I.T.F.M.Learning Outcome 2

Describe the impact of ICT on workflow, working practices

and management and security of information

Access shared information Transmit information electronically Communicate around a computer

network Reduced need for movement and

duplication of documents Local Area Networks (LAN’s) and

Wide Area Networks (WAN’s) are heavily used

Allows access and communication of information without the need for paper

Impact of ICT on workflow

E-mail: fast communication, arrange and even hold meetings on line

Networked software: databases and electronic diaries allows accessing of centrally stored information

Technology has led to de-layering of organisations

Too many levels of mgt have previously hampered communications

Impact of ICT on workflow

Input: E-mail allows information to be received instantly

from internal/external sources Internet enables required information to be

collected speedilyProcess: Software enables effective and efficient

processing of information, increasing productivityOutput: E-mail, e-diary, Internet and presentation

packages enable effective transmission of information

Impact of ICT on Workflow

Reduced need for movement of people Fast communication around the

organisation Reduced need to accommodate people

in specific areas Fewer layers of management Reduced amount of lost/misplaced

documents Less time wasted Reduced costs

Impact of ICT - summary

Advances in ICT over recent years have resulted in flexible working practices becoming more common

Hot-desking Home working Teleworking Video-conferencing/audio-conferencing - which allow remote meetings in a cost

effective manner

Impact of ICT on working practices

Over the last 20–30 years, organisations have moved from having one mainframe computer to process data for a few of their activities (such as payroll or accounts) to having company-wide, often country- or worldwide, networks of computers affecting and controlling every aspect of their business.

The vast quantities of data and information that are held by these networks must be organised and protected – in other words, this data must be managed.

It is about setting up systems, proceduresand controls relating to the way data is

input, stored and retrieved, who it is accessed by, how it is kept up-to-date and how it is kept secure

Centralised Systems: Central dept. dealing with computer

services Responsibility for data mgt. Including purchase and maintenance of

hardware and software, setting up systems Training, using policies, codes of practice

and support systems

A potential disadvantage is that one size doesn’t fit all – some sections of the organisation might have particular needs

Data Management

Advantages: Standardisation of computer hardware and

software Standard systems and procedures Control of what is being used and how Build-up expertise and specialisation Overview of organisational data

requirements and performance

Centralised Systems

Keeping up to date with developments is essential and having specialists makes this easier, rather than relying on enthusiastic amateursHaving the right input and storage devices – this will depend on the type of data being entered, the volume of data and how often it needs to be backed upHaving adequate processor speed, hard drive and memory capacity will ensure the system is optimised

Hardware Considerations

Storage and retrieval devices include:

External hard drives DVDs CD-ROM’s – large amounts, easily

stored Zip drives – large amounts, fast

retrieval Pen drives – portable, easy to use

Hardware

Input devices: Voice data entry – speak into microphone,

interprets and displays on screen Scanners & Optical Character Recognition

– scan documents and images Hand-held devices – portable, information

can be downloaded to the main computer later

Touch screen – touch areas of screen rather than type

Mouse, light pen, smart card, bar code reader

Hardware

Utility programmes – helps to search for lost files, check for viruses, check IDs and passwords

Performance mgt – monitor, analyse and report the performance of software

Communications software – control the flow of data to and from remote sites

Applications software – mainly use Integrated packages (Microsoft Office)

Software

Customised software – specially written for the organisation

Database mgt system – centralised database resource for the whole organisation

Allows a common database with many tables to be linked together

Accessed by everyone

Software

Data is not stored several times in separate files

Data is consistent More information is available to all users Greater security – different levels of access

can be granted so only certain people can access some information

Reduces time spent inputting data – data held in one file only

Advantages of a Database Mgt System

Security – theft, damage and destruction

Integrity – ‘correctness’ of data and involves the prevention of inaccurate data entry

Privacy – held securely so that only those who need access to the data can access it

Confidentiality – those who do have access respect the data and do not discuss it with others who do not have a right to know

Security and Integrity of Data

Organisations have a responsibility to

identify and quantify the risks that their data is exposed to and to put

countermeasures in place – policies and procedures that reduce or remove the identified risks

Ensure windows are closed and office s are locked when the building is empty

Alarm the buildings Use cameras and surveillance equipment Restrict visitor access Keep visitors away from computer areas Train staff on how to move equipment Provide trolleys for transporting items

Minimising damage from physical threats

Keep fire doors closed to prevent the spread of fire

Have fir fighting equipment and train staff how to use it

Install a sprinkler system to help put fires out

Lag pipes to reduce the risk of burst pipes Take out adequate insurance – if the worst

happens you can recover from it

If the servers, hard drives and laptops are stolen then the data goes with them

Viruses can make files and PCs unusable SO Store the original software securely – the

software can be reinstalled on another system if necessary

Back up all files regularly

This means controlling or restricting access to those people who are authorised to use the data

Access rights can be set at different levels – relative to the position held in the organisation

See notes on privacy and confidentiality

Access Rights

Organisations are also responsible for ensuring the security and confidentiality of data held in paper based information.

Paper Based Information

Files are returned to the filing cabinet after use

Filing cabinets are locked and the keys stored somewhere safe

Papers are not left at the photocopier All papers are collected from printers

promptly Papers are not left on desks unattended Papers are shredded or disposed of

properly

Procedures should be put in place to ensure that:

BEAR IN MIND THAT THE IMPACT CAN BE EITHER POSITIVE OR NEGATIVE Speed: at which data can be input,

processed, transferred and retrieved Accessibility: appropriate access for

authorised users and restricted access for others

Security and integrity: if unauthorised users can corrupt data, effectiveness and competitiveness can be reduced

Data Management Impact

Responsiveness: if information is out of date then so are decisions made. Firms must respond quickly

Customer satisfaction: may affect customer records, response times

Staff morale and motivation: affected by quality of data mgt. Frustrating and stressful

Quality of information: appropriate quality and quantity. Accurate and up-to-date

BEAR IN MIND THAT THE CONSEQUENCES CAN BE EITHER POSITIVE OR NEGATIVE

Cost: duplication of data and user effort use up time and resources which costs money

Reduced effectiveness: poor information leads to quality of decisions being affected and reduces effectiveness

Consequences of Poor Management

Reputation: poor responsiveness to customers and poor decision making can affect reputation

Legal action: must conform to legal requirements. Poor data mgt could lead to legal action

Loss of customers: impact badly on level of customer service

Collected fairly and lawfully Held for only the specified and lawful

purpose described in the register Used only for the purposes described Adequate, relevant and not excessive Accurate and up-to-date Held for no longer than necessary Protected by proper security

Data Protection Act 1998

Ensures exclusive ownership is maintained No unauthorised copying of materials

takes place Effects books, films, music, computer

programs To copy work you must get permission to

do so May also have to pay a fee Copyright symbol - © May also show copyright owner

Copyright, Designs and Patents Act 1988

Prevent unauthorised access to computer systems or materials

Deter criminals seeking to use computers in committing offences eg. Making unauthorised changes to data with criminal intent

Unauthorised access with the intent to commit or help further offences

Computer Misuse Act 1990