ICT - Unit 1 Revision ICT Exam – January 2015. Pre release – Image reflections Read the pre release and be familiar with the scenario. Think of ‘Olan.

ICT - Unit 1 Revision

ICT Exam – January 2015ICT Exam – January 2015

Pre release – Image reflections

Read the pre release and be familiar with the scenario.

Think of ‘Olan Mills’, ‘Tempest’ or any other photography company

A photography business may employ many different photographers. Each of these photographers will take many photographs that need to be stored for future use (Scenario 1). Photographs may need to be edited to make them suitable for the customers’ needs (Scenario 2).

Scenario 1Image Reflections is a photography business that specialises in taking photographs of family groups in the customers’ own homes. It employs a team of travelling photographers for this purpose. Each photographer is provided with a laptop computer and photographic equipment. Image Reflections has a website that it uses to advertise its products and services. The website uses cookies to personalise the advertisements that are displayed. Customers who would like a set of photographs use the booking form on the Image Reflections website to book a photographic session. Staff at the Head Office then set a date for the session, allocate an available photographer and confirm with the customer via email.

All photographs are stored on the main server of the computer system at the Head Office. Each photograph is given a reference made up of the first four letters of the surname of the person who booked the session and four digits based on the order in which the photograph was taken during the session. Image Reflections would like to improve this system and is considering using a database to store details of individual photographs. A few days after the photographic session, customers are sent a proof copy of each photograph, so that they can decide which they want to purchase. Until recently, all Head Office staff have worked on desktop computers, but the owners of the business are now considering replacing some, if not all, desktop computers with tablet computers. Image Reflections is keen to gather feedback from customers on the quality of the service it provides and so it makes a form available on the website for this purpose.

Pre release – Image reflections

Read the pre release and be familiar with the scenario.

Think of ‘Olan Mills’, ‘Tempest’ or any other photography company

Scenario 2

Sean is a photographer working for Image Reflections. He is responsible for creating a portfolio of photographs from each session. To prepare this portfolio, Sean has to delete any photographs that he thinks are not up to the standard required, as well as edit other photographs so that they suit the customers’ needs. When Sean has finished preparing each portfolio, he uses the internet to upload it to the main server at the Head Office of Image Reflections. Sean and the owners of Image Reflections are aware that there are potential risks of using the internet to transfer data and so they have taken action to reduce these risks. Sean uses Diary Management Software to record each booking for a photographic session. To avoid clashes, he also records personal appointments on the same diary.

Teleworking or working together

Question: Explain the advantages and disadvantages for the employees of Image Reflections to work remotely from the main office.Explain how the Manager can communicate with the employees through teleworking.

Image Reflections sends out their photographers to customers therefore they use ‘Teleworking’.

Photographers need to be able to connect to the company server to upload images. They then have employees in the

office who manage the customer bookings and edit images.. They need to be able to connect with the

photographers.

Tablets (OR Smart phones…)

Question:

What are the advantages of using a tablets to communicate when you are away from the office? How can a tablets benefit Image Reflections compared to other forms of communications?

Answer:Advantages of Tablets•GPS so that Image Reflections can track location•Tablets have the ability to browse websites with large amount of data – Photographers can access work website /server•Also has QWERTY keyboard which is similar to the computer keyboard. •Tablets have applications that can help the office workers/photographers with their jobs•Tablets also has a GPS which can be used to locate places that are new to you. When traveling to unknown places it is a good idea to have a GPS to help the Photographers find a customer address. •When it comes to messaging, a tablet will send messages and also emails. •A tablet can synchronize customer information and use Image Reflections email account. Some smart phone can support multiple accounts depending on the make and model.Disadvantages of Tablets•Tablets are not durable especially when not taken good care of. For example it can malfunction easily when they come into contact with water. •It is very expensive to buy compared to other phones so Image Reflections will find it hard to replace •Many of the applications which need to be on the tablet, need to be mastered to avoid confusion when operating it. The Photographers would need training in how to use the apps•It can only work efficiently where there is accessible internet connection when it comes to browsing – photographers can lose connection.•Tablets cannot be used to store large amount of data due to their storage memory – so they might lose information.

Image Reflections is thinking about replacing desktop computers with tablets at the Head Office.

You may get asked whether Image Reflections can provide and alternative way of communicating with photographers

and visa versa, therefore you need to know how a smartphone can be used.

Tablet synchronising

Question:

How can Image Reflections ensure that all the tablets are synchronised with the computer system or server in the main office.Name 2 ways in which a tablet can be synchronised.

Answer:•Synchronise = connecting your tablet to other devices/software/apps

– Examples • synchronise your Facebook to work on your PC and your tablet • synchronise your Facebook with your calendar (remember birthdays)• synchronise your phone to your iTunes • synchronise your iCloud to your smartphone, PC and tablet

•Photographers can synchronize a tablet so that it can be used alongside a PC , laptop, smartphone or software•They can synchronize their calendar on the tablet with a work schedule •They can synchronize the tablet to backup to another device or memory card

Image Reflections is thinking about replacing desktop computers with tablets.

They need to be able to sync the tablet with company servers, laptops and computers.

Photographers/Office Workers should be able to use the tablets to carry out daily tasks.

Data storage

Question: Each photographer has to keep a record of the photos that they have taken. This data is vital as part of their daily routine. How can a photographer backup the information on their tablet/laptop?

Answer:•Digital cameras keep a log of the date and time of images•Image reflections can buy a camera with large built in memory or purchase SD Cards•They can attach camera to PC and backup work and visa versa

Media / Connectivity Main Features Who would use it & what for (be specific)

Memory Cards Large capacity Cheap Small and portable

Used in mobile phones, tablets and digital cameras for storing pictures, applications, videos etc.

DVD Large capacity (4-8GB) Good quality Read only (cannot overwrite) Portable, light, cheap.

Movies, Music, Backups.

Cloud Storage Access anywhere Requires an internet connection. Easily share with people.

Businesses who work on the move.iPhone/iPad/iPod devices to synchronise data between them.Schools to work online.Families to store data online.

External Hard Disk Portable Store a lot of files. Inexpensive. Can be easily broken

Mobile users, businesses, teachers, students who need to access all their files on the move without having to rely on an internet connection.

You need to make sure that you know how a photographer can store the photos s/he is taking.

Understand the different forms of storage and how then can be used.

Wireless Technology

Question: How will Image Reflections benefit from installing a wireless system?What type of wireless system will the photographers connect to in order to communicate with the main office?

Answer:Uses of wireless technology Photographers can use:•WIFI, Hotspots, Internet allowance with contract, Tethering

Wireless communications can be available all of the time, almost anywhere. They have several advantages over wired communications. These include:•no wires need to be run through buildings, over ground or underground•wireless devices can be portable•Many devices can connect using one provider•It can be free for all to use •Does not rely on physical connection

You need to make sure that you understand how and why the photographers need the internet. They need to be

able to connect to the internet while they are on a job so they can send photos back to the company. They can also

use it to back up what they have done on a job. You could be questioned on how a photographer can

connect.Image Reflections might want to upgrade internet within

the business.

Wireless connection

Question: Explain how The Photographers can connect to a wireless system.

Answer:To use Wi-Fi you will need certain equipment:•A wireless transmitter, also known as a Wireless Access Point (WAP)•A Wi-Fi adapter on every computer that will use Wi-Fi•You may find that you already have a Wi-Fi network, as many ISPs (internet service providers) are setting up new customers with Wi-Fi from the outset.•If not, you could call your ISP and ask to upgrade. They might even upgrade you for free - and send you some or all of the equipment. If not, you might consider checking whether other ISPs are offering Wi-Fi to new customers.•Many ISPs will supply you with a router, modem and wireless transmitter combined in one device, which it calls ‘the router’. To make your Wi-Fi set-up as simple as possible, you should consider using a similar device.•The router plugs directly into a phone socket and doesn’t need a computer to run it, so you don’t have to set up your computer next to the router.•Computers – mainly laptops/tablets – increasingly have built-in Wi-Fi receivers. If not, the simplest method of installing a receiver is a dongle - a little device that plugs into a USB port and transmits between your PC and wireless router.

You might get a question on how a photographer can connect to a WIFI

connection. Alternatively look below and make sure that you know how to connect to

cloud technology or hotspots.

Diary Management Question:

How can the photographers use Diary Management software are part of their job?Give an example of how the Image reflections/Sean could use DM software to manage their customers?

Answer: Diary management software•Diary Management software allows us to have a digital calendar. The major benefit is that it can be accessed on a range of devices by multiple people. The key features are:

– Creating appointments / meetings (Image Reflections will be scheduling appointments and sending these to each photographer)

– Invite people to the meetings/appointments (Allow customers to book appointments that suit them)– Create a task or to-do lists (which can be synchronised to database, priorities can be set for priority customers)– Set reminders of daily appointments – You can then:

• Be alerted on your computer or mobile• Change appointments dynamically• Share your diary with other people• Change/move appointments quickly• Alert your invited people quickly.• Access it anywhere, any time.• Let’s have a look at one.

Image Reflections heavily relies on the booking system otherwise they cannot keep track of

customers. The booking form would be linked as you don’t want double bookings. The DM software

can be used to remind photographers and customers about appointments.

Data Security

Question: What threats can The Photographers face when working with personal information?As part of the ICT Policy the Photographers need to make sure that they follow the Data Protection Act. List 3 rules they must follow.

Answer:Data security is about keeping data safe. Image Reflections relies heavily on their computer systems.Data may get:•lost or damaged during a system crash - especially one affecting the hard disk, corrupted as a result of faulty disks, disk drives, or power failures, lost by accidentally deleting or overwriting files•lost or become corrupted by computer viruses, hacked into by unauthorised users and deleted or altered•destroyed by natural disasters, acts of terrorism, or war. deleted or altered by employees wishing to make money or take revenge on their employerKeeping data secureMeasures that can be taken to keep data secure include:•making regular backups of files (backup copies should be stored in fireproof safes or in another building)•protecting yourself against viruses by running anti-virus software, using a system of passwords so that access to data is restricted, safe storage of important files stored on removable disks, e.g. locked away in a fireproof and waterproof safe

Image Reflections holds personal data and images of customers. They need to make sure that all

these files are kept secure and not open to hacking, loss or deletion.

Data transfer

Question:

The Photographers need to be able to transfer data between desktop computers and their laptop. Suggest one method of data transfer that would make this possible. How can Sean transfer images back to the office so they can be edited.

Answer:Wired Transfer0 The most secure way of sending files – down a private line.

Wireless (Wi-Fi, Bluetooth) Sending through the air, either by Bluetooth or a shared wireless connection. This is worth doing if the data is not that important and security isn’t a major issue

Mobile (3G, 4G, HSDPA) Using mobile technology – e.g. sending an email with an attachment. Again this is worth doing when security is not a major concern and speed is not important as the file size is small.

Internet (E-Mail, Cloud, P2P, Torrents)

Files can be sent across the internet:E-Mail – small files and data where you are not worried about security.Cloud – Larger files which can be accessed anywhere.P2P/Torrents – where you need to share data between lots of people. Very insecure but a fast way of sending and receiving data.

Image Reflections and Sean need to be able to transfer photos to and from company servers/computers. You

need to know what methods/how and why they need to transfer images/data. Sean has to transfer images back to the office so they can be edited and sent out to customers.

Data security - Password

Question: The Photographers are working with sensitive data/images that belong to customers. Can you advise them on how to set a suitable system password.How can Image reflection monitor access to the Diary Management System?

Answer:Companies store a lot of data about us when we make purchases or register on their websites. It is important that they keep data secure and protected both from people outside and so that only required people can use the data inside the company. Measures which could be taken are discussed below.•Access Levels – give different people different levels of access. For example, someone may be able to see customer records but not change them. A senior manager may have a higher level of access where they can change them.• Firewalls – prevent unauthorised access from outside.• Audit Transaction Logs – these are files which keep a record of everything is done on a computer system. Should anything be changed, the log file can be checked.

What makes a good password? What makes a bad password? Mixture of CaSe Symbols and characters *&(^ Longer than 8 characters. Changed regularly. Not related to you.

One word simple All one case. Something which relates to you. One which is written down. Never changed.

Image Reflections need to keep data secure and they are dealing with customer information and images. They need

to follow measures such as ‘Strong’ Passwords to keep their Desktop computers, Tablets & Laptops secure when

they are away from their machines.

Data Protection ActQuestion: What are the 8 principles of the Data Protection Act?

Answer:1.It must be collected and used fairly and inside the law. 2.It must only be held and used for the reasons given to the Information Commissioner3.It can only be used for those registered purposes and only be disclosed to those people mentioned in the register entry. You cannot give it away or sell it unless you said you would to begin with. 4.The information held must be adequate, relevant and not excessive when compared with the purpose stated in the register. So you must have enough detail but not too much for the job that you are doing with the data. 5.It must be accurate and be kept up to date. There is a duty to keep it up to date, for example to change an address when people move. 6.It must not be kept longer than is necessary for the registered purpose. It is alright to keep information for certain lengths of time but not indefinitely. This rule means that it would be wrong to keep information about past customers longer than a few years at most.7.The information must be kept safe and secure. This includes keeping the information backed up and away from any unauthorised access. It would be wrong to leave personal data open to be viewed by just anyone. 8.The files may not be transferred outside of the European Economic Area (that's the EU plus some small European countries) unless the country that the data is being sent to has a suitable data protection law.

Image Reflections need to ensure that all data of customers (including images) and employees of the company, is safe and secure by using Passwords and

installing appropriate software.

They also need to keep data up-to-date and make sure it is used appropriately in line with these principles.

Data Protection ActQuestion: Describe one legal implication for Image Reflections if images are stolen.Explain one possible implication for a customer/company if their personal information/image is stolen.

Answer:Legal implication•For serious breaches the organisation can be made to pay up to £500,000 •The company could be prosecuted/fined/sued because they have not kept the data securely•Data held has to be protected from loss so if the data is lost, an offence has occurred / the company has to inform those whose data has been lost (that it has been lost) •The Information Commissioner can issue the company with an undertaking to comply to force the company to improve their data security •The Information Commissioner can serve an assessment notice on the company and investigate its data security.Implication on individuals•The individual would need to change some of their details because the personal data that is lost may allow access to private and personal information / other named security breach•Individuals and/or family/parents may get money taken out the bank as personal details allow others to impersonate them.•Someone might create false accounts (Fraud), send and receive calls on their behalf.

Image Reflections could get sued (if data OR images of customers are lost) if they have not followed the correct

procedures.

Image Reflections and Sean needs to make sure that he knows the principles of the law and the consequences of

breaking it.

Copyright LawQuestion: How does this apply to: Photographers?

Image Reflections? Explain three actions that Image Reflections must take in order to comply with the Copyright, Designs and Patents Act when conducting their business

Answer:

•Copyright gives the creators of some types of media rights to control how they're used and distributed. It applies to music, books, video and software can all be covered by copyright law.•Image Reflections can not use any material that belongs to others without:

• Checking whether copyright applies to a picture / photo as many pictures / photos are not covered/copyright free • Seeking permission to use the resource (before using it) from the copyright holder • Acknowledging the source/original producer of the resource any acceptable method • Paying a fee if requested• Purchasing the resource ensuring it’s a legal copy • Finding out if the Copyright holder has placed conditions which the photographers would have to follow

This applies to taking photos of customers and their familiesDownloading apps for free without permission (onto tablet) which Image reflections is thinking about buying.

Image Reflections must get permission of customers if they wish to use any images in their promotional material OR on their website.

The photographers must also get permission for use of any material for portfolio/website purposes.

Actions that should be taken to comply with this law:Gain permission to use images, etc.

Pay usage fee for imagesQuote source of images

Computer Misuse Act Question:Image Reflections has access to all areas of their computer systems. Identify two ways in which the Computer Misuse Act may be breached.

Answer:•Hacking - Unauthorised user who attempts to or gains access to an information system •Virus - A virus is a program written to cause mischief or damage to a computer system. •The Computer Misuse Act (1990) was developed to cope with the problems of computer hackers and viruses.•There are three principles to the act

– It is illegal to access unauthorised data e.g. Hacking.– It is illegal to access unauthorised data with the intent to commit a crime.– It is illegal to access unauthorised data and change it e.g. Planting viruses and deleting files.

Sean needs to comply with this law because he is using the Dairy Management System for personal appointments. He needs to make sure that he doesn’t mix business with his social life. Access to his devices must be password protected (because if the laptop, etc, gets into the wrong hands then images/information could get misused).Sean must not use the laptop for use other than for his work i.e. no inappropriate websites, games apps or personal use

Computer Misuse Act may be breached by:Someone Hacking into the Image Reflections computer

systems/Server/Website and stealing data/images.

The Law may be breached by not having appropriate protection software.

If Sean uses the laptop for personal use. Sean uses the Diary Management system for his personal appointments as

well – so he must make sure that he does not misuse the system.

Databases

Question:Describe three features of database software that make it suitable for storing and analysing customer appointments.Image Reflections needs to find a list of customers who live in one area, which database feature could they use and why?Image Reflections would like to produce a document to show the results of the above search, which database feature would be most appropriate for this task?

Answer:•Fields-to store each category of information e.g. Customer name, address, telephone, appointment date and time•Records -to enable each customers information to be stored •Primary key -to ensure each customer record can be identified by a unique number•Tables-to store sets of related information e.g. Customer in certain area, etc. •Queries/searches-enable information in tables to be interrogated •Reports-to produce visual displays of query results•Switchboard/Main menu - to enable access to the main parts of a database/user interface•Forms-to enter data instead of into tables (better user interface)•Sort-so that data can be put in order (ascending or descending) •Easy to edit-so records can be updated, deleted or inserted.

DO NOT MENTION MS ACCESS IN THE EXAM AS YOUR ANSWER WILL NOT COUNT. (Use the Term Database)

Image Reflection stored the information and images for each customer in a database. They use an ID Number (primary key) which

is unique to each customer. Do not confuse this with the name each image which is saved 4

digits of the customer surname & order in which photo was taken. This question might be linked to the Data Protection Act.

Data validation and verification

Question: Sean is entering data into the system individually. What validation/verification can be put into place to avoid incorrect data entry?

Image Reflections can set up Data Validation rules with their database to reduce the number of mistakes that are made when

entering information into the company database.

They can use some of the methods mentioned below. E.g. They could use Format Check to allow only NUMBERS in the telephone field/section. Think of other examples for address fields/ image

reference fields, etc.

Online forms

Question:

Discuss how an online form could be designed to allow for information to be easily captured about an appointment. In your answer make sure to explain any appropriate data validation which could occur when they submit the completed form.

Image Reflections have an online form on their website for customers to fill-in to make bookings for photographs.

To make the Form user friendly AND so that there are very little mistakes, they can use validation methods in the online form. Here

are some of the elements that could be used:Dropdown menus, Check boxes, Tick boxes

Date formats

Paper Based Forms versus Online Forms

Question: Image Reflections is going to adopt an online form system to get feedback for each customer.(a)Can you compare a paper based form and online form(b)Give three reasons why an online form is more favourable over a paper based one

Answer:Paper-based forms•Means they are more accessible than having to log on•People who are not familiar with computers may prefer paper based•Easy to monitor and collect•More likely to be seen by customer f they are filled in whilst on job

Online registration forms can help you reduce cost •Web-based registration forms are eco-friendly•Tracking and reporting on the registration process is easier and more efficient online•Online registration forms will increase registration numbers•Web-based registration forms allow you to customise your form.•Insert option (radio button), dropdown list, check box and text boxes

Image Reflections have an online form on their website for customers to make bookings and to get customer feedback.

Online Forms would clearly benefit the company and speed up bookings and customer feedback.

Storing feedback from forms

Question: Image Reflections needs to make sure that the feedback from the eForms is stored securely, suggest a way she can store feedback.Which law would apply to storing data/images securely?

Answer:Areas for consideration may include:•Using a database linked to the online form•Save forms on a secure drive•Save feedback onto online storage (cloud)

Laws that Image Reflections would need to be following are:•Data Protection•Copyright Law•Computer Misuse Act

Answer

File types

Question: •State a suitable file type for Image Reflections to save their images or database. •Explain why the file type you mentioned above would be appropriate

Answer:•Proprietary File Formats: created and owned by a company and can only be used properly in the software they create.•Open File Formats: general formats which do not need one specific software package and can be adopted and used by any developer

Answer

File Format

.bmp .png .jpg/jpeg .tiff .gif .rif .psd

Used for Bitmap imageEvery pixel is saved

Portable Network Graphics

24bit or 48bit true colours

Joint photographic [Experts] group

Everyday use

Tagged Image File Format

Graphics Interchange Format

256 colours

Raw Image FormatSome digital;#l

camerasSmall file

oompression

Paint shop Pro Vector graphics editable image

FileFormat

.doc.docx

.xls.xlsx

.ppt.pptx

.fla .wma .aac

Creator Microsoft Microsoft Microsoft Adobe Microsoft AppleUsed for Word processing

documents made in Word.

Spreadsheets made in Excel

Presentations made in PowerPoint

Animation files made in Flash.

Music to be played back in Windows Media

Player.

Music to be played back in Apple iTunes.

Graphics editing software

Question: •State one example of graphics editing software that could be used by Image Reflections/Sean to edit photos taken?•What editing can be done using this software?

Answer:Graphics Editing Software (e.g. Photoshop)•Photoshop is often used to clean-up/enhance images on photo shoots, magazines and used for many other publications. Photoshop files have default file extension as .PSD, which stands for "Photoshop Document.“•Because of Photoshop's popularity, PSD files are widely used and supported to some extent by most competing software.

Editing Options: These editing options could be used by Sean to edit the customer photos to prepare them for the customers portfolio.•Brightness Slicing etc…•Sharpness Blur•Contrast Magic Wand•Cropping Transparency

Answer

Printing photographs (proof copies)

Question: •State what type of printer would be required by Image Reflections for printing proof copies?•What information would be required to go on the proof copies to customers?

Answer:Types of Printers:

Image Reflections send customers ‘Proof copies’ of the photographs that have been taken. They will be dealing with many customers so they would

need a good quality colour printer that has a fast printing speed.

The type of printer that would be best suited for their company would be a Colour Laser Printer.

The Type of information that would be referenced on the Proof photos would be Date, reference number, etc.

LASER PRINTERSAdvantagesHigh quality printouts - better than ink-jet or dot-matrix Fast printouts - faster than ink-jet or dot-matrix Prints very quietly - quieter than ink-jet or dot-matrix Cost per page is low - cheaper than ink-jet or dot-matrix DisadvantagesMost expensive printer type to buy, especially colour lasersToner is more expensive than ink-jet cartridgesExpensive to repair - lots of complex equipment insideFairly bulky - larger than ink-jet printersCan't use continuous or multi-part stationary to create carbon copies like you can with a dot-matrix printer

INK JET PRINTERSAdvantagesCheap to buyMore compact than a laser printerCartridges cost less than tonersQuality is better than dot-matrix printersSpeed – faster than dot-matrixDisadvantagesNoisier than laser printer (less than dot-matrix)Colour printing slowCost of printout per page is higher than laserInk can smudge – still wetColours can become dull compared to screenCartridges can dry out, if not used for a while