the hard disk that is reserved as very fast working memory (RAM) data
an extension of the RAM) transfers

You need to demonstrate your ability to

use technical vocabulary. You should also
Analyse the factors that affect the performance cover a range of issues and not just one
of an operating system.
or two.

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The role of the operating system

The operating system on a digital device is the link between the hardware and the software. It passes
messages back and forth and carries out instructions from the software to the hardware.

Networking
Operating systems simplify networking in a
computer. The operating system implements a 7 Application
number of networking technologies such as:
• the TCP/IP stack 6 Presentation Application
• network utility programs like traceroute
• device drivers for the network interface card. 5 Session

tocols used
The TCP/IP stack is the set of pro 4 Transport ← TCP → Transport
rnet. The data
for transmitting data over the inte
(or steps).
transmission takes place in layers
TCP /IP stack links 3 Network ← IP → Internet
The diagram shows how the
stan dard model
to the OSI model, which is the
ork.
used to explain how computers netw 2 Data link
Network
interface
1 Physical
For more on traceroute,
Links
see page 10.
OSI model TCP/IP

For more on protocols,

Links
see page 19.

Security Memory management

A number of features are commonly built into The operating system manages the computer’s
operating systems to help improve security. resources, such as its memory.
These include: To do this, the operating system decides and
• user authentication tracks:
• anti-virus and firewall software • which processes to allocate memory to
• backup facilities. • how much memory to allocate to each process
• when to un-allocate memory
• transferring data to the pagefile (or swapfile)
on the HDD temporarily to free RAM (paging
or swapping).

Multi-tasking Device drivers

Most operating systems allow you to run more An operating system comes with generic device
than one application simultaneously. To do this, drivers that work with a wide variety of different
the operating system must be able to allocate peripheral devices, allowing them to communicate
resources (CPU, memory, disk space) to each with your computer. However, most hardware
application in order to allow it to complete two comes supplied with specific drivers to take full
or more tasks simultaneously. advantage of the hardware’s capabilities.

Try to answer the question without looking

Describe the ways in which operating systems help to at the information on this page. Then read
manage memory on an IT system. the page again to check your answer.

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User interfaces
The user interface is a core part of any operating system. It allows the user to interact with the
computer system and is the part of the software that has a huge impact on a user in terms of useability.

Command line interface (CLI)

The user interacts with the computer
by typing in commands in response to
prompts displayed on the screen.
Experienced users find it quicker to
complete tasks.
Requires far less memory and
processing power than GUIs to run.
Requires knowledge of the specific
commands for performing functions.
Learning so many commands can be
intimidating for inexperienced users. Command line interfaces use
a simple text-based screen
to provide interaction.

Graphical user interface (GUI)

Users interact with the device by controlling a pointer or touch screen to select icons and menus
displayed on screen. GUIs are widely used on devices from PCs to smartphones.
This simple, intuitive method of interacting is easy for beginners to use.
It doesn’t require users to learn any commands to perform tasks.
There are usually options to adapt the interface according to an individual user’s needs, for example
by using screen magnifiers or changing the colours or font sizes.
It is often resource intensive, requiring a lot of processor power and memory.
Experienced users can find it frustrating to complete tasks they could perform in a CLI with one command.

Menu based interface

Users interact using a simple menu that Tourist Information: Liverpool
presents options to choose from. An
example is an ATM screen.
Theatres Cinemas Museums
The limited number of options makes it
easy to use.
Pubs &
It is often possible to figure out how to Shopping Night life
restaurants
perform tasks without any instruction.
They can include options to adapt the Public Ferries Parking
interface for an individual user’s needs, for transport
example by providing speech output or a
choice of larger font size. Click to find out more!
Performing tasks can be slow and Menu based interfaces offer simple
frustrating where many levels of options options to provide interaction.
must be traversed.

Make sure that you

Rahul is an expert user of computer systems and has spent many explain what it is about
years using different types of operating system user interface. Rahul that makes a CLI
advantageous for him.
Explain why Rahul is more suited to using a command line interface.

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Utility software
Utility software is used to manage system resources. Utilities are like a tool box to help us optimise and
maintain our computer system. Many utilities are pre-installed as part of the operating system, such as
traceroute, while others may be selected by the user and installed, such as anti-virus scanners.

Disk utilities
Disk utilities are designed to maintain the performance of a computer’s disk drive.
File compressors – backing up very large files and sharing them online can be difficult. This utility
compresses files to reduce their size and decompresses them for later access.
Backup – you regularly want to back up your files, but this can be slow as a manual process. Backup
utilities allow you to automate the backup process.
Disk defragmenter – over time a computer’s disk drive becomes fragmented, which slows down file
access. This utility reorganises the data for quicker access, but is only required on a HDD when using
Windows (fat32/NTFS) file systems.

Network utilities
Network utilities are designed to maintain good
network traffic and keep networks secure.
Firewalls – open networks are at risk from
threats like hackers and worms. Firewalls prevent
unauthorised access by monitoring and blocking
suspicious traffic.
Anti-virus – this utility prevents computers
from receiving viruses and detects and removes
viruses that have already infected a system.

Traceroute allows you to display the path that data packets

travel over an IP network to help diagnose problems.

Other utilities
There is a huge range of utilities which do not fall
under a particular category.
Registry cleaners are designed for Windows
systems to remove old, redundant registry entries.
This can help improve system performance.
System profilers display a detailed breakdown of the
system, including hardware and software. This can
help with deciding where a system needs upgrading
and diagnosing problems with the system.
System monitors monitor resources and
performance of PC systems. They help identify
the causes of poor system performance.

The question asks you to ‘analyse’

rather than simply ‘explain’. Make sure
Jessica wants to improve the performance of her computer you clearly explain why each feature you
system as it has been running slowly recently. identify would be useful for Jessica and
Analyse the features of two utility tools that would how they would therefore improve the
help Jessica improve her system performance. system’s performance. You should also
comment on how effective they might be.

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File types
Different file types are used to denote the form, or structure, of the data stored within the file. The
file extension tells the user what type of data the file should contain. It also tells the operating system
which icon to display and which software to use to open the file when the user double clicks the icon.

Examples of file types BMP – an

DOC and RTF – commonly PDF – a format
used file formats for that represents
JPG – good compression, uncompressed file
GIF – small file size, documents created using data independently
although compression is format, so image
but low quality due word processing software. of the originating
lossy so files cannot be quality is extremely
to limited number of software and/or
decompressed. high but file size is
colours. Can display Application hardware.
very large.
basic transparency and software file types
Image file types
animation. File types XLS – a common
format for files
created using
PNG – uses lossless compression spreadsheet
to save high-quality images software.
in a low file size. Also allows MDB and PPT – a
transparency. ACCDB – common ODF – an open
common file format for source XML based
types for slideshows format used to
For more on lossy
Links database created using represent office
and lossless files such as
compression, see page 20. software. presentation
software. spreadsheets, word
processing, etc.

MKV – supports high- AVI – uncompressed so is very

quality video playback but is high quality but very large file size.
not well supported by some Video file types Not good for streaming.
devices, e.g. iPads can’t MP4 – supports high-quality video
play .mkv files. MOV – designed for use with Apple QuickTime while still compressing file size.
software, but it can be played using other Works on a wide variety of devices
software. Can provide high quality but can also and software.
be compressed. Good for streaming.

Implications of file types

The choice of file type or storage method of data has ongoing implications for individuals and
organisations, including:
Issue Description Why might this be an issue?
Compatibility Some file types only work with certain May need to purchase new software.
software. Sharing files with others who do not
have the required software.
Quality Different image, video and audio file types Choice will depend on intended use
provide varying levels of quality. of the files – e.g. is high quality the
priority or small file size?
File size The file type affects file size – some types File size may have implications for
are very efficient in the way they store data storing, transmitting or displaying files.
whereas others use lots of storage space.

Kasim is making a website to advertise his wedding

photography business and wants to know what file type
he should be using to display his photographs. Think about the benefits of a jpg
Explain the benefits of using two different file types compared to a bmp or a gif.
for displaying his images.

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Application software
Application software allows end users to complete tasks, such as creating a report or a presentation.

Uses of application software

There are many different types of application software that have their own uses. These include:
Productivity software – these are applications like word processors, desktop publishers and
spreadsheets that are used in office environments to support business tasks and improve efficiency.
Graphics software – these applications are used to edit photos or create original artwork.
Communications software – these applications make communicating quicker and easier. They include
instant messaging, email and VOIP software.

Proprietary and open source software

These terms refer to who owns the source code behind the software.
Proprietary software Open source software
The source code is privately owned by the The source code is available to read and modify.
software company. Most open source software is free to use,
Users pay to buy or subscribe to the software. although many companies provide paid-for
Support (for example, for setup and services to enhance and/or support open source.
troubleshooting) is provided by the software Support and fixes are provided by the
creators. community, often via forums.
It may have more features than open source Open source utility software is usually
software. compatible with other proprietary utility software.
The software company may be slow to provide Support with fast response may not be
updates and bug fixes. available when needed, as it relies on good will.
Software is usually very generic, with little There may be indirect costs involved in paying
scope for customisation due to copyright or for support and training.
complexity issues.
It can be costly.

Choosing software Performance

When choosing software, consider: When looking at performance, consider:
• ease of use – familiarity and ease of use is • the maturity of the software, as stable versions
paramount of software can be more efficient given there
• reliability – ensuring software works as has been time for bugs to be resolved
intended and can be depended upon • interoperability – interface with other devices
• capability – that the software can do the job or systems
required of it and do it effectively. • support of dedicated hardware for complex
tasks.

This task requires greater depth

as it asks for you to ’analyse’.
Seth is looking at different software options for managing Identify advantages and clearly
orders and deliveries in his freight shipping business. explain why they would be useful
for Seth, as well as how some
Analyse the relevant benefits and drawbacks to Seth of using
an open source software application for meeting his needs. drawbacks would affect him.

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Emerging technologies
Emerging technologies are those that are currently in development and are just starting to make an
impact on business and general society.

What are emerging technologies?

Some of the emerging technologies we see today include:
• artificial intelligence
• biometrics
• robotics Virtual reality is an emerging
• virtual reality. technology set to make
a big impact on how we
entertain ourselves at home.

Emerging technologies at home and work

Emerging technologies are changing the way we live our personal lives and the way we do business.
Here are some examples.
At home
Biometrics let Virtual reality is opening up new and
Artificial intelligence in us log securely exciting video gaming opportunities.
automated vacuum cleaners into our tablets
gives us more leisure time. and smartphones Domestic robots can carry out
Self-driving cars could soon through our thumb household chores or home security.
make the roads safer. print. Social robots provide companionship.

At work
Artificial Biometrics are increasing security at airports Virtual reality is
intelligence through facial recognition at passport checks. allowing businesses
used in business to test products
forecasts is Robots are performing dangerous jobs without risk under development
helping in decision to life. They can then carry out routine production in a virtual
making. line tasks, as well as delicate surgical procedures. environment.

Implications of emerging technologies

• The Internet of Things (IoT) allows your car to know where you are going and how to get there, and
your fridge to pre-order your supplies, but all this needs data. Increasingly, advanced data-hungry
technologies are placing a strain on the existing infrastructure.
• Society demands data wherever and whenever it likes – we are no longer confined to the home WiFi
network or the office LAN. Location-aware technologies and the availability of 3D imagery means that data
access is essential to maintain and develop the emerging world of virtual reality and autonomous systems.
• There are new ways of gathering data resulting in the emergence of ‘big data’ which means we need
new ways of analysing it.
• New ways of identifying ourselves through biometric data also brings the need for greater and more
powerful security.

Think about how Liam is

going to collect data
Liam has a small chain of petrol stations and wants to capture the buying and what he will do with
habits of his customers so he has introduced a loyalty card scheme. it. Explain the potential
impact on his existing
Explain what other measures Liam needs to consider so he can get useful systems.
marketing information.

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Choosing an IT system
There are many factors to consider when choosing the best system for the end user, ranging from what the
system needs to be capable of doing to how the user interacts with it and what devices make up the system.

Does the user need the system to be

User experience and needs always available, even when on the go?

Are they looking for

Is the user
performance, e.g. for
experienced with Is accessibility
video gaming, and
computer systems or an important
need a system with
do they need a system issue?
a high specification
that is easy to use?
graphics device?

Specifications, compatibility and connectivity

Does the system meet the Will the system Can the IT system use the required
specification requirements work with other connectivity technology. e.g. for using mobile
of the software to be used? devices? internet connections or syncing devices?

Does the user have a large budget, Do they have a small budget
Cost allowing you to choose components which requires looking for a
from well-known brands? cheaper alternative?

Efficiency and productivity

Is it essential that the system Does the user have

Is the efficiency Do users need is able to start up fast, load the budget for the
of the system a to be highly and save programs and files higher-end machines
key issue? productive? quickly, never stutter or crash that provide greater
or have any other problems? efficiency?

Implementation

What is the Does the Will the Will you need to Will users need
timescale for the system need system need migrate data from training in order
IT system to be to be available extensive an old system to to use the
implemented? quickly? testing? the new one? system?

Does it need biometric Are portable devices not

Will the system be
security for login or the appropriate because of
Security handling sensitive
ability to attach physical the risk of them being
information?
security such as locks? stolen?

Look through all the factors listed

Fraser has asked his friend Benjamin to advise him on a on the page. When you have chosen
new IT system for playing high-end online video games. the two you think are most important,
make sure you explain their relevance
Explain two factors that Benjamin has to consider when
to the case study.
choosing an IT system for Fraser.
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Wired connection methods

Wired methods of connecting devices are any method that uses physical cables to connect between
devices, systems or components. Different types of connection rely on widely differing connectors,
depending on what the signal or data is transmitting.

Wired system connection methods

Uses Advantages Limitations
Cat5 Telephone communications Versatile and widely Only useful over shorter
and ethernet networks. available. distances.
Cheap compared to other More susceptible to
networking options. interference than other wired
techniques such as fibre.
Coaxial All types of data Less susceptible to Thickness of cable makes
communication, commonly interference than UTP/STP so it difficult to work with.
used in television cabling. works over longer distances. Limited bandwidth.
Cheap, though not as
cheap as UTP/STP.
Fibre Telephone and internet Improved security as the Very expensive.
optic cables, cable television and cable cannot be tapped. Specialist skills needed
computer networking. to install.
Can be used over long
distances.
High data transfer rate.

Wired device connections

Uses Advantages Limitations
VGA Analogue connection of Universally used on high- Cumbersome cabling.
video display equipment, resolution display equipment. Signal affected over
such as projectors, CRTs or distance (noise).
LCDs. Low-cost cabling.
No DRM (digital rights
management).
HDMI Digital connection of Capable of 8k (and Limited length.
both video and sound beyond) resolution. Cabling and technology
from devices to display is more expensive than
equipment. Used in computing and
entertainment. analogue equivalents such
as VGA.
USB/ Connecting equipment and High speed capability. Limited distance.
FireWire peripherals, such as printers, Limited power supply.
scanners, input devices, Backwards compatibility.
cameras. Can connect multiple
devices.

Make sure you consider

ALL aspects of
Meera wants to connect her new laptop to the large 4k LCD Touchscreen connecting the screen
TV in the conference room to allow her to collaborate with colleagues on to Meera’s computing
product development. equipment and how she
might make use of the
Describe what wired connection methods Meera should consider to get the display as both an input
best out of the system.
and an output device.

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Wireless connection methods

Wireless connection methods connect using the electromagnetic spectrum. This may be traditional radio
waves or even light waves.

Wireless system connection methods

Uses Advantages Limitations
WiFi To connect devices High data transfer Can be complex.
wirelessly to local and wide speeds. Security concerns.
area networks such as the
internet. Good range.
Relatively cheap to install.
3G/4G/ To connect to data Allows true mobility. Heavy data usage can
WiMAX networks such as the be costly.
internet whilst on the move. 4G provides for very fast
connection speeds. Uses public networks.
Satellite Provides connectivity to Wide coverage. High latency.
broadband remote areas, often rural. Subject to weather
High speed.
conditions.
Microwave/ Allows point-to-point LAN High speed. Affected by poor
Laser connections between weather.
locations. No ongoing costs.
High initial cost.

Wireless connections methods for devices

Uses Advantages Limitations
Bluetooth For pairing devices over Easy to set up. Low data transfer
short distances, such speeds.
as wireless headphones, Low power consumption.
Very short range.
watches, keyboards and
mice.
WiFi Direct For connecting devices to Can transmit both audio Limited range.
remote displays. and video. Can affect
Usually built in to devices. data connectivity
(interference).
WiFi Allows ‘ad-hoc’ networks Simple setup. Using ad-hoc networks
to permit wireless printing/ can impact connectivity.
scanning, for example. Uses existing WiFi
infrastructure.

Make sure you

Shaheera wants to set up a local area network in her home to allow her to share compare WiFi to other
an internet connection and files between her different devices. methods of connecting
Shaheera’s devices,
Explain two benefits of using WiFi for her home network. both cabled and other
wireless methods.

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Features of different networks

Different types of network can be defined by their size (personal, local, wide area networks) or by their
purpose (virtual private networks).

Local area networks (LAN) and wide area networks (WAN)

LAN

DATA CENTRE
Local area networks
Client Client Client often use UTP/STP
cabling in order to
connect the devices,
Ethernet
although WiFi can be
used for a wireless
LAN. Internet

Router/Switch
Printers Servers
Switch Router
The network allows The router might
resources like printers, connect the LAN to
files, internet and the internet or, in A WAN is a computer network that
software to be shared this case, to a WAN. covers a large geographical area
by all the computers
on the LAN. such as a country or the whole world.
WAN

The internet is the largest, most

well-known and widely used WAN.
A WAN is normally made up of several
LANs connected together, such as the
LANs from the offices in each country
for a multinational business. For more on wired and
Links
wireless connections, go
back to pages 15 and 16.

A LAN is a computer network that

covers a single building or site.

Personal area network (PAN) Virtual private network (VPN)

This network technology creates a secure
network connection over a public network,
usually the internet, by using encryption.
This allows a business to have a secure
Bluetooth earpiece A PAN is used to wide area network without having to
network devices pay the high costs of constructing
wirelessly within a the physical network infrastructure,
short range of an as they can use the existing internet
individual. infrastructure.
Smartphone

Smartwatch
For a diagram of a
Bluetooth is commonly used to create a PAN to connect Links
VPN, see page 20.
all the digital devices in a person’s workspace, for
example connecting a mobile phone to a Bluetooth
headset for hands-free operation.

Make sure you cover

three different factors
James is considering whether he should use his home’s wireless network or use
Bluetooth to allow him to connect his PC, smartphone, printer and smartwatch. and link them to the
features of PANs and
Explain what the differences are in terms of the type of network (PAN, LAN and LANs.
WAN) and what he should consider when making his decision.

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Network choice and performance

Networks are all around us and are as unique as the users who use them. There are many factors and
reasons for selecting the various components that make up a network.

Factors affecting choice of network

User experience User needs
ease of use, performance, speed, reliability, way
availability, accessibility of working (fixed/mobile) Specifications
manufacturer, standards,
functionality required
Security
What security features are
included? For example encryption,
firewall, malware protection, Connectivity
intrusion detection, monitoring physical connections,
facilitates for example choice

Productivity
Factors affecting choice of cabling (copper,
fibre, DSL), and
Is it suitable for the location
intended purpose, e.g. able
to support speed required Cost
for video editing? ongoing costs (Total
Cost of Ownership,
or TCO)
Efficiency
Implementation (timescales,
performance, expansion
testing, downtime) Compatibility
room, expected
limiting factors manufacturer, standard,
utilisation
schedule limitations interoperability

Choosing components Performance factors

Consider: Consider:
• manufacturer – is there an affinity to a particular • available bandwidth and connection
manufacturer? What is the corporate policy? methods
• specification – what kit meets the needs and supports • load – is the demand likely to be
required features? 100% loading the components
• warranty/ongoing support – corporate level of support? (how much ‘wiggle room’ is there)?
SLA? Response times? • professional level equipment or
• adherence to standards – will it work well with existing SOHO equipment?
components? • infrastructure – is it being used on
• familiarity – are there specific skills that in-house staff ageing infrastructure?
possess?
• infrastructure – what does it have to fit into, e.g.
incorporate existing Cat6 cabling?

Don’t forget to think

about the future. How
Jane’s graphic design business is expanding and she is recruiting two new might Jane’s business
graphic artists and moving into a small unit. continue to grow and
what impact might this
Explain two factors Jane should consider when choosing a network infrastructure.
have?

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Protocols
Protocols are the rules that define methods of communicating data between two or more digital
devices. They ensure that the transmission of data always follows a set procedure. There are different
protocols for different applications.

TCP/IP
Transmission Control Protocol and Internet Protocol are used together as the basic communication
language of the internet.
Data sent over the internet is broken up into ‘packets’ to enable it to be sent more efficiently. Each
packet is sent individually and then re-assembled at the destination.
• TCP is used to create the packets and
reassemble them at the end.
Have a look at the diagram of
• IP is used to route packets to the intended Links
the TCP/IP stack on page 8.
computer, using the computer’s IP address.

Email Voice and video calls

SMTP – the Simple Mail Transfer Protocol is Many companies use their own proprietary
used to transfer emails between mail servers. protocols for voice and video calls over the
It is also used to transfer email from the client internet. Some well-known protocols are:
software to the outgoing mail server. H.323 – this was one of the first successful
POP3 – the Post Office Protocol 3 is used to VOIP protocols and is recommended by the ITU
retrieve emails from the mail server. It allows us (International Telecommunication Union). It defines
to download messages to our client software the rules for communicating audio and video over
for offline reading. packet switched networks.
IMAP – the Internet Message Access Protocol SIP – the Session Initiation Protocol is used to
is used to retrieve emails from the mail server. create, control and end VOIP connections.
Rather than downloading the messages, IMAP RTP – the Real-time Transport Protocol is designed
syncs them with the mail server. to transfer audio and video over IP-based networks.

Web pages Security protocols

HTTP – the HyperText Transfer Protocol is used to allow web servers SSL (Secure Sockets Layer)
and browsers to transfer files over the internet. It is how we access and TLS (Transport Layer
the World Wide Web. Security) are used to ensure
HTTPS – the secure version of the standard HTTP. It uses public key that transactions over
cryptography to encrypt communications between a web browser networks are kept safe. SSL
and server. is gradually being phased out
and replaced with TLS.
FTP – the File Transfer Protocol is used to transfer files over a
network. It is the technology used to upload files to a server as well
as to download large files.

There are two protocols to talk about for

this question. Look at the case study – one
Alex is a business executive who uses email as her main protocol is certainly more useful to Alex
means of communication. As she has to travel a lot she than the other. Remember, when you are
needs to use her email on several different devices. asked to ‘evaluate’, you need to review the
Evaluate the protocols used for receiving emails and information so you can give a supported
which would be most beneficial to Alex. judgement about the topic or problem.
Often, a conclusion will be required.

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Data transmission issues

Data transmission is an important part of computer use. It involves sending digital messages between
devices in a network, such as in a LAN or over the internet. Here are the main issues associated with
data transmission that you need to know about.

Security considerations VPNs and security

User authentication – usernames
and passwords authenticate
users who have permission Organisation’s
to use a network and prevent servers
unauthorised access by hackers.
Firewalls – these monitor traffic
to prevent unauthorised access
and dangerous data packets
being passed into the system
Secure VPN tunnel
and causing harm.
Internet
Encryption – information can Router VPN client
VPN server
be intercepted while being Firewall
transmitted. Using encryption
ensures intercepted data cannot VPNs create a secure connection
between
be read. HTTPS is a commonly remote sites and users over the
internet to
used method for secure data prevent data being intercepted and
read.
transmission.

Bandwidth and latency Bandwidth and latency implications

Bandwidth is the rate of data Browsing the internet doesn’t need an instant response so
transfer over a network – usually latency isn’t a big factor. Bandwidth is an important factor as it
measured in bits per second. affects how long files take to download.
Latency is the time delay for a Online gaming needs very low latency as players need a fast
data packet to transfer to its response for real-time updates of character movements, etc.
destination – usually measured in Video calls need low latency and high bandwidth as you need to
milliseconds. transfer a lot of data (video and audio), but you also want a fast
response to avoid stutter.

Compression Codecs
Compression reduces file size so files can be transferred A codec is a program used to
faster. Compression is used for images to be displayed compress and decompress video and
on the Web, video and audio in streaming and VOIP, and audio files. This reduces the space they
documents attached to emails. There are two main types of take up on disk and allows fast transfer
compression. over a network, such as the internet,
• Lossy – data removed during compression is permanently for VOIP calls and online streaming.
deleted. Commonly used in images, audio and video. This leads to a loss of quality in the
• Lossless – all original data can be recovered when video or audio – in the resolution,
uncompressed. Commonly used for documents. frames per second or both.

Joanna is a big fan of online video games. She is currently experiencing a lot of Make sure you
skipping. She has a high bandwidth connection and thinks the problem is the latency. relate your answer
to the context of
Describe how bandwidth and latency would affect Joanna when playing video games. video gaming.

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Features of online systems

Cloud storage is a method of storage where data is stored on remote servers, rather than on the
user’s local computer or in an organisation’s own data centre. Similarly, in cloud computing, software is
stored on remote servers and accessed by users via their browser.

Uses of …
cloud storage cloud computing
Personal use Personal use
• Storing files such as photos and • Accessing graphics editing
videos online, so they are synced and software, email and home office
accessible on all the user’s devices. software on a variety of home
Professional use computing devices.
• Storing off-site backups of business Professional use
data, to allow recovery in case of loss • Accessing office applications and
of data. email without having to install the
• Accessing business documents while software on all workstations.
working off-site.

The impact of cloud storage and computing …

on individuals on organisations

Advantages Advantages
Data can be accessed on the wide Off-site backups are more physically secure (e.g.
variety of devices used in the home. safe from fire).
Software with specification A business can subscribe and unsubscribe to
requirements that are too high for a home software according to changing needs.
computer can be easily accessed through Organisations can save money as IT staff are not
cloud computing. needed to manage software installations and less
Disadvantages powerful hardware is required.
Cloud storage and computing can make Disadvantages
heavy use of bandwidth. Organisations have no control over the security
Hackers could access and misuse of their backups, as that is controlled by the cloud
personal photos or videos on the cloud storage company.
storage servers. Privacy concerns over who can access the
organisation’s data within the cloud storage company.
Software is inaccessible if there is a network outage.

Note that Kyle is using a

mobile internet connection.
Kyle uses his smartphone to take photos and videos which he normally stores What are some of the issues
on his device. He has a mobile 3G internet connection, and he has decided with this that could impact
he would like to use cloud storage to save his photos and videos so he can on uploading videos to
instantly access them on his PC when he gets home.
cloud storage?
Explain two implications of using cloud storage for Kyle.

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Using online systems

Using online systems, such as cloud computing and storage, can offer big benefits to organisations
and individuals. However, there are factors that must be considered before switching to these online
systems to ensure it is the best decision for an organisation.

Cost
Security
There is a great range in the costs for online services. Many
Online systems create cloud storage services are free of charge to individual users up
security concerns as data is to a certain data limit, but charge monthly fees for businesses.
accessible over the internet, There are free services available to organisations, which can
potentially to hackers, and save a lot of money, such as Google Drive (although if you
you have little control over want to impose things like corporate control and policies,
security procedures. costs are involved).
If security is important,
choose an organisation that
implements high security
protocols.
Features
Cloud software sometimes has fewer features than
a locally installed version. However there are a wide
Ease of use range of options available, as cloud services allow
users a lot of choice to find a suitable product.
Some online services are easier for
non-technical users than others.
Cloud storage systems often sync
your data with your computer,
allowing you to access your cloud
files using the same interface as for Connectivity
your local files. Cloud-based storage and software require internet
Also check on the amount of connections in order to access the services.
technical support available to users. You may be limited in your options if your internet
connection is slow or you have a limited data
allowance.

Remote working
Online systems allow people working from home,
or anywhere outside the office site, to access
the network of the organisation they work for.
Systems that help with this include:
• VPN – allows a secure connection to be
made to the organisation’s network over the
internet. Remote desktop
technology –
• Remote desktop technology can also be
used to fix computer problems remotely, and is allows a user to
often used by technical support departments log in to and use
For more on VPNs, see
to promote a more effective way of working. their work system Links
pages 17 and 20.
from a remote
device.

Always read the question carefully.

Kasia is looking into switching to a cloud-based office Make sure your answers are relevant to
software service for her small business. cloud software and not cloud storage.
Explain two factors that Kasia must consider before switching
to an online service.

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Online communities:
methods of communicating
An online community is a group of people who communicate over the internet about common interests.
We use a wide variety of different online services to form and participate in these online communities.
Here are six commonly used types of online community.

Social media Blog

Social media sites like Facebook are used Blogs, microblogs (snippets of information
to share content and communicate with rather than longer posts) and vlogs
others. A key part of this is creating (video blogs) let people regularly share
groups, often based around locations, information, such as news and opinions, with
events or hobbies, to communicate news others on a topic of interest.
and stories with others who share these Others can then comment on the videos or
interests. There are also professional media blog posts to create a dialogue between
sites, such as LinkedIn. people with shared interests.

Wiki Chatroom/instant messaging

Wikis are created and maintained by online • A chatroom is a website where users
communities. Groups of people with shared can communicate by posting short
interests add and edit content on a site text messages. These are viewable by
to ensure the information is up to date and everyone on the chatroom.
accurate. • Instant messaging also lets users write
For example, you can find a dedicated wiki short text messages but directly to a
for most popular video games, movies and person or a group of selected people,
TV shows. so it is slightly more private.

Podcasts Forums
Also known as a message
board, a forum is a website
Podcasts are audio (and used for online discussion
sometimes video) files where users can post messages
posted to the internet for and questions publicly for other
download. They are normally users of the site to read and
produced as a series on respond to.
a particular topic. People Forums are usually based
interested in the topic can on a topic of interest, such
subscribe to the podcast to as technology or particular
get the latest episode. hobbies.

Amit is a big fan of football and wants to be able to chat

with others about his favourite team. There are lots of different options here. Make
Describe three different methods for Amit to get sure you mention examples of how Amit would
involved in an online community. use each type of online community you identify.

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Online communities:
implications
Both individuals and organisations make extensive use of online communities. This has had many
implications on how we live our lives and how we work. Many are positive but some are negative.

Implications of online communities for individuals and organisations

Privacy Cost
• Personal information accessible by other users. • Usually free for users to make use of.
• Can be misused by others, such as for • Users need to accept advertising.
cyberbullying.
User experience
• Ease of use – services often offer
Meeting needs sophisticated features but are
• Allows users to communicate nevertheless intuitive and accessible.
with others, organise events, • Accessibility – can provide
etc. companionship for individuals isolated
due to a disability or other personal
circumstances.
Security • Performance – can be used on a range of
For devices effectively. A lot of communities
• Danger of accounts being
hacked and data stolen. individuals have dedicated apps to target lower
• Information could be used for powered devices
identity and bank fraud. • Availability – being able to use offline or
with limited connectivity is a challenge.

IMPLICATIONS Cost
Customer needs
• Communicating with customers OF ONLINE • Maintaining a presence through
is easier. COMMUNITIES online communities is usually cost
• Easier communication helps a free, although additional paid for
business understand customer services are available (for example
needs better. direct marketing).
• Implementing own system has

Security
For large development costs.

• Systems vulnerable to hacking organisations Employee/customer experience

attempts, which may result • Improves their experience
in damage to reputation and of a business due to good
image, as well as potential communication.
legal issues.
• IT security staff and Working practices
procedures required. • Changes the way we work.
Productivity Implementation • New job roles for social
Current systems • Can cause • Extensive testing needed media and new advertising
• May need to transfer distractions for to ensure no errors. opportunities.
data from existing employees. • Timescales may be long
systems. • Can improve for implementing system.
• May need to communication which
communicate with can aid productivity.
existing systems.

Try to think of both positive and

negative implications for the
A business is considering implementing a forum to provide business.
customer support and to allow customers to feed back on products. You aren’t asked to make a
recommendation for the business,
Explain two impacts for the organisation of implementing a forum. but bear in mind what you might
recommend if this was an ‘analyse’
question.

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Threats to data, information

and systems
Using information technology systems to store and transmit information in digital form always comes
with threats to the security and privacy of the data being used.

Examples of threats
Malware Viruses, worms, trojan
s
This is software designed to cause harm to
to data and systems and spyware are all
examples of malware.
your IT system, such as deleting, altering or Remedy FREE edition virus software ?

+
stealing data.
Threat Detected!
Hackers While opening file: C\Documents and Settings\Emma\Desktop
\MusicMan.EXE
A person who exploits weaknesses in IT Trojan horse BreakOut.Feralpoint8.PUM

systems in order to gain unauthorised access ? Ignore Info Heal Move to vault
is known as a hacker. This can be done to
steal, alter and delete data from your system.
(There are also ‘ethical hackers’ who are
employed by companies to test defences RELYBank
and security.)
Dear Sir/Madam,
We would like to notify you that an attempt has been made,
Phishing within a country other than the UK, to withdraw the amount of
€560.00 from your account.
A phishing email is one that pretends to be
If you did not make this withdrawal, someone else may have
from a reputable company in order to get gained access to your account, and we need to verify your
individuals to reveal personal information. personal details. Please click on the link below to report this
withdrawal as incorrect and to confirm your personal details.
We aim to resolve any discrepancies within 10 days.
Accidental damage Thank you for choosing to bank with RelyBank.
Not all threats to individuals and businesses Member FDIC ©2010 RelyBank Ltd
are malicious.
A lot of damage is caused through human A common phishing email claims to be from a bank.
error, such as accidentally deleting or It instructs the user to click on a link and enter their
overwriting files on a computer, or spilling a bank details, supposedly for verification purposes,
drink on a device and damaging it. but really to steal the person’s bank details.

The impact of threats on individuals and organisations

The impact on individuals The impact on organisations
• Identity fraud – the stolen personal information • Loss of reputation – a business affected by
is used to open bank accounts, obtain loans, any of the issues will lose the confidence of
take out mobile phone contracts, etc. customers, who will turn to other businesses
• Bank fraud – a criminal user gains access to that haven’t been affected.
your bank account and uses it to withdraw cash • Loss of income – during the down time caused
and purchase items. by many of these threats, a business will not be
able to carry out its normal business practices.

You need to fully

describe each threat
Henley Investments is a finance company that provides investment advice and financial you identify and examine
portfolio management services. Given the sensitive nature of the financial information
its potential impact on
that the firm manages using IT systems, it is concerned about threats to its systems.
Henley Investments.
Analyse the impact that threats to data security might have on Henley investments.
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Protecting data:
tools and techniques
There are many tools and techniques we can use for protecting data stored and transferred using IT
systems. Software and hardware tools are one important approach, as well as techniques and processes
for limiting access and securing data.

Techniques for protecting data

Backup and recovery procedures
Ensure that data can be recovered
File Passwords
following any loss of data.
permissions Limit access by
and access ensuring users
levels keep a secure
Ensure access password to
is restricted access system.
to those who Protecting data
need it.

Physical access
Digital certificates control
Protocols
Allow secure data Prevent unauthorised
Define data transfer
transfer using public Biometric authentification
processes to ensure access using locks,
key encryption. identifies individuals’
secure transfer. biometrics, etc.
unique fingerprint patterns.

Tools for protecting data

Tool Description Reason for using Need to be aware of
Anti-virus Detects and removes Protects systems from all Must be regularly updated
software viruses and other malware forms of malware. as new viruses are
from a computer system. created regularly.
Monitor network traffic Firewalls are key in Firewalls are not 100%
Firewalls
into and out of an IT preventing hacking effective – security holes
system; block suspicious attempts as well as worms. can be exploited, e.g. in
traffic to prevent outdated software.
unauthorised access.
The conversion of data The most effective form Encryption keys must
Encryption
into an unreadable code of security, as encrypted be maintained and kept
known as ciphertext. data cannot be read secure. A lost key means
without the encryption key. the data is irretrievable.

Encryption of stored and transmitted data

• We encrypt our hard disk so that anyone who gains access to our system (a hacker, or someone
accessing a stolen device) cannot read our stored data.
• We encrypt data while it is being transmitted so that if it is intercepted it cannot be read.

As well as naming and describing

the techniques, identify how each
Highcastle Advertising is an advertising agency that works with
companies requiring high levels of security for their new products. one protects the data and the
implications it has for Highcastle
Analyse two techniques that Highcastle Advertising can use to keep Advertising.
their data secure.

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Protecting data:
legislation and codes of practice
Data protection is supported through legislation. Non-compliance is very serious and can be punished
with large fines and imprisonment.

Legislation for protecting data

The main data protection laws are the Data Protection Act and the Computer Misuse Act.
Role Impact on organisations Impact on individuals
Data • The main UK legislation for • Increased costs to meet • Personal data collected
Protection protection of personal data. requirements for data by others is likely to be
Act 1998 • Protects the privacy of security. kept secure and not be
individuals’ personal data • Limited in how much data misused.
held by others. can be gathered and how • Compensation can be
• Gives rights to individuals it is used. claimed for any harm
on what data is collected • Fines of up to £500 000 caused due to misuse
and how their data is used. if in breach of the law. of an individual’s data.
Computer • Protects against attacks • Organisations’ computer • Provides protection
Misuse on IT systems used to gain systems are more secure from attacks to an
Act 1990 unauthorised access and due to the deterrent of individual’s computer
steal or cause damage to legal repercussions for systems.
data. attacks on systems. • Those who carry
• Covers threats like hacking • Requires organisations out attacks can face
and spreading malware. (and their employees) to unlimited fines and up
develop and adhere to to 10 years in prison.
Links
For more on legislation effective security policies.
associated with IT
systems, see pages 38 and 39.

Codes of practice
When data protection fails
Professional bodies and the Information
In 2007, families in the UK were informed of a Commissioner’s Office (ICO) define codes of
potentially massive fraud alert. This happened after practice for how organisations handle, share
two computer discs which held the personal details and protect data.
of all UK families with a child under 16 went missing.
Codes of practice are not legal requirements
The Child Benefit data included name, address, – they are best practice guidelines, which
date of birth, National Insurance number and, in aim to:
some cases, bank details of 25 million people and
7.25 million families.
• help support compliance with the Data
Protection Act, Computer Misuse Act and
On behalf of the government, other related legislation.
the then chancellor, Alastair • ensure data is not mishandled, which
Darling, issued an apology and would lead to a negative impact on an
an emergency statement in which organisation’s reputation
the incident was described as a
• give individuals confidence that the data
‘catastrophic’ failure. they supply to organisations will be safe.

Make sure you name each

piece of legislation before
Susan is completing a registration form to sign up for an online
retail site. In the process she is providing a variety of personal you describe it. Identify an
information to the business gathering the data. impact of each law on Susan’s
situation.
Describe how two pieces of legislation help to protect Susan’s data.

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Features of online services

Online services are information and services that are made available over the internet, usually via a web
browser. As a result, access to these services is extremely flexible and convenient.

Examples of online services

Some features are common to all types of online services. These include
24/7 access and availability on a wide range of devices. Others are more
specific to different types of service.

Wide range of competition to choose from. Products and services

Retail may not be regulated.
Saves transport time and costs.
• E-commerce sites May result in nuisance
Better targeted marketing can be
• Online auctions performed online.
emails and texts.

Can manage finances from home. Not all services may be

Financial genuine.
services Reduces the need for visiting financial
institutions to conduct business, resulting in Potential for
• Online banking reduced travel times and costs. unauthorised access
• Online trading through security breaches
and social engineering.

Can learn in your own time. Need to make sure

Education and the course is properly
training Access to a wider range of courses than accredited.
those taught in the local area.
• Distance learning degrees Lack of structure may
• E-learning new skills impede learning.

Provides the most up-to-date information Need to check

News and the reliability of the
possible.
information information provider.
Helps to plan travel and events to avoid
• Traffic reports traffic, bad weather, etc. Too much information is
• Weather reports accessible too quickly, for
Can be personalised to show news on example potential impact
• News websites particular topics. and prejudgment of the
accused before trial.

Access to a wide range of music, TV and Safety locks may

Entertainment be needed to protect
films for low subscription cost.
and leisure children from unsuitable
Can play games with people all around the content.
• Music/video streaming world.
• Online gaming
Accessible anywhere with an internet Potential for the loss
Productivity of the ‘human touch’
connection and on most connected devices.
• Cloud computing software Supports collaborative working, sharing
by using technology to
• Communication tools (e.g. communicate and plan in
information and communication. isolation.
video conferencing, email)

No need to travel to make booking. May disadvantage

Booking systems those without internet
Fewer admin staff needed to take bookings. access.
• Transport
Avoids having to wait in a telephone queue
• Hotels (e.g. for GP appointment).
• Appointments
Not all implications are positive. In your answer
to an ‘analyse’ question you’ll be expected to
Analyse the implications of different online services. discuss both the positives and negatives.

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Business uses of online services

Some of the business uses of online services are collaborative working, the collection of transactional
data and targeted marketing.

Collaborative working online

Version control
This is important because it means a user
knows which is the most up-to-date document
to use. It is especially important when using
collaborative working.
Version control can be managed by:
• locking the file and making it ‘read only’
while one user is viewing or editing it
• using software that allocates version
numbers and dates of editing.

Online services such as cloud computing

and VOIP allow people to collaborate
on projects over the internet.

Users in different locations can work on the

same project.
Users do not need to travel to work together,
saving money, time and the environment. When people are working together,
using the same documents, it’s
Users can work on the same document
important to know you are using
instead of on different versions.
the most up-to-date version of a
Users can use shared workspaces even file or folder.
though geographically separate.

Transactional data Uses of transactional data

Businesses collect data from transactions made Transactional data can be used to:
by their customers. • ensure specific marketing
Examples of online transactions are purchases • analyse trends so that there is enough stock
from retail sites and use of banking services. available to meet forecasts
Loyalty cards allow collection of data from • plan the workforce (particularly for service
purchases made in store as well as online. industries).
Cookies are used to track browsing habits and
target advertising.

Targeted marketing £10 OFF

• This is used to target specific demographics, such as a When you spend
particular age, gender or shared interest groups.
£30 or more
• It uses ‘likes’ to tailor marketing.
• It is relevant to recent search or browsing activity.
Businesses can use targeted marketing to
reach very specific groups or even individuals.

Meera produces customised gifts for all sorts of celebrations

and is hoping to be able to concentrate on this full time. For questions like this you should
suggest a few alternatives and highlight
Describe how Meera might use online services most effectively the reasons why the one you think is
to increase her orders? most effective would be the best one.

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Uses and implications of

IT systems
IT systems have been developed for use in many different ways by different types of organisation and
business. Their impact is far-reaching in all areas of work.

Organisational uses and implications of IT systems

The table gives examples of uses of IT systems in organisations and some typical implications of those
systems on the organisations using them.
IT system Features and implications

Stock control Automatic stock reordering.

Accurate stock levels recorded.
Can be expensive and may require staff training.

Data logging Highly accurate recordings.

and analysis Doesn’t require humans to log data.
Automatic processing of data and output in different formats.
Requires persistent data connectivity to provide real time Data logging
telemetry systems can be
used in hazardous
General office Improves efficiency and quality, e.g. in reports, conditions or places
tasks presentations, spreadsheets. humans cannot
May require training of staff. access, for example
IT support teams needed to correct issues and maintain geolocators to
software. log the path of
migrating birds.
Creative Makes it easier to edit film, music and artwork.
tasks Many ways of sharing creative work, e.g. video and image sharing websites.
Files from creative tasks such as film editing require large storage capacities.
Piracy concerns.

Online Allows very specific targeted marketing based on users’ browsing habits.
advertising Very cost effective, with a variety of payment methods, such as cost-per-
click, cost-per-impression and cost-per-lead.
Difficult to choose the best site for your adverts from the huge choice.

Manufacturing Improved efficiency – robots don’t take breaks or make mistakes.

Hazardous tasks can be performed by machinery.
Loss of jobs in manufacturing, and can be very expensive to implement.
Cannot deal with exceptions easily.

Security Includes technologies such as swipe cards and biometrics.

CCTV monitoring and video technologies require fewer staff patrolling.
Often expensive to implement these security systems due to the use of
specialist hardware and often bespoke software solutions.
Privacy concerns.
Don’t forget to look specifically at
what impact your suggestions mig
ht
have on Lisa’s business and why.

Lisa runs a small cake company that specialises in bespoke cakes for both personal and corporate
customers. At the moment, she doesn’t use computers at all and estimates the cost of each cake.
Describe two ways that Lisa could use IT systems to help her develop her business.

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Impact of IT systems on
organisations
The potential of IT systems to enhance and improve businesses is obvious but there are many things to
consider before embarking on the introduction of new IT systems in any organisation.

Impact of IT systems
User experience – does technology enhance what the users already do?
• Will it be easy to use and intuitive?
• Will the system increase performance and be reliable and available as users expect?
• What about users with additional needs?
Employee/customer needs – are people more productive and feel that the technology is
helping them (or hindering them)?
• Losing touch – are businesses losing that personal touch in the quest for ever more
efficient working?
• Big Brother – do customers and employees feel ‘monitored’ in a negative way?
Cost – how much is it going to cost, can this be related to the benefit received?
• Ongoing costs – maintenance, redundant systems
• People costs – training, skilled technical personnel
Implementation – how long might it take to put into place? How is the ‘changeover’
going to happen?
• Timescales and downtime – how long is it going to take? Is there a Plan B? How is
downtime of existing systems (ways of working) going to be minimised?
• Testing – how is the system going to be tested thoroughly? Who is testing and how?
Replacement/integration with current systems – where does a system fit into the
bigger picture?
• Will it work with existing systems?
• What about existing data? Customer records, sales records, financial records
Productivity – how does a system help a business meet its goals more effectively?
• Automation – reduce ‘human error’, increase efficiency
Working practices – what impact will it have on ways of working, people, processes?

User support and staff training needs (initial and ongoing) – is there a cost to train
and upskill staff?
• Staff culture – how will staff accept new IT systems?
• Staff skillsets – does the level of technical and support expertise required change?
Security – how is sensitive data protected? Is it secure?
• Compliance with new legislation
• Public relations risk of data breaches

When describing a use don’t

Ayisha has a business operating three supermarkets. She is forget to include how a
looking at how she can use ICT in order to make the running of the potential service might be
supermarkets more efficient, as well as how to expand her business. implemented and use the
checklist above to identify
Describe two potential uses of online services to help Ayisha achieve her other stakeholders.
goals and describe how they might impact other areas of the business.

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Gathering data
Organisations need to gather data for a wide variety of reasons. One of the most common reasons is to
find out what their customers want and what they are prepared to buy.

Sources of data Data reliability

When gathering data we can collect it from two For data to be useful, it must be reliable.
different sources. These are: For data to be judged reliable it must be:
• Primary – data is gathered directly from the • Complete – all the data must be there.
source, for example using a survey or from For example, sales data that misses a month’s
sensor readings. results could lead to incorrect decisions.
• Secondary – this is data that already exists, • Accurate – the data must be correct and
for example from previous research, books, truthful. This is easier to achieve from primary
journals or reports. It could also be data sources; secondary data must be from a
on shopping trends (bought from a market trustworthy source.
research company).

Collecting primary data

Questionnaire
Here are three common ways of carrying out
a survey. This comprises a series of questions, usually close-
ended with checkbox answer options. Traditional
paper formats or electronic questionnaire websites
can be used.
Surveys are an Allows you to gather information from a large
excellent method audience in a short space of time.
of gathering All respondents get asked the same questions,
primary data. giving consistency to data.
The organisation The traditional closed questions don’t offer any
gathers the data explanation of answers, while remote questionnaires
itself, so can be may be misinterpreted by users resulting in less
sure it is reliable. reliable data.
Response rate is usually very low.

Interview Focus group

This is a focused one-to-one meeting with an This type of survey involves a group of people
individual where an interviewer asks questions. who are invited to take part. The participants
This could be face-to-face, over the phone or answer questions and share ideas by engaging in
online using video conferencing. conversation.
Follow-up questions can be asked, giving more It is quicker to gather information from a large
detailed understanding of answers. group than from individuals.
Personal contact can elicit greater honesty Respondents react to each other’s answers,
from the respondent. providing very detailed data.
It takes a significant amount of time to gather Assembling a group of people at the same
data from a range of people. time can be difficult.
Data is less quantitative than from As with interviews, the qualitative data can be
questionnaires and so harder to analyse. hard to analyse.

Choose two sources from questionnaire, interview

or focus group. Make sure you look at both the
advantages and the disadvantages of each.

Haldtech Ltd is developing a new product in order to enter the mobile computing market. It needs to find out
what its potential customers are looking for.
Analyse two primary sources of collecting data that Haldtech Ltd could use in order to find this out.

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Processing data
Data is invaluable to organisations and individuals. It is used to make decisions, spot trends, gain
competitive advantage and to monitor progress. It is at the heart of a modern company.

Importance of data accuracy

Inaccurate data can be a serious problem for organisations and individuals, as it leads to incorrect
decisions being made. For example:
• incorrectly recorded stock levels could lead to ordering too little or too much stock
• inaccurate traffic information could lead to being late for an interview.

Methods of ensuring data accuracy

IT systems allow us to apply automated checks on
data being entered. These do not ensure the data A validation
is 100 per cent accurate, but they do ensure it is error message
sensible and matches the original source.

Method Checks carried out Examples

Validation Type check – data must be the correct type. Date in a date of birth field.
ensures data Range check – numerical data must be between Age must be between 18 and 65.
entered is set values.
sensible and
Length check – data must be less than or First name must be less than 15
reasonable.
greater than a certain number of digits. characters.
Format check – data must be in the correct Postcode must be LLN NLL.
predefined format.
Verification Double entry check – data must be entered Entering a password twice on a
ensures data twice, and both entries must match. registration form.
entered Proofreading check – data must be read through A checkbox asking you to confirm
matches the to ensure there are no data entry errors. data entered is correct.
original source.

Extracting and sorting data

1 Data is extracted from 2 The data is 3 The data is 4 The database
unstructured sources, entered into stored in a can be sorted
such as web pages a system for database program and searched
(web scraping), emails processing. to add structure. using SQL
and documents. queries.

Numerical and data modelling

• Data modelling ensures that the database is correctly structured, allowing the data to be efficiently
processed.
• Correctly stored data can be used in numerical modelling. This involves simulating systems to help
analyse data and make predictions, such as weather models used to forecast future weather patterns.

Make sure your examples are relevant

A new social media site has a registration page that allows
users to sign up to use its services. to the sort of data entered into a
website registration form.
Describe two validation methods and one verification method
that could ensure data is correctly entered into the form.

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Data presentation and trend

analysis
Data that is presented effectively can be interpreted easily and used to identify trends. Poorly
presented data can waste time and not provide the information needed.

Data presentation Count of Source

Data is meaningless unless it is presented in a SOURCE OF QUOTES

way which allows decision makers to use it to Dec

inform their decisions. There are many tools Nov

available to present data. Years

Oct

Sep Source

2016
Quote Date Other
Aug Existing Customer
Jul Advertisement

Jun

May

+− 0 5 10 15 20 25 30

Charts allow you to immediately get a ‘feel’ for

Data presented as text is not particularly easy to the data. Extremes can be seen at a glance and
digest but it does offer some advantages: it is businesses can identify trends.
straightforward to find the detail of the thing you
are analysing without having to interpret pictorial There are a wide range of charts available
representations. including line, bar, pie, scatter, radar and surface.

Trend analysis Sum of Amount

Businesses that can identify trends quickly and easily are TOTAL
the ones which stay ahead of the competition. The more 700000

data available, the more accurate and valid the trends 600000
500000
should be. 400000
300000 Total

A large dataset is meaningless at

200000
100000
ld
first glance. A company owner wou
0 Feb Mar Apr May
Jun Jul Aug Sep Oct Nov Dec Jan
ugh
spend a long time searching thro
2016
2015
+−
to identify trends by looking at
Years Date

figures alone. However, by changing the data and

performing some grouping, and presenting
it in a graphical form, you can see that
sales peak during the winter months.

This analysis of trend data allows an organisation to plan things like staffing and
stock. More detailed data allows for more detailed predictions. It may be that
sales of certain products peak at certain times of year.
A ‘pivot chart’ could combine sales data and cross reference sales per month
with individual product lines to identify which lines perform well or not at
different times of year. Pivot charts are excellent at combining massive data
sets to compare two (or more) variables.

Think about what tools

Frank owns a small café in the city centre and often needs to take staff on at Frank could use and how
short notice to meet demand. he might present data in
different ways to help him
Describe how Frank might use the data he already has about sales to forward forecast his business’s
plan his staffing levels. trading patterns.

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Presenting data and results

User interfaces of database systems are used to collect data for processing and to output the results
to users, so that they can interpret and use that data. How effectively the data is presented affects
how useful it is to an organisation.

Presenting data and results

Relational database applications and spreadsheets are used to present information in a variety of
formats. This could include:

Tabular data – tables can be formatted, Graphical data – a variety of formatted charts to
sorted and searched to produce outputs. present information in an easy to interpret format.

Error reduction Ease of use and accessibility

A good user interface helps to reduce errors A user interface needs to make it easy for users
when data is inputted, for example by: to navigate, input data and receive outputs,
• automating certain aspects, for example by regardless of disability, such as limited motor
providing dropdown list boxes, spinners and function or visual impairment.
checkboxes to enable data entry without
typing Intuitiveness
• labelling input areas so users know what to An intuitive user interface allows users to easily
enter in each box work out how to use both the interface and the
• providing warnings when incorrect data is data it provides without a lot of training.
entered Clear navigation, good labelling and choosing
• using techniques such as colour to indicate the right output formats all help to improve
data entry. intuitiveness.

Functionality Performance and compatibility

The user interface must allow an organisation to A system needs to be able process the inputs to
make use of the data stored in the ways that the user interface and present outputs quickly.
it requires. For example, the organisation may Poor performance leads to frustration and
wish to carry out certain types of calculation or reduces productivity.
produce specific types of report. For instance, The system needs to be compatible with other
a report detailing items that are out of stock, systems that either input data into the system or
rather than just a full stock report, allows for receive outputs from it.
more efficient working.

Give explanations that are

relevant to the type of data
A business needs to store data from a customer satisfaction
that might be collected
survey it performed in order to process and present the results.
from a customer satisfaction
Explain two characteristics of a user interface that will help make survey.
it easier for the business to input the data.

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Moral and ethical issues 1

The use of IT systems has changed how we live our lives and do business, with both positive and
negative effects. As a result there are different moral and ethical issues which both producers and users
of IT systems need to consider.

Environment Unequal access

• The ever-growing demand for electronic devices Not everyone has access to IT systems and the
means increased manufacturing output and internet.
increased energy needed to run the devices. • There is a distinct divide between access in
• These have negative by-products such as countries in the developing and developed
greenhouse gases which affect climate change. world.
• Many schools and colleges make resources
available online. Students who do not
have computer access at home may be
disadvantaged in their learning.

Our constant need to update IT

systems has led to increasing
amounts of ’technotrash’ in landfills.

Online behaviour Globalisation

Netiquette describes acceptable behaviour on Globalisation describes the process of
the internet. It attempts to solve problems countries becoming increasingly interconnected,
such as: particularly the increase in trade, transport and
• the perception of the internet as an impersonal communications.
and anonymous place to communicate, leading • IT systems have played a key role in facilitating
to unacceptable behaviour online this process.
• trolling and cyberbullying on social networking • Despite obvious benefits, globalisation has also
sites, which also affect people’s offline lives. caused or exacerbated problems such as job
outsourcing, disease spreading, environmental
damage and terrorism.

Freedom of speech Acceptable use

Some users of sites, such as social Many companies have acceptable use policies that define
networking, blogs, vlogs and forums, how employees can use IT systems, such as websites and
express views that many people find email while at work.
offensive.
• Many sites set rules for the content Employees who
added by users and for user use IT systems for
behaviour, and close down accounts, activities not allowed
groups and pages that are in breach under acceptable
of these rules. use policies can
• Some users feel this is a form of be subject to
censorship and a violation of their disciplinary action.
freedom of speech.

Look at the issues identified on this

Explain two moral and ethical issues faced by people who use IT page and choose the two that are
systems in order to express their views online. most relevant to this particular use
of IT systems.

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Moral and ethical issues 2

Many of the issues that arise from the use of IT systems are covered by legislation (see pages 38 and
39) but there are also moral and ethical concerns associated with these issues.

Health and safety Top of monitor Balanced head

Health and safety issues associated to be at or just and neck, in
with IT systems include the risk of below eye level line with body
repetitive strain injury (RSI), eye and
back problems. Relaxed Elbows are
shoulders supported
Employers have a moral responsibility and close
to carry out risk assessments and to body
Enough space
provide suitable equipment and working for keyboard
conditions for employees. and mouse Lower back
is supported

Providing ergonomic workstations Wrists and Feet flat

hands are in line on floor
is part of an employer’s duty to
with forearms
its employees.

Copyright Computer misuse

Illegally downloading movies, TV shows, music Attacks on computer systems, such as viruses,
and software has become more prevalent with hacking and denial of service (DoS) attacks cause
the growth of IT systems and services such as harm to individuals and businesses.
bit torrents and online streaming. Likewise the The effects can include loss of income for
availability of images on the internet increases the businesses, loss of jobs, theft of personal wealth,
risk of people infringing copyright in their work. and the upset resulting from the inability to use
These practices threaten the livelihood of the our IT systems.
people who produce these works, and those who
sell and distribute them. Links For more on
computer misuse
see pages 25, 27 and 38.
Protection of data
Organisations and individuals have an ethical Links For more on
responsibility to protect the data of other people data protection
see pages 27 and 38.
that they are using, storing and transmitting.

Privacy Accessibility
Privacy can be compromised by IT systems. Many New IT systems should be accessible to people
of us use social networking sites, blogs, online regardless of disability.
messaging, email and a wide variety of other Inaccessible systems cause upset and stress,
services to share large parts of our lives online. and can deny people with disabilities access to
The growth of services, such as location aware work, services and leisure facilities.
targeted advertising and software, blurs the lines
between our online and offline worlds.
The misuse of this information can have severe Links For more on accessibility
see page 39.
negative impacts. Cyberbullying, identity theft
and bank theft are examples.

You need to relate

each of the issues to
An online business gathers personal information on its customers when they the case study given.
register for their website. They also record information on customers’ buying Copyright, for example,
habits while using the site. would not be particularly
Explain two moral and ethical issues the business needs to consider relevant here.
when gathering this information.

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Legislation protecting
users and data
You need to know about the role and implications of the main UK legislation for protecting data and users.

Legislation affecting use of IT systems

• This covers consumer rights • This act is an amendment to
regarding goods and services, the Computer Misuse Act
• Protects the rights of including digital content. so that it covers denial of
creators of original pieces service attacks (DoS). (A
of work (e.g. music, video, DoS aims to disrupt an IT
• Consumers have
books). This prevents system, e.g. a web server,
the right to repair,
others distributing this and prevent user access.)
replacement or
work without the copyright refund for faulty
holder’s permission. digital content.
Police and Justice
Copyright, Designs Act 2006
and Patents Act (Computer Misuse)
1988
Consumer Rights
Act 2015
• Breach of the act incurs
penalties of up to 10 years
• The maximum
imprisonment and unlimited
sentence for a DoS
fines.
attack is 10 years
Legislation in prison.
Data Protection Act
1998
The Copyright Computer Misuse
(Computer Programs) Act 1990
The Health and Safety
Regulations 1992
(Display Equipment)
Regulations 1992
• It makes company board directors • This extends the Copyright,
• These regulations liable to prosecution for allowing Designs and Patents Act to
require organisations illegally copied software to be include computer programs.
to make sure that used in their organisation.
display equipment, • Failure to meet the regulations
e.g. computer
monitors, meet health
is punishable by up to two years
Links The Data Protection Act
imprisonment and unlimited fines. and Computer Misuse Act
and safety standards. are covered on page 27.

Why legislate? Who benefits?

• Legislation ensures compliance. • Individuals – they can trust systems and be
• It encourages and builds trust in systems. sure their personal data is protected.
• Ubiquitous computing means our virtual • Society – the use of powers is transparent
lives are as important to us as our real and clear.
lives. • Organisations – their reputation is ensured.

Make sure you name

Simon likes to copy his favourite music from the CD to his computer hard drive the law, describe it and
so he can listen to it all without needing the discs. He has recently started to explain the punishment
upload his music to his own website so others can download and listen to it. Simon could receive.
Explain which legislation Simon is breaking and the implications he will face as
a result.

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Content

Legislation ensuring accessibility

Legislation in IT is not just about protecting users and data. It is also there to ensure that businesses
make their systems accessible to all users and that users with disabilities do not suffer from discrimination.

Accessibility legislation and codes of practice

Legislation Role Relevance to IT systems
Disability Until 2010 the Disability and Under the Equality Act of 2010, website
Discrimination Discrimination Act was the main owners and hosts have obligations to make
Acts 1995 and legislation banning discrimination on their sites accessible to all.
2005 the basis of disability. Service providers must provide special
Equality Act When it was passed in 2010, the computer software or additional staff
2010 Equality Act brought together and support to make their systems accessible,
replaced a number of laws, including at no extra charge.
the Disability Discrimination Act,
creating a single legal framework
to ensure equality for all. The act
applies to both personal life and the
workplace.
Guidelines Role Relevance to IT systems
British The BSI codes of practice cover BSI Standard BS 8878 aims to ensure
Standards a wide range of subjects, including that web products (e.g. websites, web
Institute (BSI) accessibility. They are in place to services and email) are accessible to users
codes of ensure compliance with legislation. with a physical impairment or learning
practice difficulty.
Open This European research project sets ‘Create’ steps:
Accessibility out a process for ensuring that IT 1 Define what accessible means for the
Framework systems are accessible. particular platform.
(OAF) The framework is broken into steps in 2 Provide user interface elements.
two categories: creation of systems,
3 Provide authoring tools.
and use of systems.
‘Use’ steps:
1 Provide platform supports.
2 Provide accessible software.
3 Provide assistive technologies.
Web Content These guidelines are defined by the The guidelines define three different
Accessibility World Wide Web Consortium (W3C®) to priority levels for accessibility.
Guidelines ensure web content is accessible to all Priority level 1 is considered the minimum
(WCAG) 1.0 regardless of disability. to allow users with a disability to access a
and 2.0 website.

Accessibility and equality

Accessibility isn’t about promoting access or giving advantage; it ensures equal access to all,
regardless of any impairment or condition. IT and computing offer a great deal by way of assistive
technology as far as equality is concerned; so it is essential that this is mirrored within industry.

You need to not just name and

Analyse the impact of legislation and codes of practice on users describe these, but also look at how
of IT systems with disabilities. they will affect these disabled users.

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Skills

Your Unit 1 exam

You will have two hours to complete the Unit 1 exam paper. You need to answer every question.

Question types Assess Calculate Complete

Demonstrate
Describe
Make sure you look out for
the command words in exam Analyse Discuss
questions, and that you
understand what type of Write
Command words Draw
answer is expected for each.
State/Name/Give Evaluate Explain
Produce Identify

Number of marks
Practising for the exam
In total there will be 90 marks available.
Each question will identify the number of
marks available in brackets. Questions Using practice questions
can be worth up to 12 marks. The number is a great way to revise.
of marks indicate the amount of time you You can use the questions
should spend on each question. in this book, the Revision
Workbook and the sample
1 mark = 1 minute 20 seconds
materials provided by the
The amount of writing space available Awarding Body to really
will also give you an idea of how much get used to the types of
detail is needed in each of your answers. questions you’ll be asked.
However, you will be able to request
extra paper if you need it.

ks. You should

This question is only worth four mar
r ans wer.
spend about five minutes on you

Jonathan is an IT security analyst working for a

large e-commerce business. It is his job to ensure As this is an ‘explain’ question you need to do more
that the company adheres to the correct legislation than just name the relevant legislation – make two
and codes of practice. clear, distinct points for each piece of legislation.

Explain the role of two pieces of legislation in

The question also asks you what ‘role’ the
keeping users’ data secure. 4 marks legislation plays – so you need to explain
extract the consequences of it briefly.
Sample response
The Computer Misuse Act makes it illegal You could also mention examples of unauthorised
for people to gain unauthorised access to IT access, such as hacking and spreading malware.
systems and data by making such activities
punishable by jail time and a fine. You could also say that a business must only use
The Data Protection Act makes it a legal personal data for clearly specified purposes, or
requirement for businesses to keep users’ that it must make an individual customer’s data
data secure, accurate and up to date. It available to that customer if they request this.
punishes businesses that don’t comply with
massive fines.
Links There is more on the
Computer Misuse Act and
the Data Protection Act on page
Make sure your factors are 27.
relevant to the workplace.

State two different factors that must be considered Look at page 14 to revise IT
when choosing IT systems for the workplace.
Links
systems in the workplace.

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 Unit 1
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Skills

Using case studies

All the exam questions will be based on case studies about a business’s or individual’s use of IT
systems. Each case study will give you all the background information you need to answer the questions
effectively. Always read the case study carefully as your answers must relate to it.

Why case studies are important

The case studies allow you to apply your knowledge of the unit’s content to real-world situations and
contexts. This will help you when you move into the working world.

Areas of knowledge you will need to apply

The devices in IT systems Transmitting data Online IT systems

• how devices are used • connection types • online systems and communities
• the relationships • networks • implications for individuals
between them • the implications • implications for organisations

Protecting data Impact of IT systems Issues involved in using IT systems

• implications of storing • on individuals • moral and ethical issues
• implications of transmitting • on organisations • legislation and codes of practice

Each case study will be in a box

above the questions, like this

Thomas is a printer repair technician who travels to offices Highlight relevant

spread all over London to repair printers.
In order to perform his job he uses a tablet to check his work information
email for new jobs and to report any updates to his managers. It’s a good idea to highlight or
underline case study details, as the
Describe the role of protocols in allowing Thomas to access student has done here, to help you give
his emails. 6 marks a specific response to the question.
extract Here, you could underline the information
Sample response that Thomas needs to both send and
There are three main protocols used in email systems. retrieve emails and the device he is
SMTP is used to send Thomas’s emails from his email using while on the move.
client to his outgoing mail server. It also transfers the
email between email servers over the internet. Relate each part of your answer
POP3 is a protocol for retrieving emails from to the case study about Thomas.
Thomas’s incoming mail server. It will download the
emails from the server to his device so he can read This is an ‘explain’ question, so applying
them offline. your knowledge of protocols is quite
IMAP is an alternative to POP3 where the emails straightforward. An ‘evaluate’ question
are synced between the server and device rather might ask you to look at which protocol
than downloaded, so Thomas would also be able to out of IMAP and POP3 meets Thomas’s
access the emails on a different device. needs better, so you would need to make
sure you fully understand his situation.

You can gain a lot of information from

case studies to help you answer the
exam questions. Which key facts would
Olivia is a marketing consultant who has several large
you underline in this question?
organisations as her clients. She has recently started to store
all of her clients’ information online using cloud storage.
Look at pages 36–37 to revise
Explain the moral and ethical issues involved in Olivia storing her Links
moral and ethical issues, and
clients’ information on the cloud.
pages 21–22 to revise cloud computing.
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Skills

Long-answer questions
Up to half the marks in the Unit 1 exam can be assigned to long answer questions (worth 10–12 marks).

This is a 10-mark question so you need to cover a

good range of possible threats to IT systems. The
command word ‘analyse’ tells you that you need to
show detailed understanding of each threat and set
Harigotts is an investment company that makes heavy out your answer using a clear structure.
use of IT systems to store data and communicate with
customers about their investments and finances.
Long answer checklist
Analyse the threats to the business when
A good answer to a 10–12 mark
using IT systems in this way. 10 marks
question should:
extract demonstrate accurate and
Sample response thorough knowledge
Malware such as viruses and worms would be a major apply knowledge to the context of
threat to the data stored by Harrigotts. If a virus the question
infected their systems it could delete the stored be well structured and balanced,
data and Harrigotts would lose all the information showing competing viewpoints
on their customers’ investments. This could lead use technical language accurately
to losing their customers’ investments and would finish with a supported conclusion
almost certainly result in a loss of business, as for ‘evaluate’ questions.
customers would be concerned about continuing to
invest with Harrigotts.
Always relate the threats you have identified
Another threat could be hackers gaining
to the business in the case study.
unauthorised access to Harrigotts’ IT systems and
modifying or stealing the data being stored. As Ask yourself, ‘How will each threat impact on
the company is storing financial information for its this particular business?’
customers, this could have severe repercussions, Harrigotts may be particularly susceptible to
with customers having money stolen from them. threats because of the financial nature of its
Phishing emails may also be a concern. If Harrigotts business.
are emailing customers regularly, then someone else
could send an email to the customers pretending Another threat you could mention is
to be Harrigotts. Customers could be tricked into accidental damage to the firm’s IT systems.
revealing personal information which could be used
for identity fraud, such as signing To improve the quality of the response, you could go
up for loans under a customer’s name. on to describe aspects of threats such as physical
threats, break-ins and/or natural disasters. There
might also be internal problems such as employees
Links
To revise threats to selling data or using data for another purpose.
data, see page 25.
You could structure your answer by examining in turn each
of the types of online community the firm is considering.

Remember to focus on the firm’s

A design firm wants to improve its reputation and increase awareness of the requirements: what are the
business through the use of online communities. It is considering making implications of online communities
use of social networking and blogs for sharing news and interacting with for interacting with customers
customers, as well as forums for providing customer support. and providing customer support?

Evaluate the implications for the firm of using online communities (for
practice purposes, you can just plan your answer using bullets). If time is tight, you could
list positive and negative
To revise online This is an ‘evaluate’ question, so implications and then write a
Links make sure you finish with a conclusion concluding summary paragraph.
communities
see pages 23–24. or recommendation for the firm.

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Skills

Short-answer questions
Short answer questions, with command words such as identify, name, state or give want you to give
factual information. Answers normally only require a single word or short sentences.

Answering short-answer questions

• Read the question carefully. • Write the answers in the space provided.
• Highlight or underline the key words. • Provide enough detail but keep to the point.
• Look at the number of marks available for • If you have enough time once you’ve
the question and make the same number completed the exam, re-read your answers
of points (e.g. 2 marks = 2 statements). to check they make sense and answer the
question.

This is a ‘name’ question, so the

examiner isn’t looking for detailed
Sally runs a wedding photography business. She is explanation, just for the names of
considering expanding into new areas of photography and different methods of gathering data.
wants to ask customers what photography services they
would most like to see.
For this question there are three
Name three primary methods of gathering information that Sally
marks, so make sure you identify
could use in order to find this out. 3 marks three primary methods of gathering
extract information.
Sample response
To gain feedback from customers on the new services The student has clearly identified three
she should provide, Sally could use a questionnaire, methods of gathering primary data.
focus groups or interviews.

Danek is setting up a home network that will allow

This question is simply asking you him to wirelessly connect his printer to his computer.
to name the appropriate network
types. Don’t worry about the pros State the two types of network that Danek could use. 2 marks
and cons.
extract
Sample response

To revise types of Danek could set up a personal area network to connect

Links his laptop to his printer wirelessly. Alternatively he could
network see page 17.
use a local area network.

To revise
Adeel has been hired as a graphic designer and his manager has
Links
input devices
asked him what input devices he will need to complete his work. see page 4.
Give three input devices that Adeel will need.

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Skills

‘Draw’ questions
If a question asks you to draw something, you need to demonstrate your understanding by producing a
diagram or a flowchart.

A bank uses a registration form in order to allow its customers to sign up for its
online banking services. The registration form asks for the following information.
Field name Field length Data type
Account number 8 Number Make sure your
drawing includes
First name 25 Text
all the data entry Your user interface
Last name 25 Text fields shown in could also include:
Date of birth N/A Date/Time the table. • instructions for
Email 64 Text the user on how
Password 12 Text to complete the
form
• appropriate
Draw a suitable user interface for the bank registration form. 6 marks
methods to help
extract the user enter
Sample response their details,
Validation – 8 characters
such as date
My Bank plc long, just numbers picker/calendar
for DOB,
Online banking registration form
This can be found on your Validation – Max 25 input mask for
latest bank statement characters long password, etc.
Please enter your existing account number
e.g. John Use date selector –
• an accessibility
Please enter your name Forename
Surname e.g. Smith Must be in the past feature, such
as the ‘Listen
Please enter your date of birth dd/mm/yyyy
Validate – Must be of the to this page’
Please enter your email address example@mybank.com format <something>@ feature
Please enter a new password
<something>.<something> • a submit button.
Please re-enter a new password Validate – At least 6
Passwords must be between 6 and 12
characters long with a mix of letters and characters and less than 12
numbers
Validate – equal to first
password field

Try to make good use of

layout and screen space, and To revise user interfaces,
You can add Links
make sure your data entry see pages 9 and 35.
annotations to
fields are sized appropriately
explain features
for their purpose.
of your drawing.

Make sure you:

• identify all the components
mentioned in the question
• identify the additional components
needed to form a local area network
A business has three computers in its head office which
• draw the components in the right
are networked to share documents and to access a single
order with lines connecting them.
printer.
Draw a diagram of the company’s network, identifying all of the
devices in the system. To revise different types
Links
of network connections,
see pages 15 and 16.

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Skills

‘Explain’ questions
Questions that ask you to explain want you to show that you understand the subject and can give
reasons to support a view or argument.

WireTech Ltd has decided to improve its sales by

making use of online communities to share news
and information with its customers. This question requires you to name the
methods of communication using online
Explain two benefits to WireTech Ltd of using online
communities, as well as explain how
communities to share news and information with
they can be used by WireTech Ltd.
their customers. 4 marks

extract
Sample response
This learner has briefly described
Wiretech Ltd would benefit as their customers two different benefits of using
would be able to access help and advice communities. However, they have not
online, and they would be able to promote explained how the benefits would be
their products online. realised and affect WireTech Ltd.

se extract
Improved respon
WireTech Ltd could make use of social media
This is a much better answer. The learner
to build up a following of previous customers,
has clearly explained how each method
therefore being able to respond to their
identified could be used by WireTech Ltd
queries. This would benefit WireTech by
and what benefit it brings.
being able to be more easily aware of their
customers’ needs and being more acessible
to their customer base. WireTech might also To revise online communities,
provide a blog, or podcasts where they keep Links
see pages 23 and 24.
customers and potential customers up to date
with the company and its products, allowing
customers to develop an affinity with the
company and potentially boost future sales.

Louise needs to send photo images to her family.

She can only do so by email but is unsure which image
You need to be confident that you
format is the best to use.
can clearly explain why the features of
Explain the features of two different image file formats the two file formats you select make
that would make them appropriate for Louise to use for them appropriate for photos to be
this task. transmitted as email attachments.

Don’t get side-tracked and discuss other

To revise file types,
methods of sharing photos! Always make Links
see page 11.
sure you answer the question given.

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Skills

‘Analyse’ questions
Questions that ask you to analyse a topic want you to look into the topic in detail. Break the topic
down into its parts and look at the relationship between the parts. This might involve discussing the
advantages and disadvantages of possible issues or solutions, but you won’t usually be expected to
give a conclusion.

Hank runs an online business, selling camping

and survival equipment. On his website customers
are able to purchase products, but first they must ‘Analyse’ questions require you to carefully
register an account using their personal and bank consider the case study. You need to clearly
information. explain the points you are making and always
link them to the case study.
Analyse the impact of two different
relevant laws on Hank’s business. 6 marks
For this question you need to:
extract
Sample response • identify two laws that are clearly
applicable to the case study
There are a number of laws that affect
Hank’s business. The Data Protection Act, • explain each law and show how it will
for example, requires Hank to ensure that impact on the business.
the personal information he is storing on
customers is kept secure. This will affect
Hank as he will need to implement a number You could also mention other aspects of the Data
of security techniques and procedures Protection Act that will affect Hank’s business. For
that could potentially be costly and time example, the need to clearly specify the purposes
consuming. for which the business is collecting data and to
Another law that Hank is affected by is the make sure that the data is only used for these
Computer Misuse Act. This law makes it illegal purposes. Any misuse of customers’ data would
for people to gain unauthorised access to make Hank’s business liable to pay compensation.
Hank’s website. This will help Hank’s business
as it will deter potentially malicious users
from hacking his site and stealing, deleting or
modifying the personal and bank information
that he is storing on customers.
To revise legislation affecting IT
Links
systems, see pages 27, 38 and 39.

Donna has found recently that the performance of her PC

has significantly reduced, especially during the startup In a full answer, you need to discuss
process of the PC. utility programs. You would also need
to fully explain what role each program
Analyse the role of utility software programs in improving will have in improving Donna’s startup
Donna’s PC performance (for practice purposes, you can just performance.
plan your answer using bullets).

To revise utility
Links
software, see page 10.

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Skills

‘Evaluate’ questions
If a question asks you to evaluate you need to look at all sides of an argument in order to provide a
well-supported judgement on a topic or problem. This normally includes writing a supported conclusion
or a recommendation for a solution.

Choudhry Solicitors has used the same computers and desktop

productivity software since it was founded several years ago.
Evaluate questions require you to
However, the software is now quite dated and the law firm is
look at both sides of an argument.
considering upgrading to a cloud-based software alternative.
In this case this involves looking
Evaluate the firm’s decision to start using cloud at the pros and cons of cloud
computing productivity software. 12 marks computing productivity software.

extract
Sample response There are a wide variety of pros and
cons to cloud computing.
Cloud computing would be helpful to the law firm for a
While it is important to mention a
number of reasons. Firstly, cloud computing software
range of these, it’s more important
doesn’t put a high demand on the computer’s CPU
that you are able to clearly explain
and RAM as it runs on the host’s server not the local
the ones you cover in some detail.
computer. This will be very helpful as the law firm is using
older computers that might not have a high enough
specification to be able to run the latest desktop
productivity software. Make sure you relate the pros and
Another benefit is that cloud computing supports cons to the case study of the law
collaborative working.The firm’s employees can easily work firm, as this learner has done.
on the same documents using cloud computing as they can
share access to the files easily.
A disadvantage of cloud computing is that if the firm loses
its internet connection, or if the servers of the cloud
Make sure you provide a clear
computing provider go down, then the employees will not
conclusion at the end, that is a
be able to access the software and perform any of the
logical decision based on the
necessary office computing tasks.
points you have already made in
Overall, I believe that the law firm should switch to cloud your answer.
computing software. The fact that cloud computing
software doesn’t require a lot of processing power will save
the law firm money as they won’t need to upgrade their Your answer could be improved if
computers. The ability to collaborate between employees you referred to software costs,
will also help make the business more efficient. The issue of interoperability, security and training.
not being able to access the software without an internet
connection is unlikely to affect the firm much, as long as it
ensures a good internet connection. To revise cloud computing,
Links
see pages 21–22.

Remember, in the exam you need

to look at the pros and cons
of each method and to make a
A student is performing research on trends in IT systems and the future of clear, well-argued conclusion.
emerging technologies. They are trying to find information on how people are
currently using IT in their lives and how IT has changed over the past five years.
To revise data
Evaluate the use of primary and secondary sources of data in order for the Links
gathering
student to carry out this research (for practice purposes, you can just plan your methods, see page 32.
answer using bullets).

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