Computer notes

What is a computer?

 It is a programmable machine.
 It is a device that has ability to accept data, internally store and execute a program of
instructions, perform mathematical, logical and manipulative operations on the data
and reports on results.
 In other simple terms, it is a machine that accepts data (input) and processes it into
useful information (output).

Information Technology

It is an organized combination and use of hardware, software, telecommunications data

management and other information processing technologies used in a computer based
information system.

Information technology transforms data into a variety of useful information products

specifically by the use of a computer

Two principles of a computer are

 It responds to specific set of instructions in a well defined manner.

 It can execute a pre-recorded list of instructions (a program)

Categories of computers

These are sophisticated and powerful computers that are used in very large companies and
organisations. They are used to control huge networks of computers often located globally.
For example car manufacturers, government departments, large chain supermarkets, weather
forecasts, etc.

Advantages of mainframe computers

 Can process huge amounts of data from scientific experiments which would take long
with other types of computers.
 Data can be processed very quickly.
 Can run huge networks with hundreds terminals.

Disadvantages of mainframe

 Very expensive to purchase and run.

 Need to be placed in special room with air conditioning to reduce large amount of
heat produced.

Desktop computers/Personal computer

Personal computers can be desktops (i.e. full size computers0 designed to be used in one in
one place or laptops designed to be portable and carried and used in different places.

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Advantages of desktop to Laptops

 Have better specification e.g. more RAM and ROM, higher capacity hard disk drive
etc.
 Keyboard is separate to screen and both can be adjusted hence user-friendly.
 Cheaper to buy and repair.
 Easier to use

Disadvantages of Desktops compared to Laptops

 They are not portable.

 There are lots of wires that need to be disconnected when moving the computers.

Laptops

These are designed to be portable. They use a touch pad instead of a mouse. There use Liquid
Crystal Displays (LCD) which use less power and light (rechargeable batteries).

Advantages of Laptops over Desktops

 Much smaller and lighter to transport.

 Can be used on your lap.
 Very convenient because of the battery.
 Can be used with multimedia systems such as data projectors
 No need to transfer data between work and home.
 Can access networks when signal is available.

Disadvantages of Laptops to Desktops

 Smaller keyboards which are difficulty to use.

 Base of laptops become hot becoming uncomfortable.
 They can be easily stolen.
 Have limited battery life.
 Pointing device is harder to use than a mouse.

Palmtops

These are handheld computers which are smaller than laptops. They can be held in palm of
one hand.

Personal digital assistant (PDA)

These are hand held computers that enable the user to keep track of meeting, appointments,
birthdays, names, addresses, telephone numbers, internet, send and receive mails.

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Net book computers

These are smaller, lighter and less expensive compared to laptops.

Advantages of Netbook to Laptops

 Longer battery life.

 Much lighter than laptops
 Cheaper

Disadvantages of Netbooks to laptops

 Smaller keyboards make them more difficult to use.

 Difficult to read because of smaller screen.
 Hard to upgrade.
 Low performance on some task.
 Smaller hard disk hence less data to be stored.

Components of a computer

 Input devices.
 Output devices
 Secondary storage devices

The main components of a general- purpose computers

Input device-----Processor and Internal Memory devices----Output devices

Secondary storage devices

Computer hardware

These are physical components that make up a computer system which include:

Keyboard, mouse, printer, fixed hard disk, monitor, ROM/RAM, web cam, processor, circuit
board, speakers.

Input devices

These are devices used to get raw data into the computer ready for processing by the CPU.

Examples of input devices are:

The Visual Display Unit (VDU) Mouse, keyboard, touch screen, microphone etc.

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The Visual Display Unit (VDU)

 This is sometimes referred to as the monitor.

 The screen allows the user to view and monitor data while input is being made from
another source such as keyboard, mouse etc.
 It allows the user to view the screen.
 It allows the user to scroll up and down on the screen.
 It is also regarded an output device since it displays processed data too.

Keyboard

 A keyboard is laid out like a typewriter.

 It allows data to be typed in by the pressing of the relevant keys.
 The pressed key or instruction is displayed or executed
 This is the most commonly used input devices.

Mouse

 It is a hand held pointing device electronically connected to the computer which is

used to control the cursor or a pointer on the screen through the rolling motion of ball
on a flat surface.
 The cursor or pointer on video screen moves in the same direction as the movement of
the mouse

Output Devices

These are capable of representing information from a computer.

Examples of output devices are display screens/monitors, printers, plotters, speakers etc

There are two forms of output devices which are:

 Those that produce hardcopy (permanent) e.g. printers

 Those that produce softcopy e.g. VDU

Printers

These can be used to produce

Hardcopies which are needed when copies are taken away from the computer to be sent to a
user of the information or to be filed away or even as legal document.

Documents which can be produced by a computer are reports, sales invoices payroll or
graphics.

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Type of Printers

Printers can be classified in a number of ways

1 By print operation

 Character printers
 Line printers
 Page printers

2 By method of producing print

 Impact printers
 Non-Impact printers

3 By a page of printing

 Low speed printers

 High speed printers

Factors influencing the choice of a printer

 The cost of a printer.

 The volume of work to be printed.
 The environment in which the printer will work.
 Nature and desired quality of the document(s) to be produced.

Other forms of Computer Output

Speech Output (Sound Output

Some computers are capable of producing speech. A person voice can be stored and
reproduced later.

These methods of output are of great to blind or poor light environment.

Advanced forms of speech are used to answer telephones, answer some inquiries from an
organization’s callers etc.

Computer Output on Microforms (COM)

It is the recording of a computer output onto microfilm or microfiche (microforms) which can
be done on-line or via a magnetic tape. This is a way of data storage in which the computer
stores the data in are reduced (compacted) way on the film or fiche.

COM is most suitable where large amounts of data are processed but are to be used later e.g.
in a government registry departments (birth registration, important national statistics e.g.
population censuses.

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Graph Plotters

These are used to plot graphs, maps and other forms of graphic onto a medium usually larger
than the size of a normal paper. They can print in different colours.

The Central Processing Unit (CPU)

It is the most important component of a computer system. It is the unit of the computer
system that includes the circuits that control the interpretation and execution of instructions

Functions of the Processor

 To control the use of the memory to store data and instructions.

 To control the sequence of operations.
 To give instruction to all parts of the computer to carry out processing

Two major subunits of the CPU are the Control Unit (CP) and the Arithmetic Logic Unit
(ALU).

The primary (main) memory is an extension of the CPU and assist the CPU in its operation

The Control Unit (CU)

 It is the nerve of the computer which controls and co-ordinates all the hardware
operations i.e. those peripheral units, main memory and the processor
 It also controls the sequence of the operation.
 The unit fetches (obtains) the instruction from the main memory.
 It then interprets it.
 It then executes the instruction by sending a command signal to the appropriate
hardware device in the computer system, ordering it to perform required operations.
 The control unit is driven by a ‘clock pulse’ the rate of the clock is called the speed.

The Arithmetic – logic Unit (ALU)

Functions

 Carries out arithmetic tasks e.g. division, addition etc.

 Performs logical operations e.g. comparing data items.

How the ALU operates

 Data items to be processed are fetched from the main memory as directed by the CU
into registers where they are stored.
 The ALU then performs the operations as directed by the CU.
 ALU leaves the result in a data register from where they are placed into the main
memory again under the direction of the CU.

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The Main Memory

It is an extension of CPU which gives immediate access to data and programs. It can also be
known as Immediate Access Memory (IAS).

Three types of contents found in the main memory are:

 Program instructions to be executed or being executed.

 Data to be processed
 Results of processing

The Random Access Memory (RAM)

 This forms the largest part of the Main Memory and is often used to measure the
power of a computer.
 It is used for temporary storage of data and programs during processing
 It contains user data and application programmes being processed.
 Data may be read from RAM and data can also be written on RAM.
 RAM contents are volatile i.e. stored data is lost and the contents disappear if the
power is interrupted or when computer is switched off.

Storage Capacity on RAM

 The number of storage locations in RAM dictates the storage capacity or size of the
computer.
 Storage on computer is quoted in kilobytes (Kb) megabytes (Mb).

The Read Only Memory (ROM)

 It is used for the permanent storage.

 It holds the software programs such as operating systems.
 The programs are written as part of the manufacturing process and the user cannot
alter them.
 ROM cannot be written on.
 It only allows its contents to be read.
 It contains instructions that the computer needs all the time from the moment it is
switched on.
 ROM contents are non volatile i.e. they do not disappear or get lost when the
computer is switched off or when the power to the computer has been interrupted.

Other Types of ROM

 PROM - Programmable Read Only Memory- can be programmed by the user, the
data and instructions are held permanently once PROM is programmed.
 EPROM – Erasable Programmable Read Only Memory – it is like PROM but can
be erased thus reprogrammed. The EPROM must be removed from the computer
in order to be erased thus the complete program has to be reinserted.
 EAROM –Electrically Alterable Read Only Memory – It can be read, erased and
written on by electrical methods without removing it from the computer.
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Secondary Storage Devices

These are devices that are used for storing programs and data that is not instantly needed by
the computer. They are also used for long term storage of programs as well as backup copies
in case the original data are lost. These are also called backing storage or auxiliary storage.
They are used to supplement the main memory. Backing storage is used to hold programs and
data files when they are not required in the main memory. The speed of accessing backing
storage is much slower than that for accessing in Immediate Access Memory.

Backing Disk Drive

 Portable hard disk

 Floppy Disk Drive.
 External hard drive.
 USB drive (flash).
 Memory card.
 Optical disks (CD ,DVD)
 Flash memory cards.
 Memory sticks.
 Magnetic tape.

Computer software

Software refers to computer programs that control the working of the computer hardware,
along with the program documentation used to explain the programs to the user or It is the
collective noun describing the programs that are used to give instructions to the computer.

Computer programs are set of instructions or statements to the computer that direct the
circuitry within the hardware to operate in a certain in a certain fashion

Three different categories

 System software
 Application software
 Development software

System Software

It is a collection of programs that interact with the computer hard ware and application soft
programmes creating a layer of insulation between the two. It contains instructions which:

 Manage a computer system’s hardware components to coordinate them so that they

work efficiently.
 Schedule the computer’s time to make the best use of that time.

Systems Software includes a variety of programmes such as:

 Operation systems database management systems

 Communication control programs.
 Services and utility programs
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  Programming language translators.

Operating Systems

These are programs that allow the hardware to run properly e.g. windows 10

This forms the largest component of systems software

 It is the system of programs that run or control the execution of computer programs and acts
as an interface with application programs.
 It is an integrated system of programs that manage the operations of the CPU, controls the
input, output and storage resources and activities of a computer system.
 The primary purpose of the operation system is to maximise the productivity of a computer
system.
 It minimises the amount of user intervention required during the data entry and processing.
 It helps application programs perform common operations such as entering data, saving,
retrieving files, printing and displaying output.

Functions of Operation System

 User Interface
 Operating Environment Management.
 Resource Management.
 File management.
 Task management.

APPLICATION SOFTWARE

 Applications programs are designed to help the user carry out specific tasks for example to
manipulate figure or write texts.
 This also consists of programs written to solve particular user-oriented problems.
 It performs specific activities or tasks e.g. Accounts payable, accounts receivable, automatic
teller machines inventory control, library operations and control etc.

Categories of generic application

Programs that allow the user to do specific tasks e.g. spreadsheet

Word Processing

A word processing package is designed to enable text to be typed and manipulated

Popular Word-processing packages are Microsoft Word, Lotus Word, and Word Perfect etc.

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Advantages

 It has ability to edit parts of the text without rewriting the whole document.
 Allows for spell checking.
 Allows for centering text, bold underline and use of variety of fonts.
 Allows for the production of multiple original copies from one softcopy.

Spreadsheet

 A spreadsheet package is used to perform calculations that have been entered onto a grid.
 Formulae are entered into the grid using the figure change; the results of the formulae are
updated automatically.
 It is also possible to filter (select only the required data), sort or perform other forms of data
manipulations.
 It is possible to produce graphs, charts and other forms of comparison using the entered
figures from the spreadsheet.
 Popular examples of spreadsheet packages are: Microsoft Excel, Lotus 1-2-3, Quattro Pro

Database

 A database is an organised store of information, for an example an address book, list of

employees, list of students, customers or items of assets.
 A database package is used to store records.
 Data can be sorted, filtered for separate viewing.
 Calculations and comparisons between data items can be done.
 Popular database packages are: Microsoft Excel, Lotus Approach, Paradox, dBase IV, Data
Ease

Graphics

 These are applications designed solely for designing graphs and text charts/posters
 They are often used to produce slides for use on overhead projectors, or presentations on
computer-projectors.
 Various types of charts are also produced
 Examples of graphics packages are: Microsoft PowerPoint, Lotus Freelance, Harvard
Graphics, Corel Draw.

Desktop Publishing

 Desktop Publishing (DTP) applications give users powerful and versatile page design
capabilities.
 The user can incorporate text and graphics on very exact page layouts.
 The applications produce magazines, catalogues, invitation cards, business cards and other
sophisticated documents.
 The application links up well with other applications as the user can import text and graphics
from the other applications.
 Examples of DTP packages are: Microsoft Publisher, PageMaker, Ventura and Frame maker.

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Suites

Many applications are grouped together into suites which users can purchase as one product
containing, for example, word processing, a Spreadsheet, Graphics application, Desktop
Publishing, Database application.

The following is the criteria for selecting applications software:

 Accuracy – it must be from errors

 Flexibility – must be able to adapt to changing environment.
 Compatibility – it must be compatible with available hardware
 Recency- it must be current
 Cost – it must have reasonable cost
 Originality – it must be original
 Support – consider continued support from the supplier
 Ease of use – it must be user friendly
 Performance – it must have efficiency in both response time and run time

Sources of Applications Software

 Three main sources of applications are:

 In –house
 Off-the shelf
 From the contractor

In – house Developed software

This approach requires a development team from within the organisation. The team is usually
comprised of programmers and analysts. The team members should be highly trained and reliable.

Advantages

 Internal professionals understand operations better and therefore can produce an accurate
solution.
 The software usually meets user requirements.
 Management are in total control of the development process.
 More flexibility in making modification.
 Problems specificity- in-house developed software which can give an organisation software
programs that are easily tailored to a unique problem or task.

Disadvantages

 Time and cost of developing the program may be greater than other options.
 In- house staff may lack the expertise needed for the project.
 Reliability of the resultant software is highly questionable.
 In some cases the developers may attempt to gain fraudulently from the system.

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Off- the shelf

This is software that can be purchased, leased, or rented from a software company that develops
programs and sells them to many computer users and organisations. Applications such as financial
accounting, business graphic and pay roll may be bought.

Advantages

 Cheaper – the software company is able to spread the software development cost over a large
number of customers, hence reducing the cost any one customer must pay.
 Less risky – the software is existing, hence you can analyse the features and performance of a
package.
 The programme is well –tried and tested product with few errors.
 Less time- Off-the –shelf software is often installed quickly and easily.
 The package is well documented.
 The packages require little maintenance.
 There is continued support from the supplier through upgrades.

Disadvantages

 The organisation might need to pay for the features that are not required and never used.
 The package may be for general needs and therefore not ideal for the user.
 The user has no direct control over the package.

Software from the contractor

This will involve contracting out software development to a software house- better known as
outsourcing especially where off-the-shelf are not available.

Advantages

 Software houses employ professionals and this may benefit the organisation.
 Transfer of skills to the existing professionals in an organisation.
 Organisation can get support from the contractor.

Disadvantages

 There could be breach of confidentiality.

 Contractor may go bankrupt and cease trading leaving the user with no support
 Contractor might not have sufficient experience or understanding of the problem thus the
solution might not be satisfactory.
 It takes time for the contractor to understand the user’s business and operations this makes the
approach expensive.

DEVELOPMENT SOFTWARE

 It allows the user to create software for various applications

 All software programs (systems and applications) are written in coding schemes called
programming languages.
 The primary function of a programming language is to provide instructions to the computer
system so that it can perform a processing activity to achieve an objective or solve a problem.
 Program code is the set of instructions that signal the CPU to perform circuit –switching
operation
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There are categories of programming language which are

 Low-level languages.
 High-level languages.
 Fourth generation languages.

More details for each language

Computer network systems

A network is the number of computers connected through some channel so that they may share some
of the resources and allow access into them by users from other points.

Advantages of networking

 Resources can be shared e.g. printers, computer files and programmes.

 More even distribution of processing and other work by computers and users.
 More economic and fuller use of computers.
 Allow for the provision of local facilities without lost of central control.
 Mutual support and a spirit of cooperation exist.

Disadvantages of net working

 There could be congestion at the shared resources.

 Control of information and confidentiality may be lost.
 The cost of system may be considerable.
 Virus and other forms of corruption to programmes spread faster.

Wide Area Networks (WAN)

These are networks that spread over large geographical areas. It is a long distance network of
interconnected computer on separate sites, cities or even different countries such telephone system.

LAN Topologies

Topologies are ways in which a network can be structured or arranged depending on the resources, the
needs and the structure of given organisation.

Different types of topologies

Star Topology-There is a central node, the server (which could be a mini computer or microcomputer
to which all other computers are connected. All the processing and storage are done by the host
(central computer). There is no direct inter-terminal communication. The network is suitable for use
in offices and homes.

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Advantages

 It is easy t trouble shoot.

 It is economic and offers intensive use of the terminal.
 Require a single intelligent computer; terminals could be dump thereby saving on the cost of
the network.
 Each terminal has direct and quicker access to the host

Disadvantages

 It is prone to failure – failure of the node mean loss and break down to the whole system.
 The cabling may be costly.
 Virus can be transmitted easily within the network.

Bus (Multi-drop) Topologies

All the computers are connected to a linear transmission medium called bus through the use of a tap.
The tap is used to create a link up to medium and to the network. This network handles higher traffic.

Advantages

 Cost of setting up and maintaining the network are low.

 Each terminal can communicate directly with any other on the network.

Disadvantages

 Risk of network malfunction.

 Are more troublesome than the star topology.
 Trouble shooting is more difficult.
 There is the risk of data collision.

Ring Topology

It is made up of nodes connected to each other to form a closed loop. Each loop can accept data
transmitted to it from an immediate neighbour and forward data not addressed to it to the next
neighbour. Messages are transmitted in packets or frames. Each node has an address and packet is
delivered to the node bearing the address required.

Advantages

 There is by-pass technology so that messages can be passed on from a failed workstation-
breakdown of workstation does not affect the network much.
 It is easy to install.
 There is less risk of packet collision.
 More accurate and reliable.

Disadvantages

 There is poor response time.

 There is risk of data interception so ther should be data encryption.
 Unwanted data may continue to circulate the network, thus reducing traffic carrying capacity
of the network.
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Mesh Topology

This topology combines the ring and star topologies. Bi- directional links are established. This offers
better communication and reduces the risk of data collision because of the existence of alternative
routes. The network has quick response time and is very accurate however; the costs of cabling are
quite considerable.

Hierarchical (Tree) Topology

The nodes are connected to form a hierarchy. Messages are passed along the branches until they reach
their destinations. These networks do not need a centralised computer that controls communications.
These are also very easy to troubleshoot and repair because the branches can be separated and
serviced separately.

Mixed Topologies

Various topologies are combined into one network.

LAN concerns for the Manage

 Costs- of connection- cables and software.

 Compatibility of the hardware and software.
 Appointment of a network manager where necessary.

The Internet

The internet is a worldwide network of computer systems. There are many organisations that offer
internet service. These are called web browser is required Internet Service Providers (ISP). If you
want to explore the Internet, a web browser is required. A web browser contains programmes that
assist in surfing of the internet. The most used web browser is Microsoft Internet Explorer.

The following are necessary for internet

Web site, web address, facilities on the Internet.

Electronic Mail

It is commonly referred to as the e-mail. Every user of the e-mail has a unique address e.g.
memasawi@gmail.com. E-mail messages are sent from user to user on computer network with
message being stored in the recipient’s mailbox or inbox. E-mail allows for the sending of attachment.
These are files that contain greater detail. One can even send a CV, an assignment or other document
using e-mail. Internet provides many facilities and the e-mail is only one of them.

Advantages of e-mail

Speed

 Messages are received instantly.

 Provides certainty of delivery of mail.
 Reading, sending replies, redirecting massages is faster.

Cost

 Generally cheaper than ordinary mail.

 Less or no paper used.

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Time

 Less time spent on the phone waiting to be put through, finding people, holding the line
because line is engaged and leaving messages and having to call again.

Flexibility

 Anyone with a PC at home can send and receive message out of office hours.
 Messages can be sent and received at any computer that is linked to the network.

Disadvantages of e-mail

Delay

 If a recipient takes long to log on, the speed advantage is lost.

 It there is a problem with the recipient’s server, one may not know immediately if the
message has been received or not.

Information Overload

 Some there may be too many messages.

 Some important or urgent messages are overlooked.

Junk mail

 There may be lots of unwanted messages received.

Breakdowns

 Often log on problems may result in messages not being sent or received.

Security

 There is the concern about security of confidential on that is sent and or received.

Intranet

It is the network of computer usually within a company that uses e-mail and browser software but is
not part of the internet. Employees can use the Internet to access information related to the company
such as training, social activities, job opportunities and product information.. it enables employees to
share information

E- Commerce

It involves the internet transaction of goods and service to businesses and consumer and can include:

 Retail- you can buy virtual anything on the Internet e.g. books.
 Banking there are online banking facilities that allow the payment of bills snd access of
balances
 Travel arrangement- airline and rail tickets can be bought and sold on the internet and
bookings made thereon.

Consumers connect to the online service and can then order goods and pay for these using a credit or
debit card

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Computer and Health and Safety

Computers and computer have negative health effects on the user.

The main effects are

 Repetitive Strain Injury (RSI).

 Eye strain from VDU use.
 Bad posture.
 Risk of an accident.
 Exposure to radiation.

Repetitive Strain Injury

This refers to disorder that affect the hands, wrist, arms, shoulder or neck of computer operators. It is
inflammation of the joints and is caused by making the same small movements over and over again.
This can cause pain, numbness, swelling and the inability to lift or grip objects in some cases
operators have become permanently disables

To reduce RSI

 Make sure the desk and chair are at suitable heights.

 Sit at a comfortable distance from the keyboard.
 Make sure that lower arms are horizontal and wrists straight when using a keyboard or
mouse.
 Use a wrist rest if necessary so that you do not rest your wrist on the edge of the table or
keyboard.
 Take frequent breaks to stretch your arms and fingers

Eye Strain from VDU

Using the VDU for periods at a time may affect a user’s eye and in some instance cause headaches.

To reduce eye strain

 Desk and VDUs area arranged to avoid glare or bright reflections on the screen.
 Arrange desks so that user is not looking at windows or lights.
 Use curtains and window blinds.
 Sharply focus VDU so that characters don not move and flick.
 Have regular eye tests.
 Adjust screen brightness and contrast to suit lighting conditions.
 Adjust the angle of screen to your sitting height.
 Keep screen clean
 Take a break every 20-30 minutes.

Posture

Sitting incorrectly or without right support at a computer terminal for along periods may result in
back, neck and upper arm pains.

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To reduce posture related problems

 Use adjustable chairs to adjust height.

 Use adjustable backrests.
 Use swivel chairs.
 Use footrest.
 Always sit well.
 Always sit well.
 Change sitting position regularly.
 Take frequent short breaks.

Risk of Accident

If it may be necessary to shift a computer, if not done properly may result in injury to the worker.
There may also be problems relating to power and failing over of computer equipment that is not put
up properly.

Risks of Exposure Radiation

Some computer equipment produces radiation that has long –tem effects on users or unborn babies.

Requirements of a Computer Environment (Computer Room)

Ventilation – a good room has to be adequately ventilated if ventilation is poor the computer may
over heat and thus fail to operate.

Power supply- power supply should be of the right voltage and supplied from safe socket outlet.
Power cables should not cross the room to avoid interfering with free movements.

Use of Uninterrupted Power Supplies (UPS) - in the event of unanticipated power loss there should
be some standby power alternative so that the users’ information is not lost.

Curtains- Curtains reduce the amount of light getting to the screen and other computer equipment.
Light damages screen.

Lockable doors- doors should be lockable to avoid unauthorized access to the computers or theft or
vandalism of the computer system. The key should be kept with some responsible person.

Attach computer permanently to desks using clamps to avoid theft of the computers.

Have all equipment serial numbers for use if equipment is stolen.

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Data Security

This refers to measures taken to reduce unauthorized access to use and destruction of an
organisation’s data and data resources. Data itself is at risk of accidental or deliberate loss and theft.

Security of Data

Data itself is at risk of accidental or deliberate loss and theft

Accidental Loss

 Document is accidentally deleted.

 Computer breakdown or power fails.
 File or disk becomes corrupted.
 File is destroyed by fire or floods.

To reduce the risk of loss to accidental loss there is use of back up of data- there should be a saved
copy of the original file that is kept on a different medium and place.

Deliberate Damage

This is loss of data by viruses or hackers.

Viruses

A computer virus is a harmful program that copies itself onto other programmes and destroys the or
interferes with their proper functioning.

Presence of viruses can be noticed by:

 Displaying of messages.
 Deleting data and programme files.
 Failure of computer to detect peripherals.
 Display of irritating messages or images.
 Exaggerated file and document sizes.
 Unwanted formatting of hard disk.
 Playing music.
 Computer fails to boot up.

Viruses are transmitted from computer to computer. They copy themselves quickly. Effects of viruses
may be mild to severe. Some are viruses are harmless and computers may operate normally.

Characteristics of viruses

 Copies itself.
 Hide.
 Frequently spread by attachments in emails or by instant messaging messages.
 Can spread through downloads on the internet.

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To reduce the risk of viral infection

 Use anti-virus software.

 Use genuine software.
 Write protect all software programs.

Database Concepts

A database is a single organized collection of structured data it is a collection of related files that are
stored in a uniformed way for ease of access. It can also be defined as a collection of logically related
records or files previously stored separately so that a common pool of data records is formed.

Advantages of Database

 Easier data sharing leading to economies of scale.

 Reduce data redundancy.
 Improved data consistency.
 Improved data independence.
 Increased application programmer productivity.
 Improved data administration.
 Increased emphasis on data as a resource.

Disadvantages of Databases

Concurrence problems- where more than one user access and attempt to update the same record at
the same time- there is file edit locking to prevent this.

Ownership problems- sometimes some individuals tend to own the data and thus refuse access by
other individuals or departments in the organisation.

Resource problems – with database extra resources are needed e.g. more work stations and other
devices.

Security problems- there is increased exposure to unauthorized entry into the data this could be
reduced by the use of regularly changed passwords and by physically denying access to unauthorized.

The database Management System (DBMS)

It is a complex system of software that constructs, expands and maintains the database. It provides a
controlled interface between the database and the user.

Functions of the DBMS

 Allocates storage space to data.

 It maintains indices to allow for easy access to data items.
 It allows for the addition, editing and deletion of files in the database.
 Provides an interface with user programmes which may be written in different programming
languages.
 Provides different ways of processing files.
 Provide security for the data in the database through denying unauthorized access to data,
preventing data corruption and proving data recovery in the case of failure
 Keeps a record of statistics of the use of data in the database, this assists in removal of
redundant ( duplicated) data, it also keeps frequently used data more accessible

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