Module 1 - Syllabus 4.5 updates

The following extracts are written to the ECDL Syllabus 4.5 specifications and affect Sections 3, 4 and 6 of Chapter 1 of the Training for ECDL manual Syllabus 4.0.

Section 3 Basic System Maintenance

3.1 Typical Components (1.3.1.1)

Typical components of a computer system comprise the system box, or base unit, which houses the Central Processing Unit and holds the programs that are used to make the computer function, a monitor to view data and graphics, a mouse to select menu and toolbar options, icons and objects, a keyboard to input data, a printer to produce hard copy of monitor output.

The computer can be in the form of a system box which sits beneath the monitor or as a tower which usually sits beneath the desk. The back of the computer housing contains ports for connection of peripherals, such as the monitor, mouse, keyboard and printer. Other peripheral devices may be connected, such as external disk or CD/DVD drives, USB memory drives, microphones, web camera, scanner or digital camera. Regardless of the type of computer you use; e.g. tower or box, ports will exist to enable connection of peripherals such as the basic components of monitor, mouse, keyboard and printer and others such as those listed below:

Ports

Ports are sockets that enable peripheral devices to connect to the computer. On computers manufactured before 2006 the keyboard and mouse are connected to the computer via PS2 sockets:

PS/2 ports (Purple for keyboard and green for mouse)

Parallel ports are used for connecting printers to the computer. The image below shows the port on the computer; the corresponding port on the printer would have pins. Most modern computers now connect via USB ports.

Parallel ports connect printers to the computer (there are two types of parallel ports: LPT1 and LPT2). These ports have mostly superseded by USB ports

USB ports connect peripherals such as Memory drives, digital cameras etc. There are two types of USB connector, A and B. The A connector inserts into the computer port and the B connector connects to the peripheral device. Firewire connectors are used for transferring data to and from digital devices, such as digital cameras, at higher speeds than a USB device.

Laptop computers often need a docking station to provide extra ports, as well as extra drives. To provide more ports on a personal computer, a USB hub can be purchased. This is handy if you use many peripheral devices (camera, speakers, microphone, memory drives etc)

3.1.1 Basic Checks

The computer has a power button on the front of the computer. A green light usually appears when the computer is on. The monitor also has a power button at the front and a green light also indicates that power is on. The basic checks that you should perform at start-up are:

• Check power – is the computer connected to the mains electricity source and is the socket switched on?
• Ports and cables - are all cables connected to the correct ports? If unsure about a connection, remove the cable from the socket and re-insert. Push the connector firmly into the socket/port
• Check for the green power light on the computer and also on the monitor. If the monitor does not display, check that this is not caused by the screen saver by pressing the Spacebar or moving the mouse.
• Check printer – is the printer connected to a mains electricity socket? Is the socket switched on? Are both ends of the connector firmly inserted into the correct port on the computer and the printer? Is there a green light on the printer? If a light is flashing (usually amber), this could indicate that the printer is offline, is out of paper, has a paper jam or the toner cartridge is empty and needs refilling/replacing.

3.2 Operating System Software (1.3.2.1)

This is a program that holds all the instructions that make the computer work, e.g. the start-up procedure, monitor display and the use of hard or floppy disks and so on for storing data. The operating system manages other programs such as word processors, games and Internet browsers. It accepts instructions from them, passes them to the CPU, arranges the display on the monitor, takes the results from the CPU and sends them to be stored on the hard disk or to the printer for printing. It is permanently stored on the hard disk and is automatically started when the computer is switched on. Without an operating system, the computer would be like a car without an engine. Two common examples of system software are the Mac OS (Macintosh) and Microsoft Windows (PC). Examples of other operating systems are MS-DOS, UNIX, OS/2 and Linux. Various versions of Windows (95, 98, NT, 2000, XP) are the most commonly used operating systems on PCs today. The BIOS is the Basic Input/Output System. When the computer is turned on, the BIOS software loads the operating system. When the computer is loading (called booting), the BIOS manages components such as the keyboard, monitor and ports and also performs a test called the Power On Self Test (POST) to ensure that each of the hardware components in the computer are functioning correctly.

3.3 Error Indicators (1.3.3.1)

Some of the common error indicators to look for at start-up are:

• Lack of monitor display could mean that the screensaver is displayed; just press the spacebar or wiggle the mouse. Check that the power button is switched on. If the problem is due to electromagnetic interference, turn off the monitor for about 15 minutes and then turn it back on again. To find out where the problem originates, disconnect the monitor from the computer and connect to a different computer. If the computer beeps but the monitor does not display then you should contact the manufacturer if the computer is still under warranty.
• On screen messages display when a problem occurs – do not ignore these messages. Make notes of the problem such as the error name or error code that is provided. The message may give a solution to the problem or it may request that the user contact their hardware or software provider for help. Sometimes an error message will give the solution to the problem but other times it will request that the user contact the software/hardware provider for help. If your computer displays an error message within a few seconds of starting, you may have a hardware configuration problem. If the Windows logo displays, you may have a startup problem which could be due to a new piece of hardware, a new program, or a corrupted system file. If you get a Non-system disk or disk error message, you have a disk error which means that Windows cannot be found. If you don't even see the startup screen, you probably have a hardware problem.
• Flashing lights on a printer can indicate a lack of paper, a paper jam, that the printer toner cartridge needs refilling/replacing. Check that the printer is connected to a power supply and that the power is on at the socket, that the cable is secured firmly to the port on the printer and computer, ensure that the power is switched on at the printer, check the paper tray and refill if necessary, check the printer cartridge.
• Beeps can indicate a problem with the computer or with the keyboard; if it is a keyboard problem it may be caused by a stuck key or indicate that the keyboard requires cleaning. If this is the case just up end the keyboard to shake out any debris and use a wipe to clean between the keys. If the computer beeps on start-up it could indicate a Memory Display Read /Write failure. To test where the problem originates, disconnect the keyboard cable from the port at the back of the computer (on computers before 2006 this will probably be a purple coloured PS/2 port, post 2006 it will probably be a USB port) and re-connect to another computer. If the same problem occurs then the problem is with the keyboard, not the computer. Please note that PS/2 connectors should not be disconnected whilst the computer is on.
• Lack of mouse cursor – check that it is connected to the port. Check batteries are working if using an optical or wireless laser mouse, and ensure that it is not being affected by other electronic devices nearby. If using a roller ball mouse, check that it is clean by opening the back of the mouse and using an alcohol rub to clean the ball and a cotton swab to clean the guides inside the mouse.

3.4 Resolving Problems

3.4.1 Check for Errors

Before you can resolve the problem, you must first perform a thorough check to determine the type of error:

• The first thing that you check is the power supply.  If the computer does not power up when it is turned on the problem is either with the computer or the socket.  To determine the culprit, check that the computer is connected correctly - check the cable, connectors and socket.  Is the socket switched on at the mains?  Connect another appliance to the same socket - if it works then the problem lies with the computer.
• Also check the cables and ports (for the computer and peripherals) and ensure that all connectors are fitted securely into the correct socket/port.  Check connectors for bent pins and loose connections and also check for stray cables (and secure them if necessary).
• Another consideration is whether new hardware has been recently installed - this can cause compatibility issues.  If you suspect that this is the culprit, un-install the hardware and then check computer performance.
• Check all peripherals, such as the printer. Check that there is power at the socket. Check the cabling and connectors – is the cable securely connected to both computer and printer? Check that printer is on – check for the green light. If an amber light is flashing this could indicate that the printer has a paper jam, is out of paper, is offline, the toner cartridge needs refilling/replacing. Check the paper tray to ensure that it contains sufficient paper. Check that there is not a paper jam ! be very careful when dealing with a paper jam. The printer rollers may be very hot and cause burns and fingers may become trapped in the machine parts. Cancel all print jobs first and turn off the printer for several minutes to allow it to cool down. Contact a technician if the paper is jammed between rollers – do not tear at the paper as this may leave bits of paper behind and make it harder to retrieve the remainder.
• Check the printer cartridge – does it need refilling/replacing? Always use gloves to refill or remove a toner cartridge and be careful not to spill contents on bare skin. After handling toner, be careful not to touch eyes, nose or mouth before you have washed your hands.

3.4.2 Reporting Errors

Before reporting an error, check whether the error can be resolved by re-booting the machine. Make a note of any on screen error messages, particularly the error name and code provided. Also make a note of the computer name, particularly if using a network, and the action you have already taken to resolve the error, such as re-booting the machine. Note the date and time the error occurred and the effects of the error. Also make a note of the action you were trying to perform when the error occurred. There should be a reporting procedures set up in your workplace, such as a questionnaire/error reporting form or online form, to help resolve errors. You should know who is in charge of resolving computer related problems – this is usually a resident technician, such as the system administrator or network manager. Microsoft provides an error reporting service for Windows operating systems – the information that they receive is used to track and resolve problems within the software. This may not be of immediate help to you or your particular problem but will help to resolve any further problems in updated software and prevent the same glitches.

3.4.3 Upgrading Software

 Each year, computers are becoming more powerful and as a result they can increasingly perform more demanding tasks. This necessitates constant upgrading of both system and application software. Newer versions ensure that the software is taking full advantage of the computer’s power. As new upgrades of software become available, they are referred to as versions. The numbering or naming of versions varies from company to company. Usually the first issue of a software title is Version 1, with minor upgrades being referred to as version 1.1, 1.2 and so on. Software companies may release what is referred to as a beta version of their product to have it tested by normal users. Beta versions will normally have most of the features of the final product. Microsoft Office has evolved to harness the power of both hardware and system software developments. Microsoft Office and Windows have developed different versions, in the following sequence.

Software companies, such as Microsoft, provide updates in the form of service packs (Microsoft provided Service Packs 1 and 2 for Windows XP). Service Packs can provide updates on the following:

• Program reliability
• Program compatibility
• Security

Software developers also provided patches that update previously purchased software. These can help resolve problems within some programs. Visit the software supplier’s website to download updates/service packs, or patches, Drivers may need to be installed before certain peripherals can be connected to your computer - drivers can also be found on the supplier’s websites. Follow the on-screen instructions carefully to download the updates on your computer. Some updates come via storage media, such as CD-ROM. These will contain program files, called executable files with an .exe extension, which will automatically run on your machine when you insert the CD into the drive. Again, follow the instructions on screen carefully to load the update. Your workplace may upload drivers or updated software on a network for each member of staff to access – this could be on a Local Area Network within the site, or on a Wide Area Network, which covers more than one site. Updates may also be posted on the company Intranet (internal Internet system). Ask your network technicians or system administrator for advice on downloading updates from a networked drive as this procedure may be subject to limited access rights and be password protected.

! Executable files with an .exe extension are program files which can transfer viruses when run on your machine, so be very careful and only download updates from reputable and known sources.

Windows can be set up to automatically look for and deliver important updates.

• Select My Computer and then click View System Information under System Tasks.
• Select the Automatic Updates tab and then select the Automatic (recommended) button. Choose a regular day and time for automatic updates to be downloaded onto your computer and click OK. Automatic updates include security updates for your computer, so your computer could be more vulnerable if this option is disabled.

3.4.4 Data Security

Information on a computer is stored electronically. Because of this, there is always a possibility that it can be lost due to a malfunction in the system or through human error (other causes could be flood, theft, fire, viruses, unauthorised entry, hard disk corruption, power surges). To avoid total loss of data, it is important to have copies of all important files stored on disks or other removable media. These copies are called back-up. Back-ups can be made in several ways. Copies can be made to floppy disks, zip disks, tape or external hard disks or burned onto a CD or DVD. The data from some files may also be kept as hard copy. These back-ups should be kept in a safe and secure place, e.g. locked away in fireproof containers or off the premises in a remote location. Storage space can be a limitation when backing up data, particularly if the data is being stored off-site. Costs of the removable storage media is another factor to be taken into consideration. A log of backed-up data should be kept to facilitate rotational backup procedures. Remote backups are now offered by Internet Service Providers over Broadband Internet connections but these are not recommended for sensitive or confidential data.

Section 4 System Interrogation

4.1 System Set-Up (1.4.1.1)

In this section we will look at some of the most relevant areas of computer setup, listed below:

• Printers
• Networking
• Performance and maintenance areas
• Basic settings, such as date, time and sound

In this section you will learn how to access and interrogate these areas through the Control Panel. The Control Panel provides access to various set-up tools and enables the user to control and manage system set-up, customise the appearance and functionality of your computer, add or remove programs and set up network connections.

The Control Panel

• Select the Start menu on the Task Bar and then select Control Panel

You have the option of viewing the Control Panel in Classic View or Category View, Classic View displays options as separate, individual icons and Category View groups related items by Category.

• For the purposes of this tutorial, ensure that the Control Panel items will display in Classic View.

This image displays the Control Panel in Classic View so that the individual icons are displayed:

Sound

• Double click the Sounds and Audio Devices icon - The Sounds and Audio Devices Properties window will open.

• Click the Volume tab so you can make changes to the volume settings of audio devices. You have the options of selecting Mute or to Place volume icon in the taskbar. You also have the option of changing the volume between Low and High by dragging the slider.
• To change the speaker settings, select the Speaker Volume button to make changes to the volume control or Advanced to change other settings, such as speaker performance. The Sounds tab provides options to change default sounds, such as bleeps when you exit a program. To play a sound, select it from the drop down list and click the Play Sound button. Alternatively, browse for a sound saved on the computer.
• The Audio, Voice and Hardware tabs all provide options for changing default devices.
• You will only be able to listen to an audio device if speakers are connected and switched on. Close the window.
• The volume icon will display on the taskbar, if this option was previously selected from the Sounds and Audio Devices Properties window.  
• Click the < button on the taskbar if the icon is not visible.
• Left click the icon once, to display the volume control
• The volume can be adjusted by dragging the slider upwards to increase the sound, and downwards to decrease the sound. Alternatively, select the Mute button if required. Click the volume icon to close the volume control. For more advanced volume control options, either double click or right click the volume icon and then select Open Volume Control. Click the X to close the Volume Control window.

Date and Time

•  From the Control Panel, double click the Date and Time icon
• The Date/Time Properties window will appear:  Select the Date & Time tab to alter the computer’s date and time.
• The date can be altered by selecting a different month and/or year from the boxes and then selecting a different day from the calendar.
• The time can be altered by selecting the increase/decrease arrows beside the existing time.
• Select the Time Zone tab and ensure that Greenwich Mean Time (GMT) is selected. Also ensure that the Automatically adjust clock for daylight saving changes option is selected. This will ensure that the computer’s clock will reset to Summer/Winter time.
• Select the internet Time tab to Automatically synchronize with an Internet time server.
• The current time can be viewed from the taskbar; to view the date, position the mouse over the time icon on the taskbar and the date tag will appear (this option may not display if it has been de-selected in the Taskbar and start Menu window, located from the Control Panel).

Printers

Printers can be accessed, added or removed through Printers and Faxes options from the Control Panel. You can also access Printers and Faxes from the Start menu.

• From this window you can add printers, remove printers, manage print jobs, pause or cancel printing.
• The tick beside the printer name indicates that the printer is the default printer. The status is indicated by Ready (online), and Offline. A number appears beside the printer icon when printing is performed to indicate the amount of print jobs currently in the queue.
• When the printer is idle a 0 will appear beside the printer icon.
• To see the properties of an individual printer, right click the printer icon and select Properties
• From this window you can print a test page if you are experiencing problems with the printer or if it is newly installed.
• You can set printer preferences and check which ports the printer is using.
• To manage printer tasks such as adding or removing printers, selecting printer preferences, pausing or cancelling printing, viewing print jobs or renaming the printer, select the relevant option from the Printer Tasks pane.
• To set a printer as the default printer, double click the printer icon and then select the Printer menu and then choose Set as default. A tick beside the menu option indicates it is active:
• From this window you can also pause or cancel print jobs or view properties of the printer.
• All print jobs can be viewed from this window, with the document name, status (spooling/printing etc), the owner of the document (computer name), the amount of pages, the size of the document, the date it was submitted and the port to which the printer is connected.
• Close this window by clicking the X or choosing Close from the Printer menu.
• Close the Printers and Faxes window.

Networking

Networking settings can be accessed through the Network Connections icon (or Wireless Network Setup Wizard if available) from the Control Panel. The network Connections option enables the user to view the network settings that currently exist, such as broadband or dial-up Internet connections and any local or wide area networks. You have the option of setting up a home or small office network. Firewall settings, which affect the security of your computer and help to prevent unauthorised access, can be changed from here. The Wireless Network Setup Wizard enables set up of a wireless network connection, known as Wireless Infrastructure network.

The Network Connections option from the Control Panel enables the user to see which network connections currently exist, such as Broadband Internet connections or local area network connections.

Create a new connection from here or set up a home or small office network.  Windows Firewall settings protect the security of the computer.

Access the Network Troubleshooter for help on common networking problems.

Performance and Maintenance

Performance and maintenance of your computer can be managed by the Control Panel. In Category View these tools are grouped under the Performance and Maintenance heading; in Classic View, they are displayed as individual icons:

• Administrative Tools
• Power Options
• Scheduled Tasks
• System

We will look at each of these options in turn, starting with Administrative Tools. This window provides options to manage performance and collect and view data.

• Component Services – this is used by the system administrator to administer programs or automate administrative tasks. This service is also used by software developers configure routine component or program behaviour.
• Computer Management – this is used to manage local or remote computers. This tool combines several administrative tools in one area, providing easy access to computer managers/administrators. * Data Sources (ODBC) – ODBC stands for Open Database Connectivity and is a programming interface that enables programs to access data in database management systems.
• Event Viewer - is used to view and manage logs of system, program and security events on your computer. It gathers information about hardware and software problems and monitors security events. It displays monitoring and troubleshooting messages from Windows and other programs.
• Local Security Policy – this is used to configure security settings for the local computer, such as user rights, password policy, audit policies and other security options. * Performance – this is used to collect and view data about memory, disk, processor, network and other activity in a graph or report format.
• Services – this is used to manage services on your computer, set recovery actions and creates custom names and descriptions of services so that they can be identified.

Power Options

Power Options enable the user to configure energy saving settings, thereby reducing power consumption of computer devices. Through this window you can:

• Turn off the monitor and hard disks automatically to save power
• Put the computer on stand-by when it is idle
• Put the computer into ‘hibernation’

You can set the computer to use your own predefined settings, such as turning off the monitor and hard disks for short periods to conserve power; using stand-by mode when the computer is idle to place the computer in a low energy state; using hibernation to save everything in memory on the hard disk, before turning off the monitor and hard disk and then turning off the computer. Be aware that leaving your computer in stand-by mode during a power failure may result in loss of data. You can also use Power Options to set an alarm when the battery reserve power falls below the critical level you have set.

Scheduled Tasks

Scheduled Tasks enables the user to schedule computer tasks to run automatically. This can include virus scanning software, program updates or other tasks that should run at a scheduled time. The image below displays virus scanning software scheduled to scan the author’s computer at 20:00 every Friday and provides the Next and Last Run Time. Other scheduled tasks are also listed.

Scheduled tasks starts each time you start Windows and runs in the background. With Scheduled Tasks, you can also:

• Schedule a task to run daily, weekly, monthly, or at certain times (such as system startup).
• Change the schedule for a task.
• Stop a scheduled task.
• Customize how a task will run at a scheduled time

4.2 Managing Active Applications (1.4.2.1)

Occasionally a problem may arise where the computer appears to ‘freeze’ or ceases to respond to the mouse or keyboard. In this case it is necessary to force the computer to end the task it is engaged in. Using Windows Task Manager you can end programs or processes without having to turn off your computer. The Task Manager provides information about computer performance and displays details about programs and processes running on your computer. If you are connected to a network, you can also view your network status and how your network is functioning. Depending on your work environment and whether you share your computer with other users, you can view additional information about those users.

To end a task that is not responding:

• Right click an empty area on the Taskbar and choose Task Manager or press Ctrl+Alt+Delete.
• The Windows Task Manager window is displayed. This window will display all open applications, folders and files.
• The Task Manager will display the status of the files (Not Responding/running). Click the Task name for the non-responding application.

Note that in some instances further choices and/or information may be presented to you by the Task Manager and you may have to progress through a sequence of choices before shutting down the non-responsive application.

• Click End Task.
• Select End Now
• You have the option of switching to another application by selecting the Switch to.. button.

Create another task by selecting the New Task button and enter the name of the program/folder or file that you want Windows to open:

• If you do not know the name of the document, click Browse to locate the file.
• The Windows Task Manager menu options enable the user to logoff, stand by, shut down or restart the computer.
• The Task Manager can be closed by clicking the X or selecting Exit Task Manager from the File menu.

4.3 System Properties

System Properties enables the user to see information about the computer, change settings for hardware, performance and automatic updates. It helps the user resolve issues by locating any error indicators associated with the hardware. The following section will help you understand how to access the properties of your computer system and also to differentiate between different storage areas.

4.3.1 Access Properties

• The Advanced tab provides access to Performance, including visual effects, processor scheduling, memory usage and virtual memory. Select Visual Effects settings to change the appearance and performance of Windows on your computer (for example, change how the menus animate).
• User Profiles enables you to change desktop settings related to your login. To create new user accounts, select User Accounts from the Control menu.
• Startup and Recovery allows you to change settings related to system startup, system failure and debugging information.
• The Error Reporting option enables the user to send error reports to Microsoft to help improve future software products and prevent the same glitches. The user has the option of disabling or enabling the error reporting procedure and also choosing whether to report problems occurring in the Windows Operating system and/or programs. If the latter option is chosen, the user can choose the programs on which to report errors.

Other options within this window are:

System Restore – monitors your hard drive and helps to track and reverse harmful changes to your computer. You have the option to disable this tool if you wish.

Automatic Updates – regularly checks for important updates and installs them onto your computer at a date/time specified by you. This option can be disabled if wished, but please note allowing automatic updates may help protect the security of your computer.

The Remote option enables the user to select ways that the computer can be used from another location, such as allowing users to connect remotely to your computer (user accounts must use passwords to perform this action)

Hardware – enables the user to see, and change the properties of, all of the hardware devices installed on their computer. There are also options to set up and store hardware configurations and ensure that drivers are compatible with Windows software.

Computer Name options enable the user to change the name of the computer and set up local user accounts on a network.

General – information about your computer can be viewed, including the system software name and type (e.g. Microsoft Windows XP, Service Pack 2), the registration details (name of owner or company to whom the operating system is registered), and the computer specifications, such as RAM etc. You can also access general information about your computer by right clicking the My Computer icon and selecting Properties.

4.3.2 Storage Areas

Storage areas on your computer can be viewed through either My Computer or Windows Explorer The image below displays the type of storage media that may exist on your computer, such as the hard disk drive (on which all of the programs are stored) and removable storage areas, such as floppy disk drives, CD or DVD drives.

The drives may display as  as Icons or displayed as a list.

• The Local Disk is the hard drive or C: drive which is usually installed within the computer. You can also install an external hard drive if required.
• Check for errors on the local drive by right clicking and choosing Properties. Select the Tools tab and then select Check Now to scan the surface of the disk for inaccuracies.

Hardware errors may prevent access to certain drives. For example, hard drives can become corrupt and fail, due to virus infection or age (mechanical, moving parts wearing out). It is essential that a regular backing up system onto removable storage media is maintained in case of hard drive failure. The warning signs of hard drive failure are:

• computer freezes regularly
• losing files
• computer locks up during startup
• he hard drive makes strange noises

In the event of hardware failure, contact your manufacturer if under warranty.

Other drives that may exist on your computer may be the 3 ½ Floppy A: drive (if your computer does not have this option, an external floppy disk drive can be installed). A floppy disk takes small amounts of data, up to 1.44MB so is not suitable for backing up large amounts of data. A CD-RW (Read/Write meaning that you can read/view data from the disk and write/store data onto it) or DVD drive will take more data, up to 700MB and may be installed as an internal or external storage device. USB Memory drives will display as a Removable Disk icon (as shown above). USB Memory drives are known as Solid State Technology (no moving/spinning parts as in a floppy or CD/DVD drive), and are capable of storing larger amounts of data, ranging from Megabytes to Gigabytes. You can add more drives to your computer as required, but you may need to purchase a USB hub to provide extra ports/sockets.

Shared or Network drives will be displayed as a letter (G: or S: etc, depending on the amount of drives that already exist). Network drives enable programs and hardware to be shared within the same site, called a Local area Network (LAN), or across different sites, called Wide Area network (WAN). Security limitations, such as User Access Rights and password protection, placed on network drives prevent access to restricted areas of the drive and also to unauthorised editing or modification of shared programs/utilities. A login (usually comprising ID/User Name and password) is required to log on to the network drive and then a further password required for protected areas. Access Rights ensure that only authorised users can access certain parts of the network and protects sensitive or confidential data from unauthorised users.

Benefits of a shared/network area include:

• Shared programs – files – printers and other peripherals – drives – internal communication.
• Data transfer speed and storage size increased on network drive, compared to removable storage device.
• Password protection to safeguard sensitive or confidential information
• Maintained with Multi-level User Access Rights and Password Protection policies managed and controlled by the system administrator.
• Can be operated within the same site or across several sites

Drawbacks of a shared/network area include:

• Shared files cannot be saved directly onto the protected network drive, and other drives must be set up for different departments to access and store files.
• Shared printers and other peripherals means that the user must wait in a queue.
• Protection can be compromised. Passwords to safeguard sensitive or confidential information must be changed regularly and never divulged to a third party
• Multi-level User Access Rights and Password Protection policies can prevent staff, covering for other personnel, from accessing required information.
• Network drives can be unavailable due to network/server errors – this means disruption to all sites that require access to affected areas.
• Sometimes, only one network/system administrator administers the whole network across sites, resulting in disruption to the network and /or loss of service if that person is unavailable.

In the case of company network failure, contact your system/network administrator. If using a home network system, check for errors through accessing the Control Panel and Network Connections.

6.1.2 Health and Safety Legislation

There are many laws and legislation that affect the use of IT and as a user it is important that you know where to locate relevant information.

The Health and Safety at Work Act (HASAW) This act sets out health and safety regulations and responsibilities of employers and employees and sets out to ensure that employees are aware of health and safety issues, which affect them and others. An employee should:

• Take reasonable care for own health and safety and that of others who may be affected by what you do or do not do.
• Co-operate with employer on health and safety.
• Correctly use work items provided by the employer, including personal protective equipment, in accordance with training or instructions.
• Not interfere with or misuse anything provided for own health and safety or welfare.

The employer should:

• Protect the health, safety and welfare of their employees and other people who might be affected by what they do. Your employer must do whatever is reasonably practicable to achieve this. Any company, employing 5 or more people, should have a Health and Safety policy. This should set out your and others responsibilities regarding health and safety and procedures for reporting accidents, evacuation procedures and location of first aid personnel and equipment.

DSE (Display screen Equipment) The Health and Safety Executive (HSE) provides information on working safely with display screen equipment (e.g. computers). Training can be given to companies who need guidance on up-to-date health and safety procedures in the workplace. A range of materials can obtained from the HSE. More information on health and safety can be obtained from www.hse.gov.uk

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