ICT : Unit 2 - LO1, LO2, LO3, L04, LO5 and LO6 (1.1-6.2)

What is text?

Text is a written (or typed) format of information

Give the advantages and disadvantages of text

Advantages- text provides detailed summaries and explanations

Format of text can be changed to suit its purpose for example different coloured text and bullet points

Text can be written in different languages

Disadvantages- Large amounts of text can be difficult and time consuming to read.

Text may include spelling errors or may not be factually correct.

What is graphics?

Graphics are a visual form of information. For example logos, photographs and diagrams.

Advantages and disadvantages of graphics

Graphics are multilingual- they are understood by anyone. For example on a set of instructions.

Graphics can present present ideas or messages immediately and can use associations (red=bad)

Graphics are a more engaging method of information

Images may take longer to load in data restricted networks (slow networks)

What is video

Videos are visual formats of information, often with audio

What are the advantages and disadvantages of video.

Advantages- They are more engaging and easier to follow than reading large amounts of text.

Videos can be used to convey a message in a short space of time

Audio can be added to videos such as music for narration to explain a process

Disadvantages- videos usually take up a large amount of storage and space

Videos take a long time to create including, filming and editing.

What are Animated graphics

Animated graphics are images with multiple frames, such as animation

What is numerical info

Numerical information is represented by numbers, This includes a wide array of info like statistics, ages and distances.

Advantages and disadvantages of numerical

Statistical data is easier to understand compared to text.

Numerical data can be easily exported into data sheets.

Disadvantages- Long numbers can be entered incorrectly.

Formatted data like telephone numbers cant be stored numerically as numerical does not allow spaces and it also doesn't allow numbers to start with 0

What is audio info

Audio is an information type that uses sound waves. A common form is music, however other forms are spoken instructions and podcasts.

Advantages and disadvantage's of audio info

Users can listen to info when busy.

Visually impaired people can still listen to audio and interact with voice recognition.

Some users prefer to listen to instructions than read text.

Audio may not be suitable in some environments like noisy areas

Words can be misheard and misunderstood

What are tactile images?

Tactile images are a form of physical information that's interpreted by touch. Specialists use raised lines on paper so that people can understand it. Geographers use tactile images to present an environment.

Advantages and disadvantages of tactile images

Users can understand a physcial environment.

Visually imapred users can feel the object.

Tactile images can be used as a prototype.

Tactile images are hard to share

Creating a tactile image requires specialist equipment like 3d printers,

What are subtitles

Subtitles are a textual form of information, a long with visual data such as video. Subtitles transcribe audio to words.

Advantages and disadvantages of subtitles.

Hearing impaired people don't miss out.

Subtitles can be used in noisy environment.

Subtitles can be used for translate speech such as tv programmes.

Auto generated subtitles are often incorrect.

Subtitles written by a human take a long time to type up and sync in time with the audio.

What are tables and spreadsheets.

Tables and spreadsheets store numerical and textual data for analysis. Like data bases. Microsoft access is an example f data base software and excel is a spreadsheet software.

What is braille?

Braille is an example of tactile image and can be physically touched. Braille characters represent letters and numbers that can be understood by touch which is used by visually impaired. Braille printers are used to make braille typography.

Advantages and disadvantages of braille.

Braille allow visually impaired to interact with information

Braille printers print documents allowing visually impaired people to use information.

Braille terminals only display a limited amount of info at one time.

Braille is not used many people except visually impaired people, so not a lot of resources are written in braille.

What are charts and graphs?

Charts and graphs can be used to present numerical data in a form that is easier to visualise and understand. They identify trends and make comparisons between different things.

advantages and disadvantages of charts

Charts are easy to understand.

charts summarise information into one image

Displaying info in a graph allows users to identify trends and patterns.

Charts can be misleading to a user

What is boolean

Boolean is a data type that can only have one of two specified values such as yes or no

What is sensitive information?

Information that should be protected from being publicly released. If released it could cause harm to an organisation or individual. For example banking details and employee data.

What is non sensitive information?

Information that can be released to the public which will not lead to a negative consequence.

For example store opening times.

What is private information?

Private information relates to individuals and shouldn't be shared with any one else without permission. The data protection act protects private information.

For example a home address, phone number, birth data and banking details.

What is public information?

Public information is information that can be released to the public and can be seen by anyone. For example Social media posts, business address or opening times, government census.

What is personal information.

Personal information is identifiable data about a specific individual. For example full name, date of birth, gender, voting history.

What is business information?

Any kind of info that is specific about a business- can be public and private. For example address of the business' headquarters, financial or employee detail, annual sale figures.

What is confidential information?

Private data that is more restricted than sensitive information, limited access to only those who need to know. For example doctor notes, business profits and trade secrets.

What is classified information?

Classified information is highly sensitive information that is stored by a government institution, requiring high levels of restricted access. Access is usually restricted by law and only viewable by authorised individuals. For example military data, terrorism precautions and crime scene reports.

What is anonymised information?

Anonymized information removes personally identifiable data from information so that the person can't be identified. This allows information to be used in a much wider context. For example, bank details can be partially anonymized meaning some of the information has been removed like *** - ** - *** - 1234. It can also be completely anonymized where all identifiable data is removed.

What is valid information?

Valid information is up to data and correct information that fits its purpose like end of year financial data.

What is biased information?

Biased information is slanted to one side which favours a view for example opinions

What is reliable information?

Reliable information is information that is sourced and can be verified and confirmed to be correct like BBC news.

What is relevant information?

Relevant information should be appropriate for the required purpose, irrelevant info may get in the way of correct decision making.

What is Accurate information?

Information which should be carefully selected and entirely correct, inaccurate info can lead to unwanted consequences such as high cots and missed deadlines.

What is information quality?

The quality of information an organization uses will have a significant impact on processes and decisions.

Good quality info that is accurate, valid, and reliable leads to better decision-making and innovation.

Poor quality info that is biased, inaccurate, or out of date nay lead to negative consequences such as a loss of customer trust, fines, and legal challenges.

Positive effects of good quality information.

Reliable info received by the management team leads to informed decisions with a higher chance of success.

Good research can lead to innovation and better understanding.

Good quality sales info leads to strategic decisions and planning ahead.

Accurate cost of projection leads to projects staying within the budget.

Accurate time expectations lead to projects being completed on time.

Negative effects of poor quality information.

Biased surveys lead to misinformed decisions,

Inaccurate stock info leads to inaccurate delivery times and unhappy customers.

Out of at info received by management leads to mis out on opportunities and possible fall in profit

Inaccurate data has led to poor reviews online meaning a loss in customer trust and a reputation and financial issue.

Inaccurate time expectations lead to projects taking longer and possible project failure.

What are Management information systems and list the positives and negatives

MIS is used to collect store analyze and present data for organizations.

The systems process large amounts of data and organises it as it can be used for decision making.

A management information system shares a large amount of data from multiple departments within an organization to produce accurate reports.

An MIS can be used to inform an organization's decision-making by highlighting areas that require improvement.

MIS use large data sets to provide accurate data analysis.

Data can be stored centrally and backed up easily if a disaster occurs.

MIS can be very costly to be installed and require maintenance.

If any data is incorrect out of date then the outcome will be inaccurate.

Employees require training to operate the software.

What is data collection?

Data collection is the collection method of data and can be collected in different ways such as forums, surveys communication. For example tennis clubs can put a form on their website to allow users to apply for a membership and fill key info in.

What is data storage?

Collected data must be stored in a secure place where it is easily retrievable. For example optical media, paper, magnetic or cloud storage. Data is usually stored in a data base so it can be updated when necessary. It must be stored securely to ensure it is protected against loss or accidental corruption. Data should be encrypted and backed up.

What is retrival?

Using databases to store info allows users to easily access data so that it can be updated or removed.

Searches and queries can be easily performed on all tables in a database to show specific values using certain criteria.

What is manipulation and processing

After data is collected and stores, Data must be processed so it is ready for the final stage of analysis. Data can be exported into other software such as into a spreadsheet so it can be manipulated, sorted and visualised.

What is analysis?

To analyse the data to see what it is and what can be learned from the data so important decisions can be made.

Define the terms data and information

Data- Relates to unprocessed facts or statistics that have no meaning like the number 10.

Information- Relates to data that has been processed, organised and structured into context. For example 10% of people were above 60

Define the information category: Communication

Communication can be talking to someone for example texting a person about work, or sending an email to a colleague.

Define the information category: Education and training.

Education and training can be revision textbooks, worksheets, feedback sheets from teachers after an exam.

Define the information category: Entertainment

Entertainment can refer to reading a film review, listening to a podcast, watching a movie, watching tutorials.

Define the information category: Planning

Planning can be using shared documents to arrange meetings, calendars, apps.

Define the information category: Financial

Using bank statement to plan holiday saving's, creating a spreadsheet of expenditure, logging in to secure web pages to buy an online present.

Define the information category: Research

Using online encyclopedias for school projects, searching for research articles for essays, using a recipe book.

Define the information category: Location dependant.

Find local pizza restaurants, searching for emergency dental care on holiday.

Define the information category: Knowledge, management and creation

Managing information across an organisation like sharing info between branches in different cities.

Define the information category: Management information system MIS

A system that provides an overview of key info. A decision can be make on overall figures or individual data as appropriate.

Define the information category: Marketing, promotion and sales.

Identifying patterns or trends in sales figures so that certain products or areas can be targeted.

Define the information category: Financial analysis and modelling.

Analysing trends like determining the top selling products in a year or weekly cash flow, to create models customer/user behaviour.

Define the information category: contact management

Managing contact between a business and the customer for example tracking appointments at a clinic.

Define the information category: Decision making

Using available information to make decisions.

Define the information category: Internal and external communication

Providing a communication medium to staff and or customers.

Define the information category: Big data

Any data too large for traditional data analysis techniques to be used for example health data on an entire country.

Stages of data analysis- identifying the need

In identifying the need before anything else can take place objectives are set for way data analysis will hope to achieve, the aims must be clear and well defined for what info will be needed and what exactly they want to find out by the end of the process.

Stages of data analysis- define the scope

Restrictions of the project are defined. The scope includes factors like budget, content, deals and time scales.

Stages of Data Analysis- identify potential sources

Project planners musty identify a wide range of sources for the potential information making sure it is not biased and covers the objective.

Stages of data analysis- source and select information

Information is gathered from stage three. Any unsuitable information is not included in the verdict because this will lead to negative consequences. Planner determine the accuracy and reliability of the data.

Stages of data analysis- select the most appropriate tools

Different data analysis tools are used for different purposes for example graphs and charts.

Regression analysis can also be used as a tool as it determines relationships and links.

Trend analysis is another option. It's displays a pattern overtime.

Stages of data analysis- process and analyse data

Since data has been collected it can be inputted in to a spreadsheet. Putting data into a spreadsheet allows analysis to begin for graphs and charts.

Stages of data analysis- record and store information

Since data has been collected and analysed it is now put into a report and this can be used to identify patterns in the data.

Stages of data analysis- share results

Results of data are shared with stakeholders. It can be shared by using a document or it can be shared by email.

Data tables

Databases are split into tables to be easier to update, view and manipulate. Data tables allow for most simple form of pattern discovery and are a good method of short term data analysis. But they do not show trends overtime.

Visualisation of data

Making a graph or chart allows users to identify patterns and trends.

Visualising data like a bar chart makes it easier to understand and interpret.

Trend and pattern identification

This tool links to the visualization of data as it allows trends and patterns to be viewed in a visual format like line graphs.

Statistical analysis allows data analysts to examine numerical data and highlight relationships between different data elements.

Data cleaning

Data cleaning is the process of reducing the size of any data table by removing incorrect or necessary data. This makes the data easier to work with because the data quality is improved.

GIS/ Location mapping

Geographic info systems can be used to add geographic data to any analysis. For example, organizations can track the geographical location of items or staff using real lifetime.

What is an open information system.

An open information system is a system that can interact with other systems. Allowing data exchanges between one information system to another. It is at risk of data loss or hacking.

What is a closed system?

A closed system is a system that can't exchange data between others. Access of info is limited however the data is much more safer/secure.

Internal and external sources of information

Internal information is information that is accessed inside of an office or an institution. Such as data analysis or employee surveys.

External information is information that comes externally from a building or institution like government reports.

What is primary and secondary data?

Primary data- data that has been collected primarily for example a companies sales over the past year is primary as it is collected by the company.

Secondary data- data that has been collected outside of an organisation. For example a governmental census.

What is qualitative data?

Qualitative data is descriptive data composed of text, not numbers. It is observed but not measured.

What is quantitative data?

Quantitative data is a measure of numerical data such as percentages and figures.

What is the Data protection act 1998

The key principle of the data protection act is it controls the way that businesses collect information, processes the information and stores the information. The data protection act protects personal data on individuals.

- Fair and lawful. Personal data must be processed fairly and lawfully.

- Purpose. Personal data should be obtained for only one matter.

-Adequacy- Personal data needs to be adequate and relevant for the purpose.

-Accuracy- Personal data should be up to date and accurate.

-Retention- Personal data processed for any purpose should not be kept longer than necessary.

Rights- Personal data should be processed in accordance with the rights of data subjects under this act.

-Security- Appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data against accidental loss

International- personal data shall not be transferred to a country or territory outside the EU economic area.

Protection of freedoms act 2012

This act strengthens and develops the FOI act with respect to DNA, fingerprints and footprints. eg: Parents are required to give consent for their child using their biometric data such as use of fingerprints.

Freedom of information act 2000

The FOI covers the right to access information on activities carried out by public bodies.

-Public authorities are obliged to publicise certain information about their activities.

The act covers recorded information which is held by the public authority in England, Wales and Northern Ireland. Info held by Scottish public authority is covered by Scotland's freedom of information act.

computer misuse act 1990

The Computer Misuse Act covers hacking and associated unauthorised access. It is set into three offences:

Unauthorised access to computer material

Unauthorised access with intent to commit or facilitate commission of further offences.

Unauthorised modification of computer material.

Copyright designs and patents act 1998

The copyright, designs and patents act has two main purposes: to ensure people are rewarded for their endeavours and to give protection to the copyright holder if someone tries to steal/copy their work.

Equality act 2011

EQA is a consolidation act that covers protecting UK citizens from discrimination.

The several different laws to protect people from discrimination.

-Race

-Sex

-Sexual orientation (heterosexual, bisexual etc...)

-Disability

-Transexual

Protects people from discrimination in the workplace and wider society

Information commissioners office codes of practice

The ICO is a code of practice for data issues which cover how organisations should behave. The documents in the ICO reflect on the legal aspects for example data sharing.

Privacy and Electronic Communications Regulations 2003

The PECR covers unsolicited phone calls and emails, they give people specific privacy rights in relation to electronic communication. There are specific rules on marketing calls, emails texts; cookies and similar technologies; keeping communication service secure

Regulation of Investigatory Powers Act (RIPA) 2000

This act provides a legal framework for organisations such as the security services and the police to carry out surveillance and gain access to electronic, posted and digital communication on individuals. The aim is to prevent or detect crimes, to prevent public disorder from happening, ensuring the national security and the safety of the general public, to investigate or detect abnormal, illegal activity

E-Commerce Regulations 2002

Establishes legal rules that online retailers and service providers must comply with when dealing with consumers in the 27 member countries of the EU. This information must be available to the consumer in a way that can be reproduced and stored.

The Malicious Communications Act 1988

Any messages sent such as a letter, text tweet or direct message that is considered indecent or grossly offensive can be classed as an offence under this act. The message does not have to reach the recipient for the offence to occur.

Digital Economy Act 2010

The digital economy act

is intended to tackle copyright infringement. It does this through letter's and sanctions against alleged individual infringers and blocking access to websites.

Communications Act 2003

The communications act consolidated telecommunication and broadcasting regulators in the uk introducing the office of communications ofcom as the new industry regulator.

What are the categories of information holders?

Business

Government

Individual

Education

Healthcare

Charity and community

What info do businesses hold?

Businesses hold info on employees such as there dob. address and financial information which allows them to be paid at the end of each month

They hold information on profits and losses, products and the description of the products and historical data. They also can hold information on their competitors.

What info do government hold?

Financial earnings, tax paid, birth and death, addresses, Census information, info on other countries

What info do individuals hold?

Info about themselves, ie name, dob, address, usernames and passwords. Phone numbers, social media details and email addresses, Also opening and closing times of companies and stores they may know of.

What info do education hold?

Schools, colleges, and university's hold info on past students as well as records and examination history, contact details about parents and guardians

Teacher information is held too as well as previous attended students for a number of years after they have left.

What info do healthcare hold?

Medical history of each civilians in the country, personal info such as current address and fate of birth. Also illness and operations, blood type, allergies and prescriptions.

What info do charity hold?

Charities hold financial info if donors for example different projects that are being funded and info about Highstreet shops

Magnetic Storage

Type of secondary storage that users magnets to read and store data. Examples include floppy disks and hard disks. Uses a read and write head which moves above the disk platter and uses the magnetic field to read or edit data. Advantages are they have a large capacity and cheaper per gb than solid state

Relatively quick access speeds but slower than SSD.

Disadvantages are they are not durable and not very portable when powered on because moving can damage the device.